A Comprehensive Guide to Outsourced Appointment Setting

“Alright, I’ll set you an appointment” is a commonly used line in the business world. It’s assertive yet professional, which allows salespeople to close deals and win over clients. The method is formally known as appointment setting but is considered one of the most difficult parts of business operations and development.
More often than not, appointment setting is also deemed as the ultimate barrier to an increase in sales. Sales is a methodological process, after all, but it cannot begin without the participation of a prospect first. This is particularly true in the world of small businesses and start-ups, as growth can seem elusive.
Only profitable sales can help propel them forward, making appointment setting a crucial task. This is also where companies can set a good first impression, one that can lead prospects further down the sales funnel. Communication is the first step, which can then be cultivated into meetings in person. Along the way, this lead can eventually become a paying customer.
It can be tempting to simply just do things on your own and run an appointment-setting department, but you’re better off leaving it to the professionals. In other words, you’ll want to take advantage of outsourcing your appointment setting services.
To help you fully grasp the importance of doing so, we’ve created this comprehensive guide for you. Here, we provide you with a full rundown of the roles and responsibilities of an appointment setter, outsourcing, and the undeniable benefits you can gain from investing in professional talent:

The Role of an Appointment Setter

An appointment setter is responsible for contacting business prospects – be it another business entity or an individual – to arrange a meeting with a sales representative. Here, the organization’s products and services will be discussed, along with ways they can be used to achieve personal goals, address pain points, and other benefits.
For this reason, it’s important to remember that an appointment setter must be an expert in the sales field. They also need to have extensive knowledge of all the products and services offered by the organization, particularly how they can benefit each potential customer. Conversation techniques must be known by heart, as their goal is to always create an appointment to further the sales process.
An appointment setter also makes sure to accomplish the following tasks:

  • Cold calling prospective clients with the help of customer lead, with the goal of setting an appointment
  • Connect with existing clients to discuss new products and services, with the goal of setting an appointment
  • Answering calls and queries clients may have
  • Tracking correspondence of every individual on the customer list, from cold calling to appointment set-up to the final sale
  • Keep up to date with all the products and services offered by the company, which should include special deals and promotions

Golden tip: All these tasks are better off being outsourced. By enlisting the services of an outsourced service, you allow your sales team to focus on what matters most—helping your business grow.

Understanding Outsourcing Sales

Outsourcing has been on the scene for decades. It has enabled countless companies all over the world to focus on better aspects of their businesses, such as core competencies that help propel them towards success. Any non-core tasks are given to professionals who can perform them properly, which includes customer service, IT support, and even appointment setting.
Outsourcing your appointment setting tasks can effectively help you manage your business. You may have an outstanding onshore team by your side, but hiring offshore professionals to handle your business when the doors close can maximize your potential in more ways than one.
Why Should You Consider Outsourcing Appointment Setters?

  • It’s more cost-effective than in-house solutions: Outsourcing appointment setters means that you can hire professionals who can manage their own teams, and you don’t have to manage in-house staff. When you work with an outsourcing company, you wouldn’t have to organize teams and hire supervisors to oversee them. This can save you financial resources and office spaces.
  • It can save you a lot of time: You’re not just saving money when you outsource appointment setters; you’re also saving time. By outsourcing appointment setters, you allow in-house sales representatives to focus on more important aspects of their job, such as planning marketing strategies and closing sales.
  • You will be hiring specialized professionals: Unlike training your in-house sales teams in an appointment setting, you’ll have access to a team of professionals who specialize in the role when you outsource them. They will be in charge of performing data-based marketing, survey your customer base, and make sales appointments for your company. These professionals will be well-honed in handling a diverse set of clients and will likely be experts in cold calling and other sales strategies. By outsourcing, you will be employing the help of these seasoned professionals to help you close deals.
  • You can generate and convert more high-quality leads: One of the most important aspects of an appointment setter’s job is to generate leads and nurture them into being clients and paying customers. Outsourcing appointment setters means that you’ll have access to a team of professionals that have an effective system in place to better generate and convert highly qualified leads.
  • You will have access to data and analysis: Generating leads is important, but having the data to better determine high-quality leads is also a crucial role of an appointment setter. By outsourcing appointment setter teams, you will have access to their data and analysis,to set both of which can help you determine the most qualified leads and improve your marketing strategies.
  • You’ll give your sales team a boost: When you outsource virtual appointment setters, you’re not merely hiring telemarketers. Instead, you’ll be hiring an extension of your sales force. They will work alongside your in-house sales team to boost your sales and conduct research on what companies and potential clients to contact.


The Bottom Line

The appointment setting process is a crucial part of every business. Missing out on proper execution means business lost, which is why it’s important to leave everything in the hands of a professional. An outsourced appointment setter will help you perform cold calls, track client progress, and above all, reach out to prospective clients to help your sales team close deals.
The benefits of outsourcing the task are undeniable, and there can be plenty more reasons to invest – all depending on your unique needs. Whether you’re a small business or a multimillion company, the next best move is to outsource.
If you’re looking to hire an appointment setter, CrewBloom offers you the best talents. We are in the business of disrupting the world of outsourcing, all packaged in affordable deals for your company. Hire premium talent – request a consultation today.

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