How to Prevent Meetings from Falling Off

Posted by Ingrid Freemyer at 02:47 PM on 04/24

If you’re like me, as a sales professional, the bane of your existence is the dreaded reschedule. Nothing is more frustrating than blocking off time on your calendar to meet/speak with a C-Level or Senior Executive and then having the meeting fall off. Not only are reschedules extremely frustrating, they are also a waste of both time and energy. Through my years of scheduling meetings and training others to schedule meetings, I have learned a number of preventative measure to set meetings that stick.

Preventative Measures:

When scheduling, listen to hear that your prospect is typing the meeting in his or her calendar. “Let me know when you have your calendar ready for the info.” Repeat the meeting date and time two times in the course of the call.

If the meeting is live, confirm the address. If the meeting is phone, confirm the phone number that your prospect would like you to call. It may not be the number you reached your prospect at this time around.

Give your company name, your name, and your phone number. Ask that the prospect call you if something comes up and he or she needs to reschedule.

Get the cell phone by saying, “Could I also please have your mobile number just in case we have trouble connecting with you day of the meeting.”

Get the name of the prospect’s assistant. Once you hang up with the prospect, call the assistant to confirm that the meeting is in your prospect’s calendar by saying, “I spoke with Bill and found some time and wanted to keep you in the loop.” Copy the admin on all email confirmations. When sending a confirmation email, attach or forward a copy of the original email you used to schedule the meeting.