Business Scaling

What is Appointment Setting? + Tips for B2B Appointment Setting

What is Appointment Setting? + Tips for B2B Appointment Setting

Scheduling numerous meetings doesn’t necessarily lead to greater chances for sales success. In truth, focusing on quality over quantity gives you better chances of successful conversions.

So, how do you achieve those successful conversions? We’ll share 13 essential tips with you! But first, let’s define what appointment setting is and what makes it so crucial to your business.

What is Appointment Setting?

Appointment setting is the process of scheduling and confirming meetings between people or companies. It specifically refers to booking meetings with leads on behalf of a company most of the time. 

Appointment setting is your first chance to make a good impression on your prospect. And even if a meeting doesn't lead to an immediate sale, it helps build your network and creates sales down the line.

Why is Appointment Setting Important? 

Appointment setting is important for three reasons. 

First, it helps generate sales. It gives you more chances to talk with potential clients. These conversations are your first step in turning someone interested in your product into a customer. 

Second, appointment setting helps generate leads. It often makes more people aware of your business and grows your network. Not everyone will buy after a meeting - but more people will know and remember your brand. 

This way, they’ll buy from you - or recommend you to others - when they need your product in the future. 

Last but not least, it is a powerful way to do market research. By talking to prospects, you get a way to know what they want and need. 

How Does Appointment Setting Work? 

Appointment setters make sure they have the right contact information and tell your prospects about your product or service. After that, they arrange a time for a more detailed discussion or demonstration. This is when the appointment is set.

But appointment setting isn’t just about making a call or sending an email. To do it successfully, you need to have a good appointment setter that can understand what the prospect needs and explain how your offer can help solve their issues. This requires a lot of research.

Looking to hire an appointment setter? At MultiplyMii, we can help you save up to 83% on labor costs without compromising on skills. 

Learn how much more you stand to save when you partner with us. Grab a copy of our FREE salary guide!

In other words, appointment setting is basically about finding leads and telling them about your offer - then booking a meeting. But behind the scenes, it’s about knowing your prospects and tailoring your pitches to them. 

13 Key Focus Points for a Successful B2B Appointment Setting

How can you ensure a successful appointment setting? We’ve listed the things you need to enhance your approach.

  1. Meet key decision-makers

    Aim to connect with decision-makers. It won’t help you to have a lot of meetings with people who aren’t involved in the buying process for your product. 

    You can use tools like LinkedIn and Apollo to see who makes key decisions in your target companies. 
  1. Be courteous

    Value the time your prospect has given you. Be on time, and if any changes are required, let them know as soon as possible.

    Take advantage of free calendar apps like Apple and Google Calendar to remind you of upcoming meetings.
  1. Do your research

    Can you imagine talking to key decision-makers and not having the answers they need? 

    Before making that call, prep your answers to possible questions from your prospects like: 
  • Why do they need what you’re offering? 
  • Why now? 
  • How can you solve their problems?
  1. Prepare for objections

    Be prepared for potential objections, such as your prices. It will allow you to answer them confidently during the call.

    Moreover, you get to address their doubts about your product and show that you’ve thought things through. Doing this will increase your chances of getting that appointment set!
  1. Use a flexible script

    Use the script as a guide; there's no need to read it word for word. 

    You can improvise for a more natural conversation, but remember to introduce yourself, your company, and your products/services clearly. Remember, the key to a successful call lies in making the appointment setting script your own—customize it to feel more like a conversation than a pitch.
  1. Focus on immediate goals

    Your ultimate goal is to close the sale eventually, but your immediate goal is to build trust between you and your prospect.

    Avoid being overly fixated on making the sale right away. Instead, aim to leave a lasting impression so you’re the first one they think of when they require your services.
  1. Avoid a salesy attitude

    Help your prospect feel more at ease and open to conversing with you. Chances are, they already think you’re just making a sale (although that’s our ultimate goal).

    Start with a friendly comment or question. If, during your research, you find a common interest or connection, it’s even better! Finding shared ground helps break the ice.
  1. Ask illuminating questions

    Illuminating questions can uncover potential challenges your prospect might have yet to consider.

    For instance, if you’re working for an offshore staffing firm, you can ask your prospect if they prefer to be one of several clients or if they seek exclusive attention. How comfortable are they with receiving only limited attention?

    Go beyond simple queries. Encourage the person you're speaking with to share insights about their needs and circumstances.
  1. Don’t be pushy

    Being too aggressive can turn prospects off and leave a negative impression of you and your brand. They may even choose to opt out of any communication at all.  

    Instead, strike a balance between being assertive and respecting your prospect’s boundaries. This will lead to positive outcomes, like improved conversion rates or sales opportunities.
  1. Show value

    Offer solutions and not just your product features. How can your services solve your prospect’s problems? And why should they choose you over others in the market? 

    Use the insights from your research to clearly demonstrate the benefits your potential client may get from your product/service.
  1. Share social proof

    Remember to share customer reviews and trust statistics. 88% of customers trust user reviews as much as personal recommendations.  

    Share success stories to build credibility. Examples of how your product has given similar businesses an advantage are a plus!
  1. Leverage technology

    With the help of technology, you can improve your appointment-setting process and make it more effective.

    Make use of online scheduling tools, CRM systems, video conferencing platforms, and more. You can reduce the manual effort needed and make your appointments more convenient for you and your prospects.
  1. Confirm and follow up

    To have an effective appointment-setting experience, confirm appointments through initial and pre-meeting reminders. 

    Be specific when setting a meeting time to ensure you and your prospect are on the same page. For example, "How does March 17 at 10 a.m. EST work for you?"

    Besides that, following up post-appointment is also crucial. Sending a thank-you email, seeking feedback, and outlining the next steps can increase the chances of your prospects engaging with you.

    Each of these points can make your B2B appointment setting effective and ultimately lead to successful sales.

Should You Get An Appointment Setter?

How about getting an appointment setter for your business? It's becoming a more popular choice for those who want to expand their customer base, generate leads, or enhance client relationships.

MultiplyMii can find an appointment setter who can help you achieve all that. We’ll headhunt your dream candidate, manage recruitment, and reduce your workload, all while keeping costs low.

Businesses today are hiring virtual assistants as appointment setters. It saves time and money, and the work quality is often just as good.

But did you know there are different types of appointment setters? There are:

Lead generators

This type of appointment setter contacts new potential clients. They specialize in identifying leads through cold calling, email outreach, or social media prospecting.

Lead generators contribute by expanding your customer base and filling the sales pipeline with qualified opportunities.

Relationship builders

They can take care of sending follow-up emails. They concentrate on nurturing your connections with potential clients or leads.

Their goal? Establish trust, understand your client's needs, and build a foundation for long-term relationships. They can schedule consultations, needs assessments, or any relationship-building activities.


These appointment setters specialize in the final stages of your sales process. They aim to convert leads into customers. 

Closers are often focused on securing commitments and finalizing agreements. They set appointments geared toward presentations, product demonstrations, or negotiations.

But seriously, why should you even consider getting an appointment setter? Besides saving costs, they can also save you time, which is incredibly valuable in business.

Instead of finding and talking to potential clients, an appointment setter can do it for you. This means you can focus on more critical parts of your business. 

Appointment setters are trained to do this job well. They can be valuable to your team, helping your business grow, gain more clients, and boost sales opportunities.

Unlock Success through Meaningful Connections with Your Appointment Setters

Want to skip the dead ends and embrace thriving leads?

Do it with effective appointment setters by your side! 

Say goodbye to frustrating roadblocks and hello to a world of opportunities. Partner up with MultiplyMii

We are a remote staffing firm that's been matching businesses with top-notch candidates for over a decade.

With our expertise, build meaningful connections with your team of appointment setters and watch your business grow to new heights.

Book a discovery call with us today!

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From a dedicated recruitment specialist

Frequently Asked Questions

What is the role of an appointment setter?

The role of an appointment setter is to schedule meetings or appointments. They often work in sales or customer service roles, reaching out to potential clients or customers to arrange meetings or calls.

Why is appointment setting necessary?

Appointment setting is crucial for businesses as it helps streamline communication, save time, and ensure that meetings are organized efficiently. It plays a vital role in sales and client management processes.

What is an online appointment setting?

Slightly different from the meaning of appointment setting, online appointment setting refers to meetings or appointments set using digital platforms or software. It allows for easy scheduling, reminders, and coordination of appointments, often without the need for manual intervention.

What is an appointment setter in BPO?

In the Business Process Outsourcing (BPO) industry, an appointment setter is responsible for scheduling appointments or meetings as part of a broader sales or customer service strategy. They play a key role in maintaining client relationships and driving business growth.