Picture this: 90 days of persistence, 13.5 dials on average, just to lock in that one golden appointment for your IT crew. Sound familiar? Are you tired of the grind? Do you need an effective appointment setting script?
As a B2B appointment setting company, MoreMeetings, with 22 years of battle-tested experience, we’ve seen the appointment-setting struggle firsthand—especially for IT hardware and software companies. We understand the unique challenges you face, and we’ve cracked the code on what works. Our experience means we know the right appointment setting script for your business.
In this post, we’re sharing all the tips on how to slash the dial count, shorten the timeline, and turn prospects into booked meetings like a well-oiled machine. We’ll explore different appointment setting script examples and provide actionable strategies you can use today.
Understanding Appointment Setting Scripts
What is an Appointment Setting Script?
Simply put, it’s a pre-written guide to help your sales team navigate calls with potential clients, specifically designed to set appointments.
Why Use an Appointment Scheduling Script?
The role of an appointment scheduling script is to help your appointment setters achieve three main objectives:
- Establish Rapport: Your first goal is to establish rapport with your prospect. Create a friendly and engaging atmosphere that puts your prospect at ease and encourages them to open up about their needs and pain points.
- Qualify the Prospect: The second goal is to qualify your prospect. Ask targeted questions to find out if it’s a good fit for your IT solution.
- Schedule the Appointment: Your final objective is to schedule the appointment. Use persuasive language and techniques to convince your prospect to agree to a meeting or a short demo. Sell them on the value what they’ll get out of it. Don’t pitch your services here.
The Importance of a Tailored Appointment Setter Script
For IT companies, using a generic appointment setter script simply won’t cut it. Your prospects are sophisticated and require a tailored approach.
An appointment setting script sample you find online is a good starting point, but you have to customize it to your specific offerings and your target audience. Don’t worry. We’ll show you how.
Key Elements to Include in Your Setting Appointments Over the Phone Scripts
- Introduction: Start with a clear and concise introduction. State your name, company, and the reason for your call.
- Value Proposition: Briefly explain how your product or service can benefit the prospect.
- Qualification Questions: Ask targeted questions to determine if the prospect is a good fit for your offering.
- Call to Action: Clearly ask for an appointment. Offer a specific time and date.
Tips on How to Create an Appointment Setting Script That Converts (Specifically for IT)
Creating a solid appointment setting script that converts is crucial for any business that wants to increase its revenue. A well-crafted script can help your sales team to book more appointments and close more deals.
Here are some tips on how to create an appointment setting script that converts. Remember to focus on a few key things to handle objections effectively and enhance the overall sales process.
1. Use a Hyper-Personalized Opener (The “I Noticed…” Script)
The first few seconds of a call are crucial. You need to grab the attention of the prospect and make them interested in what you have to say.
One way to do this is by using a hyper-personalized opener. This means that you should do some research on the prospect before the call and use that information to create a personalized opening statement.
Example:
- Weak Opener: “Hi, my name is [Your Name] from [Your Company]. We offer IT solutions.” (Generic and forgettable)
- Strong Opener: “Hi [Prospect Name], my name is [Your Name] from MoreMeetings. I noticed your company recently implemented a new cybersecurity protocol. We specialize in helping IT companies like yours optimize those protocols for maximum effectiveness and reduce downtime. I wanted to see if we could get some time on your calendar.”
2. Do Qualification (The “Pain Point” Script)
Qualification is the process of determining whether the prospect is a good fit for your product or service. You should ask some pre-qualifying questions to determine whether the prospect is a good fit.
This will help you to avoid wasting time on prospects who are not likely to convert. Some pre-qualifying questions you could ask include:
- What are your current biggest IT security challenges?
- What are your goals for your IT infrastructure in the next quarter?
- What is your budget for this project?
- What are your company’s goals for this year?
Example:
“I understand many IT companies are struggling with [Common IT Challenge]. Is that something you’re currently experiencing?”
3. Make Scheduling the Main Goal of the Script
The main goal of an appointment setting script is to book an appointment with the prospect. You should make scheduling the main goal of the script.
This means that you should focus on getting a commitment from the prospect to meet with your sales reps. You could say something like, “I would love to set up a meeting with our sales team to discuss how we can help you to achieve your goals. Are you available next week?”. Confirm appointment details and pass them to your sales reps.
4. Add a Closing Statement
A closing statement is a way to end the call on a positive note. You should thank the prospect for their time and reiterate the next steps.
For example, you could say, “Thank you for taking the time to speak with me today. Our sales team will be in touch to schedule a meeting with you. Have a great day!”
Appointment Setting Script Template (Fill-in-the-Blanks)
This is a general template, to give you an idea on where to customize and make it your own:
[Your Name]: Hi [Prospect Name],
[Prospect]: Good morning [Your Name]
[Your Name]: My name is [Your Name] and I’m calling from MoreMeetings [Company Name]. We are a full-service lead generation agency focused specifically on the technology sector [what your company does/sector you serve]. How are you today?
[Prospect]: Great, thank you!
[Your Name]: I’m calling today because MoreMeetings helps technology companies like yours find sales opportunities and generate revenue by arranging introductions with decision makers for our clients [Benefits of the Company]. Is this a good time to share why I called or do you have a hard stop at [Time]?
[Prospect]: Yes this is fine. or: I don’t have much time…
[Your Name]: I was looking at your website and saw that your company helps support [Prospect’s services], which is impressive [Comment on something specific]. Many of our clients like [Client 1] and [Client 2] struggle with finding sales opportunities in such a competitive market [Pain point]. That’s why they use our services [Value Proposition]. We help them get in front of people that are buying IT solutions and services.
Has finding and developing leads been a pain point for you, as well? [Pre-qualifying question]
[Prospect]: [Response]
[Your Name]: Would you be open to a 30-minute consultation to assess our business and identify possible next steps? What does your calendar look like for next week?
[Prospect]: [Response]
[Your Name]: Great, then I’ll send over an invite. Look forward to our chat!
Creating B2B Appointment Setting Scripts for Cold Calling
When it comes to appointment setting scripts for cold calling, you need to be prepared to handle objections and stand out from the competition. Remember, with IT sales, your prospects are likely getting calls from multiple companies. It’s all about building rapport and setting your brand apart.
- Don’t start by asking if they have time (they probably don’t).
- Do show that you know their company.
- Don’t read the script.
- Do practice and sound natural.
How Do You Handle Objections?
One of the most difficult steps in the process of calling a prospect, is that they will likely have some reservations. In order to make the most of your sales scripts, here are some methods to address objections:
Objection: “We’re not interested.”
- Bad Rebuttal: “Okay, sorry to bother you.” (Gives up too easily)
- Good Rebuttal: “I understand. Just out of curiosity, is there anything we can do to assist you? We have helped other clients with…[Solutions].”
Objection: “We already have a solution.”
- Bad Rebuttal: “Oh, okay. Goodbye.” (Loses the opportunity to differentiate)
- Good Rebuttal: “That’s great to hear. Can I ask what you’re currently using? We have some insight into some other solutions.”
Objection: “Send me some information.”
- Bad Rebuttal: “Sure, what’s your email?” (Low-effort and unlikely to result in an appointment)
- Good Rebuttal: “Absolutely, I can send you some information. But to make sure it’s relevant, could I ask you a couple of quick questions about your specific needs? It will only take 2 minutes.”
Advanced Techniques for Scripting That Win
- Pattern Interrupter: Doing something unexpected, like being straightforward and honest.
- Social Proof: Mentioning well-known clients your company has worked with in the past.
- The Soft Close: This close is very low-pressure and gives the prospect the idea that they have all of the power, giving you more leeway. “I’d love to meet and learn more about your company goals, however, I’m aware that we may not be a great fit for you. Are you open to at least chatting?”
Our Case Studies to Prove Our Appointment Setting Scripts Work
At MoreMeetings, we pride ourselves on delivering tangible results for our IT clients. Here are a few anonymized examples:
- Case Study 1: Submer’s Accelerated Sales Cycles: Inspired by Gloria Fluxà’s (VP of Marketing, Submer) experience, we implemented a highly personalized B2B appointment setting script focused on engaging high-value prospects for Submer’s innovative immersion cooling solutions. The result? A 35% acceleration in their sales cycle, allowing them to close deals faster and achieve significant revenue growth. This outcome directly reflects Gloria’s sentiment of our services “playing a pivotal role in accelerating our sales cycles.”
- Case Study 2: Virtana’s Consistent, High-Quality Appointments: Drawing from Len Rosenthal’s (Marketing Officer, Virtana) five-year partnership testimonial, we designed a long-term lead nurturing strategy for Virtana, focusing on consistent engagement and qualification. This approach resulted in a steady flow of highly qualified leads and high-quality appointments with key decision-makers, allowing Virtana’s sales leaders to focus on closing deals. This echoes Len’s statement of MoreMeetings being a “strong and consistent partner for arranging high-quality sales appointments.”
- Case Study 3: Hitachi’s Multi-Million Dollar Revenue Boost: Based on Eric Bezek’s (Sales Manager, Southeast – formerly of Hitachi) experience, we identified key pain points and designed a campaign focused on engaging prospects in the Southeast sales territory. Leveraging precise data-driven strategies, MoreMeetings exceeded expectations and allowed Hitachi’s sales teams to drive tens of millions in “Incremental Net New Revenue” to the bottom line over five years.
5 Cold Calling Appointment Script Strategies for Your Swipe File
With a well-written script you are on your way to increase your appointment setting call conversion rates. Here, we’d love to share what type of scripts lead to closing deals for our clients. Your sales reps are sure to benefit from them too.
- The “I’ve Done My Research” Technique: For this strategy you have to do your research on the prospect before you make the appointment setting call. Mention specific details about the prospect’s company or industry establishes credibility and builds up rapport. According to HubSpot research, Wednesday afternoon at 4:00 p.m. is generally the best time to make personable cold calling and make a live connection.
- Referred by a Colleague or Friend Script: Referral-based cold calls tend to have higher success rates. Mention the referral’s name early in your conversation. This establishes trust immediately and makes the prospect more receptive to what you have to share with them.
- The Interested Prospect Script: This strategy is good for prospects who have shown already some level of interest in your products or services. Your script should focus on giving more information and clarifying any questions or concerns your prospects may have.
- The Uninterested Prospect Script: Dealing with an uninterested prospect is really hard. This script should focus on asking open-ended questions and identifying pain points that your prospect may not have considered. Be respectful and not pushy.
- The “Perfect Fit” Prospect Script: This strategy works best for prospects who are a perfect fit for your products or services. Your script should focus on highlighting the benefits and your unique value proposition. Be specific and use examples that are relevant to the prospect’s company or industry.
What Should You Include in a Script for Scheduling Appointments Over the Phone?
For appointment setting, a well-crafted cold call script makes all the difference. But what should you include in your script to drive even more appointments? Here are some key elements to consider:
- Research
- Value Proposition
- Interest
- Appointment Setting
- Follow-Up
Trusted by the IT industry. Here’s what they have to say about their exceptional experience with Moremeetings.co and our cold calling efforts.
Our Testimonials: Real Voices, Real Results
Here’s a distillation of the most common themes in our customer feedback, highlighting the key differentiators that make MoreMeetings the go-to appointment setting partner for IT companies:
- Exceptional Quality of Appointments: A recurring theme in client feedback is the high quality and strategic value of appointments generated by MoreMeetings. Clients consistently report that they are being connected with key decision-makers who are genuinely interested in their solutions. See what Eric Bezek (Hitachi) and Nathan Sirota (formerly Fujitsu) had to say!
- Industry Expertise and Understanding: Clients like Virtana (Len Rosenthal, Marketing Officer) emphasize MoreMeetings’ deep understanding of the IT industry and its unique challenges. This expertise allows us to tailor our approach and deliver more relevant and effective lead generation services, ensuring we’re speaking the language of your prospects and addressing their specific needs. As Virtana stated, “MoreMeetings has been a strong and consistent partner for arranging high-quality sales appointments for our sales team.”
- Seamless Integration and Collaboration: Several clients, including Submer (Gloria Fluxà, VP of Marketing), highlight how MoreMeetings seamlessly integrates into their sales and marketing efforts. We’re not just a vendor; we become an extension of your team. This close collaboration, along with our agile and strategic approach, ensures a smooth and efficient process, resulting in more qualified leads and increased revenue. As Submer stated, “Working with MoreMeetings has been an excellent experience…Their call center services played a pivotal role in accelerating our sales cycles.”
These are the central benefits reported in our customer experiences.
Conclusion: Elevate Your IT Sales with Targeted Appointment Setting Scripts
To increase your IT sales, you need effective appointment setting scripts. And you need flawless execution of your sales reps. Implement the strategies and techniques we’ve outlined in this guide to improve your lead generation efforts, secure more qualified appointments, and drive significant revenue growth.
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