Appointment Setting Success – 3 Part Series

Share this
Reading Time: 4 mins, 16 secs

Appointment Setting Success | #TomFerryShow

One of the questions I get asked most frequently is how to get more appointments.

Setting those appointments means winning more sales and earning more money!

In this three part series I break down all the elements of appointment setting including:

  • How to better communicate on the phone
  • Closing and making the ask
  • 3 Questions to remove your clients’ fears
  • How to optimize your office
  • Rapport building strategies

This is a great series that I know you will get a TON of value out of, and more appointments!


Part 1: Be An Appointment Setting Machine

4 Easy Steps to Getting More Appointments

1. Have an Appointment Setting Routine

In order to get more appointments, you need to have a simple appointment setting routine.

Start by asking yourself these three questions:

• Why should this customer do business with me?

• What am I committed to?

• What is my mindset for setting appointments?

2. Know your “automatic shot” and take that first

You want to start your appointments off right by getting a quick “win”

So, if you absolutely had to get an appointment right now, who would you call first?

3. Be more assumptive with your language

What you say absolutely matters, and your language should already assume you’ve got the win.

4. Close, because it’s awkward if you don’t!

Your customers are expecting the close, and you may have to close several times.

Some of the best salespeople close 3, 5, or even 7 times!

Part 2: 6 Tips To Schedule More Appointments

6 Communications Tips

1. Know your customers pain and know their problems.

Examples: market conditions, past purchasing experiences

2. Know your dialogues.

If you want to be good on the phones you have to practice!

Check out one of the Sales Edge events for a 3-day boot camp that will give you an unstoppable lead conversion script and bulletproof listing presentation.

3. Get to the point!

Example “I’m calling today to schedule an appointment…

Give two options for setting a time.

4. Stand up when you are making calls!

Your body controls your tonality and your emotional state.

5. On the phone = 20% effective sensory communication

Remember that when you talk you are only engaging in one sense out of five.

Speaking clearly is important.

6. Get the fear out of the way with these 3 questions:

What’s the worst case scenario?

What’s the most likely scenario?

What’s the best case scenario?

In addition to getting better on the phones, you also have to make sure you have the best environment possible for making calls.

Tom Ferry - Success Summit

Create the Ultimate Appointment Setting Environment

1. Appointment Tracker – Visual

Make it visual; think big calendar.

2.  Appointment Setting Shrine

Use a foam presentation board with pictures of your family, how much money you want to make, and even a mirror.

3. Eliminate All Distractions

Things like the voicemail light, messy desk, or having the Internet open in front of you can be distracting.

4. Stand Up Vs. Sit

You sound more confident on the phone when you are standing up versus sitting down.

5. Music

I like Depeche Mode, but find something that works best for you.

6. Plant

Having a plant in your office can help improve your mood.

7. Get a good headset!

I use a wireless Plantronics headset.

When you put together all these steps you can’t help but get better on the phones!

Remember, that by removing the client’s fear it is easier for them to take action and for you to set appointments.

Part 3: Build Instant Rapport

How to Build Rapport in Under 60 Seconds With Anyone

1. Listen to how they answer

It isn’t just the words they are saying; it is how the words are being said.

2. Mirror or mimic

Think about the way people speak and do your best to match their speaking style.

Essentially, you are showing the customer that your comfortable your own skin.

You are so comfortable that you can match their communication style and make them feel more comfortable.

Here are some things to consider when mirroring:


Words and patterns


Rate of speech

Emotional state

3. Validate your clients’ answers

This is basically repeating and approving.

So you ask a client “What is important to you in your future home?”

They answer “We are looking for a place with 3 bedrooms, 2 baths, and a pool.”

You say “Excellent, so you are looking for a home with 3 bedrooms, 2 baths, and a pool.”

When you repeat back that answer using the communication tips mentioned above, you help take down that sales barrier!

Remember that people are comfortable doing business with people they can easily communicate with!

Everyone wants to feel validated, and this strategy helps the customer feel they are understood.

Build Rapport

Build that rapport using the steps I outlined above, and you’ll be on your way to setting more appointments!

Remember that you don’t necessarily become a master of all these steps overnight.

Be sure to take time to practice, and the great part is you can practice with just about any conversation!

If you’re feeling daring, you can even try the anti-rapport game so you can see what that gap in connection feels like.


Would You Like to Generate and Convert More Leads in Less Time?     Schedule a Free Coaching Consultation