Schedule calls and demos like a lead-converting legend

Spending too much time juggling calls, demonstrations and meetings? You’re not alone. Sales professionals are turning to automation to maximize their working hours and convert more leads.

60% of sales pros say automation is critical to their work. And guess what? They save about 2 hours and 15 minutes daily by letting online platforms handle typically manual tasks. That’s time better spent on refining strategy and closing deals.

Simplify lead management with automatic call scheduling

Automatic scheduling isn’t just a nice-to-have; it’s a game-changer for sales teams. The right software can set up calls and meetings on your behalf. There’s no need for back and forth emails to find a time to connect.

Why tech matters in sales

80% of the best sellers use online tools regularly. These are the folks who keep smashing their sales goals. The message is loud and clear: If you want to be a top seller, you can’t ignore automation.

Why sales teams need to schedule calls online

Let’s say, on average, it takes 15 minutes to set up a callback, demo or chat with one lead. If your team talks to 20 leads daily, that’s 5 hours gone – just on scheduling.

An online calendar gives you back valuable hours, creating more time for tasks that shouldn’t be rushed. You can avoid double booking and even coordinate between time zones with a digital system in place.

1. Open all hours

Call scheduling platforms runs 24/7. Clients can book an appointment with you online with zero need to reach out. You never miss a chance to connect and booking details land in your calendar.

2. Make it your own

Share your real-time availability and service menu online. You can specify whether services are provided over call, over video or in person, and automate reminders.

3. Track productivity

As your business expands, a scheduling tool keeps all team calendars aligned. You get a bird’s-eye view of internal and external meetings and can delegate tasks with just a few clicks.

4. Keep ’em coming back

A simple, branded online booking process helps to increase engagement with your services. Leads can confirm calls and meetings independently, decreasing drop-off after you follow up.

Leads ➡️ customers

Around 3 out of 4 marketers using automation turn more leads into customers.

Here’s another eye-opener: Most sales require at least five follow-up calls after the first chat. But almost half of sales professonals only follow up once.

This presents a huge opportunity to gain an edge over your competitors. With an automation tool, you can plan multiple follow-ups with one lead and ensure they receive continued communication. Check in regularly and keep your brand in mind.

What to look for

When researching platforms to schedule demos, calls and meetings, explore the different features on offer. Some automation essentials include:

• Email confirmations: As soon as a booking is made, the relevant team member and guest receive personalized email confirmations. This instant communication keeps everyone on the same page and promotes reliability.
• Automated reminders: A missed appointment could mean a missed opportunity. With automated email and text reminders, you can reduce no-shows and even reshare video links with leads for convenience.
• Real-time calendar sync: Already using a Google or Microsoft calendar? Ensure your scheduling platform connects to other calendars, so your availability takes all events into account.

Industries that schedule and host demos online

Automation is the gold-standard for many business types, and not only to their call handling and customer service teams. Specialists can handover routine calendar management and use video integrations to meet more people.

• Software companies: Live video demos showcase a product in action. Specialists providing demos can highlight particular features and benefits based on the audience.
• Healthcare providers: Doctors and healthcare workers often meet prospective patients through video consultations. These are convenient for providers and guests as there’s no travel required.
• Retail businesses: Consider services like personal shopping and crafting bespoke items. Specialists can use video demos to discuss their skills and learn what a lead is looking for.
• B2B companies: Sales or consultancy demos may include many decision-makers located across the globe. Video demos make it straightforward for everyone to receive an introduction at once.

How to book more demos

Once you’ve picked a scheduling tool, get your booking link in front of as many eyes as possible.

• Social media: Platforms like Facebook, Instagram and LinkedIn are great places to share your booking link. You can pin a post to the top of your profile or include the link in your bio.
• Email signature: By displaying your booking link in every email, recipients can book online without needing to respond.
• Your website: Place a booking link in prominent spots so it’s easy to find. With Setmore, you could even feature a ‘Book now’ button that opens your Booking Page.
• Newsletters: Include your booking link to remind subscribers that you’re available for appointments.
• QR codes: Incorporate a booking QR code on your business cards, print ads, merchandise and more.
• Directories: Enable people who discover your services using Google Search and Maps to book directly from your Google Business Profile.

For more ideas, check out these little-known ways to share your booking link.

Crafting a clickworthy demo invitation email

Sending a demo invite email is a critical step in the sales process. It’s your chance to get potential customers to engage with your product or service. Here are some actionable tips to make your demo invite stand out:

• Captivating subject line: Create an intriguing subject line that prompts a click. This is your first impression, so make it count.
• Personalize: Since the demo is just for them, use their name, reference specific interactions and discuss their needs.
• Clarity is key: Clearly outline what the demo will cover and how it will benefit them. Keep it concise.
• The essentials: Specify how to receive a demo. Make it as easy as possible for them to book.
• Strong call to action: Use a compelling CTA like “Book your exclusive demo” to reinforce that this is a special opportunity.
• Automated reminders: Use email or text reminders to ensure that your lead doesn’t forget their appointment.

Your demo invite email template

Subject: Exclusive Invitation: See How [Your Product/Service] Can Transform Your [Specific Area]

Dear [Recipient’s Name],

I hope all is well. I’ve noticed you’ve been exploring solutions in [specific area or industry] and believe [Your Product/Service] could be the game-changer you’re looking for.

I’d like to personally invite you to an exclusive live demo tailored just for you. During this session, we’ll dive into:

How [Your Product/Service] addresses your specific challenges

• The ROI you can expect
• A walkthrough of key features that will benefit you
• To confirm your demo, simply select a time: [Link to confirm]

This is a one-on-one session, so feel free to ask any questions. I’m looking forward to showing you how [Your Product/Service] can significantly impact your business.

Best regards,

[Your Name]

Get feedback to improve your sales call automation

Improving your sales call automation isn’t a one-time task; it’s an ongoing process. Here’s how to gather insights and make meaningful changes:

• Post-call surveys: Send a quick survey or review request to your guest after a sales call or demo. Ask about their experience and what could make it better. Keep the survey short and to the point.
• Monitor metrics: Track KPIs like call duration, conversion rates and customer satisfaction scores. These numbers can tell you a lot about how well your different automation tools are working. We recommended utilizing Google Analytics to learn more about your Booking Page traffic.
• Team feedback: Don’t forget to ask your sales specialists for their input, as they use the online tools every day. What’s working and what isn’t?
• Online reviews: Monitor reviews on social media and review sites. People are often more candid in these spaces, giving you unfiltered feedback.

Make small changes to your automated process based on your audience’s notes. Maybe it’s adjusting the timing of follow-up emails or fine-tuning your call scripts. It may also help to get an outside perspective. You could hire a consultant or attend webinars to learn different techniques.

Save time and capture more leads today

Ready to make a change? Create your Setmore account and share your free Booking Page. New leads can confirm appointments around the clock while you focus on building connections.

Happy scheduling!

by Setmore Appointments

Free, powerful online customer scheduling for businesses of all sizes.

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