A virtual appointment setter is a skilled sales professional who mainly sets appointments by reaching, qualifying, and screening potential leads in a virtual work environment.
A virtual assistant appointment setter is mainly beneficial for businesses with limited budgets or space. Even today, many giant telemarketing companies are turning to virtual helpers more because of their flexibility and cost-effectiveness.
Or, if you are not seeing growth in your revenue and sales, then you can go for a virtual appointment setter. There are more benefits to hiring a VA than any on-site employee.
Let’s discuss what a virtual assistant appointment setter is, their responsibilities, how you can get benefits, and what skills you should look into. Lastly, we will talk about where you can find one.
What is a Virtual Assistant Appointment Setter?
A virtual assistant appointment setter is a sales professional who is highly important to the sales team. They start by identifying potential leads, outreach to them, qualifying them as prospects, and scheduling appointments with senior executives or key decision-makers.
So, a virtual appointment setter works as the bridge between the client and the company. They are the most important part of the sales process and reduce the hefty workload of the in-house sales team.
Or, we can say the VA appointment setter is identical to the on-site sales team, the only difference being that they work in a virtual environment. This reduces the extra employment cost and additional physical office space. Also, many virtual appointment schedulers charge in the form of pay-per-lead generation.
With a keen grasp on generating leads and sales conversion rate, the VA appointment setter may create their own sales strategies to reach the ultimate sales effort. If you are looking for such a professional, check out the tasks you can outsource from your virtual appointment setter.
Task You Can Outsource From A Virtual Appointment Setter
A virtual appointment setter assistant is the expert in appointment scheduling, whether B2B or B2C. They know exactly how to pitch the clients and get you more potential leads. As virtual assistant appointment setters, their responsibilities differ from those of any general assistant, as they are only focused on appointment scheduling and lead generation.
B2B Appointment Setting Services
The most important outbound lead generation strategy is the B2B appointment setting and the toughest one. An experienced virtual assistant appointment setter gives B2B appointment-setting services to schedule meetings between your sales representatives and potential business prospects.
The virtual B2B appointment setter knows how to maintain professionalism while offering value propositions and securing appointments. They start with initial outreach by collecting the emails or contact addresses of other businesses. They do the email management precisely. Then, they filter out potential businesses, call them, or cold email them for initial engagement. The next step is official appointment scheduling and confirmation.
B2C Appointment Setting Services
B2C appointment setting services, that need more creative thinking on how to present your product or services in front of the customers. With no more time to waste on this, hire a virtual assistant who is an expert in getting you more customers.
Ask, how? The virtual B2C appointment setter has industry knowledge and understands how to research and reach out to the target audience. Here, the VA may use various digital tools, sales strategies, and outreach at a convenient time.
The only focus on scheduling B2C appointments is not only converting into a paying customer. Here, they work on building a good relationship with the customers and gaining their trust to create a strong customer base.
So, with a virtual assistant, you can expect to have a loyal customer base that may turn into word-of-mouth for your company.
Sales Appointment Setting Services
By outsourcing a virtual assistant who gives sales appointment setting services, you can think of growing your revenue more. The VA will help your business to grow its sales by identifying your potential customers and educating them about your company. The VA uses the sales strategy to highlight the benefits rather than the features.
Think of that time when your sales team constantly juggled numerous tasks, including the sales appointment setting process. But with a VA, you can focus on other business opportunities while your VA will constantly try for more sales appointments and make calls for the sales team.
Appointment Scheduling & Calendar Management
A VA appointment setter not only schedules meetings but also optimizes appointment time management. They have good calendar management skills, by which they can reduce any conflicts between multiple meetings.
You can rest assured that you will not miss any important client interactions or have any conflicts. Using modern tools, virtual assistants can automate the scheduling process and set reminders. Even the VA will notify you from time to time about your important client meetings.
Qualification and Pre-Screening
The qualification process of leads takes time, so you donât end up wasting your time on the wrong leads. This is where a virtual assistant is most beneficial by qualifying the leads and pre-screening them.
They can optimize lead inflow by filtering out unqualified leads. They will gather all the insights about the lead, note them down, and prepare a document for you. The VA can understand your requirements and your company. Based on that, they will complete the qualifications and all the necessary work. The result is you get the warm leads who have the most potential to convert and boost in sales efficiency
Cold Calling
Cold calling, especially for the telemarketing industry or outbound call center service, is the core. But you need a skilled cold caller with expertise because cold calling is almost dead now. If you can choose a VA appointment setter who has experience in making cold calls, you can rest assured of getting potential prospects.
A VA cold caller follows all the cold calling strategies, like having a personalized cold calling script, a list of potential clients, and how to pitch them. They can also align their sales script according to your company niche. Thus, there is a high possibility of setting more appointments for you.
Appointment Coordination Across Time Zones
Virtual assistants understand how to coordinate appointments across different time zones, especially if you are a business owner who is reaching out to potential clients internationally.
The VA keeps a detailed description of different time zones and the suitable time to call or reach out. So your clients wonât be irritated by the bad timing of getting calls from your company. This will also ensure the highest customer satisfaction.
Lead Generation & Management
The core of appointment setter job is giving lead generation service with proper management of leads. This is no different for a virtual appointment setter. The VA has a key role in lead generation and sales conversion and lets you focus on growing your business.
For lead management, the VA may adapt lead scoring, nurturing, and qualifying strategies until the customer turns into the actual prospect.
CRM & Database Management
Apart from cold calling service and lead qualification service, the online appointment setter assistant uses CRM to manage your customer database. Based on your requirements, the VA can help you with improving customer satisfaction by using CRM. They may collect, store, and maintain your customer data in a centralized database. You can find all the information about your customers, such as contact information, hobbies, preferences, and more, in one place.
All these will help your business manage your customer relationships as you can gain personalized insights into customer behavior. All the credit goes to your virtual assistant for appointment booking.
Follow-Up & Reminder Management
Regular follow-up calls can get many potential customers and seal the deal. All you need to do is nurture the customer relationship. Since you are already juggling tons of work, follow-up is quite tough, and a VA will handle it for you, too.
To avoid missing any potential follow-up potential clients, they do reminder management and follow-up with prospective clients.
Benefits Of Hiring A Virtual Appointment Setter
How can an appointment setter VA can benefit you? You have already come across all the responsibilities that your VA will handle for you. All these surely will get more leads.
Besides, a VA is helpful with saving time and money; they are adaptable to business growth, ultimately improving your sales pipeline. Here, check the core benefits you can get from your VA.
Adaptable To Business Growth
The best part about a virtual appointment setter is that they can easily adjust as your business scales. Virtual assistants are self-motivated, stay updated with industry trends, and learn new essential skills.
For example, if this is a peak season where the chances are more to get leads, the VA will scale up their work. You can make them work more to set more appointments. But with in-house employees, they work only for a fixed time.
Ensuring Quality Audience Outreach
When you are hiring an online appointment setter, not a general VA, be assured they are expert in quality audience outreach. It is their core responsibility to engage with relevant prospects. This overall improves your lead generation effort.
Improve Your Sales Pipeline
Keep your sales pipeline full of potential leads with a virtual helper. They ensure the sale funnel never goes empty without any potential clients. They take the potential customer through the whole sales funnel and ultimately schedule appointments, so you or your sales team only need to talk with the client.
Lower Operational Costs
If you are running a small business or are an entrepreneur, then nothing can be the best option than a virtual appointment assistant because of its lower operational costs. The VA charges only for the work done on an hourly basis or monthly.
You can hire for specific projects or when your business needs an extra hand. Or try to hire on a pay-per-lead-generation basis. So, only when the VA can generate a lead do you get to pay the VA. This is a much lower cost than any traditional employee, who charges several financial benefits, paid leaves, and many more.
Improved Client Experience
Your virtual assistant will be solely focused on giving the best client experience by reaching out to them personally, regularly followup and keeping them updated. They understand the value of customer relationships and how they impact any business growth.
24/7 Availability For Efficient Scheduling
A remote appointment setter is a reliable option for businesses that operate internationally or have a global customer base. You can expect your on-site employee to work for you straight 7 days a week for 24 hours, nor you can call them whenever you need help.
However, a remote assistant can withstand all of these challenges. They can give support 24/7 whenever you need them.
Key Skills To Check When Hiring Virtual Appointment Setters
Now, when you are looking for your appointment setter virtual assistant, what skills should you be searching for? Check this section about the key skills a VA appointment must possess.
- The unavoidable and core skill an appointment setter virtual assistant should have is outbound or cold calling skills. To set an appointment, a strategic cold-calling approach is a must, which only an expert understands.
- Again, strong communication skills are connected to cold-calling skills. Only when the VA has good client communication skills can he interact with prospective customers. Also, with excellent communication skills, the VA can ensure a good workflow with other team members.
- Check your VA time management ability. You can do it when you will be interviewing the VA if they attend the interview on time. The qualified appointment setter should be able to manage time; otherwise, there can be conflict in meeting schedules.
- Since you need data about your customers and also an expert to handle your client relationship, check the VA CRM knowledge with additional advanced technology.
- Appointment setters, with their skills, bring more sales and have a great impact on lead generation. So, you must check very carefully about the sales & lead generation skills on an expertise level.
- Lastly, the virtual meeting setter should be familiar with your business niche or industry. Otherwise, they wonât be able to understand your specific business requirements.
Where You Can Hire A Virtual Assistant Appointment Setter?
For lead generation and more sales, there is no replacement for an expert appointment setter. And if the appointment setter works virtually, then you can double the profit. But to hire a suitable virtual assistant, you will need to spend a lot of time on the job posting, screening, interviewing, training, and many more.
Do you have that time to spend? If not, CallingAgency is your solution. You will get both expert and experienced appointment setters. With our skilled professional appointment setters, you do not need to worry about the quality of work or any additional training. All you need to do is book an appointment with us, share your needs, and start working immediately.
