Last week I received an email request from a not-for-profit in Toronto. They had found my website and were looking for information on how I might help them with fundraising calls. I happened to be at my desk when the request came in and I called back within 5 minutes but … I got voicemail. While leaving a message I was frantically scanning my calendar for a date and time we could connect. I didn’t want to create phone tag, drag out the time between their request and our conversation. Fortunately … there’s an app for this!
Truth: It is increasingly difficult to reach someone when we phone them – and this is not going to improve. Everyone is overwhelmed and protective of the time they have to focus on important projects.
The solution: Understand that today, a phone call is a meeting. Book it, get it into everyone’s calendar, honour that time with your full attention.
In the example above, I left a voicemail saying that my assistant, Heather, would follow up with an email and the ability to book a convenient time for us to have our conversation.
Heather and I have fully embraced Calendly as our scheduling app (there are other choices that may better suit how you work). It allows us to send an email that allows the other person to see when I’m available for a conversation. They see the days I am free, and when they choose a specific day, they only see the times I am available. They can book our phone conversation when it best suits their schedule and the appointment appears in both our calendars.
Making use of this technology eliminates hours of phone tag and clearly illustrates to clients and prospects our respect for their time. It also makes me much (much) more efficient.
When approaching prospects, a scheduling app clearly communicates your respect for their time and your professionalism. By combining voicemail and email you can improve your results and capture the full attention of your target market. For example:
Voicemail Message: Hi David, This is Mary Jane Copps contacting you from The Phone Lady. I was viewing your LinkedIn profile yesterday. As someone leading a team of outbound salespeople, I do have one quick question for you and would appreciate a 15-minute phone conversation. Rather than create phone tag, I’m going to take the liberty of sending you an email with options to schedule our conversation. I want to make it work with your busy schedule. Look forward to hearing from you. If we don’t connect, I will follow up with you again next week.
Email Message – Subject Line – RE: My Voicemail Message Earlier Today
As per my voicemail message, I have viewed your LinkedIn profile with interest and do have one quick question for you regarding your team of outbound salespeople. I know you have a very busy schedule so below are options for booking our 15-minute conversation at a time that’s most convenient for you. If we are unable to connect at this time, I will follow up next week.
Many thanks and warm regards,
What are your thoughts? Are you already using a scheduling app? Share your experience?