Wednesday, July 1, 2015

How to Schedule Appointments Faster

How annoying is it when you need 20 emails to nail down 1 appointment?
OMG.. please stop killing me with email tag just to set up an appointment!
Make a decision so we can all move on with our lives!
BIG peeve of mine.  I really despise wasted time.

Here are a few strategies to STOP wasting your time and get clients and appointments quickly scheduled into your calendar.  These are most effective when you do them right away with a client to help move the client from indecision to decision.  By providing options to meet and discuss details in your initial email, you quickly create action toward closing a sale as soon as possible.

Option A: Provide 3 Specific Date & Time Options

Example:
"I'm so excited to photograph XYZ for you!!  I'd love to meet you over Skype or in person to chat more about XYZ.  Here are the next 3 chances I have to set up a 60min meeting, what works best for you?
3pm Wednesday June 2,
6pm Thursday June 3,
or Tuesday 10am June 8
Thanks,
Anne"

Benefit: 
You control your schedule, you determine when the best times to meet are, you set the expectation of how long the meeting will be, and you provide very specific dates and times that can immediately be checked against the other person's calendar.  It moves the process forward quickly and efficiently to the end goal.  If clients can't make any of those times, they will usually just tell you.  If they go radio silent, it's easy to follow up with, "I'm still looking forward to meeting you!  Here are a few more dates and times that work- and if you need an alternative time, just let me know what works better for you?"  People like to know they've responded appropriately to email, so giving a very specific action item to respond to makes it easier than creating an open-ended situation with no specific response needed.

Option B: Use a Scheduling Software

Example:
"I'm really looking forward to photographing XYZ!  In order to make sure we're on the same page about everything involved, I'd like to set up a time to chat.  Click on the link below to find a time in my calendar that works best for you to schedule 60 minutes to meet in person or over Skype:
http:linktoaschedulingsoftware.com"

Benefit:
If you can't be bothered to look at your calendar and prefer that an online system manage your life and your schedule for you, this is a great option and can even be an automated email that you send along with a price-list.

Appointment Scheduling Softwares:
There are many scheduling softwares out there, some are free, some are paid- but before choosing one- make sure it has all the options you really need.  Ask yourself these questions before deciding:
1. Does it sync with the calendar system you use most often?
2. Does it allow you to block off times when you can't schedule appointments?
3. What information does it allow you to collect when setting the appointment?
4. Does it provide reminders or alerts to you AND the client?
5. Are the appointments and info available offline if needed?
6. Does it need to collect payment for appointments, or integrate with any other payment systems you prefer to use?

Option C: I've tried everything else and nothing is as effective as A or B

Every other method I've tried has always resulted in far more emails and indecision than when I've just said here's what I've got for you- what can fit your schedule?  Clients deeply appreciate that I am not wasting their time with additional back and forth emails.  Clients also appreciate my time more when they see how limited it is by only providing very specific days and times to meet.

I prefer Option A because it's always based on what my schedule looks like right now at this point in time.  I've had mixed success with online calendar systems.  The worst thing is when you set up a recurring calendar with the hope that this will help you streamline everything so you can send an automated response, but because your schedule changes frequently and sometimes you forget to update the software's calendar, haven't had a chance to put something important in your calendar, or it doesn't sync properly with your calendar, someone may end up scheduling a time that you're actually not available and then you have to go through a rescheduling process.

Another alternative that I did not mention, but seems to work well for a friend of mine is to hire a Virtual Assistant to make scheduling on your behalf with access to your calendar.  This is only effective if your clients tend to answer the phone.  Not all do, which is why I continue to prefer Option A or B.


Anne Ruthmann is an editorial & event photographer in New York City. She spent 10 years practicing marketing & management in corporate and non-profit businesses before pursuing her passion for photography full-time in 2004 as an independent small business.  She loves helping others find creative and smart solutions to business problems.  Stay in touch on Instagram, Twitter or Facebook.

1 comment:

  1. IF my cat would tell me the month I would freak out and run way :D Great blog though :) I'm bad with appointments D:

    ReplyDelete

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