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Generating sales leads
The purpose of this web page is to show you how we (B2B) will generate appointments, notify appointments, confirm appointments and if required re-schedule appointments.
The Lead Workflow
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B2B book a New Sales CallList Item 1
B2B agree a date and time for the prospect to be called by the sales team
- The date and time is cross-checked against the sales person's diary to make sure they are free
-
The B2B team immediately send the prospect a 'Thank You' email
B2B send a 'thank you' email to the prospect which confirms the next call date and time
List of Services
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The B2B team send an 'internal' diary invitation to the sales person
B2B email the sales team a diary invitation to reserve the call.
- The diary invite includes a summary sheet which details the prospect's contact info and conversation notes held.
- This diary invitation is NOT sent to the prospect - it is a placeholder ONLY for the sales team to reserve the date and time slot 'internally'
-
The sales person accepts the diary invitation from B2B
The sales person takes ownership of the prospect at this point and confirms this to B2B in their acceptance.
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The sales person immediately sends the prospect a separate diary invitation from their email account
The diary invitation contains the sales person's contact details and includes a 'look forward to speaking' message.
- The invitation may include a 'Microsoft Teams Meeting link if appropriate.
- The sales person sets-up the invitation with an automatic diary reminder.
- The invitation is sent to the prospect AND to the local B2B team.
Note that two entries will therefore appear in the diary - 1 to provide the background details of the call and 1 to confirm that the prospect has an invitation. This helps ensure that the entire process 1-5 is complete
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3 minutes before the time of the call EVERYONE JOINS...
The B2B call agent can attend the call to introduce the sales person 1-1. They then leave after introductions are made.
- Note that this only applies IF a Microsoft Team's meeting link has been included for everyone to attend the call.
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IF the prospect does not show-up for the call the sales person will try to call them 5 minutes later and then again 15 minutes later.
The sales person alerts B2B of the possible no-show after 5 minutes.
- B2B immediately email the prospect to ask them to ‘join / talk now’
- The sales person leaves a voicemail message for the prospect on their second reminder call
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If the prospect does not respond to the sales person's calls or to the 'join now' emails, B2B will re-schedule the call for another day
The B2B team will make several attempts to re-diarise the call and will update the original (internal) diary invitation that they sent to the sales person, once a new date is arranged. The process from step 3 onwards is then followed.
Key steps & responsibilities
For appointment setting
| B2B Call Team | Sales Person |
|---|---|
| Book the call with the prospect | |
| Send the prospect a Thank you Message | |
| Email a diary placeholder to the Sales Team | |
| Accept the diary placeholder invitation | |
| Send a separate email invitation to the client and the B2B team | |
| Attend the call | Attend the call |
| Email the B2B team to confirm the call took place |
For 'no-show appointments
| B2B Call Team | Sales Person |
|---|---|
| Call the contact after a 5 minute wait time | |
| Notify the B2B team of a possible no-show | |
| Send a 'join now' email | |
| Call the contact again after a 15 minute wait time and leave a voicemail | |
| Notify the B2B team of a no show at the end of the day | |
| Re-schedule and re-diarise the internal diary invitation | |
| Accept the rescheduled invitation date from B2B | |
| Re-issue the invitation to the prospect with the new date |
Templates to support the workflow
Sample Summary Sheet
Sent to the sales team within an initial diary invite. It confirms the prospect's:
- Contact details
- Organisation details
- Conversational notes
- Data source
Thank you email immediately sent to the prospect by B2B
Great to talk with you today.
Let's continue our conversation on xxxxxxxxx and address the challenges of safe patient journeys which is stumping so many companies currently in light of Covid-19.
My colleague xxxx wants to join the call to tell you about the work he's done with similar sized operations and I've copied his contact details here: xxxxxxx : xxxxx@xxxxx.com
Thanks again
Please join our call now - we're waiting
This is CALLER NAME with YOUR COMPANY.
I’ve dialled in for our TIME conversation.
My assumption is that I’ve caught you over-running in another meeting. I’ll hold on for another 5 minutes. Alternately, you can reach me on xxx-xxx-xxxx later today. Please let me know...