<img height="1" width="1" style="display:none" src="https://www.facebook.com/tr?id=695826465980537&amp;ev=PageView&amp;noscript=1">

Appointment Setting Process: An SDR Guide to Book More Meetings

Table of Contents

Did you know that a whopping 90% of B2B marketers sing praises about the effectiveness of appointment setting process in lead generation? It's true, and we've got the insider scoop straight from our latest B2B marketing trends report.

Now, here's the head-turner – only 21% of marketers have this powerful tool in their current strategy! 

So, why is appointment setting so powerful? This specialized solution is the matchmaker between businesses and potential clients – orchestrating productive meetings.

And guess what? Agencies with expert SDRs, like Revnew, are the maestros in appointment setting services.

Here's the breakdown of what we do:

  • Connectivity at its Finest: We connect your business with potential customers by handling the nitty-gritty of appointment scheduling. Smooth, seamless, and stress-free.
  • Leads? Sorted!: We identify and qualify leads based on your ideal customer profiles (ICPs). Plus, we ensure you meet prospects who are genuinely interested and ready to engage.
  • Sales Process, Turbocharged: We streamline your entire sales process. Think of personalized communication channels and engagement strategies tailored to your audience.
  • Expertise that Shines: Our SDR team specializes in lead generation and appointment scheduling. We're not just ticking boxes but crafting success stories for your business.
  • Cost-Effective Brilliance: Why invest in expensive in-house lead generation efforts when you can have a cost-effective outsourced appointment solution at your fingertips? That's the Revnew promise.

With these efforts, we helped one of our clients achieve 5X growth! So, how do you get there? Check out our appointment setting techniques – where your business meets its ideal clients effortlessly. 

8 Steps to Set Up a Successful B2B Appointment Setting Process


Here’s our rundown of the 8 phases that have proven to secure the best sales appointments for our clients:

1. Identifying Target Audiences

Step 1 is all about precision. Here's the lowdown:

  • Research Mastery: We use research-based methods to pinpoint and define your ideal B2B target audience.
  • Persona Power: Enter the world of buyer personas. We craft detailed profiles, understanding the nuances of your audience. 
  • Segmentation: We carve out niches within your audience, ensuring our approach is tailored to specific sectors. It's akin to having a personalized conversation with each segment.

Example: Imagine you're a software company. Instead of broadly targeting all businesses, we conduct detailed research. We discover that tech startups and established enterprises respond differently. With buyer personas and industry segmentation, we tailor our approach, ensuring your message resonates with each group.

2. Building Prospect Lists

Top sellers spend an average of 6 hours researching their prospects weekly. Plus, need and budget are the two most significant factors in whether a prospect connects with a rep.

And our experts have the requisite expertise to help you build the ideal prospect lists

Here's a snapshot of how we roll regarding prospect list building:

Aspect Strategy Applied
Data Accuracy & Currency Regular audits to ensure lead data is current and accurate.
The Best List-Building Tools Cutting-edge data enrichment tools implementation for comprehensive insights.
Targeted Lists Building A systematic approach using criteria like industry, size, and behavior for precision.

This process encapsulates our commitment to turning prospect data into a strategic asset. Consider your prospect list as a directory and a dynamic force driving your B2B success. 

3. Crafting Effective Messaging

Our approach involves dissecting your business's value, distilling it, and weaving it into a narrative that speaks directly to your potential clients. Next, we strategically infuse your USPs (Unique Selling Points) into your messaging. This step sets you apart in the crowded B2B landscape. 

Also, our communication identifies and addresses the pain points of your potential clients. As such, each message serves as a targeted solution – standing out in a market crowded with generic messages.

Example: Let's say you're in the cybersecurity sector. Instead of a mass message about robust security solutions, we craft a narrative that taps into the sleepless nights of business owners worrying about data breaches. 

4. Multi-Channel Outreach

We use multiple platforms to reach your prospects:

1. Cold Email Outreach

With an average open rate of 21.5%, we attempt to send compelling narratives via cold emails. Our best email-writing practices ensure your message stands out in crowded inboxes, fostering intrigue from the first line. For instance:

  • Keeping emails concise and focused on a clear call-to-action.
  • Utilizing engaging language that captivates your audience from the outset.
  • Leveraging storytelling techniques to make the message memorable.

Plus, stats reveal personalized email messages improve click-through rates by an average of 14% and conversions by 10%. Hence, we customize your emails to resonate with customers’ most significant requirements and challenges. 

2. Cold Call Outreach

In a digital age, the phone remains a powerful ally. 92% of all customer interactions happen over the phone. We prepare appointment setting scripts and conversations that captivate, turning cold calls into warm connections.

Armed with scripts crafted for impact, we navigate the nuances of discussions. And when objections arise, our strategies address and overcome them. 

3. Direct Mail

While digital dominates, the tangible has its allure. Direct mail response rates are 5.3%, surpassing digital's 0.6%. We leverage the tactile experience, ensuring your message is seen and felt. For instance, our experts:

  • Design visually appealing and memorable direct mail pieces.
  • Incorporate personalized touches to enhance the recipient's experience.
  • Use high-quality materials to make messages stand out.
  • Include a clear call-to-action to drive response.
  • Integrate a tracking mechanism to measure the effectiveness of the direct mail campaign.

4. Social Touch

LinkedIn alone contributes to 80% of B2B leads from social media. Our strategists use LinkedIn lead gen marketing to build relationships, establish credibility, and secure appointments. Key steps include:

  • Profile Optimization: Craft a compelling LinkedIn profile showcasing expertise, achievements, and value proposition.
  • Targeted Connections: Identify and connect with potential prospects, ensuring the network aligns with target audiences.
  • Engagement: Regularly share valuable content, comment on industry discussions, and engage – to establish thought leadership.
  • Relationship Building: Nurture connections over time by providing insights, addressing concerns, and positioning the brand as a valuable resource.
  • InMail: Use InMail to initiate personalized conversations, focusing on the prospect's needs and challenges. Then, move to appointment requests, utilizing this established rapport for a higher success rate.

5. Qualifying Leads for B2B Appointments

Our experts set clear criteria to identify high-potential prospects. We carefully evaluate several factors for lead qualification – to ensure our focus is on leads with a genuine interest and the capacity to move forward in the sales process. This approach ultimately leads to more fruitful appointments.

Our team uses three extremely effective lead qualification frameworks:

  • BANT (Budget, Authority, Need, and Timeline)
  • MEDDIC (Metrics, Economic Buyer, Decision Criteria, Decision Process, Identify Pain, and Champion)
  • CHAMP (Champion, Authority, Metrics, and Prioritization)

6. Dealing with Rejections and Objections

Rejection is not a roadblock but a stepping stone. We embrace rejection as part of the journey and equip our team with strategies to handle it gracefully.

According to a study, 80% of sales require five follow-up calls after the meeting, yet 44% of salespeople give up after the first follow-up. Therefore, we persist, understanding that initial rejection doesn't equate to a closed door.

Again, each rejection is a lesson. Our appointment setters dissect the reasons behind rejections, turning them into invaluable insights for improvement.

Example: If a prospect cites budget constraints, it becomes an opportunity to offer alternative pricing structures.

7. Handing Over to AEs

Our team identifies the optimal moment to convert an opportunity into a deal. Experts leverage sophisticated CRM tools like Hubspot and Salesforce to track and analyze prospect interactions, identifying key signals that signify readiness for purchase. 

Before the handover, we document all essential information, from prospect preferences to concerns. It ensures a seamless transition for the impending collaboration with our Account Executives (AEs).

8. Managing Ghosting

We coordinate schedules, set agendas, and ensure every meeting is valuable – moving the prospect closer to a decision. Simultaneously, we also handle ghosting instances. It addresses situations where prospects, initially engaged, become unresponsive. 

Our proactive stance involves understanding the reasons behind potential disengagement. We equip our team to re-engage strategically, addressing concerns and maintaining momentum even in the face of temporary silence. 

This approach ensures our appointment setting goals adapt to the ebb and flow of prospect engagement, fostering successful deal closures.


In navigating the nuances of the B2B appointment setting, each step we explored reflects the precision, resilience, and client-centric innovation ingrained in Revnew's approach. From identifying audiences to crafting compelling messages, we thrive in turning rejections into lessons and, eventually, success.

As you stand at the brink of possibilities, consider elevating your B2B journey with Revnew. Our experts are ready to guide you through personalized solutions that align with your goals.  Reach out to Revnew today for a consultation

Stay Updated with new Blogs