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How to Multiply Your Sales Appointments: Top 5 Strategies

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Here are some common challenges our clients face:

  • "My sales team struggles to close leads promptly.”
  • “We lack an effective system to expand our sales efforts.”
  • “Our revenue potential is being drained as we invest time in low-quality opportunities.”
  • “The personnel responsible for cold calling and appointment setting are not well-suited for the job."

Many of us have encountered the frustration of exhaustive searches on search engines, prolonged sales processes, and dead ends with cold contacts. 

The question arises: How can you overcome these obstacles and multiply your team’s sales appointments? 

Our team at Revnew has spent countless hours brainstorming on this very question. As a credible sales appointment setter company, we were able to come up with some awesome strategies that helped us up our clients’ sales appointments by 30%. 

One of our clients from the industrial automation sector successfully booked 20 meetings, including PepsiCo and Milacron – within ONLY two months!

So, let’s share these valuable insights with you as well. Once you know our appointment setting techniques, we are sure you will run successful B2B sales appointment-setting campaigns in no time!

How to Set Appointments for Your Sales Team: 4 Essential Elements

Let’s first go through our rulebook of the four critical must-haves in your blueprint for creating a framework for sales appointment settings:

1. Ideal Customer Profiles (ICPs)

For successful appointment setting, you should first understand your Ideal Customer Profile. An ICP is a strategic guide, ensuring you concentrate on organizations with the highest conversion potential.

Pinpointing the correct targets saves valuable time and resources and significantly enhances conversion rates.

Here are some key aspects to consider when creating your ICP:

  • Financial Viability
  • Workforce Scale
  • Product or Service Types/Attributes
  • Organizational Framework
  • Alignment in Objectives and Values

Example: Let’s say you own a cybersecurity firm specializing in enterprise solutions. Your ICP might encompass the following:

  • Organizations with annual revenues exceeding $100 million
  • Employee counts ranging from 500 to 5,000
  • A centralized organizational structure with a dedicated IT department
  • A focus on data protection products or services
  • A shared value for proactive cybersecurity measures

Once you define your ICP, your sales team can delve into the specific roles within target organizations. They can tailor their sales appointment strategies to address critical decision-maker’s unique challenges and motivations.

2. Buyer Personas

These are imaginative but data-backed depictions of your optimal clients within the specified organizations. Crafting personas enables you to better understand their requirements, motivations, and challenges.

As such, you can enhance the relevance and personalization of your sales appointment efforts.

When developing buyer personas, you must consider several key aspects to create accurate and useful representations of your target audience. Here are a few such elements with examples:

  • Demographics: For a B2B service like cloud-based project management software, you might target personas like "Corporate Innovators" aged 30-45 who:
    • Work in major business hubs
    • Hold middle to upper management positions
    • Focus on innovation and productivity
  • Job Role and Responsibilities: If you sell cybersecurity solutions, your persona might include "IT security managers " – responsible for:
    • Safeguarding company data
    • Implementing security protocols
    • Mitigating cyber threats
  • Goals and Objectives: A persona for a business consulting service could be "Strategic Planner Susan." Her appointment setting goals can be to enhance operational efficiency and achieve sustainable business growth.
  • Challenges and Pain Points: An enterprise-level CRM system might target "Sales Efficiency Experts" – managing large volumes of client data and streamlining the sales process.
  • Hobbies and Interests: If you offer corporate team-building services, a persona might be "Collaboration Champion Chris." His interests include fostering teamwork and enhancing employee engagement in the professional context.
  • Communication Preferences: A buyer persona could be "Enterprise Communicator Emily." She might emphasize:
    • Email integration
    • Video conferencing
    • Secure messaging

– to align with preferences for formal and secure communication channels.

  • Information Sources: A persona for your business analytics solution might be "Data-Driven Dennis," who relies on:
    • Industry reports
    • Case studies
    • Business intelligence blogs
  • Buying Behavior: For an enterprise-level software solution, your persona might be "Decision-Maker Dave." He might follow a rigorous decision-making process involving engaging key stakeholders and focusing on ROI.
  • Technological Proficiency: A persona for a B2B SaaS (Software as a Service) solution could be "Tech-Adopter Teams." It can make IT professionals comfortable adopting and integrating new digital tools into their infrastructure.
  • Brand Loyalty: If you provide professional services, a persona might be "Trusted Partner Tina." She could value reliability and expertise, leading to long-term partnerships and brand loyalty.

By formulating and ranking personas according to these criteria, your sales team can develop sales appointments for each prospect. It ensures a more resonant and personalized approach.

Check out this illustration of a customized cold email as per your buyer persona:

Subject Line:

Elevate Project Efficiency with [Software Name]

Opening Line: Hello [Recipient's Name],
Introduction: I'm [Your Name], and I admire the innovation at [Recipient's Company Name].
Value Proposition: [Software Name] streamlines project management for corporate innovators like you, offering real-time collaboration, task prioritization, and robust analytics.
Customization: Given your recent success in [mention recent project or accomplishment], integrating [Software Name] could further enhance your team's capabilities.
Call-to-Action: Can we schedule a brief call next week to discuss how [Software Name] fits your project needs at [Recipient's Company Name]?
Closing: Looking forward to exploring how [Software Name] contributes to [Recipient's Company Name]'s success. Thanks for your time.
Signature: Best regards, [Your Full Name] [Your Position] [Your Contact Information]


3. Automated Frameworks

57% of sales professionals agree that by 2024, most sales pros will use AI/automation. Automated processes save around 2 hours and 15 minutes daily!



Streamline your outreach campaigns and reduce the duration of the engagement cycle by automating the tedious aspects of appointment setting. Leverage a diverse range of tools for setting appointments, such as:

  1. Prospecting: Identify and target potential clients or leads.
  2. Researching Buying Intent: Analyze and understand the purchasing intentions of potential customers.
  3. Copy and Content Writing: Automate the creation of compelling and personalized messaging for outreach.
  4. Contact Scraping: Extract relevant contact information from various sources.
  5. Personalizing in Bulk: Customize communications at scale for a more personalized approach.
  6. Sending Emails, LinkedIn InMails, and Cold Calling: Employ a non-linear approach to engage prospects through various channels simultaneously – acknowledging the non-sequential nature of the buying process.
  7. Following Up: Automate reaching out to leads after initial contact.
  8. Booking Appointments: Streamline the scheduling of appointments with potential clients.

Check out how Revnew’s automated approaches helped generate 32 quality leads for a client in only 2 months!

4. Campaign Effectiveness Monitoring

You should incorporate a CRM (Customer Relationship Management) system into your outreach strategy. Here’s why:  

  • Automated Deal and Task Creation: Instantly generate new deals and tasks upon receiving lead requests or responses. It ensures timely communication with prospects.
  • Enhanced Lead Scoring and Routing: Refine evaluating and prioritizing leads. It helps optimize the allocation of resources based on their potential.
  • Efficient Response Time Management: Streamline response times to leads. Recognize the critical impact on lead conversion rates and the overall success of your outreach efforts.
  • Personalized Prospect Engagement: Tailor your interactions with prospects by leveraging CRM insights. It ensures a more personalized and effective approach.
  • Automated Follow-Up Sequences: Implement subsequent sales appointment email series to nurture leads over time. Maintain consistent communication and increase the likelihood of conversion.
  • Dynamic Campaign Optimization: Continuously monitor and adjust campaign strategies based on real-time data. It ensures optimal performance and maximizes revenue generation and ROI.

How to Set Appointments in Sales: 5 Killer Strategies

Now that you understand the essential elements, let’s equip you with the right strategies to get sales appointments:

1. Identify Buying Intent Data

Purchase indicators include nuanced online cues, providing insights into a prospect's interest in obtaining your services. These signals can range from posting industry-related insights to engaging on LinkedIn with specific articles or updates from your company which can be buyer intent data.

By astutely observing these indicators, you acquire a more profound understanding of your prospect's requirements. Hence, you can create meticulously tailored outreach sequences.


Here’s an email tailored to a prospect's LinkedIn engagement. It aims to initiate a conversation about how your solutions can meet their specific business needs.

Subject Line:

Tailored Solutions for Your Business Needs

Opening Line: Hello [Prospect's Name],
Introduction: I noticed your engagement with our recent industry insights on LinkedIn.
Acknowledgment: Your interest in [specific article or update] caught my eye.
Value Proposition: At [Your Company], we specialize in providing solutions that align with your business needs.
Customization: Given your recent interactions, our [specific service or product] could enhance your operations.
Call-to-Action: Let's schedule a brief call to discuss how our solutions cater to your unique requirements.
Closing: Looking forward to the opportunity to connect. Thank you for your time.
Signature: Best regards, [Your Full Name]<br>[Your Position]<br>[Your Contact Information]


2. Craft Compelling Email Subject Lines

Creating attention-grabbing subject lines can significantly elevate the open rates of your cold emails. They entice recipients to click and engage with your message. 

Conversely, using subject lines that appear spammy or clichéd can lead to a decline in both open and reply rates.

As per our experts at Revnew, here’s a list of terms that hurt subject lines:

  • Urgent
  • Act Now
  • Limited Time Offer
  • Cash Prize
  • Congratulations
  • Guarantee
  • Earn Extra Cash
  • Once in a Lifetime
  • Winning
  • Double Your Income

Additionally, as per research, here are some top-performing elements for subjects:

  • Subject lines with 61-70 characters are read the most, at 17%.
  • Personalized subject lines are 26% more likely to be opened.
  • Subject lines with questions have a 50% higher open rate.
  • Subject lines with numbers have a 17% higher open rate.
  • 21- to 25-word subject lines have a 9% open rate.
  • 6 to 10-word subject lines achieve the highest open rate, at 21%.
  • Up to 5-word subject lines have a 16% open rate.
  • The term "newsletter" can result in an 18% reduction in open rates.
  • Subject lines featuring "you" may lead to a 5% decline in open rates.
  • Emoji in the subject line has an open rate of 13.65.
  • The best email subject line for salespeople is “Re.”

In fact, with the above approaches, we were able to help our client, reach 16K+ contacts in just 18 months!

3. Master Follow-Up Approaches

Sales appointment campaigns consisting of 1-3 emails in a sequence have a reply rate of 9%. On the contrary, those with 4-7 emails experience a significantly higher rate at 27%. Further, even our research indicates that sending more follow-ups yields better results.

Incorporating follow-ups into your communication strategy is essential for securing more sales meetings.

Follow-ups gently remind your prospects, acknowledging your previous attempts to connect. These messages recognize that recipients may have been occupied during the initial outreach. 

However, remember to strike a balance and avoid overwhelming your prospects with an excess of follow-ups. Quantity alone isn't the solution.

To enhance your reply rates through follow-ups, consider the following strategies:

  • Firstly, optimize timing by introducing irregular intervals between follow-ups. 
  • Avoid sending them daily simultaneously, as this could be overly assertive.
  • Furthermore, ensure your follow-ups provide value. 
  • Avoid pressuring prospects with guilt-inducing messages about their lack of response. Instead, share relevant online findings related to their business. 
  • You can highlight the additional value that further discussion between both parties could bring. 
  • Keep your follow-ups concise and aligned with the essence of your initial message.

4. Focus on Alignment Between Sales and Marketing

Strategically coordinate efforts between your sales and marketing teams. By breaking down traditional silos and fostering collaboration, your teams work together for a seamless customer journey.

Marketing generates leads and creates content aligned with your target audience's needs. Sales then utilize these materials and insights to engage prospects consistently and cohesively.

Ensure shared objectives, maintain open communication, and facilitate data sharing between your sales and marketing teams. This collaborative effort ensures everyone is on the same page, contributing to common goals and business success.

By focusing on alignment between your sales and marketing teams, you can:

  • Optimize resources
  • Enhance customer experience,
  • Boost the effectiveness of your sales appointment settings

– ultimately leading to the acquisition of high-value clients.

5. Utilize Social Selling

Effective outreach begins with a foundation in social selling – a crucial step before cold pitching for smoother outreach. Here’s how you can unlock the full potential of social selling: 

  • Choosing the Right Platform: Identify the primary social media platform where your target audience congregates. For B2B sales, platforms like LinkedIn often prove the most effective.
  • Proactive Engagement with ICP: Build credibility by actively participating in comments and industry-specific groups frequented by your ICP. It establishes your presence and fosters connections.
  • Sharing Compelling Content: Consistently distribute content that is both informative and captivating. Your resources should directly address the needs and challenges of your target audience. Authentically showcase your achievements, obstacles, and internal strategies to enhance content visibility.
  • Initiating Relationship-Driven Conversations: Initiate contact with prospects by:
    • Providing insights
    • Sharing valuable content through direct messages
    • Engaging in meaningful conversations

Prioritize relationship-building over direct sales pitches to establish genuine rapport.

  • Compiling a Warm Prospects List: Create a list of prospects who have responded positively to your engagement efforts. This curated list is a valuable resource for launching personalized cold email campaigns aligned with your offerings.


By now, you must have clearly understood how to amplify your sales appointments. Use our strategies outlined above, and we are sure you will stay ahead of your competitors. However, do the groundwork first – like defining buyer personas, ICPs, etc. 

If you need further assistance, reach out to our experts at Revnew. We will be more than happy to help!


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