Understanding why prospects skip meetings is crucial to addressing the issue. I recently conducted a poll among buyers and discovered the top reasons for no-shows:
- Lack of Clear Value or Agenda: The most common reason for no-shows is that the prospect doesn’t see the value in the meeting or is unclear about the agenda.
- Feeling Pressured: Some prospects feel coerced into attending a meeting, which can lead to a lack of genuine interest.
- Forgetting or Scheduling Conflicts: Sometimes, life just gets in the way, and the prospect forgets or has a scheduling conflict.
How to Prevent No-Shows
1. Make the Value & Agenda Crystal Clear
When scheduling a meeting, send a confirmation email that outlines the agenda and the value of the meeting.
Here’s a template:
Subject: Confirming Our Meeting on [Date]
Hi [Name],
I’m looking forward to our 30-minute meeting on [Date] at [Time]. Here’s the agenda:
- Understand how your business can handle [specific challenge].
- Demonstrate how other customers are using our solution to solve similar challenges.
- Share an initial estimate of pricing.
- Agree on next steps if applicable.
Attendees will include myself and my SDR, Sam. Please let me know if there’s anything you’d like to add to the agenda or if there are others you’d like to invite.
Looking forward to speaking with you!
Best,
[Your Name]
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By sending this email, you establish the meeting’s purpose, confirm the time and date, and invite the prospect to contribute to the agenda. This approach shows you value their input and reinforces the meeting’s relevance.
2. Avoid Pressuring Prospects
Ensure that your meetings are based on genuine interest and mutual benefit. Avoid aggressive tactics, especially in cold calls. Focus on understanding the prospect's pain points and only propose a meeting if it’s clear that it will be valuable to them.
3. Send Automated Meeting Reminders
To combat forgetfulness and scheduling conflicts, send an automated reminder email on the day of the meeting. Keep it simple:
Subject: Reminder: Meeting Today at [Time]
Hi [Name],
Just a quick reminder about our meeting today at [Time] to discuss [topic]. Looking forward to our chat!
Best,
[Your Name]
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Incorporate these reminders into your calendar invite, and ensure the invite is accepted. If someone hasn’t accepted, edit the invite title to say "Please Confirm: [Meeting Title]" and resend it. This helps ensure they see and accept the invite.
4. Schedule Meetings Promptly
Book meetings within one to two weeks of the initial interest. Scheduling too far in advance can cause the prospect to lose interest or forget about the meeting. If a prospect isn’t willing to meet soon, they may not be very interested. Use this opportunity to gauge their genuine interest and adjust your approach accordingly.
What to Do If a No-Show Happens
1. Give Them a Grace Period
If the prospect doesn’t show up immediately, wait for about 5 minutes. Life happens, and they might be running late.
2. Send a Friendly Reminder
After 5 minutes, send a polite reminder:
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Subject: Ready When You Are 😊
Hi [Name],
I’m here and ready for our meeting. Here’s the link to join: [Meeting Link]. Let me know if you’re running late or if something came up.
Best,
[Your Name]
3. Follow Up with a Call
If 10 minutes have passed and there’s still no sign of the prospect, give them a call. If they don’t pick up, leave a friendly voicemail:
Hi [Name],
This is [Your Name] from [Your Company]. We had a meeting scheduled for today to discuss [topic]. Let me know if something came up or if you need to reschedule.
Best,
[Your Name]
4. Send a Rebooking Email
After 30 minutes, if you’ve had no contact, send a final email: When you’ve had an initial attempt to contact a client or customer for rebooking and haven’t received a response, it’s essential to follow up efficiently. This is a prudent step.
Subject: Rebooking Our Meeting?
Hi [Name],
It looks like something might have come up. If you’d like to reschedule our meeting, please let me know a convenient time. If not, no worries—I hope everything is okay.
Best,
[Your Name]
If You Still Don’t Hear Back
If you don’t get a response, it might be time to move on. Don’t take it personally—prospects have their reasons, and it’s a part of the sales process. Add them to your marketing team’s drip campaigns to keep them engaged over time.
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By implementing these strategies, you’ll reduce the chances of no-shows and keep your meetings running smoothly. Remember, staying professional and understanding goes a long way in maintaining good relationships with your prospects.
Peace ✌️, love 🫶, and sales success 🙌!
