Sales teams and small business owners often struggle with nonstop calls and unorganized follow-ups. A major dilemma is how to stay on top of leads while managing other aspects of business. A virtual appointment setter helps prevent missed sales by balancing scheduling and follow-ups.
They handle scheduling, giving you more time to close deals and grow your business. Appointment setters improve sales workflows, directly supporting revenue growth.
This article covers what appointment setters do, why companies hire them, and how they boost sales. You'll also discover how Wing Assistant helps you hire reliable, vetted appointment setters fast.eady to get over the stress of missing meetings and start closing more deals? Let’s dive in.
What is a Virtual Appointment Setter?
Appointment setters manage your sales calendar, contact prospects, and follow up regularly.As for their main job, it is to book qualified leads directly onto your calendar so your pipeline keeps moving.
Unlike in-house employees, a virtual appointment setter works remotely, typically forming part of a wider support services department. They help businesses avoid full-time hiring costs while still accessing expert support. They're ideal for businesses needing steady scheduling help without hiring onsite staff.
Their core responsibilities involve the following;
- Schedule sales calls and meetings
- Make initial contact with leads and follow up with them.
- Send confirmation emails and appointment reminders to reduce no-shows.
- Updating and managing CRM data
- Reschedule missed appointments
Industries like SaaS, consulting, real estate, and healthcare rely on virtual setters to streamline sales. Solo or growing, a virtual appointment setter keeps your calendar full and sales flowing.
Why Businesses Are Outsourcing Appointment Setting
Sales teams are human after all, and may forget to follow up on a lead once in a while, or have a hard time juggling the sales calendar. Much precious time can be lost on mundane admin tasks when the actual efforts should be directed to maximize sales.
Deciding to outsource appointment setters offers a solution to pain points that plague sales teams worldwide.
Common Sales Challenges
Missed or delayed follow-ups
This remains one of the most significant challenges, where 48% of salespeople fail to follow up with prospects, allowing considerable revenue to slip away.
Wasted representative time.
According to Hubspot, sales professionals often spend up to 21% of their day on writing emails. Scheduling tasks eat up time better spent on relationships, proposals, and closing deals.
Leads falling through the cracks
Even well-thought-out schedules can suffer at the hands of no-shows and last-minute cancellations. Apart from being a headache, this can reduce overall productivity. Without reminders, 15–20% of appointments can be lost to no-shows.
Top Advantages of Outsourced Appointment Setters
Businesses have the freedom to scale their scheduling capacity without extending the in-house staff. Virtual setters are experts in nurturing leads so that you have a steady flow of appointments at your disposal. A B2B sales assistant handles outreach so reps can focus on closing.
Top Benefits of Hiring a Virtual Appointment Setter
Virtual appointment setters offer convenience and can transform your sales strategy.
1. Better Lead Qualification
A lead qualification VA filters prospects to find the best fit for your calendar. By qualifying early, they cut wasted calls and connect reps with serious leads. This can boost closure rates by 30%.
2. Increased Conversions
Professional scheduling creates a smooth process and builds a customer-focused brand image. It can boost lead-to-prospect conversions by 5–25% over self-managed scheduling.
3. Shorter Sales Cycles
Sales teams are often stuck in back-and-forth communication that can put off meetings for days or weeks. Virtual setters can counter that by handling different time zones, bringing on board multiple parties, and resolving any scheduling conflicts that may arise. With planned schedules, leads move faster, cutting sales cycle time by 20–30%.
4. Enhanced Customer Experience
A dedicated CRM assistant, remote, maintains regular communication with prospects, gets back to them on time, and sends follow-up messages. Such professional service builds your business relationship on a strong footing and maximizes sales opportunities.
5. Cost-Efficient Scaling
A sales coordinator working in-house can incur costs as high as $50,000 per year, with a potential for higher costs when you consider traditional employee benefits like health insurance, retirement plans, and paid time off.
In contrast, you will pay an outsourced appointment setter an agreed-upon rate, be it hourly or appointment-based. All in all, the hiring costs for a virtual appointment setter are 60-70% less than those incurred by full-time employees.
A study by Harvard Business Review showed that the possibility of landing a qualified lead is 7 times higher for companies that respond within an hour.
Tasks a Virtual Appointment Setter Can Handle
A skilled virtual appointment setter doesn’t merely book calls; their capabilities encompass various tasks that support your entire outreach strategy.
Lead Outreach
They utilize various communication media like phone calls, email or social media to get in touch with targeted prospects. While they follow designated scripts, they can also personalize interactions to build rapport and convey a more authentic pitch than a salesy pitch.
Scheduling Sales Calls
They can handle all sorts of scheduling scenarios, be it group meetings, setting up presentations, or coordinating resources. When working with international prospects, they work their way through time zones whilst respecting cultural differences.
CRM Updates
They also function as a CRM assistant remote, where they update contact information, maintain records, and keep track of prospect history. This ensures that you have a consistent stream of data related to prospects across your sales systems.
Follow-Up Emails
They implement a systematic approach to follow-ups by sending personalized reminders and checking in before appointments to keep the momentum of communication going. This helps keep prospects engaged and ensures a steady flow of leads through the sales funnel.
Rescheduling
In case of cancellations and no-shows, they seek to reschedule meetings by re-engaging with clients to ensure a positive client relationship. They especially determine whether a prospect is worthy of being active in your pipeline.
Wing Assistant’s team of virtual setters is proficient in all of these tasks, so you can be assured of comprehensive scheduling support from beginning to end.
How Wing Assistant Can Help
Wing Assistant is your all-in-one solution for fulfilling your virtual appointment setter needs to set your business on the growth path. Several features make us a go-to partner.
Why Choose Wing
Trained and Experienced Assistants
We boast a team of professionals who are well-trained in all aspects of the sales process, like sales scheduling, CRM usage, and customer communication. They act as your committed business representatives who are keen to promote your interests and know how to leverage professional scheduling to
Cost-Effective Pricing
We follow a Flat-Rate Pricing model, which means that you know exactly what you are paying for with no hidden charges. You receive professional lead qualification virtual assistant services at a predictable monthly rate, so you can have your ROI in mind.
Dedicated Support
With Wing Assistant, you get a single point of contact, a dedicated assistant who handles all your questions, modifies sales strategy as necessary, and provides ongoing support to boost your conversion rates.
Seamless Technology Integration
Wing seamlessly integrates with a broad suite of popular tools like Calendly, HubSpot, Salesforce, Google Calendar, Zoom & more to generate an optimized workflow with a smooth flow of data.
Whatever your industry, you can trust Wing to deliver reliable and top-tier appointment setting services to take your business to the next level.
Industries That Benefit from Virtual Appointment Setters
Appointment setting services aren’t meant for a particular type of business, but are versatile enough to provide value across diverse industries. Here are some common use cases to help you identify how relevant it is for your business.
SaaS & Tech
Virtual setters can work on behalf of software companies to book product demos and consultation calls to convert prospects into long-term leads.
Health & Wellness
Healthcare professionals and or fitness/wellness consultants can use virtual settings to manage patient consultations, conduct initial assessments, and follow up on appointments.
Financial Services
Helpful for financial advisors, insurance agents, and investment consultants in scheduling finance meetings with clients and prospects.
Real Estate
Professional scheduling assists real estate agents in handling real estate transactions and scheduling property showings, consultations, and follow-ups.
Virtual appointment setters provide high levels of consistency and efficiency that make them indispensable for all industries in cutting back on administrative load.
Conclusion
A virtual appointment setter is no less of a strategic investment that can yield dividends for your business. The benefits of including one in your time aren't limited to calendar management, as it can help you get rid of no-shows, shorten your sales cycle, and contribute to higher conversion rates.
Ultimately, it’s for you to decide whether you can continue with the traditional approach to scheduling and risk losing precious leads to your competitors. The answer to this lies in switching to a professional scheduling management system so that you can harness every lead and thus business opportunity that comes your way.
Evaluate your current scheduling challenges and opportunities for improvement to choose a solution that best aligns with your business goals and growth objectives.
Explore Wing’s services to learn more about our virtual appointment setter solutions or schedule a free consultation to experience the difference a virtual appointment setter can make to your sales game to fuel long-term business growth.
Dianne has extensive experience as a Content Writer, she creates engaging content that captivates readers and ranks well online. She stays on top of industry trends to keep her work fresh and impactful. She has a talent for turning complex ideas into relatable stories. When she’s not writing, you’ll probably find her with a crochet hook in hand or working on a fun craft project. She loves bringing creativity to life, whether it’s through words or handmade creations.
