Advertising
Advertising

How Salespeople Can Reschedule Phone Calls Without Losing Customers

How Salespeople Can Reschedule Phone Calls Without Losing Customers

Salespeople are constantly getting pulled in many different directions, juggling so many clients, prospects, and their own lives to boot. When something unexpected happens and you need to reschedule a sales call at the last-minute, it feels like a big deal.

You’re breaching the trust of your prospect or client, especially when they already took time out of their equally busy day to meet with you. Considering how powerful trust is to building the relationship with your prospects and closing sales, rescheduling a phone call can be the end of the deal if you aren’t careful.

Here are five strategies to help you reschedule these important sales calls without making your prospects feel neglected or stood up:

Advertising

1. Share collateral prospects can review

The worst thing that can happen when you reschedule or cancel a sales call is that your prospect loses interest or forgets about you. In order to avoid letting them happen, make sure to send them any deliverables you were going to go over during the call, or some basic sales materials for them to peruse.

You can simply send a message along the lines of “even though I have to reschedule, here is the quote (or another piece of information) I promised you. Take the chance to look at it and we will discuss when we get time to talk later.”

By doing this, you keep the prospect involved in building a relationship with you and show that you did indeed take the time to put their deliverables together. This shows that you’re dedicated to them, and not simply blowing them off completely, restoring a bit of the trust you lost.

Advertising

2. Book a new meeting immediately

Simply landing the initial phone call is often one of the hardest parts of a sale, so you can’t let it go without a fight. When you speak with your prospect or send a message canceling your call, make sure to include suggestions for the new time.

If you’re sending the message over email, reschedule in Google Calendar or Outlook and send the new invitation right away. This ensures that you stay on their calendar and don’t get lost in the shuffle.

3. Offer maximum flexibility

Your prospects are just as busy as you are. If it’s difficult to find a time that works for you during normal business hours, it’s probably just as hard for them. To show your appreciation for their time, offer them as much flexibility as possible.

Advertising

If they’re local, offer to buy them lunch or coffee and handle the sales pitch then. If they’re too busy still, offer to speak with them before or after your normal office hours. This shows that you’re willing to bend your schedule for them and gives them a number of options to ensure that your next scheduled call definitely takes place.

4. Do it over the phone

Sending an email is much more convenient than picking up the phone, but for difficult messages, it’s not the most effective method. It’s extremely difficult to get the tone and emotional message right in an email.

You can write the most sincere apology possible but it will still be easy for a prospect to misinterpret it as hurried or insincere. Over the phone, even on a voicemail, they’ll be able to listen to the inflections and tone of your voice, leaving much less up to interpretation. For such a delicate message, it’s dangerous to leave anything up to chance.

Advertising

It’s important to keep in mind that leaving a voicemail is advisable, but you cannot assume a prospect will have time to check it. If you do leave a voicemail, follow it up with a brief, apologetic email that notes you left a voicemail, too.

5. Don’t wait

Giving bad news isn’t fun, so it’s easy to put dialing that phone call off. The less notice you give your prospect, however, the more disruptive to their day it is.

Don’t wait in hope that your schedule will magically clear, even if there’s a chance it will. Reach out to your prospect the second you know there’s a conflict and you’ll have a much better chance of landing the critical reschedule.

Rebooking a sales call with a prospect who’s expecting you is tricky. You need to make sure that they feel important while still pushing them off to a new time slot. By following the advice outlined above, you should be able to move the call to a new schedule without hurting your relationship or the chances of closing the sale.

More by this author

How Salespeople Can Reschedule Phone Calls Without Losing Customers

Trending in Entrepreneur

1 Feel like Giving Up? 16 Way to Help Entrepreneurs Stay Motivated 2 10 Tools to Start an Online Business without Breaking the Bank 3 How to Become an Entrepreneur (A Serial Entrepreneur’s Advice) 4 10 Simple Yet Powerful Business Goals to Set This Year 5 How To Hustle: 10 Habits Of Highly Successful Hustlers

Read Next

Advertising
Advertising
Advertising

Published on January 7, 2021

How To Train Yourself When You Lack Attention To Details

How To Train Yourself When You Lack Attention To Details

Some people see the trees for the forest, and some see only the forest, meaning they lack strong attention to detail. But even if you’re one of the people who take a macro rather than a micro view, true professionalism requires balancing both.

If focusing on the fine points is not your forte, you will benefit from training yourself to pay attention to details. You will profit by saving yourself time, effort, money, and credibility.

Why Training Yourself in Attention to Details Pays Off

You add value to your organization when you make the effort to ensure that you performed your work thoroughly and effectively. This is why job postings often list “attention to details” among the required skills.

When you present your supervisor or client with well-completed, high-quality work the first time, it maximizes your value and minimizes wasted time. Detail-oriented people are also more adept at catching mistakes that could lead to costly blunders.

Moreover, attention to detail is an indicator of possessing other in-demand employee qualities, such as organization, thoroughness, and focus. In some professions, such as accounting, engineering, medical research, and more, you can only excel if you have trained yourself to pay attention to details.

In other professions, possessing strong attention to detail is the very quality that will get you promoted to a position where you will be asked to consider the big picture.

Finally, if you are the “go-to” details person, everyone else on the team can relax a bit. They know the project is in good hands and will likely throw you more projects as a reward. This will ultimately lead to your advancement.

3 Important Aspects of Becoming More Detail-Oriented

Here are the 3 important things you need to learn if you want to remedy your lack of attention to detail:

Advertising

  1. Respect deadlines
  2. Understand the work-flow plan
  3. Build in time to mess up

1. Respect Deadlines

Deadlines lend all projects a finish line. One smart idea is to take the given deadline and work backward from it, calculating when your piece of the project is due. Then, if you stick to the proscribed schedule for completing the mini-projects that you have, you will never miss a deadline.

One important note on this: It is smarter to stick to the deadline and turn in work that merits a “B+” than to blow the deadline with “A” work. Chances are, through revision and suggested changes from others on the team, you can bring up your B+ work to an A later. But if you disregard deadlines, you will lose the respect of your boss and fellow teammates.

2. Understand the Work-Flow Plan

Your team is developing work in conjunction with other teams who have projects and deadlines of their own. When you grasp the whole work-flow plan, you may be able to either add insight to the greater project or to your own smaller piece of it that others at the firm will consider valuable.

3. Build in Time to Mess Up

You can expect that “what can go wrong will go wrong.” Don’t overpromise on deadlines. Something likely will mess up, but when it does if you built in the time to fix it, those around you won’t freak out.

Chances are, you already give your attention to several details. Take heart. You can do this! You can overcome your lack of attention to detail and become more detail-oriented.

For starters, consider this: Most people take the time and put in extra effort into the activities or undertakings that matter to them most. Training yourself to become more detail-oriented can mean adopting a similar pattern of behavior.

Apply the same attention you give to your appearance. Are you a meticulous dresser? Do you pay attention to how you pair patterns and colors, and how you accessorize a particular outfit?

This is the same system to use when you lack attention to detail with your work. Give every item careful consideration so that each one contributes to the perfectly pieced-together whole.

Advertising

Assemble the ingredients the way you do when you cook. Cooking and baking from scratch require close attention to details as you measure and add each ingredient in sequence, and you time everything so that the meal comes together at the same time.

Similarly, your work product requires you to gauge whether all the ingredients have been added and that your final product is delivered on time.

Organize your business network like you do your social contacts. If you follow a broad base of friends and acquaintances on social media, you can apply similar skills to stay up-to-date on details associated with business acquaintances.

When you meet somebody who could be influential to your career or a resource for improving your skills, follow that person on social media. Respond to their posts to keep the lines of communication flowing.

12 Tips to Help You if You Lack Attention to Detail

Teaching yourself to take note of important details involves sharpening your perceptions and thinking ahead. The following tips will help you adopt these practices. Master these habits when training yourself to become detail-oriented.

1. Learn to Listen Well

You will pick up relevant information and needed nuance when you apply the skills of active listening. In conversations, train yourself to make eye contact, give your undivided attention to the speaker, and ask pertinent follow-up questions.

Training yourself to pay better attention to details in conversations includes learning to fully concentrate on what others have to say. If you find it hard, there’s no harm in taking notes on what they say.

2. Pay Attention to Social Cues

Make a point of noticing body language and facial expressions that provide insights into how others perceive a situation. Social cues offer details that give you an understanding of how words and actions impact others. The infamous character Michael Scott of the television show “The Office” epitomizes the consequences of not paying attention to others’ body language.[1]

Advertising

3. Follow Rules

Rules and protocols usually come about from lessons learned and are put in place to avoid further mishaps—whether from a safety or efficiency standpoint. If you’re given step-by-step procedures to follow, check them off as you go. Also, return to the rules at the project’s end just to make sure you adhered to them all.

4. Take Notes

Note-taking is a way to boost your retention and gives you something to refer back to when you need to keep track of pertinent details. You will also heighten your focus as you listen for relevant information. Review your notes shortly after the meeting or conversation and highlight the content that you intend to apply.

5. Prioritize What Needs Your Attention Now

When you have a full slate of work that demands your attention, take a few moments to sort assignments from most to least urgent. Keep a calendar, spreadsheet, or project planning software up-to-date with schedules and deadlines to help you stay organized.

As you tackle each urgent assignment, give it your full attention so no details are missed. Give yourself ample time—especially if you tend to be someone who waits until the last minute—as rushing can make you overlook important details.

6. Have a Detail-Oriented Assistant Check Your Work

If you lack attention to detail, then it makes sense to seek help from someone detail-oriented. If you have this option, take advantage of it. Two sets of eyes are better than one. Just be sure to credit your assistant for their help once the project is completed.

7. Learn the Rules of Writing Well

English is a difficult language, and grammar, punctuation, and spelling can all sabotage you unless you pay attention to detail. When in doubt, look it up. Free to use website services such as Grammarly can help.

8. Proofread Before You Hit Send

Nothing is perfect in its first draft. If you lack attention to detail, then put in the extra effort before submitting things. Before you send off any written work, check carefully not only for misspellings and incomplete sentences but also for improper tone, inappropriate colloquialisms, and inconsistent formatting. When your written communications are error-free, they will have their intended impact.

9. Minimize Distractions

It is impossible to stay focused when colleagues carry on conversations nearby or your mobile notifications ding you throughout the day. Do your best to limit distractions.

Advertising

If you are working where there is a lot of noise or side activity, try wearing noise-canceling headphones or seeking out a quiet corner. Disable your notifications when you need to focus, and resolve to only check them after you have completed your assignment.

10. Take Breaks

It may sound counter-intuitive to stop and take a walk, but it’s necessary. Walk away from the screen. Moving from one task to the next across the span of your workday is a recipe for brain fatigue. Give your brain a recess time when you come to a natural stopping place or after you complete one project and before you start the next. These short pauses are necessary for sorting through all the details needed for coming up with successful solutions.

11. Make Time for Reflection

At the end of a workday, take a few minutes to go over the day’s events in your mind. What was said or relayed in conversations? What is the status of the projects you worked on? What else occurred that you should pay attention to? Could there have been any details you might have missed that you should address tomorrow?

12. Keep a Detailed To-Do List

This simple organizational tool is your best ally for getting your work done on time and for paying attention to the details. If you are pressed for time (and who isn’t?), write your list to coordinate with dayparts.

Allot a certain number of hours to complete each task, do it, and then check it off. Nothing feels more rewarding than completing all the tasks on your list. But if you can’t finish them, then carry them over to the following day.

Final Thoughts

Details may seem small, but they can become a lot larger when they are overlooked. If you know you lack attention to detail, commit to training yourself to embrace the many facets that can help you consistently excel in the tasks you set out to accomplish.

When you begin to catch your mistakes in advance or apply the tidbits of information you gathered from paying close attention, you will know that you have trained yourself in the fundamentals of becoming detail-oriented. After that, you should start hearing the phrase “Great job!” more often.

More Tips on Boosting Your Attention to Detail

Featured photo credit: Cristina Gottardi via unsplash.com

Reference

Read Next