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10 Tips For Improving Your Appointment Setting Skills

10 Tips For Improving Your Appointment Setting Skills
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    No matter what business you’re in, the odds are that you spend at least some time in appointments. Your appointments may be big group meetings, one-on-ones, or even job interviews. You may even be skipping the face-to-face aspect of meeting and be taking conference calls or using Skype. No matter what type of meeting you’ve scheduled, though, these tips can help you improve your appointment setting skills.

    1. Set agendas ahead of time. Knowing what you plan to accomplish in a meeting can help you decide how long to plan to stay at that appointment — assuming you can keep to your agenda. It can be hard to get other people to stay on track, but no one really wants to spend all day in a single appointment. Furthermore, completing an agreed upon agenda is really the only way to be sure when your meeting is over.
    2. Offer time and date options for appointments. Rather than going through a lengthy back and forth, either on the phone or via email, pick two or three appointment times that work for you and present them to the other half of your appointment. If you’re dealing with a larger group, it’s almost guaranteed that at least one option won’t work for someone, and having multiple options is a much faster way to reach consensus.
    3. Avoid fancy software applications. While there is some very snazzy appointment setting software out there, try to avoid using anything out of the ordinary. The exception to this rule is parties or very large meetings. In general, using these applications take more time than they’re worth — there’s a learning curve for new users, and having to visit a site to respond can take double the time of replying to an email. However, when you’re trying to coordinate large groups of people, using an application can provide a central location rather than sending out huge batches of emails.
    4. Make sure you really need a meeting. Plenty of appointments are set for simple things like handing over a document for approval. Unless that document is short enough to be completely examined during the meeting, it might be more worthwhile to drop off the document and come back later to answer questions and handle the approval process. Before actually setting your appointment, think about whether the matter could be handled in a faster way.
    5. Minimize travel time. One of the reasons that appointments eat up so much time in our calendars is the necessity of travel. We have to travel to clients’ offices, coffee shops or wherever the heck we’re meeting. We can minimize that commitment by suggesting that we meet at our own locations, meet halfway, or skip meeting in person altogether. Options like telephone calls or video conferencing can often handle all the requirements of that appointment you were going to drive across town for.
    6. Schedule time for both preparation and debriefing. When you set your appointment, think about what you might need to do to prepare for it — review a report, prepare a presentation or iron your shirt — and schedule time for each of those activities before your actual appointment. It’s also worthwhile to schedule a fifteen-minute prep session just before your appointment for any last minute details. Same goes for afterwards: you may have certain follow-up tasks to handle after your meeting. Scheduling at least a few minutes after an appointment guarantees that you’ll have time to make sure your notes are complete and any sort of further action at least makes it on to your calendar (if you can’t do it then).
    7. Separate personal and business appointments. Many of us try to load all of our out-of-the-office appointments into one day. Ignoring the problem of what happens if just one runs late, you’ve got the issue of trying to switch gears between the presentation you just gave to a client and the shot the doctor’s waiting to give you. That sort of mental switch up can only make it harder to handle your later appointments. Try to schedule your personal and business appointments on different days.
    8. Keep your appointment schedulers up to date. If you aren’t the only person scheduling your appointments, it’s vital to keep the others in the loop. Otherwise, your significant other might be expecting you at a family dinner at the same time you’re finishing up a major project. I like shared calendars, such as Google Calendar for that very reason, but there are ways to share just about every type of calendar, if you’re reliant on your own system. Appointment schedulers can include your manager, your significant other, an administrative assistant (yours or the departments) and a whole host of other people.
    9. Limit invitees. You may not need the whole company present for a progress report. Instead, decide who actually needs to be in on your appointment — you can always send out a mass email later on if people feel left out. I’ve been in situations before where higher ups felt left out if you didn’t bring them in on every single appointment you were setting up. The best bet seems to be presenting the meeting as something that wouldn’t be a valuable use of their time.
    10. Confirm everything! Confirm when and where the meeting is, what the agenda covers, even how to get there. All you really need is a brief email a day or two before the appointment that outlines the appointment and ask for a simple yes in response if everything is correct.

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    Last Updated on October 13, 2020

    How to Get Promoted When You Feel Stuck in Your Current Position

    How to Get Promoted When You Feel Stuck in Your Current Position

    Have you been stuck in the same position for too long and don’t really know how to get promoted and advance your career?

    Feeling stuck could be caused by a variety of things:

    • Taking a job for the money
    • Staying with an employer that no longer aligns with your values
    • Realizing that you landed yourself in the wrong career
    • Not feeling valued or feeling underutilized
    • Taking a position without a full understanding of the role

    There are many other reasons why you may be feeling this way, but let’s focus instead on learning what to do now in order to get unstuck and get promoted

    One of the best ways to get promoted is by showing how you add value to your organization. Did you make money, save money, improve a process, or do some other amazing thing? How else might you demonstrate added value?

    Let’s dive right in to how to get promoted when you feel stuck in your current position.

    1. Be a Mentor

    When I supervised students, I used to warm them — tongue in cheek, of course — about getting really good at their job.

    “Be careful not to get too good at this, or you’ll never get to do anything else.”

    This was my way of pestering them to take on additional challenges or think outside the box, but there is definitely some truth in doing something so well that your manager doesn’t trust anyone else to do it.

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    This can get you stuck.

    Jo Miller of Be Leaderly shares this insight on when your boss thinks you’re too valuable in your current job:

    “Think back to a time when you really enjoyed your current role…You became known for doing your job so well that you built up some strong ‘personal brand’ equity, and people know you as the go-to-person for this particular job. That’s what we call ‘a good problem to have’: you did a really good job of building a positive perception about your suitability for the role, but you may have done ‘too’ good of a job!”[1]

    With this in mind, how do you prove to your employer that you can add value by being promoted?

    From Miller’s insight, she talks about building your personal brand and becoming known for doing a particular job well. So how can you link that work with a position or project that will earn you a promotion?

    Consider leveraging your strengths and skills.

    Let’s say that the project you do so well is hiring and training new entry-level employees. You have to post the job listing, read and review resumes, schedule interviews, make hiring decisions, and create the training schedules. These tasks require skills such as employee relations, onboarding, human resources software, performance management, teamwork, collaboration, customer service, and project management. That’s a serious amount of skills!

    Are there any team members who can perform these skills? Try delegating and training some of your staff or colleagues to learn your job. There are a number of reasons why this is a good idea:

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    1. Cross-training helps in any situation in the event that there’s an extended illness and the main performer of a certain task is out for a while.
    2. As a mentor to a supervisee or colleague, you empower them to increase their job skills.
    3. You are already beginning to demonstrate that added value to your employer by encouraging your team or peers to learn your job and creating team players.

    Now that you’ve trained others to do that work for which you have been so valued, you can see about re-requesting that promotion. Explain how you have saved the company money, encouraged employees to increase their skills, or reinvented that project of yours.

    2. Work on Your Mindset

    Another reason you may feel stuck in a position is explained through this quote:

    “If you feel stuck at a job you used to love, it’s normally you—not the job—who needs to change. The position you got hired for is probably the exact same one you have now. But if you start to dread the work routine, you’re going to focus on the negatives.”[2]

    In this situation, you should pursue a conversation with your supervisor and share your thoughts and feelings to help you learn how to get promoted. You can probably get some advice on how to rediscover the aspects of that job you enjoyed, and negotiate either some additional duties or a chance to move up.

    Don’t express frustration. Express a desire for more.

    Present your case and show your boss or supervisor that you want to be challenged, and you want to move up. You want more responsibility in order to continue moving the company forward. Focus on how you can do that with the skills you have and the positive mindset you’ve cultivated.

    3. Improve Your Soft Skills

    When was the last time you put focus and effort into upping your game with those soft skills? I’m talking about those seemingly intangible things that make you the experienced professional in your specific job skills[3].

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    Use soft skills when learning how to get promoted.

      According to research, improving soft skills can boost productivity and retention 12 percent and deliver a 250 percent return on investment based on higher productivity and retention[4]. Those are only some of the benefits for both you and your employer when you want to learn how to get promoted.

      You can hone these skills and increase your chances of promotion into a leadership role by taking courses or seminars.

      Furthermore, you don’t necessarily need to request funding from your supervisor. There are dozens of online courses being presented by entrepreneurs and authors about these very subjects. Udemy and Creative Live both feature online courses at very reasonable prices. And some come with completion certificates for your portfolio!

      Another way to improve your soft skills is by connecting with an employee at your organization who has a position similar to the one you want.

      Express your desire to move up in the organization, and ask to shadow that person or see if you can sit in on some of their meetings. Offer to take that individual out for coffee and ask what their secret is! Take copious notes, and then immerse yourself in the learning.

      The key here is not to copy your new mentor. Rather, you want to observe, learn, and then adapt according to your strengths.

      4. Develop Your Strategy

      Do you even know specifically why you want to learn how to get promoted? Do you see a future at this company? Do you have a one-year, five-year, or ten-year plan for your career path? How often do you consider your “why” and insure that it aligns with your “what”?

      Sit down and make an old-fashioned pro and con list.

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      Write down every positive aspect of your current job and then every negative one. Which list is longer? Are there any themes present?

      Look at your lists and choose the most exciting pros and the most frustrating cons. Do those two pros make the cons worth it? If you can’t answer that question with a “yes,” then getting promoted at your current organization may not be what you really want[5].

      The two most important days in your life are the day you are born and the day you find out why. —Mark Twain

      Here are some questions to ask yourself:

      • Why do you do what you do?
      • What thrills you about your current job role or career?
      • What does a great day look like?
      • What does success look and feel like beyond the paycheck?
      • How do you want to feel about your impact on the world when you retire?

      Define success to get promoted

        These questions would be great to reflect on in a journal or with your supervisor in your next one-on-one meeting. Or, bring it up with one of your work friends over coffee.

        Final Thoughts

        After considering all of these points and doing your best to learn how to get promoted, what you might find is that being stuck is your choice. Then, you can set yourself on the path of moving up where you are, or moving on to something different.

        Because sometimes the real promotion is finding your life’s purpose.

        More Tips on How to Get Promoted

        Featured photo credit: Razvan Chisu via unsplash.com

        Reference

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