The keys to getting on the prospect's calendar depend on you being both sensitive and flexible to both the assistant's and the boss's needs. Let's look at some ideas for getting on a prospect's calendar.
How Long?
Allow enough time to get the material covered and your message across and time to have a question and answer discussion period. When given a choice of different time slots, always opt for the longer one. You can always end sooner but it is difficult to go longer when another appointment is waiting.
What's It About?
Mention the subject and also add reassurance that there won't be too much of a challenge or surprise. You can make the reason to meet more compelling by saying something like "There's something else to think about in relation to "our solution." Don't give way what that something is. Just gear your prospect up to thinking a little more about your subject.
For example, "I have some new ideas that I think will interest you." Or "We discuss some ideas that will increase your revenues OR decrease your costs OR increase your agility in an increasingly competitive marketplace. Your goal is to deliver enough information to create some positive anticipation and an open mind set.
Appointment Setting Follow Up
Be sure to be clear about how you will confirm the appointment. If the person you want to meet with is on the phone, ask them to pull out their calendar and write in your name and phone number. Taking this physical action adds a sense of commitment and avoids the "I'll get back to you" syndrome.
If you are speaking with an assistant, establish the fact that you will be the one to call back and confirm. This keeps you in control and gives you the right to call back, to press forward a little and in general, to keep actively running the show.
You might say ""I'm going to be out of the office the next few days" or "I'll be in meetings and hard to reach." "Let me call you back this afternoon." Or, "Let me call you back first thing in the morning."
In any case, ask when they can make it definite or when they will see the boss to confirm. Then make an appointment with the assistant about the best time to call back to get the exact meeting time.
Working With Assistants
Think about their needs and goals. Their job is to keep their boss's schedule workable and to protect them from overload or uncomfortable situations. Therefore be prepared to offer the assistant some information up front.
They will want to know how much time, what day and what is the subject of the meeting. These priorities and considerations are at the top of the assistant's self interest column. Keep in mind you must satisfy their self interests before they can be receptive to yours.
Begin with "You are just the person who can help me." People like to help other people. It is a natural instinct. This phrase establishes their power and your need. "I need to meet with Mr. or Mrs. Boss for about 20 to30 minutes and I know you are the keeper of their calendar." Now the assistant is probably thinking "Who are you?" Does the boss know you?" "What shall I say it is about?"
This is where you need to deliver a benefit statement, followed by a proof that you have the ability to deliver and the results the boss can expect to see. Remember what people are concerned about most, themselves. Instead of "I want to show them..." try "It is about solving a type of problem executives similar to them have been facing."
Link the problem to increasing revenues, decreasing costs or increasing agility. Be prepared to provide examples of companies within their industry where your solution has helped them produce specific results. Remember that people buy results not experiences so the examples you provide must be tied to a result which is usually an increase or decrease or more or less.
An assistant also has personal needs. They need to know that you understand their job is important and that you appreciate that fact and them. You need to see their value as an individual and treat them as such.
First learn their name and use it. Ask what the schedule looks like for the next week or so. This provides an opportunity for you to get the timing and work habits information on your prospect. Inquire about what time the boss usually likes to have meetings. "Would that be in the morning or afternoon?" Do they work late or come in early?" "Do they need to catch a train at the end of the day?"
For example, you could say "You know I would like to catch them at a good time maybe before all the pressures of work get to them. How about early morning meetings, do they do that?" Or, "So we don't rush through, tell me what time does Mr. or Mrs. Boss typically go to lunch? When do they usually get back?"
Using these types of questions as the basis of finding a mutually agreeable time that takes into consideration the well being of the boss will usually provide you with answers you need to sett up an appointment. Ask about potential major pressures coming up (such as month end closing or a board meeting) or if the schedule is relatively free. This will give you additional information on your timing and how receptive the prospect will be right now to meeting with you to discuss your topic.
Also remember to ask, "Who besides themselves (the boss) should be at the meeting?" and then offer to do the leg work of inviting the other people.
Ask the assistant for their email address so you can forward additional details about the meeting and then let them know you will follow up with a quick phone call to be sure they received it and answer any questions they may have. This provides you with another opportunity to confirm the meeting and helps make them feel important because they will see first hand what the meeting will be about and the benefits their boss will derive from meeting with you.
Make it easy for the assistant to help you by being flexible and sensitive to both their needs and their boss's too and you will b e on your way to getting more appointments.
