Clwyd Probert | The 5 step process to booking a sales meeting

This system outlines a sales prospecting process to book more sales meetings. It is designed to be scalable and provide your sales team with consistent leads.

System Architect: Clwyd Probert
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System Details

The Setup: Build a list of potential prospects and do your research on them.

  • Ensure you’re clear on who your target audience is and the problem your product/service solves for them.
    • See additional resource: Chet Holmes “Dream 100 Strategy” video below.

Step 1: Reach out to prospects for the first time via email.

  • Send email “Email Template 1” ​​
    • Always customise email templates based on data collected from your research.
    • Suggestion! Allow the prospect to pick their booking time by providing them with a link to your calendar with booking options.

Step 2: Follow up with your first voicemail.

  • If you don’t hear back within 3 days from your first email, follow up with a voicemail.
    • Example voicemail script:

      Hi <NAME>, we connected through <CONNECTED NETWORK>. I wanted to connect in person and see if I could be of any assistance. We have experience helping <CUSTOMER POSITION> in the <INDUSTRY> with <INSERT PROBLEM YOU SOLVE #1>, <INSERT PROBLEM YOU SOLVE #2> and <INSERT PROBLEM YOU SOLVE #3>.

      Please give me a call. <YOUR NAME>, <COMPANY>. My phone number is <XXXX-XXX-XXX>.
  • Suggestion! Create your own voice mail script to help keep the message short while still including all the most important information.

Step 3: Email prospects for the second time.

  • If you still haven’t connect with the prospect, send “Email Template 2”.
    • Provide specific ideas about how you can help the prospect. Remember, with every email, provide value to your prospect – that will differentiate you from the majority of the other salespeople.
  • Suggestion! Create a landing page with information about you, your work and a brief of what the exploratory call is.
  • Consider adding additional touch points by sending valuable information like blog posts, research you conducted.

Step 4: Follow up with your last voicemail.

  • The goal here to is to add some “take away” pressure by letting the prospect know this is the last time you will call them.
    • Example script: “The Breakup Voicemail”

      Hi <NAME>, I tried to contact you a couple of times since we connected via <CONTACT CHANNEL> and I don’t think I’ve received a reply from you.

      I will send a follow-up email with my contact details if you’d like to get in touch. If I don’t hear from you I’ll assume that you don’t need our help with anything further at this stage and hope that you found the information that I sent over to be useful.

      This is <YOUR NAME> from <COMPANY>. Call me on <XXXX-XXX-XXX> if you’d like to pick up on this.

Step 5: Send “Email Template 3” – the final email

  • Note: The breakup email tends to have the highest response rate.
  • Remember to customise your response based on the prospects reply.

Step 6: Review and improve your system based on measured results.

  • Build your touch points up to 6-8 and alternate emails with calls – always leaving voice messages. Consistency is the secret to success with this strategy.
  • Use a marketing and sales platform like HubSpot to automate your emails and follow up notifications (alternatives are ActiveCampaign, Infusionsoft, Ontraport).
  • Note: Every industry is different and as such it’s important to measure responses and keep tweaking your approach till you get it “just right.”


Supporting Video - Dream 100 Strategy