How to Reschedule "No Show" Appointments
Introduction
This guide outlines the process of rescheduling appointments for leads who missed their initial appointment. By following these steps, you will be able to effectively reach out to these leads, confirm their availability, and update the appointment calendar accordingly.
Step-by-Step Instructions
Identify the Leads to Call
First GO TO THE FOLLOW UP tab IN THE EXCEL SHEET & identify all the leads who did not show up for their appointments and need to be rescheduled.
Confirm Rescheduling Status
Before contacting the lead, search for their name in the contact list and confirm whether they have already been rescheduled.
Make the Call
Once confirmation is complete, dial the lead's number through the OOMA system. If they answer, begin the conversation with a warm greeting.
Discuss Rescheduling Options
Proceed with the reason for your call and ask the lead for the best time and date to reschedule their appointment.
Check Calendar Availability
After receiving their availability, check the calendar to ensure that the proposed time works on your end as well. Avoid scheduling three or more appointments at the same time.
Confirm and Add Appointment
If the suggested time does not work, offer alternative times. Once a mutually convenient time is confirmed, add the appointment to your calendar.
Select the Calendar Type
Choose the appropriate calendar type based on the nature of the appointment (personal, business, or office).
Set the Date and Time
Configure the date and time for the rescheduled appointment.
Finalize Booking
After setting up the details, confirm and book the appointment.THEN UPDATE THE SHEET AS RESCHEDULED.
Leave a Voicemail if Necessary
If the lead does not answer, leave a voicemail and update the sheet with the date of the voicemail and your name. Follow up with a text message.
Conclusion
By following this guide, you should be able to efficiently manage and reschedule appointments for leads who missed their initial meetings. The integration of calendar checks and confirmations ensures that both parties agree on a suitable time, thereby optimizing scheduling efficiency.