Booked Appointment Scoring System

in this video I will show you the one thing that we've used to double our show up rate increase our closing rate by 30% and increase the amount of pay infs we get from our sales calls it's called our booked appointment scoring system and if you want to get your own copy of it you can click the link in the description down below now before I walk through exactly what the booked appointment scoring system is and how we've used it to double our show up rate and increase our close rate let me first walk you through who I am and why why we even decided to create it in the first place my name is revi abuvala I'm the founder of scaling with systems where we build endtoend custom Marketing Systems for coaches agencies course graders and online service providers and in the past few years we've generated over $25 million in high ticket sales for our own business books 16,000 sales calls and on top of that we have built and installed over 1,200 Marketing Systems for some of the largest names in our industry so we have at our fingertips tens of thousands of different sales calls Marketing Systems and sales processes for us to be able to go back and analyze and see what stuff is working and what is not now the reason why we created the booked appointment scoring system that I'm about to show you here is because as we started really scaling in our own business and we started hiring more appointment headers and more salespeople I noticed that there was a lot of waste there was a lot of inefficiencies right we would get let's say 10 booked appointments on our calendar a day but of those 10 people 50% of them were qualified and then of those ones that were qualified 50% of them would show up and so we were really only Closing one or two people a day with multiple salese on the calendar and this was frustrating not just for the salespeople but also for our own company and just as our company name suggests scaling with systems we are obsessed with systems and we're obsessed with looking back at data and trying to create the most efficient and optimized process possible so I knew that there was a better way than just hiring more and more salespeople to handle all of these calls that could make it so that we could have less salespeople less appointment cers a smoother process and we could take home more cash for the company faster and that's why I created the booked appointment scoring system the second reason I created the booked appointment scoring system was because I wanted to be able to measure quantitatively how well our marketing team was doing at generating qualified book calls for our sales team so you've probably heard this before if you're an entrepreneur but your sales team says oh the calls are crappy the marketing says oh the sales team's crappy and sometimes the sales team says oh calls are good calls are bad and it's all this kind of like emotional they just say it whenever they want to say it and there's no real data behind it well that's unacceptable to me so I wanted to create kind of a scoring system a number if you will where I could say hey this specific traffic Source this specific ad this time of year etc etc would bring bring in this score of a person whether it was like a one or a two or a three or a four or five and we could see you know when we implemented new strategies we started to see the uh the mql marketing qualified lead score going up the or if we started trying new things or we stopped doing things that were working we would see that score going down and so we wouldn't even have to communicate with the sales team because they were the ones that were grading these booked appointments using this scoring system and we were able to get a quantitative number that we could track back to the market team's efforts now that you understand all of that let's deep dive into exactly how the booked appointment scoring system works so the first question is where does the booked appointment scoring system go and how do you use it inside your business well if you've ever seen any of my videos then you have heard me probably mentioned the qualification funnel and the idea behind this is that the earlier on in your marketing and sales process that you try to pre-qualify prospects the easier it is the more leverage you have the more scalable it is later on if you're doing all of the pre-qualification like on your Discovery calls or on your sales calls you're doing all the qualification there then it's more difficult to scale that way you're having to hire more appointment cers more sales coordinators more sales people because uh you're having to kind of do human to human work which is the most it's the worst form of Leverage in essence and I've kind of shown that on the bottom side of here where I show that on the leftand side it's the least amount of work to get someone qualified on the right hand side it's the most amount of work to get somebody qualified and so there are really five different stages of the qualification process when you are running any type of marketing or sales campaign so the first you have the audience right so choosing the right audience to go after the easiest way that I could say this is that let's say for example um I want to sell alcohol just for very easy examples here if I want to sell alcohol I'm probably not going to go to a Convent full of nuns who don't drink alcohol that doesn't make a lot of sense so even if I had the best assets the best messaging everything else down the road then it it doesn't really matter because nobody there is going to be drinking alcohol right and you hear some people say oh I could sell ice to Eskimos why would you ever want to do that why not just sell ice to people that are in the desert who are desperately looking for ice right so the first thing that you can do that requires the least amount of work is just make sure you're targeting right whether you're doing outbound campaigns or doing ads whatever else it is you want to make sure that who you're going after is in your target market the second area of qualification is going to be the messaging itself so the messaging itself means that what are you saying in your app copy what are you saying in your cold email copy what is the call out at the top of the uh of the the copywriting so an example could be if I run an ad we typically say you know attention coaches and agencies or attention coaches and course creators etc etc so that earlier on doing that at the at the very beginning of this process by doing at the top of funnel at the ad makes it so easy because if they're not an agency they're not a course creator they're not an online service provider they're going to scroll right past that ad or they're not going to watch that video versus is having them watch that video which you may think is a good thing because you get a lot of views but then they book a call on your calendar then you have to have somebody qualify them only figure out that they're not your ideal Avatar right so that's what messaging is the next is going to be the asset itself so this could be a video sales letter or this could be even a YouTube video a great example is this video that I've created for you guys here so I'm talking about a booked appointment scoring system I'm talking about systems to scale your business if somebody is just starting out if they have literally Zer doar for their name they have no money this video is probably not going to appeal to them right this asset here is not going to be that helpful if somebody is already generating booked calls and they're getting a lot of Nosh shows or getting a lot of unqualified people on the sales calendar they feel like there's a lot of waste their team's growing but their profit margin isn't growing then this is going to speak directly to them and I hope that they get a lot of value out of it right so the asset itself I'm shooting this video one time and the asset itself is bringing them an unbelievable amount of value and it's creating uh the kind of the Avatar that we're going after I I should say it's identifying the Avatar that we're going after then the next stage is going to be the booked appointment scoring system so it's in between when they consume your content and uh when they show up to the call pretty much after they book their call that's when the booked appointment scoring system comes into place and most people don't have this they may have some of the other steps most people just have the asset go directly to the demonstration call and then you have somebody on the demonstration call getting on the call and realizing a few minutes in that this is not your ideal Avatar this is not who you should be working with and now you've wasted that hour block on your calendar or your sales team's calendar or maybe they I'm just going to close the deal because they want to get cash in the door because they already set aside that block of time and now you're signing on the wrong people inside your company so this is the booked appointment scoring system this is where it goes right here it's after somebody books a call and you can use it at this point to make sure that the only people that are showing up to the call are the highest quality people meaning they're going to have the highest chance of showing up they're going to have the highest chance of closing and they're going to have the highest chance of paying in full and then of course you have the demonstration call itself which is kind of your last itch effort to make sure that this person is in your target market is your target Avatar so with that out of the way let's walk through the actual booked appointment scoring system okay so as you can see here this is very simply a Google sheet because one of our values is Simplicity and this is how we use it now how we integrate it inside of a full Marketing System we do for our clients is a little more complex but let me just walk you through the the kind of 30,000 foot view of it so on the left- hand side here you have four numbers and this is how you can rank your booked appointments so you have a score of one which is unqualified we're going to cancel these people off the calendar you have two which uh these are people that are decently qualified we're going to mark them as free on the sales team calendar which allows them to double book so somebody else can book at that time as well um and then we're going to have somebody like a sales coordinator an appointment setter uh the sales team leader reach out and try to pre-qualify this person and then you have a three and a four which are the good and the best qualified candidates right so by creating this uh quality score we know that if somebody falls into a one they're the worst type of people I I I shouldn't say that they're not the worst type of people they're the worst type of person for our business if they fall into two there is a chance that we can help them but the data has shown in the past that it's kind of a tossup of whether they're going to show up or whether they're going to close or they give us a bunch of objections three is like okay these are really good people and four is like these are the most amazing people we love working with them they always close they always see results and and so by creating a number on the left-and side here then when we're looking like I said earlier at our traffic sources like YouTube videos or or Facebook ads or Instagram shoutouts we can say we're getting a lot of Threes from this Source we're get a lot of fours from this source and the idea behind this is that you can even color coordinate your actual sales team calendar to match this and so imagine as the as either a sales team leader A salesperson or a business owner you wake up and you see a full week of calendars and everything is green meaning all of them are uh are the best right then you know that you're going to be making a lot of money that week or if you wake up and you see all of them are yellow meaning they're twos then you might be like oh something's going wrong with the marketing and we're getting unqualified people so that is the left hand side that's how you uh determine what the quality score is now uh how do you actually determine well I'm sorry that's what the quality score is how do you actually determine which uh category they fall under which score they fall under for the quality score well for us we use four main uh different columns to determine what their score is and then we average that score together so the first is the offer or vertical that this person is in so uh for us if they're not a coach consultant course creator or online service provider then we just cancel them off the calendar actually the first question when someone Books A Time on our calendar is are you a coach consultant agency course grader or online service provider because sure we can help a bunch of other people there's no doubt about it but as far as who we want our Avatar to be who we're going to be the Masters at um who we creating all of our content around etc etc it's going to be coaches course creators agencies your online service provider so just by keeping those people off the calendar immediately you should see your show up rate increase and your um and your close percentage increase etc etc now you're obviously going to change these to match you so for you it could be like let's say you're running a men's uh fitness program you get people in shape for you it could be people that have never even heard of the gym in the first place right I I did this with a client of mine recently and it's like okay the people that have never even step foot in a gym in the first place although they have a lot of pain you're going to have to really work hard to have see any kind of transformation versus somebody who's like usually has gone to the gym before and they kind of fell off their horse they just need accountability that's a lot easier to see a transformation with that person so you'll create your own version of that okay then our our number two so the first one is automatic cancel our number two is okay so these are people that uh we can work with but based on the data uh these are the people that have a higher likelihood of either no showing or throwing us way too many objections on the sales call um or you know something along those lines and the these for us our online service providers uh people have less than a $2,000 price point or it's not really clear based on their answers what they do right it's not like 100% clear uh that they're either a coach consultant agency course grader online service provider or they're not so for us uh for example somebody that is an agency but they have less than a $2,000 price point um depending on what their LTV is we may be able to help them but a lot of what we do uh revolves around ads and Marketing Systems and so we need people to have a budget to do that and if you're only making $500 every single time you close a client that's probably not going to work out right then the third one's going to be Consultants so uh we love working with Consultants we have a lot of success with consultants and then the fourth is going to be coaches course creators or agencies which is really where our wheelhouse is this is where um if we get a packed full calendar full of coaches course creators and agencies you know we're crushing it for us and for them okay so that's a four for us now the next thing we uh categorize people by is by their revenue so revenue is obviously how much money they're making per month so if they're unqualified uh they're a one it's because they're making less than $5,000 a month so less than $5,000 a month is pretty self-explanatory but we know from 0 to 5K a month could we help them sure but they just don't have enough stuff in place for us to know that we'd be able to actually see success during our time together so we're very very specific with who we work with because we um we are Ensure success and so we want to make sure that we're not working with people that we know we can't work with uh the second one is going to be 5 to 10K a month or a able offer so what does that mean 5 to 10K a month is self-explanatory this means that that person is generating somewhere between 5 and 10K a month and we have a lot of clients coming at that number there but once again the 5 to 10K a month they could not have a lot of things in place or it could have just been luck or a few different things that if we come in and build a marketing system in four days for them they're still trying to figure out you know what their offer even is in the first place and so once again twos we don't cancel right away it just means that we need to be cautious When approaching this book call in the calendar and then pivotable offer just means we have a lot of clients that come to us and they were maybe doing a done for you Service uh first and now they want to transition into coaching people on how to do it instead and we have a lot of clients that do that uh but once again depending on their experience and making that pivot we can definitely help them but if they're just coming to us they're like I've been running ads for real estate agents for 5 years I run want to create a program I have no idea how to do that at all we're probably not going to work with that person versus the person that's like hey I have an idea I've done coaching before but I want to create it in to like a full-blown robust offer then we're probably going to work with that person number three is going to be uh good so this is $10 to $25,000 a month in current revenue and then four is best $25 to $50,000 a month in current Revenue geography so this is another great thing we did to increase our show up rates and increase our close rates is we created a list of every country in the world and then we looked at our data for the past 16,000 sales calls and we said okay based on this data uh these people are from these countries show up the least they close the least um you know they pay the least amount of money up front etc etc and so once we identified that we started curating those people automatically so if they come in and they're from that country then what we're going to do is we're going to curate them off of our calendar cancel them off our calendar so we're not spending time uh with them and some people may be watching this and think that's harsh but quite frankly it is what it is I'm running a business here and if people live in that country I hope they can consume our content for free and they get a lot of value out of it but the data shows out out of 16,000 sales calls and $25 million in sales for our own business that those countries it's almost a waste of time on our salesperson calendar to put them on there okay so we have a list of curated countries we actually share this with our clients as well um and then there's non-curated countries so these are people that are going to be outside of the curated countries and also outside of the the big three for us which is UK Canada and us so those are twos so we may still work with these people uh we're not exactly sure yet we need to reach out to them and see like what is the currency conversion in that in that country when they say that they're doing 5 to 10K a month or 10 to 25k a month is it in dollars or is it Canadian dollars or where are they doing those numbers so that's why Cur non-curated countries are two UK and Canada are threes so people that are in the UK or Canada we have a lot of success with those people as well very similar to the United States but we have noticed that once again there's currency conversion issues uh they have to have different conversations UK people in my experience a little bit more skeptical than most uh and then finally you have the United States as well so this is the best right so if you get somebody that comes to the United States we love it that's where we run the majority of our ads etc etc and the final thing that we look at to determine what category somebody's going to be is the answer quality or detail so one unqualified is fake information so these are people that obviously are funnel hacking me or doing stuff that we automatically want to cancel them off the calendar the second is some detail so one of the questions we ask is like what is one of the biggest BX you have in your business right now and they might say something like leads one word okay once again not canceling these people off the calendar but we have noticed that the difference in the amount of information somebody gives us and um that has a direct correlation with their show up rate and their closing percentage and the cash that they pay so some detail we're going to go and we're going to look and and triage them and get a little bit more information detailed and clear is going to be something like um we're not generating enough leads for the business uh and we've tried paid advertising before and it didn't work right so that's detailed and clear that would be a three and then four would be very detailed and clear is I've invested in these programs uh I tried paid advertising I spent this amount of money this was my return on ad spend um and this is what I believe my biggest bottle neck to be right so it's much more detailed and that would give them a four okay and then over here on the left hand side this is where we'd actually input the numbers so um and I'm going to show you some pretty cool things the way that we've done this and once again you can get your own copy of this below but let's say for example we're just going to use a random person let's say someone books a call in our calendar and let's say that they are a uh a coach right they coach other people so we're going to put a four in the offer vertical and maybe I'll Zoom zo in a little bit here to make it easy so uh we're going to put a four in the offer vertical and then the current Revenue how much money they're making let's say that they're making about $15,000 a month so that would put them at a three right here so we're going to come in here and put in three and then geography let's say that they are from the UK or Canada so that'll be a three as well and then if we come over to the answer quality detail let's say they put in uh a very detailed information here we're going to put number three here as well so uh I'm sorry they put detailed and clear not very detailed so that average is a three right and there is a very very long formula here that I've created um in order to calculate it and I'm going to go why it's it's not just the average of these in a moment but the average of that person is three and we always uh we never round up we always round down right because we always want to be as conservative as possible so that means that this person is going to be a three we're going to leave them on the calendar they're what we would consider a marketing qualified lead and we would get on the sales call with them and attempt to close them okay and like I talked about earlier here are the actions that we take based on these averages so if they're one we cancel them off the calendar if there are two we mark them as free we have the setter triage them and then we leave as is um we cancel or we increase the score so if their Setter gets a hold of them and figures out that hey they are unqualified we'll cancel them if they figure out they are qualified then they'll actually come back in here increase their score and update in the CRM because it figures we figure out for example that it was unclear what their offer was but then we get on the call and they're actually an agency so I was like great okay that puts them out as four and that's going to put their average at a four for example okay so you can kind of play around with this and this is something that we've given our sales coordinator our sales team and so they can uh calculate this themselves and let me do another example to kind of Drive the point home let's say for example somebody comes in and they are a Consultants uh let's say that they're doing um $1 to $25,000 a month let's say that they're in um the a non-curated country so we'll put two and let's say that they gave very detailed and clear answers so we'll put four Okay so there's a caveat here and this is what I want to show you and this is why I'm happy you guys have stuck around until the end here this if you add this up the average of this is actually not two that doesn't make any sense so how did we get two well once again what we have learned is based on 16,000 sales calls and this is the benefit of working with us is you get to skip all of this guess work yourself is that uh there's a few kind of caveats a few um exemptions if you will so first of all if there's a one in any of the boxes then automatically the average becomes a one so if they were uh for example they were making let's say $25 to $50,000 a month so that would put them at a four they're in the United States they give a very detailed answer but they're not a coach consultant agency or online service provider you can see it's automatically a one because no matter how amazing they are we only want to work with our wheelhouse because we have unbelievable results thousands of testimonials for that specific one the second thing is that if they have a two in offer or vertical current revenue or geography they automatically become a two so if I come back over here let's just say there are four all across the board but let's say for example they're in a non curated country we're going to put a two here you'll see that the average then becomes a two so these are special formulas I put inside of here so that people don't have to make guesswork around it but they're automatically become a two which means that we need to mark them as free on the calendar so we can allow for a double booking if we need to triage the call um and then we need to decide whether they're going to leave as is cancel or increase or score once we do get in communication with them okay so that puts them as a two even though they're for all across the board uh we notice that those three main things offer vertical current Revenue geography do indicate uh that we need to kind of pre-qualify further you'll notice that I didn't talk about in that uh answer quality detail because you know while there is some um correlation we didn't see a causation with it it wasn't like if they put in a few words that they were absolutely we needed to triage them it just meant that maybe they were doing it from their phone or something along those lines okay uh the the um third thing is that the set triar should seek to either leave as a two if no response or if they're low quality cancel if unqualified or move to a three or four and Mark busy in calendar so this is kind of explaining what the set will do once they get on the call with them and then let's I talked about we're marketing them free as the calendar because we do double booking so if somebody comes in and there are two and they haven't confirmed their appointment and we're trying to reach out to them they're not answering well we're not going to waste a space on the calendar we're going to open that up and have somebody else book on our sales calendar but we have multiple sales people and we have a sales team leader so if that person does end up showing up then what we're going to do is we're going to have a um either our sales team leader or another salesperson come in and show up to take that call because what we never want to do is we never ever ever want to have a person show up to a call and not have a say a train salesperson there to get on the phone and answer their question so we've never done that since we've implemented this system ever um because I think that's really bad for your brand but that being said if you have the data that shows that only 30% of these people show up well then you're really um not doing yourself any favors or your business any favors by giving them their own block on the calendar okay so that's why and once again the're we're going to mark them as free we're going to reach out to them and then once we get more information then we can go back and say hey they're actually a three let's mark them as busy and now they get their own slot on the calendar but I can't stress this enough if you uh double book on your calendar and you don't have the right systems and things in place and you don't have enough people and you have two people show up and they're just ghosted it's absolutely terrible for your brand do not do it I cannot stress that enough you need to make sure you have either you a sales team coordinator or a salesperson in place so that you can protect your brand and quite frankly twos still close you can still make money from twos there's no doubt about it you just want to make sure that you're getting as close to threes and fours as possible uh and you're keeping your sales team efficiency um as high as possible if you want to get access to the sheet be sure to click the link in the description down below and if you are a coach consultant course creator agency owner or online service provider and you want us to build an endtoend custom Marketing System for you that includes stuff like this so you can be as efficient as possible and just totally wipe the floor with your competition then I'd also recommend clicking the link in the description down below and booking a call to speak with myself one of our team members and if you have any questions along these uh as well you can be sure to drop it in the comments thanks so much

in this video I will show you the one thing that we&#39;ve used to double our show up rate increase our closing rate by 30% and increase the amount of pay infs we get from our sales calls it&#39;s called our booked appointment scoring system and if you want to get your own copy of it you can click the link in the description down below now before I walk through exactly what the booked appointment scoring system is and how we&#39;ve used it to double our show up rate and increase our close rate let me first walk you through who I am and why why we even decided to create it in the first place my name is revi abuvala I&#39;m the founder of scaling with systems where we build endtoend custom Marketing Systems for coaches agencies course graders and online service providers and in the past few years we&#39;ve generated over $25 million in high ticket sales for our own business books 16,000 sales calls and on top of that we have built and installed over 1,200 Marketing Systems for some of the largest names in our industry so we have at our fingertips tens of thousands of different sales calls Marketing Systems and sales processes for us to be able to go back and analyze and see what stuff is working and what is not now the reason why we created the booked appointment scoring system that I&#39;m about to show you here is because as we started really scaling in our own business and we started hiring more appointment headers and more salespeople I noticed that there was a lot of waste there was a lot of inefficiencies right we would get let&#39;s say 10 booked appointments on our calendar a day but of those 10 people 50% of them were qualified and then of those ones that were qualified 50% of them would show up and so we were really only Closing one or two people a day with multiple salese on the calendar and this was frustrating not just for the salespeople but also for our own company and just as our company name suggests scaling with systems we are obsessed with systems and we&#39;re obsessed with looking back at data and trying to create the most efficient and optimized process possible so I knew that there was a better way than just hiring more and more salespeople to handle all of these calls that could make it so that we could have less salespeople less appointment cers a smoother process and we could take home more cash for the company faster and that&#39;s why I created the booked appointment scoring system the second reason I created the booked appointment scoring system was because I wanted to be able to measure quantitatively how well our marketing team was doing at generating qualified book calls for our sales team so you&#39;ve probably heard this before if you&#39;re an entrepreneur but your sales team says oh the calls are crappy the marketing says oh the sales team&#39;s crappy and sometimes the sales team says oh calls are good calls are bad and it&#39;s all this kind of like emotional they just say it whenever they want to say it and there&#39;s no real data behind it well that&#39;s unacceptable to me so I wanted to create kind of a scoring system a number if you will where I could say hey this specific traffic Source this specific ad this time of year etc etc would bring bring in this score of a person whether it was like a one or a two or a three or a four or five and we could see you know when we implemented new strategies we started to see the uh the mql marketing qualified lead score going up the or if we started trying new things or we stopped doing things that were working we would see that score going down and so we wouldn&#39;t even have to communicate with the sales team because they were the ones that were grading these booked appointments using this scoring system and we were able to get a quantitative number that we could track back to the market team&#39;s efforts now that you understand all of that let&#39;s deep dive into exactly how the booked appointment scoring system works so the first question is where does the booked appointment scoring system go and how do you use it inside your business well if you&#39;ve ever seen any of my videos then you have heard me probably mentioned the qualification funnel and the idea behind this is that the earlier on in your marketing and sales process that you try to pre-qualify prospects the easier it is the more leverage you have the more scalable it is later on if you&#39;re doing all of the pre-qualification like on your Discovery calls or on your sales calls you&#39;re doing all the qualification there then it&#39;s more difficult to scale that way you&#39;re having to hire more appointment cers more sales coordinators more sales people because uh you&#39;re having to kind of do human to human work which is the most it&#39;s the worst form of Leverage in essence and I&#39;ve kind of shown that on the bottom side of here where I show that on the leftand side it&#39;s the least amount of work to get someone qualified on the right hand side it&#39;s the most amount of work to get somebody qualified and so there are really five different stages of the qualification process when you are running any type of marketing or sales campaign so the first you have the audience right so choosing the right audience to go after the easiest way that I could say this is that let&#39;s say for example um I want to sell alcohol just for very easy examples here if I want to sell alcohol I&#39;m probably not going to go to a Convent full of nuns who don&#39;t drink alcohol that doesn&#39;t make a lot of sense so even if I had the best assets the best messaging everything else down the road then it it doesn&#39;t really matter because nobody there is going to be drinking alcohol right and you hear some people say oh I could sell ice to Eskimos why would you ever want to do that why not just sell ice to people that are in the desert who are desperately looking for ice right so the first thing that you can do that requires the least amount of work is just make sure you&#39;re targeting right whether you&#39;re doing outbound campaigns or doing ads whatever else it is you want to make sure that who you&#39;re going after is in your target market the second area of qualification is going to be the messaging itself so the messaging itself means that what are you saying in your app copy what are you saying in your cold email copy what is the call out at the top of the uh of the the copywriting so an example could be if I run an ad we typically say you know attention coaches and agencies or attention coaches and course creators etc etc so that earlier on doing that at the at the very beginning of this process by doing at the top of funnel at the ad makes it so easy because if they&#39;re not an agency they&#39;re not a course creator they&#39;re not an online service provider they&#39;re going to scroll right past that ad or they&#39;re not going to watch that video versus is having them watch that video which you may think is a good thing because you get a lot of views but then they book a call on your calendar then you have to have somebody qualify them only figure out that they&#39;re not your ideal Avatar right so that&#39;s what messaging is the next is going to be the asset itself so this could be a video sales letter or this could be even a YouTube video a great example is this video that I&#39;ve created for you guys here so I&#39;m talking about a booked appointment scoring system I&#39;m talking about systems to scale your business if somebody is just starting out if they have literally Zer doar for their name they have no money this video is probably not going to appeal to them right this asset here is not going to be that helpful if somebody is already generating booked calls and they&#39;re getting a lot of Nosh shows or getting a lot of unqualified people on the sales calendar they feel like there&#39;s a lot of waste their team&#39;s growing but their profit margin isn&#39;t growing then this is going to speak directly to them and I hope that they get a lot of value out of it right so the asset itself I&#39;m shooting this video one time and the asset itself is bringing them an unbelievable amount of value and it&#39;s creating uh the kind of the Avatar that we&#39;re going after I I should say it&#39;s identifying the Avatar that we&#39;re going after then the next stage is going to be the booked appointment scoring system so it&#39;s in between when they consume your content and uh when they show up to the call pretty much after they book their call that&#39;s when the booked appointment scoring system comes into place and most people don&#39;t have this they may have some of the other steps most people just have the asset go directly to the demonstration call and then you have somebody on the demonstration call getting on the call and realizing a few minutes in that this is not your ideal Avatar this is not who you should be working with and now you&#39;ve wasted that hour block on your calendar or your sales team&#39;s calendar or maybe they I&#39;m just going to close the deal because they want to get cash in the door because they already set aside that block of time and now you&#39;re signing on the wrong people inside your company so this is the booked appointment scoring system this is where it goes right here it&#39;s after somebody books a call and you can use it at this point to make sure that the only people that are showing up to the call are the highest quality people meaning they&#39;re going to have the highest chance of showing up they&#39;re going to have the highest chance of closing and they&#39;re going to have the highest chance of paying in full and then of course you have the demonstration call itself which is kind of your last itch effort to make sure that this person is in your target market is your target Avatar so with that out of the way let&#39;s walk through the actual booked appointment scoring system okay so as you can see here this is very simply a Google sheet because one of our values is Simplicity and this is how we use it now how we integrate it inside of a full Marketing System we do for our clients is a little more complex but let me just walk you through the the kind of 30,000 foot view of it so on the left- hand side here you have four numbers and this is how you can rank your booked appointments so you have a score of one which is unqualified we&#39;re going to cancel these people off the calendar you have two which uh these are people that are decently qualified we&#39;re going to mark them as free on the sales team calendar which allows them to double book so somebody else can book at that time as well um and then we&#39;re going to have somebody like a sales coordinator an appointment setter uh the sales team leader reach out and try to pre-qualify this person and then you have a three and a four which are the good and the best qualified candidates right so by creating this uh quality score we know that if somebody falls into a one they&#39;re the worst type of people I I I shouldn&#39;t say that they&#39;re not the worst type of people they&#39;re the worst type of person for our business if they fall into two there is a chance that we can help them but the data has shown in the past that it&#39;s kind of a tossup of whether they&#39;re going to show up or whether they&#39;re going to close or they give us a bunch of objections three is like okay these are really good people and four is like these are the most amazing people we love working with them they always close they always see results and and so by creating a number on the left-and side here then when we&#39;re looking like I said earlier at our traffic sources like YouTube videos or or Facebook ads or Instagram shoutouts we can say we&#39;re getting a lot of Threes from this Source we&#39;re get a lot of fours from this source and the idea behind this is that you can even color coordinate your actual sales team calendar to match this and so imagine as the as either a sales team leader A salesperson or a business owner you wake up and you see a full week of calendars and everything is green meaning all of them are uh are the best right then you know that you&#39;re going to be making a lot of money that week or if you wake up and you see all of them are yellow meaning they&#39;re twos then you might be like oh something&#39;s going wrong with the marketing and we&#39;re getting unqualified people so that is the left hand side that&#39;s how you uh determine what the quality score is now uh how do you actually determine well I&#39;m sorry that&#39;s what the quality score is how do you actually determine which uh category they fall under which score they fall under for the quality score well for us we use four main uh different columns to determine what their score is and then we average that score together so the first is the offer or vertical that this person is in so uh for us if they&#39;re not a coach consultant course creator or online service provider then we just cancel them off the calendar actually the first question when someone Books A Time on our calendar is are you a coach consultant agency course grader or online service provider because sure we can help a bunch of other people there&#39;s no doubt about it but as far as who we want our Avatar to be who we&#39;re going to be the Masters at um who we creating all of our content around etc etc it&#39;s going to be coaches course creators agencies your online service provider so just by keeping those people off the calendar immediately you should see your show up rate increase and your um and your close percentage increase etc etc now you&#39;re obviously going to change these to match you so for you it could be like let&#39;s say you&#39;re running a men&#39;s uh fitness program you get people in shape for you it could be people that have never even heard of the gym in the first place right I I did this with a client of mine recently and it&#39;s like okay the people that have never even step foot in a gym in the first place although they have a lot of pain you&#39;re going to have to really work hard to have see any kind of transformation versus somebody who&#39;s like usually has gone to the gym before and they kind of fell off their horse they just need accountability that&#39;s a lot easier to see a transformation with that person so you&#39;ll create your own version of that okay then our our number two so the first one is automatic cancel our number two is okay so these are people that uh we can work with but based on the data uh these are the people that have a higher likelihood of either no showing or throwing us way too many objections on the sales call um or you know something along those lines and the these for us our online service providers uh people have less than a $2,000 price point or it&#39;s not really clear based on their answers what they do right it&#39;s not like 100% clear uh that they&#39;re either a coach consultant agency course grader online service provider or they&#39;re not so for us uh for example somebody that is an agency but they have less than a $2,000 price point um depending on what their LTV is we may be able to help them but a lot of what we do uh revolves around ads and Marketing Systems and so we need people to have a budget to do that and if you&#39;re only making $500 every single time you close a client that&#39;s probably not going to work out right then the third one&#39;s going to be Consultants so uh we love working with Consultants we have a lot of success with consultants and then the fourth is going to be coaches course creators or agencies which is really where our wheelhouse is this is where um if we get a packed full calendar full of coaches course creators and agencies you know we&#39;re crushing it for us and for them okay so that&#39;s a four for us now the next thing we uh categorize people by is by their revenue so revenue is obviously how much money they&#39;re making per month so if they&#39;re unqualified uh they&#39;re a one it&#39;s because they&#39;re making less than $5,000 a month so less than $5,000 a month is pretty self-explanatory but we know from 0 to 5K a month could we help them sure but they just don&#39;t have enough stuff in place for us to know that we&#39;d be able to actually see success during our time together so we&#39;re very very specific with who we work with because we um we are Ensure success and so we want to make sure that we&#39;re not working with people that we know we can&#39;t work with uh the second one is going to be 5 to 10K a month or a able offer so what does that mean 5 to 10K a month is self-explanatory this means that that person is generating somewhere between 5 and 10K a month and we have a lot of clients coming at that number there but once again the 5 to 10K a month they could not have a lot of things in place or it could have just been luck or a few different things that if we come in and build a marketing system in four days for them they&#39;re still trying to figure out you know what their offer even is in the first place and so once again twos we don&#39;t cancel right away it just means that we need to be cautious When approaching this book call in the calendar and then pivotable offer just means we have a lot of clients that come to us and they were maybe doing a done for you Service uh first and now they want to transition into coaching people on how to do it instead and we have a lot of clients that do that uh but once again depending on their experience and making that pivot we can definitely help them but if they&#39;re just coming to us they&#39;re like I&#39;ve been running ads for real estate agents for 5 years I run want to create a program I have no idea how to do that at all we&#39;re probably not going to work with that person versus the person that&#39;s like hey I have an idea I&#39;ve done coaching before but I want to create it in to like a full-blown robust offer then we&#39;re probably going to work with that person number three is going to be uh good so this is $10 to $25,000 a month in current revenue and then four is best $25 to $50,000 a month in current Revenue geography so this is another great thing we did to increase our show up rates and increase our close rates is we created a list of every country in the world and then we looked at our data for the past 16,000 sales calls and we said okay based on this data uh these people are from these countries show up the least they close the least um you know they pay the least amount of money up front etc etc and so once we identified that we started curating those people automatically so if they come in and they&#39;re from that country then what we&#39;re going to do is we&#39;re going to curate them off of our calendar cancel them off our calendar so we&#39;re not spending time uh with them and some people may be watching this and think that&#39;s harsh but quite frankly it is what it is I&#39;m running a business here and if people live in that country I hope they can consume our content for free and they get a lot of value out of it but the data shows out out of 16,000 sales calls and $25 million in sales for our own business that those countries it&#39;s almost a waste of time on our salesperson calendar to put them on there okay so we have a list of curated countries we actually share this with our clients as well um and then there&#39;s non-curated countries so these are people that are going to be outside of the curated countries and also outside of the the big three for us which is UK Canada and us so those are twos so we may still work with these people uh we&#39;re not exactly sure yet we need to reach out to them and see like what is the currency conversion in that in that country when they say that they&#39;re doing 5 to 10K a month or 10 to 25k a month is it in dollars or is it Canadian dollars or where are they doing those numbers so that&#39;s why Cur non-curated countries are two UK and Canada are threes so people that are in the UK or Canada we have a lot of success with those people as well very similar to the United States but we have noticed that once again there&#39;s currency conversion issues uh they have to have different conversations UK people in my experience a little bit more skeptical than most uh and then finally you have the United States as well so this is the best right so if you get somebody that comes to the United States we love it that&#39;s where we run the majority of our ads etc etc and the final thing that we look at to determine what category somebody&#39;s going to be is the answer quality or detail so one unqualified is fake information so these are people that obviously are funnel hacking me or doing stuff that we automatically want to cancel them off the calendar the second is some detail so one of the questions we ask is like what is one of the biggest BX you have in your business right now and they might say something like leads one word okay once again not canceling these people off the calendar but we have noticed that the difference in the amount of information somebody gives us and um that has a direct correlation with their show up rate and their closing percentage and the cash that they pay so some detail we&#39;re going to go and we&#39;re going to look and and triage them and get a little bit more information detailed and clear is going to be something like um we&#39;re not generating enough leads for the business uh and we&#39;ve tried paid advertising before and it didn&#39;t work right so that&#39;s detailed and clear that would be a three and then four would be very detailed and clear is I&#39;ve invested in these programs uh I tried paid advertising I spent this amount of money this was my return on ad spend um and this is what I believe my biggest bottle neck to be right so it&#39;s much more detailed and that would give them a four okay and then over here on the left hand side this is where we&#39;d actually input the numbers so um and I&#39;m going to show you some pretty cool things the way that we&#39;ve done this and once again you can get your own copy of this below but let&#39;s say for example we&#39;re just going to use a random person let&#39;s say someone books a call in our calendar and let&#39;s say that they are a uh a coach right they coach other people so we&#39;re going to put a four in the offer vertical and maybe I&#39;ll Zoom zo in a little bit here to make it easy so uh we&#39;re going to put a four in the offer vertical and then the current Revenue how much money they&#39;re making let&#39;s say that they&#39;re making about $15,000 a month so that would put them at a three right here so we&#39;re going to come in here and put in three and then geography let&#39;s say that they are from the UK or Canada so that&#39;ll be a three as well and then if we come over to the answer quality detail let&#39;s say they put in uh a very detailed information here we&#39;re going to put number three here as well so uh I&#39;m sorry they put detailed and clear not very detailed so that average is a three right and there is a very very long formula here that I&#39;ve created um in order to calculate it and I&#39;m going to go why it&#39;s it&#39;s not just the average of these in a moment but the average of that person is three and we always uh we never round up we always round down right because we always want to be as conservative as possible so that means that this person is going to be a three we&#39;re going to leave them on the calendar they&#39;re what we would consider a marketing qualified lead and we would get on the sales call with them and attempt to close them okay and like I talked about earlier here are the actions that we take based on these averages so if they&#39;re one we cancel them off the calendar if there are two we mark them as free we have the setter triage them and then we leave as is um we cancel or we increase the score so if their Setter gets a hold of them and figures out that hey they are unqualified we&#39;ll cancel them if they figure out they are qualified then they&#39;ll actually come back in here increase their score and update in the CRM because it figures we figure out for example that it was unclear what their offer was but then we get on the call and they&#39;re actually an agency so I was like great okay that puts them out as four and that&#39;s going to put their average at a four for example okay so you can kind of play around with this and this is something that we&#39;ve given our sales coordinator our sales team and so they can uh calculate this themselves and let me do another example to kind of Drive the point home let&#39;s say for example somebody comes in and they are a Consultants uh let&#39;s say that they&#39;re doing um $1 to $25,000 a month let&#39;s say that they&#39;re in um the a non-curated country so we&#39;ll put two and let&#39;s say that they gave very detailed and clear answers so we&#39;ll put four Okay so there&#39;s a caveat here and this is what I want to show you and this is why I&#39;m happy you guys have stuck around until the end here this if you add this up the average of this is actually not two that doesn&#39;t make any sense so how did we get two well once again what we have learned is based on 16,000 sales calls and this is the benefit of working with us is you get to skip all of this guess work yourself is that uh there&#39;s a few kind of caveats a few um exemptions if you will so first of all if there&#39;s a one in any of the boxes then automatically the average becomes a one so if they were uh for example they were making let&#39;s say $25 to $50,000 a month so that would put them at a four they&#39;re in the United States they give a very detailed answer but they&#39;re not a coach consultant agency or online service provider you can see it&#39;s automatically a one because no matter how amazing they are we only want to work with our wheelhouse because we have unbelievable results thousands of testimonials for that specific one the second thing is that if they have a two in offer or vertical current revenue or geography they automatically become a two so if I come back over here let&#39;s just say there are four all across the board but let&#39;s say for example they&#39;re in a non curated country we&#39;re going to put a two here you&#39;ll see that the average then becomes a two so these are special formulas I put inside of here so that people don&#39;t have to make guesswork around it but they&#39;re automatically become a two which means that we need to mark them as free on the calendar so we can allow for a double booking if we need to triage the call um and then we need to decide whether they&#39;re going to leave as is cancel or increase or score once we do get in communication with them okay so that puts them as a two even though they&#39;re for all across the board uh we notice that those three main things offer vertical current Revenue geography do indicate uh that we need to kind of pre-qualify further you&#39;ll notice that I didn&#39;t talk about in that uh answer quality detail because you know while there is some um correlation we didn&#39;t see a causation with it it wasn&#39;t like if they put in a few words that they were absolutely we needed to triage them it just meant that maybe they were doing it from their phone or something along those lines okay uh the the um third thing is that the set triar should seek to either leave as a two if no response or if they&#39;re low quality cancel if unqualified or move to a three or four and Mark busy in calendar so this is kind of explaining what the set will do once they get on the call with them and then let&#39;s I talked about we&#39;re marketing them free as the calendar because we do double booking so if somebody comes in and there are two and they haven&#39;t confirmed their appointment and we&#39;re trying to reach out to them they&#39;re not answering well we&#39;re not going to waste a space on the calendar we&#39;re going to open that up and have somebody else book on our sales calendar but we have multiple sales people and we have a sales team leader so if that person does end up showing up then what we&#39;re going to do is we&#39;re going to have a um either our sales team leader or another salesperson come in and show up to take that call because what we never want to do is we never ever ever want to have a person show up to a call and not have a say a train salesperson there to get on the phone and answer their question so we&#39;ve never done that since we&#39;ve implemented this system ever um because I think that&#39;s really bad for your brand but that being said if you have the data that shows that only 30% of these people show up well then you&#39;re really um not doing yourself any favors or your business any favors by giving them their own block on the calendar okay so that&#39;s why and once again the&#39;re we&#39;re going to mark them as free we&#39;re going to reach out to them and then once we get more information then we can go back and say hey they&#39;re actually a three let&#39;s mark them as busy and now they get their own slot on the calendar but I can&#39;t stress this enough if you uh double book on your calendar and you don&#39;t have the right systems and things in place and you don&#39;t have enough people and you have two people show up and they&#39;re just ghosted it&#39;s absolutely terrible for your brand do not do it I cannot stress that enough you need to make sure you have either you a sales team coordinator or a salesperson in place so that you can protect your brand and quite frankly twos still close you can still make money from twos there&#39;s no doubt about it you just want to make sure that you&#39;re getting as close to threes and fours as possible uh and you&#39;re keeping your sales team efficiency um as high as possible if you want to get access to the sheet be sure to click the link in the description down below and if you are a coach consultant course creator agency owner or online service provider and you want us to build an endtoend custom Marketing System for you that includes stuff like this so you can be as efficient as possible and just totally wipe the floor with your competition then I&#39;d also recommend clicking the link in the description down below and booking a call to speak with myself one of our team members and if you have any questions along these uh as well you can be sure to drop it in the comments thanks so much

Transcript for:Booked Appointment Scoring System

Transcript for:
Booked Appointment Scoring System