You do everything right; build rapport, land a core customer that your product or service will truly benefit, follow up the correct number of times, schedule a meeting, then the dreaded… no-show.

It happens to every salesperson. But are no-shows killing your quota? That wasted time not only diminishes your hard work but takes time away from other deals you could have spent pursuing.

But how exactly can you prevent prospects from blowing you off? Sometimes emergencies happen or the prospect truly does mess up the timing, but the other times are actually linked back to the scheduling process by the salesperson. These steps leading up to the call have a huge factor in the likelihood that your prospect will show up. 

It’s impossible to completely eliminate no-shows but these tips can significantly limit them. And not only help get prospects to show up to meetings but never have to doubt whether they want to or not.

1. Choose the right time

We’ll start with the most obvious – you need to choose the right time to schedule your meeting in the first place. Ideally, try scheduling your meeting within the next 7 days. This decreases the likelihood that something comes up or they lose interest in the call. The sooner, the better.

Another tip is to avoid certain days and times of the week to schedule your call. Avoid Monday mornings and aim for weekday afternoons. Yesware’s analysis of 25,000 sales calls indicates the best time for phone calls is between 3:00 pm and 5:00 pm and the best days are Tuesdays and Thursdays.Avoid the dreaded no-show and get prospects to show up: best time to schedule a call.

2. Verify the channel and provide a back-up plan

Ever get ready for a meeting and your prospect hits you with the dreaded “I don’t use Zoom” email right before the call?

Everyone uses different methods to communicate. Make sure you clear up any confusion right off the bat and discuss the channel of communication before the call takes place. The best way to do this is to put the exact form of contact in your initial invite.

Also, digital channels of communication can be tricky sometimes. Your prospect can experience technical issues or poor internet connection. So if you’re using a digital channel, provide a phone number as a back-up. This will eliminate any excuse or claim that they “couldn’t get in touch with you.”

3. Get the meeting on their calendar 

If you don’t get the meeting on their calendar, you’re just asking for a no-show. You need to get the meeting in front of their eyes

People check their calendars multiple times a day and schedule meetings around it. Getting your meeting on your prospect’s calendar and in front of them significantly reduces the chances of them overlooking it.

Use features such as Book a Time to get your meeting on their calendar and ensure it fits in their schedule with no interruptions. Also, make sure to sync your Google calendar events directly to salesforce with Calendar Sync.

Avoid the dreaded no-show and get prospects to show up: get the meeting on their calendar.

4. Define the purpose 

Make sure the meeting has a purpose and the prospect knows the purpose. Step into your prospect’s shoes: does this meeting have enough significance for me to take time out of my day to attend? Establish the importance of the call before-hand and give them validation.

Answer the question – what’s in it for them?

A tip for doing this: make the purpose of the call about the prospect’s problems or pain points, and assure them you’re going to offer solutions to these. Then why wouldn’t they show up? 

5. Set an agenda and include it in your invite

Don’t let the prospect go into the meeting confused or unsure of what is going to happen. Send them an agenda of what exactly they should expect for the meeting. 

A tip to show your prospect you care – put the agenda in the calendar invite. This tells your prospect that you have prepared, made a plan, and want to share this with them

This allows them to feel comfortable with what to expect and avoid any skepticism. It also shows them ahead of time how you’re prepared and care enough to share this with them – which will only benefit you.

Avoid the dreaded no-show and get prospects to show up: send them an invite with the agenda.

6. Mention that another person will be joining the call

What’s worse than blowing off one person? Blowing off two.

Having someone else join your call can actually help boost the chances that the prospect shows up because it raises the stakes.

Mention this before-hand and why your colleague will be listening in: whether they’re looking to learn more about the sales process, pain points of potential customers, or just observing.

7. Send them a reminder the day of 

This might feel repetitive – the meeting is scheduled on their calendar, they know it’s today. But this ensures the call is on the top of their mind from the beginning of the day. 

To make sure you remember to send them a reminder, schedule the email ahead of time so you don’t have to stress about remembering the day of. Use features such as Send Later to do this.

Use Yesware's Send Later feature to send your prospect a reminder email the morning of your meeting.

Send them a “Call Confirmation” email, and in that email rephrase the purpose and agenda of the meeting.

Here’s a template for sending them a reminder email the morning of your meeting:

Hi {!FirstName} –

I look forward to speaking with you at {!Time} today. Here is the proposed agenda below:


Learn more about what you’re looking to accomplish and share how Yesware may be able to help.


  1. What you’re looking to accomplish
  2. How Yesware may be able to help
  3. Next steps

 Please let me know if there’s any reason you will be unable to attend.

 Speak to you soon! 


8. Connect with them as a person

People are much less likely to blow you off if you’ve connected with them as a person. A way to do this is in your initial email exchanges – try relating to them right off the bat. Form a mutual connection and personal rapport.

Another way to do this is by adding them on LinkedIn before your call. Viewing each other’s LinkedIn is another easy way to build mutual connections and a sense of awareness of who they’re talking to. Putting a face to a voice can benefit you and help the prospect feel more comfortable going into the conversation.

Remember that landing a call with your prospect doesn’t guarantee a definite meeting. Use these tips to ensure nothing falls through the cracks and you both feel optimistic going into the meeting.


Join our community of 800,000
empowered sales professionals

Share This