A product demo is essential nowadays, especially when we talk about the technology sector. In addition to mentioning the features and explaining how it works, a customer’s impression will be different when they see first hand how it works, live. The perception changes because there is a tangible product and you don’t have to imagine what it is like. This way you can measure response times, see the interface, understand the organization of the product architecture, etc.
There are other benefits as well: in addition to selling the product to the customer, their feedback is important to fix possible bugs or improve the future experience.
The advantages of a potential customer agreeing to try a demo call with an agent are obvious. But the hard part is precisely getting the customers to agree to do it. There are those who prefer to review the demo on their own, and may not give feedback or when they do it may be incomplete; and the majority are not interested in the demo.
It is a considerable challenge to schedule a live appointment, for which the best strategy is an assertive communication. The tool to use is a WhatsApp template to schedule a call, that you prepare in advance, so that you avoid mistakes and unnecessary work. If you do them correctly, you can send them to several potential clients. And if you evaluate enough scenarios, you will have a template at hand for each common case that may arise, such as reminders, rejections, appointment scheduling, etc.
Before putting together any template, there are steps you’ll need to take beforehand so that you have a foundation that will allow you to create them consistently. Here are some tips:
Evaluate the prospect or potential client
You must have a profile of your potential client. Previous calls are very important to understand their interests and what their needs are. Also, when you are going to send a template via WhatsApp to schedule a call, it should be with a decision maker, who is influential in the company, not just someone who gives feedback.
After that, all that’s left is to customize the demo to show it to the potential customer. For example, disable all the features that would not be used if a user is created under one user type or another.
Adjust the tone of the message
Keep in mind that the message of the template will be for the demo, not to sell the product. Don’t give unnecessary technical details, but only those that are enough to be self-explanatory during the demo.
Of course, don’t omit relevant information or leave the content of the WhatsApp template empty to schedule a call because the potential client may feel disoriented or unwilling to respond. Make sure it’s enough, but not overwhelming.
What a template to schedule a call sent via WhatsApp must have
The questions your template message should answer are as follows:
a) Why should the demo occur in the company of the agent?
b) What is it about this demo that makes it stand out from what other competing companies offer?
c) What are the advantages of trying the demo?
d) How long should the demo test take?
Consistency in the message is very important. All these questions should be resolved before the client asks them, so that there is no confusion. There has to be certainty as to what you are looking for with and from the demo, without pressure.
Creating good templates will save you a lot of work. That’s why they should respond to the objective you have according to the purpose of the template, no matter what kind of company you contact.
Template for scheduling a demo appointment
The goal for this template is to give your potential client the opportunity to schedule an appointment, according to their availability. The other purpose is to introduce your company, make it look like you understand your client’s needs, and how testing the demo can help them.
Then, what you will have to do is to give them slots to choose from, make a short presentation and offer solutions. Example:
“Hello, [client’s name]
My name is [agent’s name] on behalf of [company]. Thank you for contacting us and for your interest in our product. I am attentive to answer any questions you may have about us.
Can we set up an appointment for a brief meeting to discuss your concerns? On [available days] we work [business hours]. You can get back to us when you have availability so we can discuss your needs and how we can help you with [company value proposition].
We look forward to hearing from you. Have a nice day.
Template for scheduling a demo with more difficult customers
Some customers will require more technical data and will be more reluctant to give an answer without first having information. It is important that you know how to distinguish them before contacting them. Previous research will be helpful for this. Here is an example of how to make a template that contemplates that the information this client will require will be given to them when you meet:
“Hello, [client’s name]
My name is [agent’s name] on behalf of [company]. Thank you for contacting us and for your interest in our product. I can send you detailed documentation about our product, but we can give you a quick demo of what we have to offer, in a meeting of about 20 minutes. If you are interested, I will contact [expert agent], who has a lot of experience working with us and solving our customers’ questions, to get in touch with you. Thanks to his work, we have been able to come up with solutions, such as [example of what your company offers], with [examples of companies that have been success stories with your product.]
We have these times available; feel free to schedule an appointment at a time that suits your needs:
[time slots].
We look forward to hearing from you. Have a nice day.
You already have examples of templates, depending on the type of client. The question is how to adapt them to your company and how to make them effective. Here are some tips that may interest you:
The right time and the right moment are always important
The time you choose to send the message with a template via WhatsApp to schedule a call should be during working hours, preferably early so that the client has time to make a decision. It also speaks of your professionalism, by respecting other people’s time.
The schedules you offer should be extensive, so that the client can choose with comfort and convenience. Make it so that the appointment is made during the next 5 working days, like it’s a matter of urgency and so that the proposal is not cold, but there is also a margin for maneuver.
Make a personalized demo
The details will speak in terms of how much you take care of your client’s needs. Just leave the functions enabled for the type of use they will need, set their name as user, etc.
Follow up
A follow-up template is also a good idea. After your potential client has gone through the demo, try to keep in touch to address any needs that came up in the meeting. For example:
“Hello, [client’s name]
This is [agent’s name], the person with whom you tested [demo name], speaking on behalf of [company]. Thank you for taking the time to give us your feedback. We have received your feedback and would like
[case 1] to have one of our managers working in your field contact you, to determine the most useful functions we can offer you.
[case 2] arrange a second appointment with you to discuss how we can implement our product in your company.
[case 3] to show you the new functionalities/corrections that we have integrated, thanks to the meeting we had.
We look forward to providing you with the solutions you need.
We look forward to hearing from you. Have a nice day.
Considerations
Don’t overwhelm your client or question their needs. It is important that you prioritize their observations so that you know which case corresponds to the follow-up you will give them.
Language should always be formal and helpful, in order to generate reliability. But it must also be understandable and easy to read.
Always do your research before contacting them. You have to understand all the needs that your potential customer is looking to solve with your product. And, in addition, offer them customized solutions.
The use of WhatsApp can be greatly improved by using a CRM like Callbell in your company. This way, any available agent will be able to respond to the conversation. Communication between these agents can also be effective if they leave notes for each other that summarize the customer’s profile.
Another feature you can take advantage of is the tags. Here you can create categories that determine the type of case and at what stage the relationship with the potential client is.
The message templates can also be easily saved in the CRM and you can fill in the fields to be filled in a moment.
Frequent Questions
What does a template sent by WhatsApp need to have to schedule a call?
The questions your template message should answer are as follows:
- Why should the demonstration be in the company of the agent?
- What is it about this demo that makes it stand out from what other competing companies offer?
- What are the advantages of trying the demo?
- How long should the demo test take?
Consistency in the message is very important. All these questions should be resolved before the client asks them, so that there is no confusion. There must be certainty as to what you are looking for with and from the demo, without pressure. This way the message will reach the customer correctly.
How to send the template via WhatsApp to schedule a call?
The use of WhatsApp can be greatly improved by using a CRM like Callbell in your company. This way, any available agent will be able to respond to the conversation. Communication between these agents can also be effective if they leave notes for each other that summarize the customer’s profile.
Another feature you can take advantage of is the tags. Here you can make categories that determine the type of case and where the relationship with the potential client is.
The message templates can also be easily saved in the CRM and you can fill in the fields to be filled in a moment.
About the author: Hello! I am Alan and I am the marketing manager at Callbell, the first communication platform designed to help sales and support teams to collaborate and communicate with customers through direct messaging applications such as WhatsApp, Messenger, Telegram and Instagram Direct
