Pre-Meeting Confirmation
Turn meetings into qualified pipeline
Sales Stage
Pre-Sales
Difficulty
Intermediate
Impact
Medium
Channels
Overview
Meeting confirmation is the first step toward closing the deal. If possible, send an invite while you’re on the phone with the prospect and try to get them to accept the meeting. If you can’t get confirmation on the phone, work to have it accepted by the end of the day. If it isn’t accepted by the end of the day, email the prospect, send a text to the lead’s mobile phone number, or give the prospect a quick call. For strategic accounts, consider sending a gift or a gift card. Once accepted, send a reminder email the night before the meeting. If there's no response, call the day of the meeting to confirm the time still works. If the lead doesn’t answer, leave a voicemail and text a message saying you are looking forward to the meeting. Send an automated email reminder 10 minutes before with the Zoom link.
Key Features
Data Types
Triggers
- Identify contacts where a meeting is currently scheduled within 3 days
Actions
- Enroll all attendees and buying committee tied to opportunity into Pre-Meeting Confirmation campaign
Default Natural Language Configuration
When a meeting is scheduled within 3 days for any company, then:
- Discover up to [number] ZoomInfo contacts that meet select criteria for attendees and buying committee
- Export to select system as record type
- Enroll in Pre-Meeting Confirmation campaign
- Assign to select user
Standard Operating Procedure
1. Identify Upcoming Meetings
- Monitor scheduled meetings within the next 3 days
- Compile list of attendees and buying committee members
2. Enroll Contacts in Confirmation Campaign
- Set up automated campaign for pre-meeting confirmation
- Add all identified contacts to the campaign
3. Initial Confirmation
- Attempt to confirm meeting while on the phone with prospect
- If not possible, follow up for confirmation by end of day
4. Multi-Channel Follow-Up
- Email prospects who haven't confirmed
- Send text message to lead's mobile number
- Make quick phone call if necessary
5. Strategic Account Engagement
- Consider sending gifts or gift cards to high-value prospects
6. Pre-Meeting Reminders
- Send reminder email the night before the meeting
- Call day-of to reconfirm if no response to email
7. Last-Minute Confirmation
- Leave voicemail if call goes unanswered
- Send text message expressing anticipation for meeting
8. Final Automated Reminder
- Set up automated email 10 minutes before meeting
- Include Zoom link or other relevant meeting details
9. Track Confirmation Rates
- Monitor response rates across different channels
- Adjust strategy based on most effective confirmation methods
10. Continuous Improvement
- Regularly review and refine confirmation process
- Update messaging and timing based on feedback and results
Yield Model
Yield in $ Formula
Potential Yield = (LV * CR / 100) * ADSKey Drivers
Driver Definitions
Conversion Rate (CR) This metric indicates the proportion of leads that convert into customers. A higher conversion rate suggests a more effective engagement and follow-up strategy.
Average Deal Size (ADS) This refers to the average revenue generated from each successful deal. Maximizing the average deal size is essential for increasing overall revenue, especially when the number of conversions is limited.
Lead Volume (LV) This is the total number of leads available. A higher lead volume provides a larger pool from which potential customers can be nurtured and converted.
AI Agent Prompt Template
I. Prompt Instructions - Overview
This email template is designed for the "Pre-Meeting Confirmation" GTM Play. It targets contacts who have just scheduled a meeting with your team, aiming to confirm attendance and ensure the meeting proceeds as planned. The goal is to improve the conversion rate from scheduled meetings to actual opportunities.
II. Information Included
The email will include personalized information between <context></context> for proper dynamic insertion:
- Meeting Details: Information about the scheduled meeting, including date, time, and purpose.
- Company Information: Insight into the prospect's company, including identified pain points and behavior from engagement history.
- Signals & Behavior: Details on the account's engagement history and recent intent signals.
- Account History: Includes documented CRM account history along with a complete history of conversation data recorded via Chorus Conversational Intelligence.
- Contact Information: A group of five contacts across the buying committee, including the contact's role, persona information, and other details to personalize the email.
- Content Library: Relevant content, such as upcoming webinars, whitepapers, or downloadable content that can be included as part of the follow-up.
- Messaging: A comprehensive messaging library that addresses persona-specific and segment-specific pain points, delivering tailored content that aligns with the account's segment and the contact's role, making the outreach more relevant and impactful.
- Copilot AI Account Summary: A summary that merges ZoomInfo data, customer CRM data, email communications, and call recordings, offering a clear overview of the account's pain points and strategic goals, along with actionable next steps.
III. Email Structure
<email> <subject>{{Contact.FirstName}}, Quick Confirmation for Our {{MeetingDetails.Date}} Meeting</subject> <body> <p>Hi {{Contact.FirstName}},</p> <p>I hope this email finds you well. I'm reaching out to confirm our upcoming meeting scheduled for {{MeetingDetails.Date}} at {{MeetingDetails.Time}}. We're looking forward to discussing {{MeetingDetails.Purpose}} and how we can support {{CompanyName}}'s goals.</p> <p>To make our time together as productive as possible, I've prepared some materials that I think you'll find valuable:</p> <ul> <li>{{ContentLibrary.RelevantWhitepaper}}</li> <li>{{ContentLibrary.CaseStudy}}</li> </ul> <p>If you have any questions or need to adjust our meeting time, please don't hesitate to let me know. Otherwise, I'll see you on {{MeetingDetails.Date}}.</p> <p>Best regards,</p> <p>{{Sender.Name}}</p> <p>{{Sender.Title}}, {{Sender.Company}}</p> <p>{{Sender.ContactDetails}}</p> </body> </email>IV. Context
<context> <Meeting Details> **`{{Meeting Details}}`** </Meeting Details> --- <Company Information> **`{{Company Information}}`** </Company Information> --- <Signals & Behavior> **`{{Signals & Behavior}}`** </Signals & Behavior> --- <Account History> **`{{Account History}}`** </Account History> --- <Contact Information> **`{{Contact Information}}`** </Contact Information> --- <Content Library> **`{{Content Library}}`** </Content Library> --- <Messaging> `{{Messaging}}` </Messaging> --- <Copilot AI Account Summary> **`{{Copilot AI Account Summary}}`** </Copilot AI Account Summary> </context>V. Optimizations
- Subject Line Personalization: Use the contact's first name and meeting date to create urgency and relevance.
- Engaging Opening: Confirm the meeting details upfront to ensure clarity and show preparation.
- Value-Driven Content: Offer relevant materials to showcase value and prepare the prospect for a productive meeting.
- Call to Action: Invite the prospect to reach out if they need to make any changes, ensuring open communication.
- Polished Close: Keep the tone professional yet friendly, looking forward to the upcoming meeting.
Merge Tokens Used
{{Contact.FirstName}}{{Meeting.Date}}{{Meeting.Time}}{{Meeting.Purpose}}{{CompanyName}}{{ContentLibrary.Whitepaper}}{{ContentLibrary.CaseStudy}}{{Sender.Name}}{{Sender.Title}}{{Sender.Company}}{{Sender.ContactDetails}}Play Description for LLM
<play> **PLAY NAME** Pre-Meeting Confirmation --- **🔁 Triggers** - Identify contacts where a meeting is currently scheduled within 3 days --- **⚡️ Actions** - Enroll all attendees and buying committee tied to opportunity into Pre-Meeting Confirmation campaign --- **✅ Goal / Problem to Solve** ⏩ Meeting to Opportunity --- **➡️ Channels** ✉️ Email, 💬 Text, 📞 Phone --- **✏️ Summary** Meeting confirmation is the first step toward closing the deal. If possible, send an invite while you’re on the phone with the prospect and try to get them to accept the meeting. If you can’t get confirmation on the phone, work to have it accepted by the end of the day. If it isn’t accepted by the end of the day, email the prospect, send a text to the lead’s mobile phone number, or give the prospect a quick call. For strategic accounts, consider sending a gift or a gift card. Once accepted, send a reminder email the night before the meeting. If there's no response, call the day of the meeting to confirm the time still works. If the lead doesn’t answer, leave a voicemail and text a message saying you are looking forward to the meeting. Send an automated email reminder 10 minutes before with the Zoom link. --- **✏️ Default Natural Language** When a **meeting is scheduled** within **3 days** for **any company**, then: - Discover **up to [number]** ZoomInfo contacts that meet **select criteria** for attendees and buying committee - Export to **select system** as **record type** - Enroll in **Pre-Meeting Confirmation campaign** - Assign to **select user** --- **Explainer-Video-Script** Want to avoid no-shows at your meetings? Use the pre-meeting confirmation play! A meeting confirmation is the first step toward closing the deal. Once a meeting has been accepted, you can enroll all attendees into a pre-meeting confirmation campaign that will send reminders to ensure they show up and start informing them about your product. Say goodbye to no-shows! --- **🏷Features)** Contact Discovery, Buying Commitees, ABM Audiences --- **🏷️ZoomInfo Data Types)** Buying Committee, Company Data, Contact Data --- **📁 Sales Stage** Pre-Sales --- **🚦 Difficulty** 🟦 - Intermediate --- **🧪Standard Operating Procedure (SOP)** ## 1. Identify Upcoming Meetings - Monitor scheduled meetings within the next 3 days - Compile list of attendees and buying committee members ## 2. Enroll Contacts in Confirmation Campaign - Set up automated campaign for pre-meeting confirmation - Add all identified contacts to the campaign ## 3. Initial Confirmation - Attempt to confirm meeting while on the phone with prospect - If not possible, follow up for confirmation by end of day ## 4. Multi-Channel Follow-Up - Email prospects who haven't confirmed - Send text message to lead's mobile number - Make quick phone call if necessary ## 5. Strategic Account Engagement - Consider sending gifts or gift cards to high-value prospects ## 6. Pre-Meeting Reminders - Send reminder email the night before the meeting - Call day-of to reconfirm if no response to email ## 7. Last-Minute Confirmation - Leave voicemail if call goes unanswered - Send text message expressing anticipation for meeting ## 8. Final Automated Reminder - Set up automated email 10 minutes before meeting - Include Zoom link or other relevant meeting details ## 9. Track Confirmation Rates - Monitor response rates across different channels - Adjust strategy based on most effective confirmation methods ## 10. Continuous Improvement - Regularly review and refine confirmation process - Update messaging and timing based on feedback and results --- **🪙 RAG Inputs Used (Broad)** Meeting Information, Company Information, Signals & Behavior, Account Data, Contact Information, Content Library, Messaging, Copilot AI Account Summary --- **🪙 Email tokens Used** Contact.FirstName, Meeting.Date, Meeting.Time, Meeting.Purpose, CompanyName, ContentLibrary.Whitepaper, ContentLibrary.CaseStudy, Sender.Name, Sender.Title, Sender.Company, Sender.ContactDetails --- **🟨 Yield in $ Formula** Potential Yield = (LV * CR / 100) * ADS --- **🟨 Yield Key Drivers** Conversion Rate (CR), Average Deal Size (ADS), Lead Volume (LV) --- **🟨 Yield Driver Definitions** Conversion Rate (CR) This metric indicates the proportion of leads that convert into customers. A higher conversion rate suggests a more effective engagement and follow-up strategy. Average Deal Size (ADS) This refers to the average revenue generated from each successful deal. Maximizing the average deal size is essential for increasing overall revenue, especially when the number of conversions is limited. Lead Volume (LV) This is the total number of leads available. A higher lead volume provides a larger pool from which potential customers can be nurtured and converted. --- </play>