How to get decision-makers to accept meetings
Reaching a decision-maker is often a challenge. Their inbox is full, their calendar is tight, and they receive a daily barrage of meeting requests. But that doesn't mean it's impossible - it means you need to stand out.
Here we go through what it takes to get decision-makers to not only open your request, but also agree to a meeting.
Focus on their perspective
A common mistake is to start from what you want to sell instead of what they need. Decision-makers don't want to hear a product pitch - they want to know how you can solve their problems or help them achieve their goals.
How to do it:
- Raise a relevant challenge in their industry
- Show understanding for their situation
- Describe the value of the meeting in terms of outcomes, not functions
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Keep it short and to the point
A decision-maker does not have time to read long emails or posts. Your request should be easy to understand and quick to act on.
Structure:
- Short introduction showing that you understand their situation
- A concrete example of how you can create value
- A clear invitation to a short meeting (15-20 minutes is often enough)
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Creating relevance with timing
Even if the message is good, it can fall flat if the timing is wrong. Decision-makers are more likely to say yes if you reach them when the need is greatest.
Example of good timing:
- After showing interest by downloading materials or participating in a webinar
- When you see your company growing or making changes
- When you can link your solution to current market trends
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Making it easy to book
The easier you make it for the recipient to say yes, the more likely they are to do so. No one wants to spend time suggesting times back and forth.
Tips:
- Include a link to your calendar
- Suggest 1-2 specific times directly in the email
- Keep the CTA clear and simple: "Is Wednesday 14.00 or Friday 09.30 suitable?"
Build trust already in the inquiry
Decision-makers are careful with their time. If your request feels impersonal or generic, it is more likely to be ignored. On the other hand, showing preparation and relevance builds trust even before the meeting.
Example:
- Refer to something the company has done recently
- Connect to their industry challenges
- Show that you have experience in similar businesses
Summing up
Reaching decision-makers requires more than a standardized meeting request. By focusing on their perspective, being brief and clear, acting with the right timing, making the booking easy and building trust from the very first contact, you increase the chances of them saying yes.
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Book a free meeting with us and we'll show you how we can help you create booking strategies that work in practice.