5 Proven Tips to Schedule a Product Demo the Right Way

5 Proven Tips to Schedule a Product Demo the Right Way

During the sales process, there is no right or wrong way to schedule a particular demo. So, if you are not taking the “scheduling” part of your demo seriously, you can negatively affect the whole deal with your prospects. It is important to determine if the product demo is worth everybody’s time and if your offered solution can help them reach their target goals.

Wonder how you can schedule a demo correctly and more efficiently? Read this blog to discover some of the proven tips.


But Why Properly Scheduling a Product Demo Matters?


Let’s say you had just a great discovery call. But for whatever reason, you could not schedule the software demo presentation at the end. And the time is running out. So, if you do not schedule right there and then, there will be difficult to keep the prospect committed to the entire process.

Avoid playing a game when scheduling a demo because it creates unnecessary frustration and friction. Know that there can be 80% of your prospects that will believe product demos are particularly helpful, and however, the only thing that can stand in your way is an improper scheduling process. So, at this point, your major challenge is to convince your prospects that your demo is very important – that it is all about removing all sorts of barriers to ensure they will be present during the demo.

Did you get the whole point? If yes, let’s proceed to the next section.


How to Schedule a Product Demo Properly?


When scheduling a demo, always know that there can be a lot of moving parts you have to consider. Often, the overall process includes booking all the decision-makers for the exact dates and times, sending reminder emails with the right message, coordinating a hand-off in a particular account executive, and many more.

See below for a more comprehensive step-by-step guide:


Step 1: Schedule the right date and time for the product demo

As a general rule of thumb, schedule a demo while you are still on the discovery call with a particular prospect. Know that your chances right after the call may drop dramatically. Make sure to strike the iron while everything is hot and you have the prospect’s attention in the call.

When you are orienting prospects regarding the demo meeting, allow them to suggest the time that works best for them. In addition, give them a scheduling framework to set the demo up for success. Below are two best practices:

  • The demo date must occur within five business days of your call. Make sure not to wait too long and keep the momentum going. You never want to lose your prospects to other competitors.
  • It is best to ask for a 30-40-minute slot. The length of the demo meeting is an essential factor. And make sure not to take more time away from your prospect’s time.

Pro Tip: Virtual demo software like Demostory.io help you to set up the demo smoothly for your intended prospects.

Step 2: Invite the decision-makers to the live demo

At this stage of the sale, you have already qualified your prospects. And this means you already have a better idea of the key decision-makers.

There will be a need to confirm the date and time for the live demo. Ensure to have at least one major stakeholder participate during the demo. If you have received a confirmation for the demo meeting from somebody who needs the authority, rectifies it immediately. Always identify the right people who need to be part of the demo meeting and look for ways to make them join.

When you schedule the demo with the right people or the decision makers, you will most likely shorten the sales cycle, saving your prospects both money and time in the long run.

Step 3: Personalize your demo using interactive demo software

Now, it boils down to one of the most important things you must also consider – your actual demo. While the main focus is how to schedule a demo properly, the demo you are about to deliver also plays a huge role in the whole sales process.

Closing the deal with your prospects is another story. Impressing them with a great demo, you are about to deliver helps convince them to purchase your solutions. Taking advantage of the latest demo tools in the market enables you to personalize the entire sales presentation.

Always go for the best in the market –  Demostory.io, the demo tool that allows your sales team to customize and personalize demos that improve sales demos on the spot! Check this out and start the demo instantly.

Step 4: Ensure proper hand-over from the Sales team to the Account executive

In some companies, multiple people are always working on a specific deal. For instance, the SDR (Sales Development Representative) often takes the lead during qualifying, while the AE (Account Executive) is fully responsible for the rest.

If the point person who has developed a rapport with the prospect is not handling the demo, there can be hiccups and surprises. And you do not want that to happen, right? That is why you have to ensure proper hand-over with the right people. Have the process in place and, as much as possible, deploy an online software demo to centralize all necessary details for the demo and to keep things in one place.

With the right hand-over and demo tools, communication breakdowns can be prevented easily.

Step 5: Take proper measures to avoid no shows

Unfortunately, no who shows are almost impossible to avoid. However, on the positive side, we have now seen rates reduce by 40% if proper measures are taken.

Get started with sending emails. The best time to send a reminder email is during office or work hours, one day before the demo. So, try to personalize your email reminders and schedule them directly and automatically to respective prospects.

Here is a detailed email reminder checklist you can check out:

  • Do not send emails outside of working hours.
  • Personalize the emails as much as you can
  • Include demo meeting agenda and target goals
  • Make it easier to reschedule if possible
  • Add value (case studies, articles, one-pagers, etc.) and track open.
  • Always be professional and friendly to your prospects.


Do Not Overlook Your Demo


Poor demo scheduling practices can negatively affect the overall sales work. If you implement the right practices, the prospects you have already qualified may be used. We hope you will follow all the tips and strategies we cited above. Please keep in mind not to let too many emails and inaccurate demo schedules get in the way of your sales!

Treat your product demo with the outermost importance it deserves. If you are ready to take your demo to the next level, consider Demostory.io.

In a nutshell, Demostory.io is a web-based demonstration software that allows you to create interactive demos on the spot, with less to do. Unlike other demo tools, this tool is designed to meet the needs of your sales team when they are demoing your products. Again, personalization during demo meetings matters, and Demostory.io opens the door for deeper user segmentation and connection with your prospects.

There is so much to uncover with Demostory.io. Try it for free. No credit card is required.