Whether you or your office staff are sending out client reminders, it is easy to make mistakes when sending our appointment reminders. If you’re asking yourself “how could we possibly screw up an appointment reminder? Just send your client the appointment information.”, you aren’t alone. Many appointment-based businesses treat reminders like a checkbox — either done or not done. But there are common appointment reminder mistakes that could be keeping you from getting the results you need from your reminder strategy.

Let’s look at three common mistakes and easy solutions you can put in place.

  1. Focusing on no-shows more than late-shows

    If your first appointment of the day is 30 minutes late, your entire day is off. The ripple effect of a late client can change the perception of your business for an entire day’s worth of clients, not to mention causing you to be rushed for the rest of the day which increases mistakes and stress. Also, late arrivals cause more late arrivals. If you clients believe you are always going to be running 10-15 minutes behind, they will start to arrive later and later for their scheduled appointments, believing they have some wiggle room,
    Solution: If you are running late, send a quick text to all clients who will be affected notifying them of the new time to allow them to plan accordingly.

  2. Failing to customize timing based on best practices

    It’s really easy to simply set a reminder “24 hours prior to the appointment”. But using default settings rather than timing your messages based on data gives you lower confirmation rates. Take the time to schedule them properly
    Solution: Set reminders to take place at the time they will be most effective. Follow the easy chart below.Chart showing the ideal time of day to send an appointment reminder and benchmark response rates

  3. Only sending one reminder

    One reminder isn’t enough. You need to send 3 appointment messages: an initial booking confirmation, a reminder a day before and a reminder 1-2 hours before depending on your business.
    Solution: Send 3 appointment messages and reminders.

By following these best practices and avoiding the common appointment reminder mistakes, you are guaranteed to optimize your business to run more efficiently. Not to mention saving yourself quite a bit of time. Looking for more best practices and tips? Download The Complete Guide to Appointment Reminders!

Download the Complete Guide to Appointment Reminders