Round Robin Scheduling: A Method for Setting Meetings Efficiently

Aditi Chordia for Outplay

By 

Aditi Chordia for Outplay

Published 

September 1, 2022

Round Robin Scheduling: A Method for Setting Meetings Efficiently

Sales, as an industry, has always been competitive. Whoever hit the sales quota took the trophy home. The stress and pressure that accompanied, led many sales reps to burnout or quit the industry altogether.

Things are a lot better today. With automated systems and processes in place, a lot of work is offloaded from the reps' shoulders, leaving them time to hone their skills and close more leads. 

Round robin scheduling is one such technique that helped to democratize the sales process so that everyone has an equal opportunity to serve prospects.

In this post, we will break down:

  1. The basics of round robin
  2. How round robin works?
  3. How round robin scheduler can help your sales team?

What is round robin scheduling?

To put this in definition, a round robin scheduling is a means to equally distribute leads among team members, with each lead going to the next sales rep in queue. This ensures a fair and equitable distribution of leads and gives everyone an equal chance to serve the prospects.

How round robin works?

Imagine the leads as a deck of cards. Now, you, being the sales team leader or manager, distribute the cards (or, in the sales world, the leads) evenly between the five members of the team. You deal one card to player 1, player 2, player 3, player 4, and player 5, and then back to assigning a card to player 1. You do this until all the cards are dealt. 

Now, apply the same logic to round robin assignment. Each member gets a lead rotationally assigned by the software. When the last member is assigned the lead, it comes back to the first member. 

How does a round robin scheduler help the sales team?

Besides reducing the time for sales leaders to appoint the leads manually, the round robin scheduler eliminates cherry-picking of the leads by the sales reps. 

When companies let sales reps choose their leads, they can pick those which align with their interests and leave out the rest. This means a few types of prospects are chosen over others, and the ones that are ignored by the sales reps never potentially become the customers.

Round robin schedule eliminates this possibility of bias by creating a level playing field for everyone. Here are the specific ways it helps your sales team:

Accelerate lead response time

Believe it or not: Response time can make or break a sale. When a prospect has shown interest in your brand or product, you need to move fast to keep their interest.

But data suggests that most companies fail to do so. The average lead response time is 47 hours, enough time for a prospect to approach a competitor or lose interest in the product or service altogether. 

LeadSimple suggests calling the prospect within five minutes is likely to lead to real conversations. If the communication falls prey to 30 minutes, the chances of selling reduces.

Round robin meeting scheduler can help you to accelerate the lead response time. With its powerful routing system, you can reach out to the prospect the minute they’ve expressed interest in your product/service. Depending on the prospect’s availbility, a call can be immediately scheduled or at a later time that is convenient to them.

Remember: Fast responders win up to 50% of the sales and you want to be one of them.

Give everyone an equal opportunity

There are two ways to assign leads to the team members: manually or through an automated sequence (i.e., round robin distribution).

Sales leaders can assign leads manually to the reps based on their expertise, location, and other variables. But this approach comes with its own set of challenges.

First, managers and sales leaders have to spend a lot of time deciding which leads to assign to whom. Then, there is a possibility of bias where leaders may prefer certain employees to work on advanced leads while others get the remaining cases. This can create friction among team members and lead to a toxic work environment. 

The round robin meeting scheduling tool hits two birds with one stone. It frees up managers' precious time and assigns leads equally to everyone on the team. With custom read routing rules, the managers can set up more meetings across various stakeholders, without having to liaise with the sales reps to know the open slots on their calender. 

If you want to improve everyone’s chances of becoming a better salesperson, a round robin meeting is a fair and effective way to go about it.

Manage routing for unavailable sales reps & different time zones

People take days off from work. It can be because of vacation, sick leave, health issues, or other reasons. Round robin assignment takes this into account and gives an option to pause lead routing for those who are unavailable or busy. But that doesn’t mean the prospects should sit idly or unassigned. The software assigns the lead to the next available agent.

Another thing that round robin scheduler makes easier is dealing with prospects in different time zones. This is especially important for global companies who need to be responsive at all times to serve their customers. Round robin online meeting software deploys sales reps to different time zones when they can be responsive to customers and make the approach sustainable in the long run.

Gain insights through comprehensive reporting 

It’s important to have data in place to weed out organization inefficiencies and double down on strategies that work well.

Although this functionality can be limited to a few meeting scheduler tools, but having an integrated reporting dashboard can streamline goals between the team and management and help to answer the following questions:

  1. The criteria that define the round robin distribution
  2. The total number of leads the sales reps reached out to
  3. Sales reps who are unavailable or busy
  4. The next rep in the queue to serve the prospects

This data help to understand the overall team performance and also how an individual is performing. Based on the insights, you can restructure the team’s alignment, eliminate poor strategies, and ensure everyone gets an opportunity to prove their mettle.

How to work out round robin scheduling for your team?

Whether you offer a SaaS-driven product or service, you have to schedule meetings frequently with the prospects to walk them through the demo. Outplay’s meeting scheduler makes it so much easier.

Prospects can easily book a meeting when they visit the website, courtesy of the embeddable calendar. Just generate a code and embed the calendar that shows your availability to the prospect. 

You can create custom lead routing to set up meetings across various stakeholders. Our sales scheduling software auto-distributes the leads as per the open slots of team members on the calendar, minimizing back and forth and saving time for the sales managers.

With our meeting scheduler, you can effortlessly create and schedule meetings, sync everyone’s calendars, and set up your team for success. Interested in learning more? Check out Outplay or book a demo here.

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