Are you feeling anxious about handling intake calls effectively? Tune in to learn strategies to make these calls not only productive but enjoyable! Gain clarity on why you should be using an inquiry form to streamline client information, learn the art of building authentic connections with clients through active listening, and discover how to refine your sales approach and stand confidently behind your value and expertise.

How To Prepare Your Clients For The Intake Call

As a travel advisor, optimizing your intake process is key for client satisfaction and business success. Here are some actionable tips to prepare effectively for your intake calls: Start by using an inquiry form to gather crucial information from both new and returning clients, providing valuable insights into their needs. Then, carefully assess each inquiry to ensure it aligns with your services and expertise, allowing you to prioritize the best-fit clients. Finally, when reaching out to potential clients, send a clear email with a link to your scheduler and an overview of how you work together, including details about packages, fees, communication style, and other essential aspects of your business model. By implementing these strategies, you can streamline your intake process, set clear expectations, and enhance the overall client experience.

Now for what NOT to do!

#1: Don’t Skip The Opportunity To Create Connection

When conducting a sales intake call as a travel advisor, it’s crucial to avoid skipping the initial connective conversations that help build trust and rapport with potential clients. Neglecting to engage in small talk or skipping over personal introductions can make the interaction feel transactional and impersonal. Instead, take the time to establish a genuine connection by asking about their travel preferences, previous experiences, or any upcoming trips they’re excited about. These initial conversations not only help you understand their needs better but also demonstrate your interest in their unique journey. By building rapport from the start, you lay the foundation for a successful client-advisor relationship built on trust, understanding, and mutual respect.

#2: Don’t Focus On Selling Yourself Vs. Listening To The Client’s Problem

It might sound backward…we get it! However, it’s important to avoid talking excessively about the benefits of working with you without first listening to the client’s specific problems or needs. Focusing solely on your services or expertise can make the client feel unheard and undervalued. Instead, prioritize active listening and ask probing questions to uncover their unique challenges, preferences, and goals. By understanding their specific situation, you can tailor your offerings to address their needs effectively, demonstrating your commitment to providing personalized solutions. This approach not only fosters a deeper connection with the client but also increases the likelihood of a successful outcome that exceeds their expectations.

#3: Don’t Spend The Entire Call Selling Amenities You Personal Can’t Deliver On

Don’t spend the call and precious time promising upgrades and amenities. While it’s tempting to highlight these as selling points, it’s nice to let them be surprises that delight your clients rather than overselling them. You can’t always guarantee upgrades, and amenities might be subject to delays beyond your control. Instead, focus on controlling your own service and sharing stories about how you’ve made magic through your meticulous planning and special touches. By emphasizing your expertise and the unique experiences you craft, you can build trust and excitement without relying solely on promises that may not always come to fruition.

#4: Don’t Fail To Quote Your Fee Confidently

Confidently quoting planning fees as a travel advisor is paramount to establishing your value and professionalism. Failing to do so can undermine your credibility and leave clients uncertain about the worth of your services. It’s essential to exude confidence in your pricing, knowing your worth based on your expenses and desired annual income. By creating a clear and objective fee structure, you can stand behind your fees with assurance, demonstrating your expertise and the value you bring to the table. This confidence not only instills trust in your clients but also reflects your commitment to delivering exceptional service and personalized experiences.

#5: Don’t Fail To Research Before The Call

Failing to conduct thorough research before an intake call can severely hinder a travel advisor’s ability to provide tailored and insightful recommendations. Utilizing the inquiry form and any available information at your disposal is crucial for understanding your client’s background, preferences, and previous travel experiences. Additionally, taking the time to delve into online resources such as YouTube travel vlogs or connecting with destination management companies (DMCs) can offer valuable insights into the client’s interests and potential travel opportunities. By neglecting this preparatory step, advisors risk offering generic advice that fails to resonate with the client’s individual needs and desires, ultimately diminishing the effectiveness of the consultation and potentially damaging the advisor-client relationship. Therefore, thorough research before the intake call is essential for delivering exceptional service and crafting memorable travel experiences that exceed client expectations.

Want to hear more? Tune in to episode 66 of Tique Talks to hear Jennifer share what NOT to do on your next intake call!