Glossary: pipeline measures
What is meeting booked rate?
Meeting booked rate is the percentage of replies that turn into a scheduled meeting. You work it out by dividing the number of meetings booked by the number of replies and multiplying by 100. It is also called reply to meeting rate.
Formula
Worked example
12 ÷ 48 × 100 = 25%
Meeting booked rate is meetings booked divided by replies.
The measure shows how well replies are handled. Two neighbors sit beside it, and together they describe the path from email to conversation.
The base can be replies or prospects.
Dividing by replies measures reply handling. Dividing by prospects contacted measures the whole campaign. Say which one you mean.
Show rate is what happens next.
Show rate is meetings held divided by meetings booked, times 100. A booked meeting that nobody attends produces nothing.
Qualified meetings are the real output.
Count the meetings that met your qualification test. A full calendar of poor fits is not progress.
Here is meeting booked rate worked out for an invented company.
Imagine Varrowby, an invented accounting software company. In one month it has 1,600 prospects contacted and gets 48 replies. The team answers each one within a few hours and ends with 12 meetings booked. Its meeting booked rate is 12 ÷ 48 × 100 = 25%.
Of the 12, there are 9 meetings held, so the show rate is 9 ÷ 12 × 100 = 75%. Measured against the whole campaign, 12 meetings from 1,600 prospects is 0.75%. All three numbers describe the same month, which is why each needs its label.
Varrowby's month, from prospects to meetings held
- 1,600prospects contacted
- 48replies
- 12meetings booked
- 9meetings held
Raise meeting booked rate in four steps.
Most of this measure is decided in the hours after a reply arrives.
The four steps in order
- 1Reply fast
- 2Offer times
- 3Confirm
- 4Rebook
- 1
Reply fast, the same day.
Interest fades quickly. A fast, personal answer keeps it.
- 2
Offer times: two specific ones.
"Tuesday at 10 or Wednesday at 2?" is easier to answer than an open invitation.
- 3
Confirm with an invite and a reminder.
A calendar invite the same day and a reminder the day before protect the show rate.
- 4
Rebook missed meetings once.
A single polite attempt recovers people who simply forgot.
Prymatica qualifies the replies to your campaign and books interested prospects onto your calendar. You take the meetings. See how Prymatica's cold email process works.
Teams make these mistakes with meeting booked rate.
Booked is reported as held.
Only meetings that happen create pipeline. Report show rate beside bookings.
The base keeps changing.
A rate per reply and a rate per prospect differ by a wide margin. Mixing them makes trends meaningless.
Slow answers waste good replies.
A reply left for two days goes cold. Speed is the cheapest improvement available.
These glossary terms sit next to meeting booked rate.
These Prymatica pages go deeper on meeting booked rate.
Questions
People ask these questions about meeting booked rate.
How do you calculate meeting booked rate?
Divide meetings booked by replies and multiply by 100. For example, 12 meetings from 48 replies is 12 ÷ 48 × 100 = 25%. Some teams divide by prospects contacted, so check which base a report uses.
What is show rate?
Show rate is the share of booked meetings that take place: meetings held divided by meetings booked, times 100. In the example above, 9 held from 12 booked is a show rate of 75%.
What is the difference between meeting booked rate and reply rate?
Reply rate measures how many people answered the email. Meeting booked rate measures how many of those answers became a scheduled meeting. The first depends on the list and the message, the second on how replies are handled.
How do you improve show rate?
Book the meeting within a few days of the reply, send a calendar invite straight away, send a reminder the day before and make it easy to reschedule.
Why do some replies never become meetings?
Some are refusals, some are referrals to a colleague, and some are interested people who were answered too slowly or offered no clear time. Only the last group can be recovered, by replying the same day and proposing specific slots.
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