Guide to Improving Your Appointment Process

There are countless resources that will tell you the importance of creating a custom experience. Make your clients feel special and they will never leave you, right? Hotels chains play specific music, design their décor, plan snacks on arrival, and even pipe in a special smell to create a special feeling for the customer. For a hotel, making the customers feel like they are comfortable and have a home away from home can create a bond with the brand that will keep them coming back no matter where they travel.
This kind of experience includes some pretty big changes and might be more complicated than you have time for at first. The thing to focus on that all the successful brands have in common is that they are not usually custom experiences for each person. They follow a consistent and well-designed process. That’s it. It does not have to be complicated; it simply needs to show your clients that you are putting them first. As you and your team work to perfect your well-planned process, the better your experience will become, which will lead to more genuine and authentic relationships.
You will notice there are two words that cannot be emphasized enough throughout this guide: experience and process. This guide was created to help you focus the most important elements that go into creating an experience and transforming your process:
Contents
- Plan ahead.
- Tell your story - briefly.
- Ask the right questions.
- Drive engagement.
- Outline your approach. Set expectations. Assign homework.
- Be consistent.
Want to keep reading?
Related Posts

Ideal Client Events in Action: Transition, Reframing, Celebration
In this episode of The Rare Advisor, host Aaron Grady is joined by USA Financial Practice Management Consultant, Allan Oehrlein, to explore three powerful types of ideal client events every advisor should be leveraging: transition, reframing, and celebration. More than just appreciation gatherings, these tailored events help you retain top relationships, build advocacy, and elevate your practice. From handling major firm changes with confidence to showcasing new processes and creating memorable client experiences, Aaron and Allan break down practical strategies to turn client events into long-term growth opportunities. This episode takes the strategy from Client Retention Strategies through Rare Experiences and provides actionable ways ideal client events can serve different purposes.

Client Retention Strategies Through Rare Experiences
In this episode of The Rare Advisor, host Aaron Grady sits down with Steve Phillips, Chief Practice Management Officer at USA Financial, to unpack the concept of the Ideal Client Event. Unlike traditional appreciation events, these gatherings are designed exclusively for your very best clients—the advocates and relationships you most want to replicate. Aaron and Steve explore the “what,” “why,” and “how” behind these events, from honoring advocacy and building community to creating a consistent client experience that drives organic growth and long-term loyalty. If you’re a financial advisor looking for ways to deepen client relationships and inspire advocacy inside your practice, this conversation is packed with practical insights and best practices you can apply right away.

Financial Advisor PR Strategy with Michelle Lawless (Media Minefield)
In this episode of Financial Advisor Marketing Playbook, Mark sits down with Michelle Lawless, VP at Media Minefield, to unpack how PR powers growth for advisory firms—especially in a world where AI search favors credible, third-party sources. Michelle explains the difference between advertising and earned media, why local TV news and thought-leadership placements boost trust, and how to pair traditional media with strategic LinkedIn to win in no-click search. We also discuss ROI, and Media Minefield’s process—from messaging sessions and story development to market exclusivity and national opportunities. If you want to elevate credibility, increase inbound, and become the go-to expert in your market, this conversation is your playbook. Subscribe for more advisor-focused marketing tactics!

Ideal Client Events in Action: Transition, Reframing, Celebration
In this episode of The Rare Advisor, host Aaron Grady is joined by USA Financial Practice Management Consultant, Allan Oehrlein, to explore three powerful types of ideal client events every advisor should be leveraging: transition, reframing, and celebration. More than just appreciation gatherings, these tailored events help you retain top relationships, build advocacy, and elevate your practice. From handling major firm changes with confidence to showcasing new processes and creating memorable client experiences, Aaron and Allan break down practical strategies to turn client events into long-term growth opportunities. This episode takes the strategy from Client Retention Strategies through Rare Experiences and provides actionable ways ideal client events can serve different purposes.

Client Retention Strategies Through Rare Experiences
In this episode of The Rare Advisor, host Aaron Grady sits down with Steve Phillips, Chief Practice Management Officer at USA Financial, to unpack the concept of the Ideal Client Event. Unlike traditional appreciation events, these gatherings are designed exclusively for your very best clients—the advocates and relationships you most want to replicate. Aaron and Steve explore the “what,” “why,” and “how” behind these events, from honoring advocacy and building community to creating a consistent client experience that drives organic growth and long-term loyalty. If you’re a financial advisor looking for ways to deepen client relationships and inspire advocacy inside your practice, this conversation is packed with practical insights and best practices you can apply right away.

Financial Advisor PR Strategy with Michelle Lawless (Media Minefield)
In this episode of Financial Advisor Marketing Playbook, Mark sits down with Michelle Lawless, VP at Media Minefield, to unpack how PR powers growth for advisory firms—especially in a world where AI search favors credible, third-party sources. Michelle explains the difference between advertising and earned media, why local TV news and thought-leadership placements boost trust, and how to pair traditional media with strategic LinkedIn to win in no-click search. We also discuss ROI, and Media Minefield’s process—from messaging sessions and story development to market exclusivity and national opportunities. If you want to elevate credibility, increase inbound, and become the go-to expert in your market, this conversation is your playbook. Subscribe for more advisor-focused marketing tactics!