The 13-Minute Wait: Navigating Missed Discovery Calls, Especially Referrals

We’ve all been there: staring at a screen, waiting for a scheduled call that never seems to connect. But what happens when that call is a valuable referral, and how long should you reasonably wait? One of our readers recently faced this exact dilemma, waiting a full 13 minutes for a discovery call, despite sending reminders and providing a Google Meet link. Let’s break down how to handle such situations with professionalism and efficiency.

The Referral Factor: A Double-Edged Sword

Referrals often carry a higher expectation of commitment. After all, someone has vouched for this connection, suggesting a mutual benefit. This can tempt us to extend our patience beyond typical boundaries. However, while referrals deserve a degree of flexibility, they don’t negate the importance of respecting everyone’s time.

In our reader’s case, the person who missed the call had initiated the scheduling. This detail is crucial. It indicates a level of intent, making the no-show even more perplexing.

The 13-Minute Dilemma: Where Do We Draw the Line?

While there’s no universally agreed-upon waiting time, a general rule of thumb is 5 to 10 minutes for scheduled calls. This allows for minor delays while respecting your own time.

Our reader’s 13-minute wait, coupled with an attempted email and no response, clearly exceeded this reasonable window. The fact that the call was a referral added to the complexity, but it shouldn’t justify an indefinite wait.

Practical Steps for Handling Missed Calls:

1. Start Punctually:
   • Be prepared and online at the scheduled time. This sets a professional precedent.
2. Short Initial Wait:
   • Wait for 5 to 10 minutes.
3. Attempt Contact:
   • If the person hasn’t joined, try calling or sending a brief message.
4. Document and Follow Up:
   • If there’s no response, send a polite email stating that you waited and attempted to contact them.
   • Clearly indicate that you are willing to reschedule at their earliest convienence.
   • Document the missed call and all communication attempts.
5. Referral Notification (Optional):
   • If you have a good relationship with the person who made the referral, consider sending a brief, neutral message informing them that the call was missed. This isn’t about complaining, but rather providing context.
6. Reschedule (If Desired):
   • If the person responds, offer to reschedule, but don’t feel obligated to accommodate excessive delays or repeated no-shows.

Key Takeaways:

• Respect Your Time:
  • While referrals deserve consideration, your time is valuable.
• Clear Communication:
  • Send reminders and provide clear instructions for joining the call.
• Professionalism:
  • Maintain a professional demeanor, even when frustrated.
• Set Expectations:
  • When scheduling, consider adding a sentence to the calender invite, or confirmation email, stating that if they are running late, they should email, or call.

In the end, our reader’s experience highlights the importance of setting boundaries. While we strive to be accommodating, we also need to protect our time and maintain professional standards. By following these guidelines, you can navigate missed discovery calls with confidence and efficiency, even when referrals are involved.