How to Reduce No-Show Rates by 80% with Personalized Videos

Booking more demos doesn't matter if they don't show up. When a prospect no-shows a booked demo (or discovery), most teams either chase them with follow-ups or write them off as lost. We managed to cut ghosting rates by more than 80% after switching to this simple strategy.

The Problem with No-Shows

No-shows are a common frustration in sales. You've done the hard work of getting a prospect interested enough to book a call, only to have them ghost you when the time comes. This wastes valuable time and disrupts your sales pipeline.

Traditional approaches to handling no-shows typically involve:

• Sending multiple follow-up emails trying to reschedule
• Calling the prospect directly (often perceived as pushy)
• Writing them off as a lost opportunity

None of these approaches address the underlying reasons why prospects ghost meetings in the first place.

Our Solution: Personalized Video Follow-ups

Instead of pushing for another call, we started sending short and personalized videos (via Loom or Tella) demonstrating how our product can solve their pain point based on our previous conversation.

For example, if our initial message tells the prospect how BetterContact can increase their call-to-connect rates with a case study included, and they ghost us after initially showing interest, we send a follow-up with a personalized loom demonstrating exactly how BetterContact increases call-to-connect rates with examples.

Why This Approach Works

This strategy has been remarkably effective for several key reasons:

• It respects their time – They can watch when convenient, without the pressure of another scheduled meeting.
• It re-engages them – A tailored video reminds them why they were interested in the first place.
• It removes friction – They see the value without committing to another meeting.

The Results

After implementing this approach, we saw:

• 80%+ reduction in ghosted deals
• Higher conversion rates from initial interest to closed deals
• More efficient use of sales team time
• Positive feedback from prospects who appreciated the personalized approach

Implementation Tips

To implement this strategy effectively:

1. Keep videos short – Aim for 2-3 minutes maximum.
2. Be specific – Address their exact pain point and how your solution helps.
3. Show, don't tell – Demonstrate the product in action rather than just talking about it.
4. Use a soft CTA – End with "happy to answer any questions" rather than pushing for another meeting.
5. Follow up once more – If they don't respond to the video, one more gentle follow-up can be effective.

Conclusion

This small shift in how we handle no-shows has made a significant difference in our sales process. By respecting prospects' time and providing value asynchronously, we've been able to recover deals that would have otherwise been lost.

Have you tried using async video in your sales process? We'd love to hear about your experiences and results.