Improve Your Administration Processes with airSlate SignNow's Crm Deal Management Solution

How to create outlook signature

welcome everyone this is michael from the marks group live happy to be reviewing today crm basics the deal after this video is over please do feel free to email us at support marksgrouplive.com for any questions on this topic or on anything else zoho and also be sure to rate this class as well helping out your fellow zoho users and helping us to improve our video library in this lesson i'm going to take a first dive into the deals module i'll show you how to take a deal in zoho from its inception to its completion that said this is a quick lesson there are lots of details that we can explore along the way if you'd like to know more about this process how to how to fine tune it for your own business context drop us a line at support marks group live dot com so we're going to start today by putting the deals module into the larger perspective of the zoho crm environment we'll look at how to find the deals module we'll look at how to create a new deal in two different ways first by converting a lead and then by creating one using the add new method we'll take a quick look into some of the most important fields in a deal and finally we'll actually work a deal from start to finish now before we get into our zoho screens one word of advice if your screen does not look exactly like mine do not panic your zoho instance might have been set up slightly differently from mine and there may be a few differences in some of the screens most of what i demonstrate today should work across all versions of zoho with minimal differences if you try to replicate what i'm doing and you get stuck drop us a line at support marks group live dot com and we'll see about helping you out now let's take a look at the context of deals in zoho for a lot of organizations the deal really is what your business is all about it's the end game it's why you're doing what you do in your business arguably your sales journey starts with the lead lead and you'll develop that lead let me get my right screen up here you'll start with a lead and a person who works at an organization and you'll develop that lead through communications and events and eventually you'll turn that lead hopefully into a contact and an account which means that you're actually in the process of negotiating to do business with that person and that organization then you start the deal making process and working that throughout however many stages you have in your business you'll finally end up with a deal that you've either won or lost let's get started by finding the deals module in zoho depending on how your zoho instance has been set up you may find the deals module up in the upper left corner or the upper left side of your colorful zoho control bar at the top of your screen remember that this color may be different depending on your version and the exact setup of locations of modules maybe slightly differently than yours so you may find it up here in the top left area or it'll be somewhere under the ellipsis that says there's more here if you can't see it right off the bat up at the top there if you can't see it you can type the first few letters of the module name and zoho will show you um all entries all modules that fit those parameters or those first few letters so let's click on deals now that we found the deals module it's time to create a new deal in zoho there are two ways to do this first we can create a new deal by clicking in the plus sign that's next to the import button if we're already in the deals module so if we're in the deals module that plus sign will let us create a new deal i'm going to cancel that for the time being because i'd like to show you the other way to create a new deal up at the top in the colorful zoho control bar there's a plus sign and depending um and on this one it doesn't matter what module we're in all of the new records that you can create in zoho will be up under that plus sign in the zoho control bar we just have to find it so we can create a deal that way as well now that's the first of the two ways that we can create a deal i'm going to cancel that for now um depending on your the age of your business you may find that there's another very common way to create a deal the second main way to create a deal and that is when you convert a lead into a contact an account an account you're given the option of creating a deal in the process let's see let's go to my leads let's go to um actually let's go to my regular view let's say i want to create a lead or i want to convert scott albertson miss scott albertson and if i convert that lead to a contact and an account zoho gives me the option to create a new deal at the same time that i engage in the conversion process for the for younger businesses or businesses that rely mostly on conversion of leads for for their deals this is the way that you're going to wind up creating most of your deals otherwise if you've been in business for a while and you're doing a lot of repeat business you may actually wind up doing it from within the deals module already because you won't be converting new content new leads into contacts and accounts so now that i'm in my deals module i'm going to click there and i'm going to i'm given a fairly straightforward layout that i have to complete if you've been in zoho for a while you might notice that the on to the left of some of these fields there's a red line that line means that this field is a required field you cannot save your work zoho will not let you out of this module unless you cancel it uh zoho won't let you out of this module without filling in those fields that have the red line beside them beyond those fields however i'd like to draw your attention to some of the other fields that are either important or that might give you a spot of trouble at some later time if you're working your deal so i'm just going to call this mf mf test deal 3 let me just get take these in here i'll do that i'll say that the account name already exists we'll make the deal we'll set the closing date for the end of this month the amount of the deal before i get into the stage i'll put the amount of the deal here i'm going to say it's um let's say it's a 5 000 deal conveniently zoho gives you a little pop-up there uh it won't do for the amount it won't i don't think it will do a fractional amount so um let me enter the stage here we see the expected revenue is a locked field and the expected revenue says zero the stage is set for none if i set the stage for qualification my probability is 10 and my expected revenue is 500 which is not the same as 5 000 but 500 is 10 of the amount there you should always make sure that you set the amount for the deal as well as the stage of the deal don't worry if you think that the stage will change zoho makes it easy for us to do that and it's part of the actual process of working the deal which we will get to in a moment i should go without saying that the contact name is important let me make sure i've got that in here the contact name is very important let's say when i click on the name field there um my zoho pops open this selector and by default it shows me contacts related to the organization or to the account that i'm dealing with because usually if i'm dealing with an account and i'm creating a deal with that account the person my contact at the account will usually be the somebody that is involved or somebody from that organization will be involved i'm going to click on that max minson uh this is your counterpart with the organization that you're dealing with it's good to document this person just in case one of your co-workers has to take over the deal let's see good that's where i want that to be now a deal is very much like any other record in zoho we can edit some of the fields and we can perhaps most importantly add documents and activities to our deal as i scroll through the deal record there's a description information right now i'm going to save my file so i've created a deal the owner is tmg live admin that's the person who's responsible for working the deal it's in the qualification stage uh the probability is automatically set as 10 when you've entered the qualification for uh the qualification stage and we'll get to the stage down there we'll get to that in a few moments my contact person is there which is rather handy in case i need to get in touch with that person here are details about the deal usually this doesn't get modified all too much when you're working the deal the amount might change but the other fields are set when we create the deal and they usually don't change an awful lot except the stage and again we'll get back to that you may have scoring automatically automatic scoring systems in place on your zoho deal it is possible to set these up in effect we have classes on scoring automatic scoring um i'm going to bypass some of these other sections some of them are created by defaults others are things that we've created in the process of doing recording these tutorials notes are helpful notes are helpful because the more information you write down about the detail the deal the better shape you'll be in when you return to the deal after a week away or a month away or three weeks later or or half a year later uh the more details you put in there the the happier you'll be uh in my own one of my own businesses i've had deals that have taken two years to close it's just the nature of being an entrepreneur and sometimes things go less quickly than you'd hoped so again the notes field is helpful attachments are good attachments are handy because this is where you put any documentation that you've developed along the way the stage history is really cool but we will get to that we'll come back to that shortly open activities this is an area that you're likely to use a lot while you work a deal unless you're very lucky and you don't have to have a lot of activities between creating the deal and closing it this is where you set up a task or a meeting or you make a call to your client if you associate this with the deal itself it's going to be easier for you to track what you've done with or for this client along the way the quotes area this may be something that you use on occasion during the deal development process depending upon the type of business that you're in and the contacts role section is also handy as you meet other people not just your lead contact but as you meet other people within the organization you should be recording whom you've met and what roles they have and i'm going to go back up to the top of this record now because i'd like to look at actually working this deal not editing but actually using zoho to help us as we try to take the deal from inception to completion let me see what i've got here yeah so let's go here let's go two three all right by default zoho thinks of a deal this way we start with what's called the qualification stage then we move up or along to a needs analysis the value proposition identifying the decision makers submitting a proposal or a price quote and finally entering into negotiations if this sequence is unfamiliar to you let us know and we'll do a deeper dive into the concept of deal stages so this is how zoho thinks of a deal there are half dozen there are half dozen stages along the way that hopefully perhaps leads to a win you close the deal you get the contract and zoho assumes that this is a good thing of course it's also possible to lose a deal that the deal can be closed with a loss that is to say you didn't get the deal but negotiations broke down and you're not pursuing this deal any further or you can actually specify that a deal has been closed and lost to the competition and if you've been watching any of our videos it shouldn't surprise you to discover that these six deal stages can be modified by an administrator on your zoho system as you work your deal as you meet the contact person and others at the organization you can be adding documentation to your deal in zoho you can schedule calls and events you can prepare documents and attach them to this record you can log emails and phone calls and meetings now there are about four things i'd like to draw to your attention before we wrap up this lesson first as i click through the stages of the deal i can either do it here or i can do it here so identify decision makers or if i say let's go to let's take it back to needs analysis unfortunately we get bounced back to that stage as we work through the deal stages you'll notice that the probability of success changes it increases or decreases depending upon whether we're moving toward the right or toward the left uh if we're moving toward the in the direction of a successful sale the probability will increase so it needs analysis it's ten percent at the value proposition it's forty percent sixty percent when you identify the decision makers seventy five percent at the price quotation and when you're into negotiations it's ninety percent and of course this has this can be changed uh as you uh in your when you have administrative rights to the back end of your zoho instance uh you'll also notice that the expected revenue changes so it's a probability of my five thousand dollar deal it's a sixty percent probability zoho says well expected revenue is three thousand dollars this doesn't always work for all businesses uh this again can be modified something else i'd like to show i'd like to draw to your attention uh if i click that the deal has been closed and lost zoho asks me to verify the closing date of the deal asks me to verify the stage and gives me the ability to specify why the deal was lost this is handy in terms of your business forensics in terms of understanding the process of your business of course if you're an entrepreneur you may have these things etched in your memory very vividly why you lost a deal but in the case of a larger organization or if you're dealing if you're working a lot of deals it is helpful to remember or to have this reminder why you lost the deal closed and lost to complete competition also gives us a reason for loss there are two other deal stages uh closed lost and closed one that is when you're not actually working a deal but you're entering details of a past deal so these last two are for the very specific case where you have imported or you're making a record of the deal that you're not actually actively working but you're recording the fact that it happened um let's see another thing a third thing that i'd like to draw to your attention as i scroll down is the deal is the stage history the stage history is really interesting you can see exactly how and when your deal moved forward or backward so you can see based upon the time the amount of your deal the probability and the expected revenue so this is a really interesting way to see um to track how the deal progresses again this is going to be most useful when somebody else is working a deal and you as a manager or an owner or even as a successor or if you're going through your own records when you want to remember what happened with this deal one of the neatest things here also here is the stage duration the stage duration column actually calculates uh how many days your deal spent in each transition stage this can be super helpful in terms of identifying your sales process bottlenecks and one other thing based on the stage history down here when you open up the drawer the more features drawer or the navigation drawer so gives you a really nifty summary of your process it says our lead conversion time was instant the sale cycle duration is 15 days and the overall sales duration is 15 days so that's because our closing date was march 31st if i go back up here and i mark the deal as closed and one and i say that it be closed and won the day sorry on the deal on the 18th so changes the sales duration cycle duration and the overall sales duration because we created this deal supposedly on the 16th we closed it supposedly on the 18th which means i've got a two-day sales duration and for an awful lot of businesses that would be an ecstatic situation where they managed to set up a deal and close it within two days so that kind of information is helpful and one other bit of information a last really cool and critical aspect of a deal that you should know about is that it is possible to establish a workflow whereby a deal has to be approved by somebody in your organization before it can proceed i'm going to go back to my deals module here we've got a test deal that we set up it's worth twenty thousand dollars there's a lock beside it and when i hover over that lock it says waiting for approval and i click on it it says waiting for approval and the person the icon beside it says tmg live gen user that means that we've set up a workflow whereby a deal we can specify even the kind of deals so we can say if the deal in this case is twenty thousand dollars so if it's over ten thousand dollars it has to be approved by somebody before uh it proceeds to the next level this is great in terms of preventing your business from being in a situation where a junior member of your staff has set up a uh fifty thousand dollar deal that you can't actually honor where you don't have the goods or you don't have the organizational capacity to make good on the deal by using um by using sign offs or approval processes we can create those in zoho they're actually pretty easy to do and yes we have a class on that too so this is a really useful thing in terms of your business integrity and maintaining the good name of your business to set up these approval processes so let's recap what we've done today let me find my mouse there we go today there we go we looked at the context of deals in the uh in zoho we looked at them in terms of leads contacts and accounts we took a look at the deals module where to find it what you may notice let me skip back to that screen for a second the most recently used module is always to the immediate left of the ellipsis if it's not one of the hard-coded uh modules up at the top again of course we have a class for that customizing your views uh we took a look at the two methods to create a deal either using the plus sign that's in the zoho control bar or in the uh at the top of the leads module and we looked at creating a deal in the context of converting a lead into an account a contact we looked at some of the most important fields in a deal and we very very briefly ran a deal from start to finish and we looked at the process at the different stages of a deal and what happens to some of the fact the fields the expected revenue and the probability and of course the stage history information i hope that you've enjoyed this video check out our library for other training videos like this one if you have any suggestions for other classes or questions that you may have about zoho email us at support marksgrouplive.com thanks for viewing