Boost Your Planning Process with crm opportunity management for Planning

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good afternoon everyone and welcome to today's webinar focusing on sales opportunity management we decided to repeat this webinar as it proves to be a really popular one for our stock aware customers we if you if you are listening to this live or watching this recording we have invites you to take part in this webinar as we feel Prospekt 3-6-5 would be perfect for your business and a system that could benefit from by moving to this session will last around 30 minutes so feel free to ask any questions throughout the webinar using the chat or question any don't worry about taking any notes as you will be sent a recording of this webinar afterwards if I can't cover all the questions submitted I will get back to you individually after the webinar has completed the demonstration will take a take place in prospect 365 CRM so this webinar should provide some insight into how prospect 365 can benefit your business this software is accessed via your browser meaning you can access the CRM on multiple devices such as tablets and mobile phones if you are on our version 6 CRM and would like to find out more about prospect 365 do get in touch with our Customer Services Department we even offer a test drive service where you can view your own CRM data on this new platform a perfect way for you to try out the new system so a little bit about me for those that don't already know my name is Isabelle owner and I work as a customer success manager here at prospect soft one of my key responsibilities is to lead the customer services team so these are the guys who are answering your initial emails and calls and also the online chat I also undertake out on-site training and write some of the key online resources for prospect 3-6-5 such as our articles and videos featured on the prospect Academy site I'm sorry if you've already been watching a lot of those training videos as you may get a little bit bored of my voice so now that we've completed the introductions let's take a look at our agenda for today's webinar we'll be starting off by looking at where the lead record sits within the hierarchy just in case we have some listeners who don't already know how to use the lead records will then be expanding a new feature included in prospect 365 known as lead pipelines the types aren't always used by our customers so we'll be running through these during the demonstration as these can be helpful when characterizing your sales opportunity we will then take a look at managing the sales opportunity process such as setting recalls and using standard document templates then finally we'll then take a look at the standard sales reports available in the CRM and briefly touch upon the business intelligence tools that we can connect with okay so let's get started as mentioned it's important to understand where a lead record sits within the hierarchy before we get stuck into the actual demonstration within prospect 365 we have decided to keep the same hierarchical structure as it's a good way of organizing the data and it means it's easier for existing users when transitioning to the new system the hierarchical structure starts with the company at the very top for example you would have the Brown's group as the company and underneath this company you would then have the divisions these would be the branches so the different locations such as Browns or Sheffield and Browns of Oxford underneath the divisions you would then have the people who work at these branches these are known as contacts within the CRM then finally you have the lead which is logged underneath the contact as you would be discussing a sales opportunity directly with a person at that business so I think that is available within prospect 365 is our cells lead pipelines these pipelines should depict your sales opportunity process using statuses as the different stages of that process a lead pipeline will include a series of statuses sequence in a particular order that the sales opportunities should experience for example your first status may be inquiry and the next might be meeting booked then finally having either sold or losses your closing status within the pipeline please note that you can have multiple lead pipelines if you have more than one sales opportunity process you're not just stuck to that one a lot of our standard sales reports also use these lead pipelines you can also use business intelligence tools to start creating some in-depth reports using the pipelines as well such as a funnel style report these statuses still exist in the CRM and are used within the pipe lines to represent the stages that your typical sales opportunity will journey through these are fully customizable to your business and I would say a lot easier to configure and also add to a pipeline and then the version 6 system so another benefit of prospect 3 6 5 is that you can connect to a business intelligence tool such as power bi and tableau prospect 365 has open architecture meaning you can use your OData API to connect to business intelligence tools to query not just standard CRM data but custom data fields entities and tables from any of the leading bi and report tools as mentioned one example of such business intelligence tool is Microsoft's power bi we even have some standard content packs to help you get started with the basics finally before we get stuck into the demonstration I just wanted to remind users that it's so important to make sure you're recording all your touch points with the customer during the sales opportunity process the more information you can record the easier it is for someone else to continue the sales process if you're out of the office for any reason I've listed some of the key types of interactions that should all be logged and recorded on a lead record last but not least document templates these are a great tool when managing the sales opportunity process the search or place fields on the templates can reduce admin for the CRM users and ensure your message is in keeping with your business's brand you can create email Word and Excel templates within the CRM okay now that we've summarized what we'll be looking at in today's demonstration let's see prospect 365 in action so here we have our favorite contact Michelle jewelry and she is interested in buying a new alarm system off our security company that we are working for so to create a brand new lead record just click on the plus button in the top right hand corner and choose the lead from the quick add opps and options we can then start filling out information about our new sales opportunity to start with we need to give this opportunity a description this should represent what this sell entails for example this might be new industrial alarm system next we have the salesperson so this will be the CRM user that will be responsible for their sales opportunity please note that if you do have quite a few drop-down options available then you can just start typing in this field to filter the options for example if I wanted to set it to myself if I just start typing in my name it will then filter the options so I can choose myself from the drop-down Li type so this should categorize what type of sales opportunity this involves you might characterize your sales opportunity based on the product type or a type of sale such as recurring or one-off it's completely up to you and your business's process for this example we probably choose alarm system so we're clearly describing the type of product that's going to be sold for the sales opportunity we then have our new functionality the lead pipelines as mentioned before the lead pipeline should represent the stages that your sales process involves you can have multiple pipelines as we have here which is particularly helpful if you have more than one sales process for this example though I'm going to choose new business by choosing new business the status section here has been automatically populated to the first status within the pipeline which in this case is unqualified if you do need to skip to a next satis because for example you've already qualified this no cell then you can just simply choose the next step within the process but we're going to keep it as unqualified they've also been helpfully numbered so you know the sequence that these statuses should go through which is particularly helpful if you're quite new to that your business as a salesperson finally we have the size and margin dropdowns which should represent how big of a sales opportunity this this involves to simply choose the right range for you from this drop-down as so you'll also notice with a lot of these dropdowns you'll have a configure option all the way at the bottom which basically means you can add and remove options from this drop-down only administrator users will have this option so don't worry not everyone can go through and edit all those fields it is only those with administrator rights so once happy for your selections click create this is then going to go ahead and create our new lead record so let's start having a look at some of the key fields that you haven't already seen starting from the left we have the summary box this is a new field to prospect 3-6-5 which allows you to input brief summary summarizing notes about the sales opportunity anyone can add or update this field to ensure the summary includes the most relevant notes next up is the categorization section which has the lead type field that we saw earlier and the lead analysis field the lead analysis field allows you to further characterize your sales opportunity to help when trying to filter your reports what you have in this drop-down field will completely depend on how you'd like to classify your leave records below this we then have the status section which includes the salesperson that we chose earlier estimated close day current status and lead Oh Tom otter the estimated closed date should be the date that you think the cell will be sold by by default the estimated close it will be set a month ahead however you can change this by using the date selector to whatever date you think is best next we have the current status so this is how you would move the lead record through the pipeline along the top of the record if I just scroll up we can see clearly what stage the lead record is within the pipelines it's currently at the first stage within this pipeline if I change the status to the next one within the pipeline this is then reflected along the top of the record visually so we're one step closer to having it closed one thing to note with the prospect 3-6-5 pipelines is that you can easily move back to a previous status if needs be which was always a slight challenge in version six especially if you got stuck in the sequence and to do so what you have to do is just click from the drop down and go back to unqualified simple as that we then have the Gotama to value this should represent your gut feeling of how likely this cell is going to be sold the Cataumet er is a nice visual giving you a traffic light graph as you move through all of the values the gutter gutter meter value is also used in standard sales reports when calculating best likely and worst figures so it is really important that the cells guys are filling those out as they move through the sales process moving along we have our at-a-glance section this includes the next action Joo button which will come on to in a moment the opportunity value and some key contact details with even a link to their their address in Google Maps you can also see how many active quotes and orders have been created underneath this lead which is particularly helpful if you do sales order processing via our CRM the opportunity value shown here will be the average of the size range selected when creating the lead unless you have created a quote underneath it then it would just use that actual value from the quote it will also use the Gotama tur to value to calculate its likelihood to help manage the sales opportunity you can say tasks for either yourself or a colleague to do so just click on the next action jus button this will then open the recall window where you can type out the follow-up task that needs to be done you now have rich tax options which is slightly different to versions version 6 you have bold italics different fonts and different colors as well within prospect 365 you can also see how many recalls the chosen user has on that selected recall date to do so just click on how many recalls are set for today and it will give you a diary like view to see how many I set and what what are the actual recalls you can also see how many overdue recall someone has so no one can hide behind those if you are setting the recall for someone else when then an email will be sent with a copy of the message you have written and a link to the lead record that you have set the recall on so just to show you an example of how this appears as a task and if I just set a recall for myself so give a call about promotion then if I click Save here this will then set a recall for our support user so if I open up our recall list we can see that we've got one recall set for today for the new industrial alarm system leads and we can also see that we've got 14 overdue that I need to get on and get through those you can also just add a note to your lead record without actually having to set a recall as mentioned before it is really important to record all of your interactions on the lead record you can do this within the activity section found here simply you can click on the add your reply here and just type out your note that you wish to add you have the same rich text options as the recall window that we saw earlier and you can also set an interaction type whether that just be a general note or if you've taken an incoming call once happy with your note you would just hit post and that would be added to the activity section for everyone to see another way of recording your interactions is to use a document you have configured within the CRM let's say we wanted to send an email using one of our email templates to do so you just need to click on the users email address and this will open up our email configurator and here we can then select an email template that we wish to use for example the lead introductory email as you can see it automatically populates the body of the email using the information from the leads such as the contacts name all saving the salespersons time by having to manually type out those bits of information if you are happy with your email you would then just click Save and that would be sent to the email address selected here you can also copy in people blind copy up to you it's very similar to an Outlook email editor and you can also add attachments as well so one other way to record your interactions on the lead record is to save external documents such as received emails and Word documents to do so you can simply drag and drop the documents to do that you just need to open up the documents page against the lead record here and you have this drag file section there where you could drag and drop the file that you wish to save alternatively we do have the safety crm add-in that can be installed via the office Store okay now that we've taken a look at creating lead records and managing the sales opportunity process let's take a quick look at the standard sales reports available to access the sales reports just expand the side panel to the left here and then choose the sales report group all of these different reports and within their corresponding groups and so feel free to have a quick look through if you do have a test drive and they've got loads of standard ones in there for you to have a play around with but we're going to look at the sales ones for this particular demonstration so within here we have a set of sales reports such as our sales pipeline this month so this report shows all leads within a pipeline that have estimated closed date of this month we also have some useful summaries at the top of the report such as your worst likely and best value figures those are all calculated using the kilometer value and lead value another useful report is the increasing revenue report this shows you all of your customers who have increased the amount that they spend with you year-on-year this report uses the sales transaction data so information from your integrated accounting system hopefully you also have a few more customers in there than our demo database similarly we have the decreasing revenue report which shows you all the customers that have decreased the amount spent with you as a business year-on-year so this report can really help your sales team focus on those customers that may be slipping away from your business I won't go through all these reports but as you can see we have lots of standard reports for you to use another great feature of prospect 3-6-5 is that you can create your reports using our report builder in version 6 you would have had to get one of our developers that you write a new report whenever you needed one but now you can do that yourself it's just one of our commitments you're trying to make the CRM on prospect three six five as much of a self-service product as we can so now that we've seen the CRM in action let's just take a quick look at some additional resources that can help you when using these features so to finish off here are some hints and tips I think were important to take away with you from today's webinar so first of all make sure that you configure your lead pipeline to suit your business's sales process they're there for you to use and I think they are really useful for yourselves seem to know exactly where they are within the sales process also use relevant types and analysis so you can easy report on your needs and appropriately characterize them it is really helpful if you've got a long list of lead reports but you want to look at a particular product type then if you have a lead type based on your products then you could just apply that filter and you can see all of those leads also make sure you profile your lead such as the lead size and margin especially when some of our reports use this data to calculate how likely and how much of the value is going to come in from that lead also ensure you send recalls to either yourself or colleagues to follow up on leads next make sure that you record all your interaction so anyone else can take over the sales process if you're out the office also just in case you forget anything if it's quite a complex process its had a lot of back-and-forth it's always great to go back to your notes and see exactly what was said and what was done then finally use the document templates to send repetitive customer emails or documents just to help you save time and ensure messages are on brand they're really easy to configure within prospect 3-6-5 and so there's no kind of excuses why not to use it is going to ultimately save you time for further assistance with the features that we've taken a look at in the demonstration we have some useful channels for you to try so first of all we have our prospect Academy which allows you to learn at your own pace with our articles and videos covering the fundamentals of the solution and more complex functionality next we have our YouTube channel which includes easy-to-follow videos on various aspects of the crm which can be found by searching for a prospect stock aware crm you can always just give us a call on zero three three zero zero eight eight zero three six five or chat with us online we also have our services portal where you can log it or query finally we have our LinkedIn webinar group which I can add you to if you just connect with me and if you just search for my name which is Isabel Oh No you've got the spelling on the presenter slide do just connect with me it'd be great to hear what's going on with your business as well and then I can also invite you to that webinar group so thank you for attending today's webinar I hope you found it informative please do get in contact if you'd like if you'd like to discuss prospect 3-6-5 further we really are keen to get you guys over to it we do think it would be a better system for you to be on rather than the version six system and as I said we offer the test drive service which is free of charge it's something that we just do as part of our service you guys just to see if that's something that you would like to have a look at using over in terms of systems we look forward to seeing you at our next invite-only webinar which will take place next Thursday at the same time two o'clock and but focusing on quotes and sales order processing so again really encourage you to come along to that even if you can't come sign up so you can have a recording thank you again for attending and we'll speak to you next week