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good boy Tucker welcome everybody welcome hey welcome work smarter where you want insistency is key and remember if it's not in redtail it never happened this is learning at its most fun welcome everyone thank you for joining us today for another Thursday weekly webinar my name is jonathan Matic this is part two of a three part series on business development this week we're gonna be talking about systematically applying your sales cycle really what we're gonna be talking about is how we can take you know that that that sales that early sales process and go ahead and put it into things like workflows and opportunities and in our we use automations to go ahead and trigger and trigger that so to go ahead and get started I am going to there's a lot to cover today so I'm just going to kind of jump right into it so to get started first what we're gonna go ahead and do our main goal is to use our workflows to guide us through what is going to be done as far as when we should be reaching out to the client which is me not the client the prospect right you you only have so much time in the day so we should only be spending so much time kind of reaching out to these these these leads or these prospects to go ahead and gain you know hopefully to gain their business now if you follow it along with us last week we had talked about the status in the category and kind of you know how we can go ahead and set up our database to to best you know fit those the the avenues that we're going down right you know looking at a status looking at a category combination and very quickly understanding oh I know exactly where they're at within that sales cycle right so you know just to kind of review we had lead is just a name and a name and contact information right we haven't reached out to them yet once we make that initial you know diode start having that initial dialogue we're then moving them to a prospect right so very quickly we can understand okay lead is just a name and a phone number prospect is somebody we've had a conversation with now I'm not gonna go too far in depth if you did miss last week I highly recommend going back and taking a look and just did a good job of kind of summarizing everything that we need to do and then this week we're gonna go ahead and see how we can apply it now what I want to do first is go ahead and start talking about a workflow that we're gonna be taking a look at so to access our workflows we can click our name in the top right hand corner and go to manage your account and then we're gonna go into workflow templates now if you've attended a work read till University or if you've attended some events back in the other webinars you in in years past um we've done this before so it is somewhat of a review but I want to just make sure that everybody's aware of of kind of setting up a workflow like this so what this is going to be is this gonna be a prospecting cadence it's just really kind of guiding us through hey when should I be touching the client you know obviously not I don't want to be spamming them but I also want to make sure that I'm you know at the forefront of their of their attention right so what you'll see here is we just have that it's just a cadence we have a you know first phone call first email and it's going to be due on the day that we start this workflow now as we go through we have so many days after that initial interaction that we're gonna go ahead and guide us through so you know over 12 days we're gonna be reaching out to them and it's gonna be over 12 days we're reaching out to them four times now for somebody who you know is maybe doesn't have as much resources to put towards something like this you might be spreading this over a longer period of time or it may be you have there are some really big fish in the sea and you're like hey I want to actually you know this is just not a typical prospect I actually want to go ahead and see if I can nurture this a little bit longer um so maybe you expand out this that this cadence um whatever you decide I just want to use this as an example you are then going to have some sort of two examples here right you have you have client is interested or interested in a meeting or client is not interested right that's gonna very quickly tell us hey you know we've reached out to them twelve Tom she's me over the last twelve days we've out to reach out to them four times and we've gotten no return right so let's go ahead and mark them as cold and we're gonna just go ahead and push them off and just you know drip them on it on a monthly or quarterly basis whatever you decide or if the client is the the prospect is interested and they're like hey I would love to go ahead and you know meet with you guys you know I guy was a referral from somebody and I would love to you know hear what you guys have to say then what you're gonna be doing is you're gonna be moving down to the UM client is interested step and so you're gonna be using your outcomes to dictate where you go within the process because at anytime you're reaching out to the client or any sort of interaction that you're having you're immediately can jump down to the client is interested client is not interested or I'm gonna be moving on to the next you know interaction step so you will go ahead and you'll see that we have outcomes through all of these and then right here when we get to this the last interaction there's really only two ways that we can go client is interested or the client is not interested now again I just want to use this as an example I do have this as a PDF that I will go ahead and post after so you'll see this once it's posted on to the help desk you'll go ahead and see this but again I really want you to take this as an example and to apply what's gonna work best for your office right maybe you have a longer period of time maybe a shorter period of time whatever it is just go ahead and know that we're using the workflow to guide us through at what point in time we should be reaching out to them after you know so many touches so once we have that set up we are then going to go ahead and I'm gonna show you one more workflow because what we are working towards the in in that last workflow is scheduling that first meeting whereas if we go ahead and schedule that meeting we want to have another workflow that allows us to do some sort of follow-up off that initial discovery meeting right so what you're gonna see here is we're gonna have the target date is going to be the day of the meeting that we scheduled and then we're gonna go ahead and have so many follow-ups along the way until we decide hey you know we had the initial meeting we converted them to a prospect but now they've kind of gone cold on us well then we can track that with our workflow and then hopefully they move on to onboarding or unfortunately maybe they just go cold on us and then they they're they're done so again the initial one that we showed is going to be for us to receive that you know scheduled that first meeting and the second workflow is for us to do the follow-up after that initial meeting so we have two workflows here now one thing that I want to point out is that we are going to be creating an opportunity once we have that initial meeting and I just want to point that out because once we get into the opportunities I'm gonna go ahead and touch back on that point as well so our workflows are created where we're looking good you know now what I want to do is I want to make sure that the CRM is working for me and that I'm not having to work for it so what I can do is I can systematically use things like automations to go ahead and say hey within my sales cycle I want to be able to make one or two actions within the database that I'm already going to be doing anyways right so I want that to trigger the workflow so for these examples what we're gonna be doing is we're gonna head into the automation templates under the manage manage your account and I don't have these created today so I actually want to spend some time going through and creating those so the first one that we're gonna go ahead and do is going to be based off of an egg contact being created in the database so if we gather a new lead whether it's a referral whether it's from a radio program that we're doing or maybe it's a it's a lead that is that is automatically pushed into our data whatever it may be we are then going to go ahead and say anytime we go ahead and have a contact added into the database I want to link a workflow from a template okay and the template that we're obviously going to be using is our prospect workflow number one so if you aren't necessarily familiar with automations there are definitely some some great videos on the help desk to take a look at those but what I want to go ahead and make sure that everybody is aware of is that as it sits right now any time a contact is added and it's going to automatically link this workflow but there might be a time when I create a contact that I don't want this workflow to go ahead and trigger so what I'm gonna do is I'm gonna go ahead and add a condition and this condition is going to be based off of the event type that you're selecting so if I'm gonna go ahead and say hey anytime I add a contact the condition fields are gonna be based off of the contact if it's anytime I create an activity the condition items are gonna be you know an activity items so for this one I'm gonna go ahead and say status needs to equal two per lead because again that's I just have a name and a phone number I'm gonna add them to the database first and then I'm gonna start working that lead so I'm gonna add that condition and I could leave it at that but I'm actually gonna go just a little bit further and I'm gonna go ahead and add a condition of category because I want it to be you know just right off the top I want to say anytime I've added caught a contact into the database that that has a category of lead and a cat excuse me I misspoke there anytime I add a contact in the database that has a status equal to lead and the category equal to warm I want to go ahead and trigger this workflow so it's a little bit more specific to what we're gonna be doing here now I'm gonna say lead added to database so we'll go ahead and say that you can use the automation description to give it a full like hey anytime I add a contact I want it to do this so that everybody's aware of what that automation is going to do and you'll see that in the automation dashboard so let's just read through this one more time anytime I add a contact I want to link a workflow from a template and that template is going to be the prospecting workflow but only if they have a category a status of lead and a category of warm now I'm gonna go ahead and create this automation and before I go ahead and show this in real time I'm also going to add one more automation and that's going to be the one that is for selecting the second or scheduling that-that-that-that meeting which is also the second workflow so here this one is gonna be based off of an activity creation because like I had mentioned earlier I'm trying to have the CRM work for me so what I'm gonna do is I'm gonna have these actions that I'm already going to be doing naturally I want those to be the reasons why these workflows trigger so if I go through the first workflow and I and the client is interested or the prospect is interested I'm gonna create an activity for them to either come in or they're gonna I'm gonna give them a phone call or whatever it may be you know that's up to you on how that works but for our example it's creating an activity because we're they're gonna be coming into the office so for this one I'm gonna say schedule so anytime we schedule the prospecting meeting the trigger event is going to be activity added we're gonna do this action we're gonna link a workflow the workflow is going to be our prospect workflow number two now again as it sits any time I create an activity it's gonna link this workflow that's not really all that effective for us so what we're gonna do is we're gonna add conditions and you'll see again the condition items are gonna be based off of the activity so we're gonna say activity type needs to equal two and for this one I'm gonna go ahead and say you know you could do you know I have a prospecting a media also have appointment I try to use system default as much as possible so I'm gonna go ahead and select appointment I'm gonna add that condition so activity type has to equal appointment and I'm gonna add one more layer of conditioning and that's going to be the activity category it's gonna equal to and I'm actually gonna go down to where it says prospecting so this is a an appointment that's a prospecting appointment now I just want to go ahead and go back to the very very beginning there's a reason why we did this as a series because part number one was all about adjusting those database lists making sure that you have everything established that's so important because if you don't have your activity types and categories and statuses and categories all set up appropriately this really is going to fall flat so if you're sitting here going hey you know what I would love to take advantage of this but I don't really think my statuses and categories are up to par pause this video go back and take a look at the one we did last week that is the first part in the series get that all set up and then come back to this video because a lot of what we're doing is building blocks I mean this really goes for all automations and all you know kind of applying them to the database we have to make sure that those lists are set up appropriately so that we can use this effectively so now if I read through this one last time I'm gonna go ahead and add it anytime I add an activity and I'm going to link a workflow from a template but only if appointment and prospecting are the type and category so now let's go ahead and create this automation so just to quickly review I have two workflows created I have two automations created and they're going to trigger based off of one a contact being added with the status of lead a category of warm and once I've gone through that that initial workflow I'm gonna schedule appointment if they want to move forward and that is going to trigger the second workflow which is going to be based off of an activity type of appointment and activity category of prospect excuse me so let's go ahead and see this in real time I'm gonna head back to the today page and I'm gonna go ahead and create a contact so again this was covered last week but we're gonna go ahead and just do it one more time and I'm gonna go ahead and say Steve Weston is the first name and last name you know this may be something that we have a support staff adding to so whoever is maybe your data entry person they're gonna be the ones to just add this information in we have a phone number so we're gonna go ahead and give it a give it a phone number it's you know so we'll go ahead and add a phone number and that's there there's their mobile phone if we have an email great if not no worries we'll just go ahead and put other and we're gonna go ahead and Steve and now this is gonna be the really important part because we have to select that the appropriate status and category for this to trigger so I'm gonna go ahead and say status needs to equal lead and the category needs to equal to warm so as long as those conditions apply within that automation when I create this contact this should immediately apply that workflow and it will so we're gonna go ahead and create that contact now you will see we've created a new contact Steve Weston we have a phone number an email address and what you will see why look at that it's a nice-looking active workflow that is already applied to the contact so this is something that I also like to show just kind of as more of a very quickly going ahead and doing your prospecting is you can scroll all the way down to the very bottom within a contact and you're gonna go ahead and very quickly see that we have workflow tasks right down here at the bottom so I know that I need to make phone call number one and I need to send the email number one right from the contact record now I can go ahead and just do that I have a phone number so I can dial and hello up oh I got a voicemail okay well if I got a voicemail I'm immediately gonna go over to the notes tab and I'm gonna go ahead and add a note you know called Steve left voicemail for you know call number one right something like that we can go ahead and give it a category we'll go ahead and use prospecting again now I've saved that note now I'm very quickly I'm haven't really done much except for add a contact in the database and I've initially called then depending on what you're doing I just want to show capabilities of the CRM you can also go ahead and click the email option and you can compose that email right from the CRM and again do you take a look at email templates and things like that I'm not gonna cover it today but if you have the kind of the same sales cycle every single time you can go ahead and select a prospecting email number one and you ascend you send out that initial email now once those are done whether you use the internal system or you use your Outlook or Google or whatever your whoever's hosting your email you can then scroll down to the bottom and we can say I've made you know I've made that initial phone call or I've made that initial initial email so we can either complete that now going back just a second I will say if you aren't able to gather an email right off the bat and you only have a phone number you certainly can keep the same template and just go ahead and remove remove this task from the workflow so we could click into the workflow itself and rather than saying that I actually sent this email and giving myself bad history I can just go ahead and very quickly in the workflow section just hit delete tasks like it never existed it won't affect the template but it will indicate to me that hey I don't have a phone number and I only made the you know I made that initial call so then we could complete the step and then I'm gonna select the outcome and say I've left a void I'm gonna move on to the next step which is the interaction number two so we'll go ahead and complete that and now you'll see that we're gonna move on to you know interaction number two which is make phone call number two it's just a follow up from our initial call so that is going to be this workflow I want to get back into his contact record so go nope oh excuse me so now I'm back here now this is going to be on an individual basis right what you're seeing here you're gonna see that it's three days out from today so we have you know on the eleventh is when we're gonna be reaching out that is a Saturday so we'll probably reach out to them on Monday we could push it a day or two but then what we're gonna go ahead and do is I want to show you a way for us to see this you know from a database perspective right and because if I'm an advisor you know I want to be able my my my goal with this is to be able to say hey who do I need to reach out to that that is that that is a prospect and when should I be reaching out to them well if you're using this you know this process that I'm discussing you can very quickly see that those workflow tasks that are gonna be coming up might be whatever whatever initial call is maybe it's call number two or email number three or you know the first interaction whatever it is you're gonna see them on your workflow task to do today on the today page or you can head up to the top right hand corner from the today page and you can go into active workflow tasks and you can see everything that is a prospecting you know uh you know item and you can go ahead and you know take care of it right here so again our goal of this is to go ahead and make sure that we know when we should be reaching out to the prospect you know you know how we should be reaching out was it a call and email whatever it may be and again if we're not even the ones that are gonna be in inputting this data we can just sit back and have our support staff go ahead and you know into those contacts but the automation do the work of the workflow and then as the advisor all I'm doing is just waiting to see who I need to call and who I don't need to call right it's just that simple so that is going to be the workflow portion now let's go ahead and get back into let's go back into steve real quick and i want to show you what would happen if steve says yes I'm loving what you guys are doing let's go ahead and you know move forward okay well if that's the case then what we're gonna go ahead and do is I'm gonna scroll down to the bottom and I'm gonna complete interaction number two and rather than going to the the third interaction I'm actually gonna skip it and say client is interested in a meeting so I'm gonna say you know let's just say the scenarios I called we call he called us back he said yeah you know what I love what you guys were saying you know my referral has said great things about you let's go ahead and move forward you say okay great how about coming into the office he says that's awesome what day works for you and he says you know August 15th perfect 8 o'clock in the morning I'm gonna early Rizer so let's do 8 a.m. ok great so what we're gonna go ahead and do we should already be doing this same action right so I'm gonna create an activity in the database and I'm gonna go ahead and say for Steve West and I'm gonna say you know discovery meeting I'm gonna go ahead and put the date for the 15th I'm gonna unselect all day he said that he's an early riser he wants to come in at 8 a.m. just clicked so we'll go 8 a.m. and we'll give ourselves an hour now if we go back to what our automation said we needed to have an appointment available to us it was the type and then we had the activity category was going to be prospecting so I'm gonna go ahead and make sure that I select those appropriate because if without it it's not going to trigger the workflow so I'm gonna leave myself as the attendee and everything looks good so I'm gonna go ahead and create this activity give it a quick little refresh and you'll see that that one active workload now turned to two okay and again I can't stress this enough we are doing exactly what we should be doing even if we weren't using workflows right we should be creating the contact in the database and we should be creating the the activity to schedule ourselves that we know that the client is coming in so nothing is we're not doing anything out of the ordinary no extra steps here but we're just allowing the CRM to work for us so now I can grow scroll down you're gonna see that prospecting a workflow number one is still active we're gonna update the category and we're gonna go ahead and schedule the client meeting which we just did so that's done and we're gonna update the category two now we're gonna change it from lead to prospect and we're gonna go to category two hot because now we know that this client is hey they're coming in their full steam ahead at this point in time until they sell it say otherwise so we'll go ahead and update that now you'll take a look down here at the bottom we're gonna we've updated that so we can complete the workflow and we can say contact status category adjusted we're gonna mark that workflow completed and now we have we're gonna be working towards meeting number one now if you are familiar with automations and workflows you're gonna know that the target date for our workflow is going to be the day of the activity that we created so we said May 15th was the day that the client was coming in well on May 15th I need to prep the conference room I need to go ahead and take a look at the you know you know update client meeting notes once the meeting has happened but then you'll also see down there at the very bottom I'm gonna actually gonna click into the workflow is this is important this is really important to us is you will also see where it says create opportunity in redtail now the reason why this is in this second workflow and not the first is because we do not want to create an opportunity in we actually know what we have to gain from the the prospect right I'm not gonna go ahead and create an opportunity when I have no idea what the opportunity is I'm only here to go ahead and say hey we've had a discovery meeting client says that they have accounts being held over here they have a 401k you know they have some some you know they have some assets over here they have a house they have a this may be two houses or whatever it may be right and those are the things that we have to gain you know under our management well okay now I can very quickly and say well what is the opportunity to Steve Weston well it's about one we know one one million under assets that I can gain from him if he comes on board that is the opportunity the opportunity is not oh you know Steve Wesson wants to talk to us right that's not an opportunity that's just a lead so I want to make that very clear that we're gonna go ahead and create this opportunity once we've had the discovery meeting so we can go ahead and click through everything so click through do to do to do and I'm gonna leave just this one undone I'm also going to go ahead and go into my workflows real quick and I am going to Steve Wes and I'm just gonna edit this real quick because I do like to go ahead and say prospect me number two but I'm also then just gonna go ahead and put his name after the end perfect so I'm gonna go ahead and update that so now I have it's even though it says it here I also want it to be in the title now once all of we start getting that that traction going with communicating with the client we're then gonna head over to the opportunities and we're gonna create an opportunity for what we have to gain from Steve so what we're gonna do is we're gonna create a new opportunity top right-hand corner we're gonna say Steve Weston and again there's a number of different you know ideas or kind of ways to go about this I probably would recommend something along the lines of the business type or the business line that you're gonna be doing so if it's life insurance you put life - the person's name if it's going to be investment you put investment you know - the person's name so that that way you kind of very quickly you can organize all of your opportunities based off of investment life you know 401k whatever it may be so for this one example I'm gonna go ahead and go with investment - his name we can then give a description so we can say you know Steve has has counts everywhere it's to them all over to us he has I don't know let's just make up a random number we'll say five hundred thousand dollars in accounts and again I'm just trying to do this for time sake so you'll probably give a little bit more detail maybe put in you know what type of if he does have insurance right does he have a 401 K does he have any other IRAs that week should be you know notating whatever it is we're gonna put as much information in the you know in the opportunity section that allows us to say hey you know what is what we have to gain in the opportunity so this is new business because he came from from a lead and now we'll go ahead and create that opportunity now we're gonna go into the opportunity we can then link a contact and that contact is going to be Steve Weston because he's the prospect and we can fill out all of this information so next steps hey this is what we need to get done to move forward within the the the deal the case whatever you want to go ahead and say stages things like that I'm not gonna go too heavily into opportunities because within two weeks we are gonna have another video that is gonna talk through every single aspect of the opportunity so I'm just gonna go ahead and I'm just gonna tie up a couple things that I want to make make a point here what I would also do which is great about opportunities is you can link a work flow and you can also link an existing work flow so we already have a work flow that is for our follow-up right from our initial meeting well now what we can do is we can link that existing workflow and that workflow that we have is prospecting workflow number two Steve Weston right so now I can go ahead and link that link that and once it would be it was all set up we would go ahead and take a look at something like this we would have a linked workflow and if you needed to you could click into the workflow and you would see whether it's completed or if you're still in the process whatever it whatever it may be the reason why I like linking a workflow is because the opportunity is for us to put all the information about what we have to gain in the deal and all the kind of the numbers yet the workflow is going to guide us through the process right this is how long we've been reaching out to them right this is where we need to go moving forward um this is also a great way for you to put you know your onboarding workflow so if you have an onboarding workflow we use the opportunity to guide us through hey we're moving through the sales cycle yet the workflow is guiding us through onboard and getting everything over sending it off to our our BD or sending it off to our custodian whoever it may be you know you can go ahead and use the link workflow section of guide us through the process yet we have the opportunity section you know how is all of that that case or deal information now one thing I do want to note here is that there we are not going to you know room notes we are still going to put notes in the on the contact record so we want to make sure that we're still putting similar information on the on the in within the notes section so if the client calls back in and says hey you know i mentioned that i had you know i reaiiy looked at my balances and that that's actually more than i expected i thought it was five hundred thousand but it's actually you know i forgot there's an extra account for two hundred fifty thousand right that is a conversation you're still gonna be using the notes section but you're also going to be updating the the opportunity as a best practice so again to go ahead and recap we are going to make sure that we have a workflow available to us to kind of monitor how often were connecting or touching the the the prospect we're gonna use automations to allow us to systematically go through and say hey I'm gonna be doing this action in Red Tails so I want it to then trigger the workflow then once all of that is set up we're going to be doing those actions to those workflows then trigger and then once we start getting the those conversations going we're gonna be using opportunities to go ahead and gauge you know what that deal looks like what are we going to be doing during it and how's all that information thanks so much for joining us today for this particular session if you have any questions please don't hesitate to give us a call at