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all right so uh welcome this is convo's webinar on uh using smartsheet sales pipeline dashboards to improve your sales uh this session is being recorded uh move that over to the side i'm mike fricht you can see me a little bit about me on the side there and let's just get into it so what we're going to talk about today i'm going to give you a little bit of an overview about smartsheet in case you're not familiar with it uh we're going to talk about visualization best practices so what are the things that you need to do when you keep in mind that you're going to have a a dashboard of some sort i'm going to show you an example sales pipeline dashboard it's based on something that we use for ourselves i'll show you how how to customize that and then i'll take you through the data structure and we'll do that in about 20 minutes and then if you'd like i'm going to show you some resources to go from here and then you can stay on for a deeper dive or q a all right and i'm going to minimize this um so smartsheet's the world's uh leading software as a service work management platform so cloud-based uh and it's really focused on managing and automated that collaborative work so think about the 40 to 50 to 60 of the work that you or your team is doing that's more ad hoc typically that is done with emails with excel spreadsheets and maybe with a lot of meetings smartsheet is very well tailored to to take those things put some process around it and automate it to make your life easier so a little bit about convo we've been around since 2002 our name comes from latin and in the latin it means joined in alliance uh and actually speaks to why we love smartsheet so much because because we work around breaking down silos and getting collaboration between either different companies or between departments uh you can see uh our customer base there we've primarily worked in uh semiconductors with the capital equipment makers and with the fab owners but uh a host of other companies have used this as well two main products that we have clear view that is really focused on reducing the cost time and risk for large capital projects and then confo smart solutions which are what i'm going to show you today it's getting rapid automation and results using smartsheet and a lot of cases power bi although you can use tableau as well on the bottom is some of the results we've seen in the past so just to give you an expectation of what you might be able to achieve going down this path so using smartsheet kind of where is it used in a company so which departments which functions might use it uh you can take a look at this and actually we've done webinars on several of these from from the pmo where you might have project plans schedules or project roll-ups to product launches to operations to i.t and of course sales and and that's what we'll talk about today and i'll take you through pipeline management a little bit of revenue forecasting using sales and for smartsheet all right so let's talk about visualization uh best practices so the first thing that's important to to understand is you know you need to do something right so get started don't have analysis paralysis where you're like oh let me i haven't come up with the best solution yet go in and just make it happen and then put it out there and make it better and that's one of the things that i really love about smartsheet is it's easy to put something up and then it's easy to make it better alter it you know get it to fit exactly what you need the second thing that i think is a best practice is you know use this not just to share information but to really drive decisions drive actions and drive results okay so get the information out there that your team's going to use to take action to get you better results the next is know your audience so you know the visualization of the dashboard you're going to use for maybe a quarterly executive meeting is probably going to be different than what you're going to use for a monthly or weekly team meeting now it may well be that the data is all the same but what you take and what you use that of that data is different for each audience so take advantage of being able to do things easily and have dashboards that fit the particular audience um the other thing is if you can tell the story in one screen that's always best so if you can get a dashboard that hey just look here and you see what's going on uh that'll serve you well and i think in our example at least for what we wanted to do we were able to accomplish that you want to highlight the most important information and usually that means putting it somewhere up at the top as humans we kind of look from the top and go to the bottom so take these whether it's a smartsheet dashboard or a tableau or a power bi visualization apply these principles to the things that you build so what i'm going to take you through so i'm going to walk through uh screenshots first but i'm going to give you an example that's based on something that we built for ourselves but the example i'm going to show you is going to have all demo data it's no real data so i'll walk you through that i'm going to show you how in smartsheet we customize dashboards and use the various widgets so i'll show you on the live system how we do that and then i'll show you a little bit about the data structure uh conceptually i'm going to take some time here now before i show you the live data structure but uh in general what we do is we take data from any source so if you look on the left here i've got you know salesforce or smartsheet itself or office 365 or dynamics 365. there's a lot of plugins and integrations that you can use or a lot of folks just use smartsheet for themselves so for if you're a smaller uh organization um you may have nothing you know we're using hubspot at confo hubspot plus smartsheet does everything we need if you're a larger organization like some of our clients it may well be that you're going to take things out of various erp or crm systems and you'll use smartsheet to automate some of that output and do things with it so the structure remains the same get data in and then you have the data sheet or sheets which um if you're not familiar with smartsheet the beautiful thing is a smartsheet looks like excel it looks like excel and it can behave like excel it can look like project or behave like project but so you get it into these sheets and this is the depository if you will of all that data from that then we create sales reports and metric sheets so reports go in and take the relevant information out of a sheet and just show you the stuff you need to do in addition you can filter it such that only the people that are concerned with certain things will see what they need to see so for example you might have a sheet that shows all of your customers or all of your business segments but you can make a report that is specific to semiconductor or pharma or it can be a report that just shows which a particular sales rep accounts or by region you can do whatever you want and then the metrics are what do you want to measure put that in a separate sheet and it allows you to really drive things and then from that you're able to feed the sales pipeline the dashboard and do things with it all right and so one of the things i talked about briefly was you can get your data from a lot of places um we've talked about this in more depth if you want to learn more stay on there but uh the leading cloud applications are there's ways that we can get connected so enough talk let's go ahead and look at the system live itself all right and i'm going to go ahead and minimize this again all right so this is based on what we did in confo i'm going to give you a quick orientation then i'll i'll take you through it and the other thing that is good to know is and i'm gonna hold that up so you're seeing my computer screen but right now i'm holding up you can see it on your phone so everything that you do here on the computer you can get on your phone which is really great for for your sales folks for your mobile workforce whether it's the phone or the tablet you can you can see everything here in real time back and forth all right so so we come in here the way we set this up was uh we wanted to center around our particular process and our process goes through various sales stages i'm going to put that back we go through a prospect assessment proposal contract closed one and closed loss standpoint and well the way that we use this to kind of drive ourselves and drive our sail force is first thing is i've got a little bit of a inspirational quote and i really love this from hal elrod he does the more miracle morning um series of books and he does one for sales but i just love this from a sales perspective uh you know the secrets to success in selling is being committed to my daily process without being emotionally attached to my results you know i can't always control those results but if i follow through my process the law of averages will always play out and the results will take care of themselves and so that's kind of our philosophy at confo and and i think it's a great one so we say you know let's stick to our system and that means we've got some sales goals that hey we want to always have in this example this isn't our real data again but you know for this example it's like hey i always want to have greater than 500 000 um worth of opportunities in proposals contracts and one i need to have over 300 000 in one every two months and i need to have 950 000 in the assessment phase in addition to that i want to drive numbers i want to have 10 deals in assessment and 25 deals and prospecting at any one time and so um to the right here then is kind of links this is what i really love about smartsheet is you can link to anything whether it's youtube whether it's a an entry form uh and i use it for a lot of training with my clients where we might have training sheets but here what i've done is here is the lookup table when we say hey what's our sales process we've defined our process here and we go through these stages so we have a potential deal that's identified and we're in the research stage that has a zero percent probability so what we've got is what's the stage what's the definition and what's the probability we really start entering it when it becomes a prospecting phase we've identified a deal we've identified a company and we've identified somebody who we can talk to there we think we've got something that'll meet that that's the prospecting phase we expect one out of ten of those is gonna go on to be one and so we give that a 10 probability when we're rolling everything up once we've um established uh a meeting with the prospect and we're going to talk with them and learn what their needs are uh we call that the assessment phase one out of four of those are going to go on to eventually be a closed deal next once we've really grasped what that person needs um then we're ready to give a proposal and in our process we've already dug very deep we understand whether the what the buyer needs we understand that they have the budget to proceed and so we've given a proposal and the proposal says we say hey half of those are going to go through and then next stage is the proposal gets accepted but we're going through the contracting phase and that at that point we're 90 sure that the deal is won um we work with companies of all sizes so i've had the proposal phase be as or the contract phase be as short as a day and i've had it as long as six months or not six months but six weeks you know sometimes big companies there's a lot that you have to go through before you get on the vendor list you get approved by legal all of that sort of thing once the deal is accepted the paperwork's complete we mark that as closed one uh that's a hundred percent and then at any time that we decide that the deal is lost we mark that as closed loss so we use these definitions and these sales stages so that the entire sales team is speaking the same language and taking that visualization of you know we've established our goals at the top and what are the important things that we want to keep in mind so we want to keep in mind how we're doing against our goals and so we've got our sales pipeline we know where things are in each element in each proposal all the way through a little bit of healthy competition look at what's how many reps have some how many deals out and then looking at where all the statuses are and so the beautiful thing about smartsheet is the ability to very easily edit a dashboard and so you can either add things so there's all these standard widgets adding a metric simply displays a key cell from a sheet and right here where we've got like how many dollars are in proposals how many dollars in contracts that's a metric so i built this widget by using various metrics you can make a chart which which is obvious a shortcut that's what we did with the sales pipeline definitions um a report and i'll show you reports here i could add an image you know like the company logo that's an image uh a title um and some text so that's where i put in all the goals for example was with text and then web contact so you can uh embed something like a youtube video or a power bi chart and in fact as i scroll down um here we are with a couple of uh power bi charts uh again all demo data um this one is an example of keeping track of shipments and bookings and so um this is not tied to our business or this example it's much larger as you can see a client had you know hundreds of millions of dollars but they wanted to know hey what's the um what is my for oh i'm in the edit mode so uh i i could come in here and i could change the title and do that sort of thing so let me cancel out i'm gonna hit cancel all right so now i'm in i'm in view mode again uh in this particular client they wanted to see everything that had been booked and uh they wanted to be able to navigate by uh by product for example so i can i can have this power bi visualization available to me in my smartsheet dashboard and then similar thing here this is actually an example of the intel surface report where tools are added and dropped constantly and it's hard to keep track of but so we've got that visualization there we come down uh one of the things that was really important for me was looking at our cycle time uh so we built a one loss cycle time or an in-flight cycle time if i come over here let me edit again um i could come in and edit this chart let's say i think you know i'd rather look at it as a line a sideways bar i can do that i could look it as a line chart oh that's not very helpful so i wouldn't do that i'm not going to say that let me cancel that out um maybe i want to do something here i can hit edit uh and again i could look well hey where is uh you know in my cycle time uh what's where where is it in everything that's in flight um what where where is everything you know so that could be something that would do so my point here is um these were let me cancel these were really helpful for us uh again all demo data but you can make it do whatever you want to do and that's the beauty make it fit for your team i talked about reports so [Music] i'm going to jump up so if we go in here is the base pipeline this is actually where we're keeping all our data and so you can see that through here one of the things that is very cool about smartsheet is in a report a report will change information back and forth and in smartsheet you also have some audit history and sell history so you can see if something was changed you know so if i come in here and let's say um brad pitt is no longer the economic buyer it's now abe lincoln i can go in and enter that save i've updated my information and if i ever want to go back and say well gosh what happened i can see where the um where the customer contact names changed over time right so very easy to work with but you can see that this is the base information i have the ability to uh attach documents so that if i wanted to have like proposals all in one place i could do that but as i go through that pipeline that sheet is actually what's feeding all these reports and that's why i wanted to show you that so if i come in here i've got a report and the report is only showing me those things that are in flight so i can take a look and see everything that's on there that's in flight it is sorted so that i can see it by the sales stage going from uh you know contracts all the way down uh the next report i built was uh was the wins report if i click on that i can see the report itself um if i wanted to you know exhibit more columns on a report it's very easy uh let's say i wanted to add the created uh column i could do that um i could come in and you know drag this to make the gantt a little bit smaller i could move i can move columns back and forth and it doesn't impact anything i do when i come back to my dashboard then i'm going to see that i move these things around it and it didn't make you know didn't mess anything up so um if i come to my losses report as an example i can come in and i go okay well what's the filter um the filter is i don't want the sales stage to be blank so i exclude that and um i'm going to select everything that was lost right so if i wanted to create if i was making a new report and i wanted to make a one report or if i wanted to make everything an assessment i would just simply click that and then it would show me everything that was relevant to that filter criteria so let me go back all right so that gives you um you know kind of a an idea of what these things look like um i'm going to jump back to the presentation and we'll go that's the that's the end of the uh the canned presentation uh if you want to please stay on for our q and a session we'll go in detail and do more demos if you'd like to um either schedule a free analysis session contact us get a free trial license um you can click on this button i put it in the chat or if you want to uh view more you can go to the confo youtube youtube channel and you can see uh you know go to go and see what we've done in uh past webinar so let me stop recording