Boost Your Nonprofit's Efficiency with the Best Sales Pipeline System

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[Music] hello and welcome to this really simple systems webinar on managing the sales pipeline my name is Helen Armour and I'm the marketing manager at really simple systems in this webinar I'm going to show you around the sales module and demonstrate best practice for managing the opportunities in your sales pipeline first I'll run through your sales dashboard showing you how you can use the widgets to highlight your sales opportunities and then I'll talk you through some of the terminology used and how opportunity probability and weightings work before we go on to look at opportunity management here I'll show you how to create a new opportunity manage your sales pipeline and customize your CRM fields we'll also look at the opportunities summary data table and how you can customize this to highlight the data you need to manage your sales I'll then briefly show you how the user permission levels feature can help you if you're managing a team and finally I'll demonstrate how you can run reports on your sales activity let's start by taking a look at the sales dashboard when you first set up your CRM you'll see the welcome screen with various help links to get you started once you're familiar with the system you can close this screen by going to the dashboard options and unchecking the show Welcome tab in all the pages of your CRM there's a pullout help draw that you can access by clicking the question mark in the top right hand corner of your screen here you'll find tutorial videos and tips as well as links through to the relevant page of our customer support hub for further help resources at first the dashboard will be empty and you can select which widgets you want to display you can add them remove widgets by clicking on the add widgets or by going to the dashboard options button and clicking add remove widgets the dashboard can be customized at user level so you can set up the widgets to give you a summary of the information that's most relevant to your role the widgets are driven by the data in your CRM so when you first start out they'll be empty but as you add accounts contacts opportunities and tasks the widgets will be populated with your data for example if your primary role is sales focused you'll probably want to see your sales funnel the opportunity and forecast summary table and maybe your sales for the quarter on the widgets the sales funnel is driven by the opportunity status which we'll look at in a bit more detail later but this shows the sales cycle your leads go through you may have a short sales funnel with just a couple of stages or you might have numerous stages ing to your organization and your business sector for example here I have new leads qualified opportunities quotation sent and in progress I can click through on the widget for a summary of these opportunities the opportunity and forecast summary table shows you the sales opportunities you have in progress ie your sales pipeline and here they are sorted by your sales team members again you can click through and see the summary of each sales person's deals as you make a sale the opportunity will move from the pipeline columns to the opportunities closed this month column you'll see in the pipeline that it shows a column for the opportunity value as unweighted and weighted the weighted value gives you a forecast of your sales based on the probability of success that the salesperson has given that deal let me explain when you set up a new opportunity you can give it a probability of success shown as a percentage for example a new lead may have a 10% probability that you'll win the deal then as your opportunity moves through the sales cycle you can update the probability by increasing the percentage as it becomes more likely to succeed if you have won an opportunity you could say the percentage sale probability is 100 percent if you've lost an opportunity the percentage probability would be 0% your sales pipeline opportunity is there for anything between these two by giving each sales opportunity a probability you can produce a sales waiting forecast that will give you a fairly accurate idea of what your sales outcome will be for example if I had an opportunity with a value of 10,000 and they gave it a probability of 40% of success the unweighted value would be 10,000 and the weighted valued 4,000 let me demonstrate this by creating a new opportunity as our CRM is designed for business-to-business sales the opportunity is managed within the customer account you can add an opportunity by going to the opportunities section within the open customer account or on the opportunity summary table just clicking the Add button from here just search for the account name and then complete the opportunity record you'll first want to give your opportunity a name and maybe you'll want to include a quotation number or purchase order number the next box down sets the close date for your opportunity this is the date when you expect the deal to come in the CRM system defaults to six weeks but you can change this by contacting our customer support team if you wish the status box is where you record the sales cycle for your opportunity for example is this a new lead and has it been qualified and so on no doubt you'll want to customize this to fit with your own sales cycle to do this go to settings system settings and then custom drop-down lists open the list for opportunity status and edit the list as you like in this example we have the cell cycle as new lead qualified quotation sent in progress 1 and lost you can add in any additional terms that you use for example we're in the software industry so we have terms like 14-day trial or demonstration you can set it up to what suits you but bear in mind not to overcomplicate it remember salespeople like to keep it simple moving down the page and the next step box you have a free format field to add in what happens next for you maybe it's qualified called send quotation and this sort of thing for this example let's have send proposal next we have the forecast box and this is used for reporting purposes it has a drop-down list to select from and again you can customize this to reflect your business in our organization we wouldn't normally forecast a deal until it's been qualified to qualify the opportunity the salesperson will have made a call and satisfied themselves at the prospect is genuine they'll have checked that the needs fit with what you're selling and that they have the appropriate budget and authority to confirm the sale below this you can set the probability as this is a new lead we'll keep the default setting of 10% if you want different default settings our customer support team can change these for you you have various other boxes on the form that you can use to record things like the opportunity source marketing campaign competitors you're up against and any notes scrolling down the page you'll see there's a section called opportunity lines opportunity lines is where you can record your product or services the unit price and value of the deal you have quoted for again as each industry or business is likely to have very different requirements you can customize the lines and fields to meet your needs maybe you charge a consultancy fee by the day or maybe by the project and you can enter this ingly you might have generalized product categories or you could add in individual product lines you can have multiple lines so maybe you have products and services and want to itemize them separately let's say in this example I'm selling software licenses and I have 12 licenses at a unit price of 400 then let's add two days of development services at the unit price of 650 at the top of the page click to save as your opportunity moves through the sales cycle you can edit the details and any changes made will be recorded in the opportunity history at the bottom of the page this will record when the lead was created the status when it was modified and who changed it change is made within two hours won't be recorded in the history so if you do make a mistake and go back to edit this won't be recorded don't forget that you can customize all the tables in your CRM by dragging and dropping the columns from the title bar and by adding and removing columns by clicking the columns button you can have multiple opportunities running in each count at any time if you have a larger client where you are dealing with different divisions you can add different sales opportunities and they might all be at different stages you can view all your opportunities by clicking the opportunities tab on the main menu and this brings up a summary table to edit an opportunity you just click the opportunity name and this opens the page in the edit mode let's say we've received a confirmation from a prospect that they want to confirm the sale and we can go ahead and close the opportunity if I first show you back on the dashboard the opportunity we're going to close is currently showing in the pipeline when you close a deal it will move from the pipeline to the close this month tally so we should see the total in the pipeline decrease and the closed cells increase from 9 to 10 so I'm going to open the opportunity and set the status to closed 1 the next step might be to send an invoice and the forecast box needs to be set to closed and then the probability to 100% I then save I'm going to go back to the dashboard I can see that is moved from the pipeline into the closed this month column as a sales manager you'll most likely be tracking our opportunities daily using the opportunities summary table where you can see all your opportunities on one screen you can sort the list by clicking the column titles to order by status closed date value etc if you're managing a team you might want to see what your various team members are working on ticking the current opportunities checkbox shows just those in your current pipeline and won't show LuAnn or lost opportunities once they're finished with if you are not professional or Enterprise plans and have user permission levels activated you can filter the view to show just your own opportunities your teams are all opportunities depending on your user profile settings you can limit access to the CRM so some people may only be able to view and edit their own team's accounts and opportunities or just their own as I mentioned before you can customize the table by dragging and dropping the columns from the title bar you can also add and remove fields by clicking the columns button and adding any custom fields you have created finally I'm going to show you how you might report on your sales opportunities clicking on the reports tab on the main menu opens the report summary screen the forecast reports gives you reports on your future sales and the listing reports is for all past activity your CRM system comes with a selection of predefined reports and you can run these to report on your opportunities or you can modify these to create custom reports a useful report you might want to take a look at is long cord detailed global forecast by group sales forecast reports can be back dated up to two years previous so you just need to select the start month and then run the report this particular report is set up so that you can subtotal by your CRM users you can modify the report to edit the terms maybe you want to change some of the fields included in the report you can change how many months you want to report on and whether you include weighted or unweighted values once saved you can go back and run this report as needed you can create your own custom reports and you might like to join our webinar managing your CRM reports for more information on this if you need further help managing your opportunities or sales reports don't forget to use our help drawers you'll find tutorial videos tips and links to our customer support hub where you'll find more help resources and if you still need help you can contact our customer support team by emailing support at really simple systems comm thank you for watching this webinar and we hope you found it useful [Music] you