Streamline sales stages in crm for small businesses

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what's going on Mike Baker at Bailey's solutions and today I just wanted to sit down and talk about the importance of utilizing a CRM and developing a sales process for your service base small business in order to help you not only capture your leads and and collect and store that data in a more efficient manner but then to put them in a process to help you contact them better and build the system to convert them from a lead into a customer so the first things first what is the CRM right so most of you probably know this already but it's a customer relationship manager so what that means this is just a place where you can store all of your customer data their contacts their email their phone number and then also track each time you have an interaction with them whether it be dealing with them an email the phone so on and so forth and and what's really nice is HubSpot which we're gonna look at today that offers a free CRM for you guys also has deals process which I personally use and I think is a great addition into a CRM to really help you focus on which customers are in which stage of the process and then honing in on how you can get each customer from that stage to the next stage and eventually close and get a deal um so now we're just looking at HubSpot they have a lot of free services that they offer and then it's also a freemium right so they have a lot of automation and a lot of other things that you can pay for and it gets pretty pricey but the free plan offers you way more than then you're probably gonna need so when you do go ahead and you create your free round you log in you're gonna get to the dashboard it's gonna be like this I'm so this is just a demo account that I sent up just to go over this for today so you know that there's too many parts we're gonna three main parts I guess we're going to talk about the contacts the serve the the deals and then just a little bit over sending out emails so in the contacts you were gonna go in here and you know you'll see you have a whole list of customers just a couple dummy data's I threw in there and some ones that were automatically put in from hot spot and you can go ahead and you can import um so anywhere you could export like a CSV file anything that would it be from your phone book I think they even have ways that you could sync up from other services but you can also just export CSV file or file from your Gmail or something else and load that in there give you a good starting point and then with each customer you can also put which stage they're on right so that's kind of where you need to look at as well and and it's not just customers we need to focus on it could be on vendors that we have to worry about maintaining relationship but there could be people that are our community or in our networking groups wherever so like if we were to look at Joe test one of our great test customers that we work with we'll go in and we'll see which which stage she set us right now which I'm going to believe is gonna be the initial one which is subscriber right so if we click on their you know you can see we can welcome as lead a qualified lead opportunity maybe they're already a customer and evangelist is maybe someone who just promotes our business and you can actually go in through the settings and add more of these and create your own which is another good thing I really like about hub spot so once you have your customers loaded in and you have them put into their right you know life cycle stage whether they're lead whether they're a customer whether they're an evangelist whether they're a qualified lead you know separating qualified lead versus regular lead is also an important factor right if you already spoke into this lead have you determined that they're right for your business and that they'd be a good match and you should be able to land them if so they should be in that qualified lead category so once you have your customers loaded in the next stage is tracking your deals right so how do you get the customer from going from a lead that put in some information on the website or maybe you can you talk to them on Instagram or Facebook or something and now you want to convert them to a customer and that's a process right so there's different stages you're gonna go through so each business might be a little bit different so if we're going into HubSpot we're gonna look at the deals they were to kind of have a blanket formula set up for us but you can go ahead and Ketu that differently depending on how you kind of run your business so here we see you know there's an appointment scheduled qualified to buy presentation decision maker contract sent closed one closed lost so these are the standard ones and you could go ahead and go right here to edit stages and you could customize these to fit into your business so for instance I have it I have a different layout one of the tutoring schools for instance I walk to then you know they do evaluations first they sent the enrollment links and then they they managed it that way you know so they have a different couple stages that they go through but tracking these allows you to be able to market to those groups and also track how long they've been in each stage so you know like okay well this guy's been sitting here we qualified him we sent him the information it's been 30 days he still hasn't registered maybe now we need to follow up with them and we have the amount here so what does that deal worth you can put it whether it be a year whether it be a month you could even do a whole lifetime value do you think the customer of having this guy join your service or whatever it could be $2,000 you put in $2,000 if it's a project you gotta run let's say you're construction management or landscaping you know it's a $2,000 job you talk to them about for doing their front yard and putting some mulch down you know you would you could put that in there and you could even load in here different quotes different attachments upload the files in the year so you can have it all kind of stored in one location now once you to actually talk to Joe and you have that appointment and you determine okay well he's a qualified person he actually would be great to join our club I think you should I send them the link you know we'll put him in that that qualified by section right so we've determined that he's good to go maybe if we have a presentation you know for a lot of businesses I think this stage we're kind of be out you know maybe maybe it's a little maybe it's a little something different maybe there's another proposal you need to send over you kind of change it that way but now you know we've qualified Joe and now we got to get ready the information that we're gonna send to him or maybe he says oh I got to talk to my wife first before I decide whether I can sign up so now we say oh well she's the decision-maker right so maybe we had a lead from the business we're dealing with who was just the secretary but now they brought in the owner and you know they're getting ready to really make the decision you know you can move that over or if you've already sent the contract over you know you can move it into that bracket what I would suggest doing first is kind of figuring out what are these stages on for your business so for me personally you know I have an appointment scheduled bracket and then once I qualify them and send them a proposal I have another bracket for that and then once they if they give me some more like oh we're thinking about doing this we just need to figure out some more stuff first there's another bracket for that and then once I actually get the deal closed and won they go into another bracket or if I lose the business they can go into that lost bracket and and or they can just kind of sit in that you know qualified segment for a while and that's where you can start utilizing you know email marketing and phone marketing and text based marketing however you want to do it to continue to follow up with that customer to either get that yes or get that no and also give you one place where you can store okay well these are all of the customers that I've some proposals to so maybe every once in a while you know towards the end of the month or whatever you're looking to get that extra sales to close things out you know hey this is the hit list of people that would be great to start with right alright having that at your disposal is gonna be great for you to have as you continue to grow so so those are kind of the two main parts you got to worry about Amin and if you're interested in getting a help to set these up feel free to contact me I'd love to talk to you about how your business operates and help you develop your process utilizing this um so then your next big thing is that what you once you have all this you can actually send emails directly from HubSpot right so you can target all different types of categories and there's a lot of advanced features you can do if you're interested in paying as well but you can target maybe anyone that's elite anyone that I have set up as a customer anyone that's set up in this stage and what's also cool is you can send emails directly to people and track when they open it so what a lot of people say it's like oh if you send some another post or whatever and then they open it you know hey just call them right off the bat you know I don't know if I agree with that a hundred percent but there's definitely something to be said there and definitely ways that you could utilize that to your advantage I mean they have some nice templates in there so anyway that's just kind of what I have to say about the CRM and and utilizing HubSpot and save the deals again if you guys have any questions feel free to reach out I'd love to help you you know answer your questions and if you think that you know implementing this into your business is part of an automated process and and you know kind of what I do is I actually will link this up into your website and help you develop a process that that gets this backend stuff kind of done for you automatically because at the end of the day what you're gonna really want to do is is automate your process as much as possible because you want to get your time back you don't have to be constantly sitting there manually sending out an email that because they're manually following fuel manually checking how long has it been since this data the other thing we want to have you set up in place where you have certain triggers certain events certain things that occur or interactions that can be done on your website or various platforms associated media through chat BOTS that are actually gonna automate this for you and help you give you a time back because while this is really important and essential to running your business this isn't your business you know if you're a landscaper for your photographer anything like that you know that's your business that's what you want to be focusing on that's your core I you know you really gotta analyze you know these this is where I spend most on anyway Mike gave your barely solutions feel free to reach out talk to you later