Streamline Your Tech Sales Closing in IS Standard Documents

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hello everyone and thank you for joining today's webinar closing more deals with doc sends for those of you that don't know docsen is a secure sharing platform that lets you send track and execute critical documents with a single link my name is charles thornton and i lead product marketing here at docsent today we're going to cover some sales research findings and your tips on how dachshund can help you close more deals then we're going to have a customer interview and we'll close with a live product demo with question and answer here are five speakers we're going to hear from today i'm joined by four of my colleagues here at docsen along with mark parkinson from the center of management and organization effectiveness also known as cmoe before we jump in please remember to ask your questions using the q a button at the bottom of your zoom screen and then we will answer them at the end of the webinar and with that let's start with justin iso talking about research findings that he has found about sales great thanks charles great to be here everyone um the data i want to speak about today comes from a recent survey we conducted around among over 300 sales professionals about the transition to hybrid so virtual and in-person sales cycles and how folks are feeling about them and how deals are closing or not closing in this new environment um so this slide is on the one hand right so on the one hand people are kind of happy with with sorry to say it the new normal um we found that over half of the sales people surveyed believe that hybrid sales are going to be the norm both now and over the next three to five years people think that selling virtually actually opens up new opportunities um once again over half of the sales people we surveyed find virtual sales on the whole beneficial to them on the one hand they can expand their customer base because virtuous selling means access to anyone and on the other hand with new media today we have new channels for staying in contact with prospects so this on the one hand slide presents kind of a rosy picture um charles you can go to the next slide which predictably is the on the other hand of our research findings so i presented a kind of optimistic picture right now and i want to complicate it a bit um because as i say in the headline despite this optimism um we're still seeing deals regularly falling through so sales people reported to us that they're really confident when they're sending out contracts in this new environment um over 75 percent so over three quarters of the folks we surveyed believe a deal is going to close once they send out a contract for signatures and that's a good thing but the tension lies here this is where deals often go dark nearly half the folks we surveyed say that deals go dark much of the time so around 25 percent of the time which is pretty significant especially considering how optimistic folks are in the first place about what selling looks like these days but it gets even more complicated over 30 percent of the folks who who participated in our survey said that deals go dark over half the time that they send out contracts for signatures so on the one hand we're seeing lots of optimism about what selling virtually looks like these days but when you scratch the surface you see that deals are still going dark despite uh um the new tools that virtual selling in today's environment is supposed to offer us charles you can go to the next slide now why might this be the case well we identified that selling virtually presents unique obstacles that kind of coincide with all the optimism we're seeing today so selling virtually um kind of means identifying warm leads and building meaningful relationships with prospects and customers are challenges so on the one hand virtual selling means that we're connected to more people on the other hand it can mean that identifying which leads are actually warm and live quote unquote is actually harder likewise we're connected to more folks but actually connecting in meaningful ways with those people might be a bit harder it's harder to know which connections are genuine these days when all you're doing is speaking over email or over 15 minute zoom chats and we found that over 75 percent of sales people named these two concerns as their top anxieties when selling virtually so we've got a picture where virtual selling presents us with a lot of opportunities and people on the whole find it beneficial but on the other hand it's presenting unique anxieties and deals are going dark in interesting ways almost and now i want to pass it off to my colleague emmy who will speak about how dachshund actually helps address uh some of these issues thanks justin um yeah you geared me right up um with dachshund there's not any hiccups in communication with these prospects no big file downloads nothing gets lost in spam filters there's no version control issues sales reps can share content through a single link and it doesn't have to require the prospect to sign up for an account to easily view and consume your marketing and sales materials our client content stack loves the ability to update content seamlessly in fact when a rep finishes a demonstration with a customer the rep may want to customize the deck based on that conversation they can simply upload the revised presentation within the branded docsen space and the link is updated automatically marketing teams also love this because they're able to mass update content so that reps and prospects are always working with the latest and greatest material when an asset is updated all the links are updated across docsent charles next slide many of my clients also approach me and say you know they turn to google links to deliver the content but it doesn't give them any insights into how that content is actually viewed which is exactly what justin was talking about when a docsent document is delivered and and a prospect views it you're able to see exactly in real time not only when they view it but what they've done with that document how much time they spend on each page so you're really able to prioritize your follow-ups based on only the people that are opening your links and gear your follow-up directly toward what they're reviewing sidetracker has actually got this down to a science they know that if a prospect spends 30 seconds on a customer logo page they assume that the prospect is looking for competitors or similar companies and as a result the rep can cue up a story or a case study that the marketing team has developed to follow up with during their next call the marketing team can also look at aggregate data so that they can optimize their pre-sale and post sale collateral after a few deals they'll be able to assess whether a new slide order or an updated image is actually being engaged with next slide charles i also hear that many of the reps spin the wheels kind of like what justin was alluding to where we don't really know where to focus our time we don't know for example uh who's actually a decision maker or is the champion actually reading that roi deck that i've spent so much time on docsin allows you to see which deals are actively reviewing and know if new stakeholders are being introduced to your pitch so you can strategically follow up and close the deal faster campus used some of the content coaching that our account management team gave them to structure a proposal for a seven-figure deal the prospect viewed the proposal and the campus team was able to discern which of the pricing options the customer was most interested in and where each decision maker was focused on that same proposal docsen really helped them tailor their pitch and negotiation negotiate much more effectively in their next meeting with the prospects docsend also can monitor inactive links that you may have disabled when a customer says no for now when my clients are notified that an old deal is visiting past pricing proposals they call them up right away and restart an evaluation that they never would have known was a priority again without dachshund and uh with that i think it's time to hear from taft and mark great yeah so just passing it off so taft love is the head of sales for dachshund and we're joined uh by mark parkinson the vp of sales enablement for cmoe so i will let you both take it from here all right uh mark thanks for joining us we appreciate it pleasure so let's uh let's set the stage um what is cmoe and can you give us a little more color around what what does that title mean definitely uh cmoe provides performance solutions for our clients in the area of l d learning and development we design and implement custom offsite workshops live virtual events digital e-learning modules for our clients we really concentrate on uh five areas uh coaching leadership teamwork and strategy and dei d e and i okay thanks for the uh thanks for the context there so one thing i'm hearing is there's lots of communication with external parties uh as a necessity in your business so um before we talk about docs and let's let's hear a little bit about what you used for external sharing before you uh made the switch toxin so this will date me but i was at adobe in the old days when um you know and i was licensing pdf libraries and acrobat to clients and you know we thought it was pretty special that we could make a small pdf file and then email it to people and frankly that's what we were mostly doing um you know for if if i was sending say 10 pdfs to a client maybe i'd use wii transfer but you know no transparency other than you know outlook perhaps kindly telling me that the person has opened the file or opened their email i had no transparency you know you send off that rfp response or that proposal and you know we joke about it going into a black hole you know and then you become that pesky salesperson that's knocking down their door hey can i answer any questions on the proposal i sent over and you know it was just you know we thought it was great until we came along and found dachshund and it really solved a lot of problems for us uh one of the the golden rules that we talk about on the sales team at docs end is don't just uh check in or follow up have have real reasons for reaching out to people because otherwise it feels self-serving if i'm i'm not checking in on you i want to know whether you're going to buy the dreaded check-in absolutely so um so that brings us to the switch to docsin so can you tell me a little bit about what your uh what your workflow is with with dachshund so typically when we send out so let's say we have a new web lead come in and typically not always but typically they will name an area that they're interested in so let's one of our very popular workshops is applied strategic thinking it falls into our strategy category right and i have four or five spaces in doc sand that are centered by subject so you know i will send that particular person maybe i've uh myself or one of my team has left a voicemail for them so um i'll send them an email saying hey here's what what we call our content portal and if they click into that they will see the strategy category at the top with all of our strategy products but i love it because i always include our entire library of content and you know inevitably they scroll down and oh you do coaching as well oh wow we're really interested in team alignment or whatever so it's just a great way to you know when they get it they think it's been made specifically for them and there is kind of that element of versioning or personalization but that's how we use it early on now let's say that moves along well and the client is ready for a proposal um either myself or one of my team will go ahead and take that you know a particular space and you know you can duplicate them and then jump in there and add client name and make that space client specific we'll often add a new category now at the top of the page that says something like working documents and now there's a proposal in there eventually there'll be a statement of work um maybe there's some other ancillary uh documents that we would send along for that person interested in that particular subject okay so um one thing to to uh clarify for people who might not know spaces a space is a single link behind which multiple documents are housed so instead of one link to one document it's one link to basically a landing page where documents are housed maybe two documents maybe nested folders and hundreds of documents so it sounds like you have uh lots of content behind these space links that you're sending out at the top of the funnel is that accurate most definitely yeah does is it helpful at all as you're uh as you're sending these out to understand what they're clicking on and where they're spending time oh it's huge i mean when i sat through the first pitch if you will from doc sand this was probably two and a half years ago and i i had to stop him and say wait a sec so you're saying when they go into that proposal i'm gonna get an email saying hey mark they're looking at your proposal and i mean for us it was just it was a game changer you know um it's one of those tools i mean we're dynamics users we use a number of different technologies in our stack but you know most of them i think we could reproduce if we weren't using dynamics we'd be using hubspot or or salesforce.com whereas this if you took this away from us i mean maybe you do have competitors i haven't found them but um you know it really would take a huge part of our um what i think competitive advantage um it's it's a mind blower to me i mean we are a small organization and it's a mind blower to me that larger organizations and i'm sure there are some that do use it for sales but um once a salesperson sees the power behind being able to know who you know who's looked at it how long have they spent i mean it'll even tell you by page well our proposals they're having that intelligence that they spent x amount of time on page four you know i know right away i know our proposals well enough oh he or she is interested in this so when we have that next conversation you know that's what i zero in on and it's almost an unfair advantage i mean sales people have always been you know at an unfair advantage because we don't know what's going on but uh this levels the playing field let's put it that way so i'm gonna go off script here and ask a question that some people might be thinking um this is great for the sales person have you ever run into a situation where somebody doesn't like being tracked have you ever had people have issues with that you know i gotta say it's i don't know that it's i mean maybe maybe they don't like being tracked and i've certainly had times when i've sent it out that they have an access to and perhaps in that you know uh situation they looked at it and said i'm not giving him my name and my email you know sure but frankly it's a qualification tool if if they're not willing to give me first name last name and an email address then they're not a buyer and you know i'm okay with that i mean i'm one of these sales piece people i believe getting to know is very important because if i can get to know with a prospect then i can move on to someone who might eventually say yes so that that makes sense um okay so uh you mentioned something we had a conversation prepping for this uh a week or two ago and you mentioned something that i thought was really interesting you you said that dachshund has uh is viral by nature can you elaborate on that oh yeah this is huge too um i mean especially in learning and development every large i mean we have very large clients and and this is true for medium-sized clients as well but especially large clients every large organization you go into their l d configuration looks different some companies it's driven by hr some companies who are maybe a little more enlightened have a clo and actually have a learning department and you know maybe an academy or a university um oftentimes our clients are just an engineering manager that's had it up to here with his people and you know he's not talking internally to any learning people he just does a search one day finds us and says hey i need to do a team alignment so it's not rare for us to talk to gatekeepers or you know assistants or people that aren't the decision makers but the beauty about uh doc sand is and i usually state this and i in our email templates i state this hey you know forward this to relevant stakeholders and colleagues and you don't have to download a pdf and send a pdf you know you can just forward the link and so inevitably here we you know now i get an email saying you know so and so is looking at it that isn't the person i sent it to i jump into linkedin oh wow vp of finance okay this is a serious buyer so yeah that viral nature and the way it's so easy for them another uh part of that whole viral thing is i have counseled and kind of coached prospects you know they'll say oh next week i'm going into a meeting to uh you know pitch this idea to my my superiors so i tell them just have the docs end open on your desktop and you know you don't need to pair prepare a powerpoint you can just show them directly from doc sand and again i'm knowing when they do that so it's a beautiful thing i love the transparency absolutely that that makes sense i i love hearing how uh how you're using it and so uh a last thing that i'd like to understand um sometimes we hear people talk about how doc send impacts their brand so can you speak to that a little bit by all means this is another um kind of side benefit that it took us a little while to realize was happening but we do a fair amount of work with accenture and when we first started talking to accenture you know i had a person one of our main contacts say wow that i love that little content portal you have you know and he said we talked to so many companies that are small and it's kind of hokey and you know they're missing emails and they're not very good on the technology and frankly it makes us look like a much bigger company than we are uh people listening to this webinar may not be aware that you can brand your you know your instance of uh doc sand and um yeah it just makes you look like you have your together much more than you may have that makes sense um okay so mark we're about out of time here but before we go any any last words anything you want to share about cmoe or anything before we pass it off yeah and i mean anyone who's in sales and you know use a fairly limited stack i would say definitely consider doc sand um i mean this is not a paid promotion i'm i'm quite excited about this technology if you can't tell um it just adds transparency to those activities you know whether or not your clients are engaged and it just made a huge difference for us here at cmoe well mark thank you so much we really appreciate you uh you coming on and sharing and uh we're uh we're out of time now so i think we're handing it off to uh to noah i believe thanks taft and everyone else excellent well thanks guys um my name is noah griffin i'm an account rep here at dachshund and i'm going to take you through a quick demonstration of the docsen platform so let me go ahead and share my screen here hopefully everybody can see that um so let's take a look at docsen through the eyes of a sales rep so imagine we just had a great call with a prospect and walk them through an overview of the docs and platform and on that call i learned the customer had some critical pain points which included things like security controlling uh sensitive documents that they were sending out externally and long sale cycles so since we covered a lot of that information in the sales presentation that we reviewed i'm going to send that deck over to my prospect so they can review it and share it with the team so we're in gmail now we're drafting up that follow-up email for the prospect and as sales reps we're all used to using this attach files button right here right and we have to go search for our documents and find the right ones to add to our email well docsen has recognized that we worked out of our email quite a bit so we've created a chrome extension for gmail and an outlook add-in where you can quickly access your docsent account through your email template so i'm going to go ahead and highlight the presentation right here i'm going to click on that docsen plugin and it's going to take me to my docsent account where i have access to all the folders that house our external facing content so this sort of becomes our single source of truth that everything that i want to send externally is going to be housed in these folders now i can also use the search bar to search by name of the document or by tags such as marketing or sales we also have these sections right here for recently used content most engaging newly added but for the purposes of this email we are going to add in the product walkthrough deck now if i've sent a link to my contact before it's automatically going to populate their account name into docset which is great but if i haven't i always have the option to add in a new account or create a new account here or even link it to salesforce if you're using that crm and you want to track that activity but for the purposes of this demonstration we're going to go ahead and just select acme corp and then go ahead and set the link settings here so i'm going to check this box for require email to view because that's going to be the gate for entry to track who's accessing my content i'm not going to check allow downloading because i want to see how they're engaging with my presentation here and then we also have expiration dates and passcodes which is really helpful if you're sending things like presentation or proposals that may expire at the end of the month um if we scroll down here we have some of these advanced features for some of our sensitive content um now if this was sensitive content this is where i think docsen really shines so we have the ability with these access controls to essentially restrict access by email address or email domain we can also check this box for email authentication to have them verify their email when they plug it in to go access our content and to the recipient it's really easy right there's no logins there's no passwords they're still accessing via their email address but on the sender side i can really control who has access to the content that i'm sending over to my client or prospect here so if we scroll down a little bit further we've got the dynamic watermark feature which allows us to add any of these variables here or some custom language to every single page of my document we can also enable an nda uh to view ahead or agree to and before we enter into the document so you have the option of selecting number of different ndas that you upload to the docsen platform and i think what's key here with this one-click nda is it really streamlines the nda process so um you're really not having to use a third-party service to access or to send over an nda it's part of the gate of entry here to access the document so um since this is not a sensitive document i'm just going to go ahead and generate the link here and now you see the link in the email now if i send it off this is what the recipient sees on their end we are asking them to plug in their email address one time and we'll put a cookie on their browser so if they come back tomorrow or the next week we won't ask for it again now they're able to view the document in the docs and viewer where we are tracking how long they are staying on each one of these slides within the docs and viewer so once they're done looking at it we're going to send you uh the rep and email letting them know hey somebody just accessed your product walkthrough deck and now you can go back into the docs and platform to view some of the data now there's three levels of data that we are going to provide here for you and the first level is going to be at the document level so if we scroll to the uh if we go to the product walkthrough and scroll down to the link that i just created unfortunately there are no visits here unfortunately but say for instance i sent this out last week and now i can see that danny who's my main contact might have sent this out to a few people because i have five different visits here and now as i scroll up i can see here that uh charles was the most recent visit at that company and if i uh click this button on the right here we can see how charles spent that minute so really helpful to understand where charles spent most of his time i can prepare for any questions it looks like he spent most of his time on the one-click nda maybe i'll be a little bit proactive and send him over some customer stories of similar clients that are utilizing our one-click nda feature now the next level of data is going to be a document performance level so this is the aggregate view of how the document is doing amongst everyone on the team that is using it so i think as we mentioned before marketing teams really like this information because now they can see you know what's really resonating with our clients and prospects when it comes to the stack uh allowing us to you know maybe change some of the things within the document or make edits and hopefully have some success as we have here with the latest version doing a little bit better than the last one since we've updated it now the last level of data that we provide is at the account level so if i click into acme corp here i can see all the visitors that have interacted with my documents and i can also answer questions such as what is the content that i've sent to this client over time and what has most uh been most engaged with and if i scroll here this is sort of an audit trail of everything that i've sent over to the client and what they've looked at and i can see that the product walkthrough has been the most popular here additionally i can find out among those visitors if there's anybody potentially new that danny has sent this link over to and i can see here i found out that jennifer is the cfo at acme i wouldn't have known this information if i wasn't using docsen so what we're really doing here is helping sales reps uncover additional stakeholders to help shorten those sales cycles and really understand who's involved in the evaluation process so let's fast forward a week say that they're interested in moving forward with docs and they just need to see some security information as well as a proposal for docs in so i'm going to go over to spaces now spaces is a great way to share multiple files over time with a prospector customer and the concept for spaces is simple i think taft mentions just one link to multiple documents here so we can go here to acme corp where i've created a space for acme and you can see i've created different sections here with the general docs and overview a section for security so we can check off all those boxes of what they're concerned about as well as an agreement here for um for the service with docsin additionally i've added my manager here so he has access to the content you can add any documentation might also be helpful to add an account manager if i'm going to be handing this over so they can continue to use this data room to share documents with this particular client now from the client perspective what they see is this room here full of all the documents that i created for this virtual data room so um this looks very clean on there and sort of just looks like a general website it's very organized and the better it's really better experience a better organization overall for that client where they can search for specific files and access the files that they want and we can give you a notification for everything that they open so as mark said if they are opening up that order form i understand that they're getting ready to to make a move and move forward and close on that opportunity so overall i think you can see here that uh dachshund is a great way to share documents externally identify client and prospect engagement and really uncover additional stakeholders and hopefully help you close more deals so with that um i'm done here i'm going to hand this back off to charles so he can wrap up great thank you noah that was awesome let me share my screen um [Music] excuse me [Music] okay and now we go to the last section the q and a last reminder if you want to share any questions you have we were happy to answer them right now so the first question we have where can i link to from other data sources can someone take that in terms of like dropbox or box or what what data sources can we link to from docsen yeah i'm i'm happy to take this one um so within docsin you have a few options for uh linking to other data sources so um you can hook to storage from microsoft dropbox box and others and you have you also have the ability to upload documents directly from your machine um so the way to think of docsend is ascending layer on top of your storage so that's the uh that's the sort of perfect use case for dachshund is is how you share externally when you need visibility control or security on those documents which is rarely something people think about internally but externally is is a common concern right and then one more question we have um how do i update content do i need to send a new link i think the question is asking about like if you have a new version of a document you need to kind of get a new link and send to the the person i'm happy to answer um we went over this during my section so really easy to update content in docs end instead of sending a brand new link with that document there's an update new version button right there in docsend and as soon as you upload that new version it'll populate wherever that link lives so if you've already sent it out new version is updated if you're going to send a new one it'll send the new version amy you have a good story about this do you want to tell it i do um one of my favorite stories to tell uh to my clients is that i actually use this all the time not only for correcting typos but also for uh moments where dogsend saved my career um so in one of my deals that i was working we were working heavily on redlines and i upload those redline versions to docsend so that i can track when someone downloads them and accesses them to send to their legal team now my team had sent me over a version of the red lines that we were just working on with some internal comments if i had sent that without docsend that prospect that i was working with would have had a very big advantage in seeing those comments so luckily taft actually caught that i had send over that version and we were able to quickly replace it with the original and we knew that the client hadn't seen it because of docsen's tracking so really saved my career in that case right and this looks like a follow-up question um are the docs and links email security friendly so i'll take this one again um you're probably a lot of people often when they're they're introduced to dachshund think of us similarly to a or a panda dock and the big difference between docsend and all of the apps that you're used to is is the the dynamic that with docs and you don't send an email via doc send to your recipient so when you send a they send an envelope for signature with docsin you generate a link and you paste that link into your email so as long as your email is being delivered so basically we're we're leveraging your email deliverability to get this link in the hands of your prospects you're fine so uh you actually don't have to worry about us getting caught in spam filters so this is a uh and presumably anyone you're to whom you're sending a dachshund link is someone with whom you're already having a conversation so you probably have a thread going and so essentially the the likelihood of dachshund being called in spam is zero okay and that actually answers the next question that kevin had for us do your do you have issues with your emails links getting caught up in spam filters the last tool we use had major issues with this sounds like because you sent it yourself it's your email address getting through your recipient spam filters that's not an issue some of our clients even get creative with how they deliver the links i have a client that sends their docsend space that they've curated for their client in a zoom chat so they already get the link it's not even delivered via email so you can also get creative they're not tied to the email right i think that was our last question unless people have anything else last chance or else we can wrap up okay well thank you everyone for joining us thank you all the panelists thank you mark from cmoe thank you for everyone who tuned in this is great and we really appreciate you tuning in to our webinar today with docsen so with that thank you very much