Posted by Diane Gross, Last modified by Diane Gross on 06/26/14 04:59 PM
WeOpportunity includes a way for Users to create their own Sales Prospecting Plans directly related to Sales Quotas (both Outright Sales and RMR Sales). The concept is to first understand the total quota requirements at the User level. Keep in mind that Prospecting Plans and goals are set individually by each User. They are not set up in System Configuration by a System Administrator. This is done so that Users may update and adjust plans as needed. Reporting is automated by WeSuite. To get started click on Prospecting Plan on the Navigation menu.
The Proposal Categories tab will open. The goal is to define the Proposal Categories most appropriate and in line with the User’s sales. For example: $1,000,000 Outright Sales Quota and $8,520 RMR Quota for the next annual period. The question is: how will I get there? Think about the sales you made last year and the year prior. Break them into categories such as: small, medium and large and identify the sale ranges for Outright Sales and RMR for each.
· Small Sales = $1 - $15,000 Outright Sale and $1 - $45 RMR (recurring monthly)
· Medium Sales = $15,001 - $50,000 Outright Sale and $46-$75 RMR
· Large Sales = $50,001 – infinity Outright Sale and $76 – infinity for RMR
We do not cap the highest end range for Outright Sale or RMR so that when sales are reported back from WeEstimate, we capture all sales and count them toward the types of sales (Small, Medium, Large) and Quota targets set in WeOpportunity.
After deciding on and defining your sale or Proposal Categories, enter them by selecting “Add a New Record”. A window will pop (see screen shot below). Add the Category Name, the Outright Sale range, mark the category as Active, provide a description of this sale category, set the RMR range and select Update to save the information.
Create your remaining Proposal Categories.
To set targets to reach your desired Sales Quota, go to the Proposal Quota Report tab. Select the Year and select “Show”. Note: once a Proposal Quota Report View is created and saved as a default view, there will be no need to select a Year.
Enter the Outright Sale quantity and/or RMR quantity for each proposal category. Quantities are typically based on prior history performance. For instance, in reviewing the prior annual period you see that you proposed 10 Small, 15 Medium and 1 Large and fell short of reaching your Quota goals, it’s time to up the ante! Take the time to review prior history broken down by the same proposal categories you’ve created. Figure out how many of each proposal you put out, how many were won and lost and get your win to loss ratio. It’s a great starting point and will help you in determining how to reach current quota goals. If you can review two or three annual periods, all the better. Gaining insight with the most accurate data will help to make the quantities set for this period realistic. Tip: Always set that stretch goal. Increase the target quantities in a couple of categories and really go for it!!
When you’ve got your quantities set for each Proposal Category, select Save Quota.
“How do I know how I’m doing? “
WeSuite will report Sales wins and losses in each of your Proposal Categories. The system is “smart” enough to account for the differences in Outright Sale and RMR amounts. For instance, you may win a Small Sale with a Medium RMR, or a Large Sale with a Medium RMR amount. The system will give you credit for both so, don’t worry!
WeOpportunity looks for opportunities marked as “Sold” in WeOpportunity and won and lost estimates/quotes in WeEstimate. The system tracks the sale and RMR dollar amounts in accordance with the defined Proposal Categories to provide report information including:
· Total quantity to goal per Proposal Category
· % to goal per Proposal Category
· Total Sale and RMR dollar amounts
· Win/Loss Ratio
To see your data the way you’d like to see it, it’s easy to create custom views. For customized reporting, data can be sorted and ordered and views can be named and saved. Select “Add View” and a window will pop. Name the View, check “Is Default View” if this view should be saved as the default, the “Execute After Saving” box will be defaulted, select Save to save the view or Cancel to cancel the action.
Move to the lower part of the screen to select filter options and create the report. Select the report time period sort (i.e. show data Yearly, Quarterly, Monthly or Weekly). At “Report View” select either Grid View or Chart View. Chart View provides a graphical representation of the data. Select “Show Report” and the report data will generate.
Report data is derived from both WeOpportunity and WeEstimate/QuoteAnywhere. Reporting will show the total dollars sold for Outright and RMR (expressed as Recurring Annual Revenue “RAR”), number of won proposals, lost proposals, the percent to goal and ratio of wins/losses to goal against the targeted Outright Sale and RAR amounts.
To create the view, order data columns left to right by dragging and dropping them in the desired order. To sort data, lift the desired columns to the area just above the data columns. The sort will occur in the order the columns are dropped into this area. In the example below, the sort is by Month, Sale Amount, Sale Type (Proposal Category).
Export to Excel is optional according to User Rights.
The reporting will illustrate the number to goal and percent to goal for each Proposal Category for both Outright and RMR sales. It will also account for sales where the Outright Sale is one category and RMR is in another. The User gets credit toward Quota Goals for both!
Now that Proposal Categories are defined and target Quota quantities for each Proposal Category are determined, the next step is to create Prospecting Plans to help achieve Sales Quota targets.
Prospecting Activities: each User will create their individual list of prospecting activities they perform to help gain new prospects. At the Prospect Activities tab, click on Add Record to start creating a list of Prospecting Activities. Create as many activities as desired. Activities will be scheduled on a monthly basis and not all activities may be scheduled for each month. As each activity is created, check it as Active. Use the Edit and Delete buttons to edit or delete the Prospecting Activity.
Tip: Select the activity you will perform most often as the “Default” activity. This will save you time later when recording Prospecting Activities.
Prospecting Activity Goals: Move next to the Prospecting Activity Goals tab. At this tab, each Sales Person will set their personal Prospecting Activity Goals for each month. Think monthly in terms of goals and numbers. Reports can be viewed weekly, monthly, quarterly or annually. Be certain to Save changes! You will receive a message “successfully saved” after clicking on save.
User Activity Report: each User can see their prospecting progress in terms of performance of activities against goals and achieving appointments against behaviors. For report viewing set the View filters for time: weekly, monthly, quarterly, and annually; the year to review (you can review prior years once you have the data!); select the month or months to be viewed.
Utilize the “select all” or “deselect all” buttons when setting report filters. These are useful for selecting months to include and selecting the Users to view. (Viewing of other Users is based on User Rights).
Inclusion of the User’s Activities is checked on by default.
For those with the User Rights to view other’s information, use the checkboxes to select entire offices or individuals within offices for report viewing. To see the report data click on Show Report. Results will be displayed below.
Hovering over a line on the graph, the orange line (Goal), will show the goal totals for each Prospecting Activity. Hovering over the green lines (Achieved) on the graph, will show the number of appointments set for each Prospecting Activity.
User Reports will be shown for each person and time frame selected as you scroll down the page.