Posted by Diane Gross, Last modified by Diane Gross on 06/26/14 04:58 PM
The Prospect Dashboard is used to record Prospecting Activities completed by Users. Typical Users include: Sales Representatives, Business Development, Inside Sales Teams and Sales Administrators. The first tab on the Prospecting Dashboard is the Activities tab. This is where New Activities are created – that result in either a follow up activity or, Lead creation; existing Activities can be edited, including to create a Lead; if a Lead was created, it can be opened and worked on; Customer Names and Contact information can be edited; email/message with attachments can be sent.
The Activity screen data grid can also be arranged in the order the User would like to see the data, as well as sorted. In the screen shot shown, the sort is by Contact and then Prospecting Activity, the columns are ordered left to right as the User determined by dragging and dropping each to its place. Views can be named and saved so that various presentation of information is simply a click of the drop down. A default View can also be saved for presentation each time the User opens this screen.
Recording Prospecting Activities: we are recording Prospecting Activities to show/record the prospecting behaviors each User is performing. The concept is that doing the behaviors will lead to appointments. Each User can easily record the Prospecting Activity, record the Company and Contact information and either a) create a Lead – this typically means that contact was made and an appointment was set, or b) schedule a follow up activity. WeOpportunity will record that the Prospecting Behavior was done and when a Lead is created for that particular activity, the appointment will also be recorded. These activities will show at the User Activity Report (shows Prospecting activities and appointments to goal) and as sales are won or lost, at the Proposal Activity Report (shows the Prospecting Activities for resulting wins/losses, win/loss ratios, comparison to quota goals, etc.
Example User Activity Report
Recording Prospecting Activities:
1) Enables the User to record completion of a Prospecting Activity behavior. Reports that the Prospecting Activity has been complete against goals.
2) Enables the User to create a “to do” for additional follow up in the event the Prospect was not contacted directly and follow up is needed to set an appointment for Lead creation.
3) Enables the User to create a Lead based due to contact and appointment setting with the prospect. When a Lead is created, the Prospecting Activity Appointment Goal is also updated.
4) Prospecting Dashboard also enables viewing and editing, addition, deletion of: existing activities, “to dos”, notes, Opportunities and contacts.
To record a new Prospecting Activity select: Prospecting Dashboard and New Activity at the Activity tab.
Select the Prospecting Activity from the drop down. If adding new Prospect Company and Contact information, type the required information in on the right side of the screen under “New”. Keep in mind that address formatting requires commas between each data item. (i.e. 234 Main Street, White Plains, NY, 10604).
If creating a Lead for an exisitng Customer or Contact, search first at the Existing Customer area. Tip: Best practice is to always search first to see if a Customer name exists in the database. For those using SedonaOffice or QuickBooks, WeSuite searches both the accounting database and the WeSuite database.
Complete the prospect information and any notes. If contact was made and an appointment set, check the “Create Lead?” checkbox and schedule the Appointment by selecting Save & Follow Up.
If “Create Lead?” is checked, a Lead will be created automatically and by default assigned to the creator. If desired, after checking the Create Lead box, select Save & Assign and the Lead may be assigned to another User/Sales Representative. This is useful for Inside Sales and Business Development Teams.
Schedule a Follow Up: to set a follow up reminder to contact the Prospect again, select a color code to demark category (color will show at appointment on calendar), create a Description, set the start date and time, end date and time, select Save.
The follow up event will go to the Global Schedule calendar and the User’s Outlook or Google calendar (automatically when using the auto-sync service) or as a pop up email reminder when not using Exchange Server. The Activity tab also enables editing of existing information that is in “blue” and/or that has an icon. Icons from left to right: Delete (red square with x); Edit Activity (pencil); Add Notes (Notepad & Pencil). Edit Activity enables updates to the Prospecting Activity, notes and saving the item as a Lead. Clicking on any of the “blue” items enables additional information to be added or edited.
To edit the Opportunity, click on the Opportunity ID number. The Opportunity will open in Lead Management, where required fields can be updated (i.e. Lead Source, Market, Sales Type), Products and Services, Tasks, calendar events, etc. can be added and updated.
Click Notepad to add Notes: click Add new record. The “complete” box is checked by default. Uncheck if item is incomplete, select update to save. Recorded note will be ‘pink’. Notes can be deleted using the delete button. Click the “X” upper right to close the window.
To email the Opportunity directly and add an attachment, click on Email. A window will open and complete your name as the sender and the Contact name as the recipient. Complete the Subject line, body and add any attachments. Press Send. WeOpportunity will send the message and attachment(s).
To Dos: The “To Dos” Tab shows items that are scheduled for follow up after the initial Prospecting Activity was recorded. For instance, if a call was made for a Prospecting Activity and contact was not made, scheduling a “follow up” item creates a “To Do”. Working from the “To Do” tab makes it really easy to work through items scheduled for follow up each day. Scheduled items also transfer to Google and Outlook calendars. The To Dos tab is very handy for Inside Sales teams tasked with making a high volume of prospecting calls. Keep in mind, data can be arranged left to right and dragged/dropped for sorting.
There are two areas for editing a To Do:
1) Edit the scheduled follow up item:
2) Edit the initial Prospecting Activity item to show new notes, new scheduled activity (i.e. another follow up) or create and assign the Lead. The edit window will also allow follow up and show History.
3) Once the “To Do” creates a Lead and the Lead is assigned, it will be removed from the To Do list. Tip: If a Prospecting Activity was created by mistake, at the Status drop down select “De-Activated”.
Notes: The Prospecting Dashboard also includes an electronic notepad for jotting down notes as needed that are not linked to a Prospecting Activity or Opportunity. Add a new record, edit, check as complete or delete as needed.
Opportunity Tab: The Opportunity tab enables search, review and edit of existing Opportunities created by the User and depending on Group Rights, other Users.
The “Include My Opportunities” box is checked by default. Use the “select all/deselect all” buttons, or click the box next to an Office to select all Users within that Office, or click open the Office and select individual Users to see Opportunities for specific Users.
Searches can be by Opp ID, Customer Name, Job Title, Status, Owner. Each column will also sort highest to lowest/lowest to highest when clicked upon. Opportunities can also be opened by clicking the pencil icon.
Contacts Tab: The Contacts tab enables search on existing Contacts; editing of existing Contacts; creation of new Contacts; Export of vCards or Contacts to Outlook or Google Contacts and import of vCards or Contact cards; and selection of Contact Type. Tip: Additional functionality, such as creating Message Groups can be completed at the main Contacts Tab based on User Rights.
Enter search criteria in the Search window and click on the Search Icon to search for existing Contacts. You may also sort Contacts by clicking on a column of data. You may also arrange data columns by dragging/dropping left or right in the desired order.
Click on the pencil icon to Edit a Contact. The Edit window will open and enable editing of Contact information and the addition of new information. You may upload a Contact photo, include social media addresses, make notes for birthdays, etc. and import VCards or Outlook/Google contact information. Click Save before exiting!
Tip: Selecting a Contact Type is a great way to enable sorting of Contacts by type. Contact types are typically categories such as: Consultant, Client, General Contractor, Decision Maker, etc.
Be sure to scroll left to right on the Contact screen. Sorts can also be made by Zip Code, State, City and a host of other information.