Free Sales Call Report Template Download

sales report template

Sales success is simple: know where you are and how you’re doing so you know where you need to go next.  The best way to gain that information is through sales call reports. And if you’re not setting aside time during the day to measure your sales activity in a call report, you’re wasting your time trying to reinvent the wheel.

free sales call report

Why Do I Need Sales Call Reports?

Activity leads to sales, and one of the best activities your team can do is a sales call. To us, a sales call is a face-to-face visit. The more effective you can make the sales call, the more sales you make. Since these calls are such a vital piece of the sales puzzle, it’s crucial for salespeople and sales managers to track them. Enter sales call reports. As a sales manager, there are two specific benefits you get from these reports.

1. Calculate Needed Activity Levels

First, you use the reports to make sure activity levels represent the result you want.

Work backwards: If I want my sales to be x, how many average clients will it take? To close that many clients, how many people do I need to quote? In order to get that number of quotes, how many prospects do I need to see?

Once you do the math, you’ll know just how many prospects each salesperson needs to see daily.

2. Train New Salespeople on Activity From the Start

New salespeople can learn the value of activity from the beginning. Rather than wasting time teaching the product and the brand in the classroom, train your sales reps in the field. Then they learn how to produce the right activity levels right away.

Too often, managers start with months of training before putting a new salesperson in the field. But what happens when you find out they’re scared to meet people, avoid the phone, or just don’t follow through? You’ve wasted months of investment in this person without anything to show for it.

Instead, what if you start with activity levels? Train your sales reps to reach the needed level of activity from the beginning. Then they’ll only grow stronger as they learn more about your company and product.

Download Our Free Sales Call Report Template

You can download this free sales call report template to help track your daily progress and make sure you don’t miss out on closing those leads you spent so much time nurturing.

Out of sight really is out of mind and without a report to track sales calls, it’s far too easy to forget about leads and lose money from lost sales. Having a report directly in front of your eyes forces you to consider those next gentle nudges to push each of your leads towards that final closing sales call.

Download this Sales Call Report template to track your activities in face-to-face meetings. You can even customize it to your needs. Then give it to your salespeople so they can keep track of their activities. When you see their reports, you’ll know if their activity levels are setting them up for success.

free sales call report

Mastering Your Sales Call Report Entry Habits

This sales report template is great for doing reports manually, but with CallProof you can get the same report with the click of a button. Instead of your salespeople filling out paperwork and returning it to you, they can simply use the CallProof App. With CallProof, they click an icon before they go into a meeting, click another when they leave, speak their notes into their phone, press a final icon, and they’re done. With one click, you can get that report any time, in real time.

The little time needed to invest in your call reports will pay huge dividends but you need to make sure you’re entering your data regularly and accurately.

If you’re struggling to find time to keep up with reporting your sales progress, CallProof has a system that automates the process for you and will deliver reports directly to your e-mail inbox every morning. Sign up for a 14-day free trial (no credit card required!)

4 Ways to Increase Adoption of Your Sales CRM

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The biggest problem with your CRM is that salespeople aren’t using it. And without salespeople on board, a CRM isn’t much help.

If you’re ready to get the most from your CRM, here’s how to get your team on board.

1. Input Data in the System

Without data, a CRM is useless. So, at CallProof, we launch our CRM with data already entered.

We start by interviewing the management. We ask, “If I started working with you today, how many prospects should I have in my database?” If a sales rep doesn’t have prospects, that’s their number one excuse for not using a CRM and for their consequent low activity. We want to eliminate all the objections to using the system. So, once we know how many prospects a salesperson needs when they start, we enter data for them.

We first collect their current prospects’ and clients’ information and enter it into the system. Then we find more prospects from a variety of lead sources. This way, your salespeople start off with a full database of their current contacts, plus new prospects they can reach with the push of a button.

Data is key. That’s why we load the initial data for you.

2. Establish Norms

Once you have the data, establish a process for using the CRM. Every sales team has their own sales opportunity file system or “steps of selling” process. So make sure your team understands classifications of clients and selling sequences. Clarify when a new prospect goes into the CRM — when you first get their information or after you’ve made contact?

Then create norms for classification. How should you identify customers? Do you distinguish between a pharmaceutical lead and a doctor lead? Know how you plan to sort clients. Are certain lead sources classified differently — like trade show leads? When you create a way to see where customers come from, you’ll understand which of your resources work best.

A clear process for sorting clients and understanding the onboarding process is critical. So make time for a management meeting that includes key salespeople to evaluate your process before you train the entire team. First, you have to build the plan. Then you can use the CRM to deploy it.

3. Teach the Process

After you’ve established your methods, we make the CRM work for you. We’ll teach you how it functions best for your company. Via training calls, we show you what the screen looks like when you’re adding a client, what to do when you’re done with a client, how to order notes, and how to sync the emails. We’ll use the app screen and web portal so the team becomes familiar with each CallProof interface.

4. Provide Ongoing Training and Support

We also record each training call so future salespeople have access to the same information. When new sales reps join your team, you’ll be able to onboard them right away with access to the pre-recorded training. We even use a company called Thinkific to host our content and provide a quiz at the end of each video. Why? Quizzes help people focus on the training material. Without them, they aren’t as engaged. So we help you hold your team accountable.

With intentional data and training, we make adopting CallProof an easy transition for your business. CRMs don’t have to be a struggle for your sales team. When a CRM really works for you, adopting it is easy.

5 Ways Salespeople Ruin a First Impression

how_salespeople_ruin_first_impression

A good first impression is timeless. And in a highly competitive industry, it’s invaluable.

In just the first 7 seconds of interaction, people start to form their opinion of you. They evaluate your status, authority, approachability, competence, confidence, and likeability faster than you can make a proper introduction. From a study that proves a connection between personality and appearance, we learn that even something as superficial as the way you look says a lot about who you are.

So, if you want to improve the way you interact with clients (and become a more likeable person altogether), look out for these 5 ways you might be undermining your first impression.

Mistake #1: Treating Others Poorly

Every contact you make holds opportunity — whether it’s for a sale or for a referral. Too often, salespeople become dismissive if they realize they aren’t speaking to a decision maker or the product isn’t a good fit. But never underestimate the power of a referral.

If you discover you’re not talking to a good prospect, your next question should be, “Who else in your circle would be a good fit?” If you’ve made a good impression, even a “no” can lead to a great opportunity. So stay respectful, even when there’s not a sale.

Mistake #2: Not Dressing the Part

Face it, looks matter. One of the easiest ways to improve your first impression is to dress well. Most of us live behind our computer screens, which makes our clothing choice less significant in daily life. But when you’re meeting new people, you should spend the extra energy on your appearance.

I’ve actually sat down with salespeople simply because they were well dressed. Why? We associate well-dressed people with respect and attention. So when you dress the part, you’re more likely to get the respect (and listening ear) you’re looking for.

Mistake #3: Discussing Controversial Topics

Political discussions ruin a first impression, especially today. People are so entrenched in one side that you’re likely to find yourself at odds if you even allude to being affiliated with the other party.

Also, keep discussions about how much you drink, who you’re seeing, or how late you party off limits. Those topics only hurt your reputation.

Tempted to make a derogatory comment about the opposite sex? Don’t. Talking about topics, jokes, and lifestyle choices that are deemed controversial quickly ruins a good first impression.

Mistake #4: Not Listening

Ever tempted to walk into a sales meeting and launch into your full sales pitch? If you spend more time talking than listening, that tells clients you’re out of tune with their needs. Clients want to know about you and what you have to offer. They don’t want to hear a 45-minute monologue about the history of your company.

Mistake #5: Poor Email Etiquette

Email gives you the chance to make another great impression. Before you meet, send them an email invite that includes the date, details, and location. To really set yourself apart, create an event that links to their calendar. It tells them you’re organized and won’t let their needs slip through the cracks.

Also, proofread. Use proper grammar and spelling. Most people will write you off if you don’t.

Bonus Tip: Be Punctual!

Don’t hurt your chances of a good first impression by arriving late. When you’re late, you waste people’s time. Efficient people will eliminate your business immediately — they don’t want to waste more time in the future.

Plus, latecomers often have plenty of excuses for their tardiness. Excuses drive people crazy. So plan accordingly, giving yourself plenty of travel time to arrive on time or early.

It’s tough to overcome a bad first impression — so don’t make one. Start on the right foot and leave an impression that makes people want to do business with you.

Are You Unintentionally Killing Your Sales Team’s Motivation?

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How many iconic inspiration posters have you seen? You know, the ones with landscape photography and some quote that’s supposed to change your life.

Sales managers: you are that poster.

Your most critical role is to motivate your sales team. Sure, it can be tough, but if you’re not lifting people up and removing obstacles from the salesperson’s path, you’re not doing your job.

Sales managers exist to manage resources (leads, time, people) in a way that secures the most sales. And motivating your team is one of the most vital ways you can manage your human resources.

But do you have any habits working against you? These 5 motivation killers may be taking your sales team’s drive.

Motivation Killer #1: Poor Timing

Bad things happen. Products defect, recalls are issued, delays happen. Of course you need to keep your sales team in the loop, but time your delivery right.

If you plan a morning sales meeting centered on the bad news, you’ve jeopardized motivation for the entire day. Instead, make morning conversations all about motivation. Start the day with sunshine and rainbows where everyone’s a winner.

Save bad news for the end of the day. If there’s a defect on a product or a tough conversation that needs to happen with a sales rep, wait until the sales day is over to deal with it. There’s no need to sacrifice a whole day of sales for bad news.

Motivation Killer #2: No Leader Board

Let’s say one of your salespeople closes a big deal. But when they come back to the office with their big win, they don’t get much appreciation. Sure, they may get compensated, but you shouldn’t underestimate the value of recognition.

When your salespeople close deals, then high-fives, celebrations, email accolades, conference call shout-outs, and leader board postings give them a sugar fix. And what happens when you get a sugar fix? You want another one. If you want to keep people hustling, you should keep handing out the recognition.

I can always tell top-selling companies based on their leader boards. If there’s no sales board, they aren’t fully recognizing good performances. Likely, their team is lackluster. But a leader board that is updated daily, where everyone can see it, keeps salespeople talking about the wins and motivated to climb the chart.

Related: 61 of the Best Sales Quotes To Keep You Motivated

Motivation Killer #3: Negative Influence

We’ve all met Negative Nancy or Negative Ned — that person who’s always bringing down the mood. When they get a lead, they immediately write it off saying, “They never buy anything,” or “This won’t ever close.” That kind of language asks for negative results. As these people spout off their negativity, it will probably lead to a more negative culture overall. These are the same types of people who underperform, mess something up, and then blame it on someone else.

You want the opposite type of person working for you. You want people who admit their mistakes and learn from them. Those people make comments like, “Whoa. I really messed up that sale. I answered his objection wrong, and I think it cost me the deal. I know better for next time.” And when people admit mistakes to the group, others learn from it too. Working in a collaborative environment results in high productivity. Sales teams in non-collaborative environments will never reach their potential.

Motivation Killer #4: Giant Lunch

What you eat is what you produce. Sure, it’s fun to go out for good food and good company. But plan accordingly. If you want your team to be productive afterwards, then choose wisely. Carb-filled, greasy, heavy food ruins the rest of the afternoon. If you want to splurge on this type of meal, save it for the right time — maybe a Friday afternoon when you don’t intend for them to make many calls after the meal. Otherwise, opt for healthy food that won’t weigh down your team.

Motivation Killer #5: Unobtainable Sales Goals

Every salesperson needs a baseline for sales numbers. If you’re new to an industry, set your goals wisely. Managers of smaller sales teams might pick one of their sales reps and ask others to replicate their performance. But how does that sales rep compare to the norm?

Maybe they’re a terrible salesperson but you have no one to compare them to. If so, you’ve created a false ceiling for someone new.

Or maybe they’re in the top 1% and the goal isn’t realistic for the average salesperson. Once someone realizes they can’t possibly meet the goal, their motivation goes out the window.

Instead, incentivize activity. If you don’t have real sales statistics to work with, then focus on the quality of calls and activities. Instead of incentivizing them on closes, incentivize them on the number of appointments made, and then deal with closing percentages. Once you discover achievable closing percentages, you can establish realistic sales goals.

If you’re accidentally making one of these mistakes, it’s time to change. After all (to quote one of those motivation posters), “Every accomplishment begins with the decision to try.”

Why Your Salespeople Hate Using Your CRM – And How to Change Their Minds

Salespeople Hate Using CRM

CRMs started off on the wrong foot. When they first came out, they were isolated to a desktop and not user friendly. Back then, laptops, WiFi, and smartphones weren’t around to allow mobile access to data. So the outside salesperson was forced to go back to the office to enter information. And the CRM became a ball and chain.

Salespeople who’ve been in the business a while have witnessed the evolution of the CRM firsthand. Some now appreciate it, but many still hate it. Their bad experiences with CRMs leave them with little motivation to adopt a new one now. Maybe they got fired for not using it years ago. Maybe they think of it as a clunky, outdated tool. Now, they just roll their eyes every time it’s mentioned.

But the fact of the matter is, you need all your salespeople on board for a CRM to be effective. A CRM (no matter how current, user friendly, and efficient) is useless without good data. And the most vital data is contact information for prospects and clients. Who enters this info? The very salespeople that hate using it.

So if you’re ready to get a CRM that works, start by getting your salespeople on board.

Why Good Salespeople Hate CRMs

Good salespeople hate CRMs that get in their way. They want to go out and sell without having to pause their activity to enter cumbersome information. But with the right automation and set-up, a CRM like CallProof lets them simply check off information on their phone.

Imagine a big whiteboard with a list of all your customers. Each time you contact someone, you check them off. The next day, you look at your list and evaluate, “Who did I contact? What promises did I make? Who should I follow up with?” CallProof gives you this checklist digitally (via your mobile device or your desktop — whichever you prefer). Plus, we even remind you to make the check mark.

Related: Why Everything You Know About CRM Is 100% Wrong

Even the best salespeople need reminders. Selling is contacting and following up. No matter how smart someone is, it’s impossible to remember the details of 30-60 conversations per day with full clarity. Then it compounds. If you contact that many people, making promises to follow up with even half of them, you’re dealing with about 75 points of action to remember each week. But what if you forget? Each proposal that slips through the cracks or question that goes unanswered turns into an empty promise that cripples your credibility for future sales.

Enter a CRM that notifies you when it’s time for action.

Why Bad Salespeople Hate CRMs

Bad salespeople hate CRMs that show their real performance. They don’t want their managers to see evidence of the inactivity that leads to their poor performance.

But a good manager wants to know the truth. People who need to make a car payment and pay their mortgage create stories about deals they’re “trying to close”. But deals don’t close without interaction. Once managers see the correspondence (or lack thereof) between the customer and the sales rep, they’ll know the actual likelihood of the deals.

The Evolution of CRM

A CRM simply provides direction for where to spend energy and time. It keeps your list of prospects and clients organized so you know who to call first. With a clear client list, salespeople know where to start.

Back in the day, you had to enter all this information in a database on your own. Now, an app like CallProof automates your daily activities and allows you to “check” items off your list while simultaneously logging your activity. It keeps teams on track and holds them accountable. It even reminds you when to take action on the promises you’ve made.

So don’t let preconceptions of a cumbersome, stationary CRM keep your team from utilizing this tool. CRMs have evolved into mobile apps that make documentation simple. It’s time to get your team on board.

The Salesperson’s Guide to Using Texting for Sales Prospecting

salespersons guide to texting prospects

Did you know it took the US about seven years longer than Europe to catch onto texting? It gained momentum in Europe in 2001, and quickly became a popular alternative to calls.

But in the US, text messaging didn’t take off until 2008. With the growing popularity of the smartphone, namely the iPhone, texting skyrocketed.

Today, texting is the #1 used app on the smartphone worldwide. In fact, no one even thinks of it as an “app”. It’s not a bonus — it’s an essential.

But are salespeople taking full advantage of texting? Not even close.

In most sales scenarios, salespeople deal with the buyer’s discomfort. In any good sales process, the salesperson builds rapport, the buyer begins to like them, and they become friends. But maybe the price is too high, or the products don’t seem to fit their needs. Now the buyer feels uneasy because they don’t want to give their “friend” (the salesperson) bad news. For most people, telling someone you like that you don’t want to buy from them creates an uncomfortable conversation. So the prospect often avoids the conflict by avoiding the salesperson altogether.

In this scenario, salespeople end up in a cycle:

1. Build rapport with the customer.

2. Ask pre-qualifying questions.

3. Propose a solution via email or hand-delivered proposal.

4. Silence.

In the end, they’re left without a sale and without a reason why.

How Salespeople Can Use Text Messaging

The text message gives people a more comfortable way to communicate. Building a relationship with your clients via text opens a channel of communication where they can more quickly respond and more easily deliver objections.

The secret? Text from the beginning. Here’s how to build this communication channel from the start.

Begin the text conversation with an appointment reminder. Confirm the appointment and include the address so there’s no question where you’ll be at what time.

After your first meeting, text a follow-up message. Summarize the meeting and reaffirm any promises you made during your conversation.

Start the text relationship before you get into the groove of emailing. If you wait to text until you need a response to a proposal, that’s uncomfortable. They’re not used to you texting — it’s a “stranger” text. But if the relationship exists prior, texting can be your secret weapon.

Related: 3 Ways to Integrate Text Messaging Into Your Customer Service

The purpose of the texting relationship is to better move sales through the sales funnel. You’ve built the rapport, asked the sales questions, developed and proposed a solution, but you haven’t closed the sale. In many scenarios, this is where the sale falls flat. What comes between the proposal and the close? Negotiation.

If the customer isn’t talking to you, it’s likely an issue of product, price, or prior relationship. Texting makes it easier for them to communicate these objections. So ask for feedback via text. Be direct and be brief.

Your message may say, Mr. Jones, it was great meeting with you last week. I sent you the proposal on Friday, and I would love to get some feedback. How can we move forward?

Now you’ve opened the door for him to communicate his objections and to start negotiation if he’s still interested.

Short and sweet texts can be your golden goose for moving sales through the funnel. But they won’t work if you don’t play by the rules.

The Golden Rules of Texting

1. Save Emojis for Friends

Anyone talking to the opposite sex faces a challenge in texting. Save emojis (and selfies) for your friends. Texts can appear more friendly than you mean, so play it safe and steer clear of the pics.

2. Keep It Strictly Business

Don’t veer off topic or add flirtatious comments. If you receive a message that’s inappropriate, it’s best not to respond.

3. Keep It Short and Sweet

As you message your busy prospects, focus on the facts. Don’t use text messages as an opportunity to build rapport. You’re searching for facts, so get to the point. Texts don’t need the introductions you’d include in an email.

4. Be Aware of WHEN You Text

Consider the person you’re texting and their normal business hours. It’s best to message them after they’re up, but before they get into their work day. So for people with typical hours, text between 7 and 9 a.m. For someone with night hours (like a restaurant manager), texting around 3 p.m. may be better.

Regardless, avoid early-morning or late-night texts. Most people don’t turn off their notifications, so respect their time.

5. Avoid Abbreviations

You may know all the trending abbreviations, but your prospect may not. So don’t use them. People shouldn’t have to decipher your message, so avoid abbreviations altogether. Steer clear of even the most common acronyms (such as LOL or TTYL) to keep your message as clear as possible.

6. Add Product Pictures

Depending on your product, a picture may communicate better than words. If you’re selling cars or a hot, new product, send a picture. A glimpse of your product will be much more enticing than any description you’ll write.

7. Respond in a Timely Manner

95% of people read their texts within five minutes of receiving them. The average response time is just 90 seconds. So when you get a text, don’t over-think it. Respond quickly.

Ways to Use Texting With Text Templates

1. Follow-Ups

Whether you’re following up with a new potential client or a prospect that’s been in the funnel a while, text messaging can be a great way to stay on their radar. Use one of these templates to touch base:

First Follow-Up

“Hi John! This is Prat with Absolute Wireless. We talked about looking into Sprint for the best possible deals for your cell phone service. Please let us know your availability, and we will reach out to schedule an appointment to get you saving sooner!”

“Hi John! This is Prat with Absolute Wireless for Sprint. I’d like to work with you like we discussed earlier for the best possible cell phone plan to fit your needs. Please let us know your availability, and we will reach out to schedule an appointment to get you saving, sooner!”

Second Follow-Up

“Hello again! This is Prat with Absolute Wireless for Sprint. I am touching base regarding an appointment to help you switch over to save more. I’d be happy to send you home with a phone accessory without any obligation just for stopping by our store to explore your options. Thanks!”

“Hello again! I am touching base regarding your appointment with Absolute Wireless for Sprint to save you more on your service bill for your cell phone. Could I give you a quick call this week to follow up on your options?”

2. Automate Monthly Follow-Ups

To make following up even easier, use an app (or your phone’s built-in feature) to automate texts. So, if you’re thinking about work late at night or prepping when it’s not appropriate to text, write a batch of texts to send later. You can even schedule your messages months in advance.

Related: Follow-Up Emails: When Should You Stop Pursuing a Prospective Client?

3. Ask for Referrals

Texts offer a great way to ask for an introduction while your phone number is easy to access. LinkedIn messages often go unnoticed. So use the network to find connections, then send a text. When you see a connection between a client and prospect on LinkedIn, ask for the referral via text message. Then they’ll see your number and hopefully forward it to their contact.

“Hi John! I saw that you work with Sarah from Sprint on LinkedIn. Would you be willing to introduce me? I’d love to offer her the same great service we provide for you. Thanks!”

4. Send Happy Birthday Wishes

Use your social networks to find clients’ and prospects’ birthdays. Then send a message on their big day. So you don’t forget, set these up to send automatically. You can even offer an incentive as a birthday gift:

“Happy birthday from Team Absolute Wireless and Sprint! Best wishes on your special day. Respond to this text within 7 days to learn more about birthday incentives for our customers.”

5. Confirming Appointments

Like we mentioned earlier, text messages eliminate the questions of where and when before an appointment. Sending the address and the time assures the customer you’re ready to meet them.

“Hi John! This is Prat with Absolute Wireless and Sprint. It was great speaking with you recently. I am confirming our appointment on Tuesday at 2 p.m. Thanks!”

6. Recapping Meetings

Let the client know you were paying attention during your meeting. This shouldn’t be a long text, but it should summarize your discussion. If you made a promise, affirm it.

“Hi John. I am recapping our meeting from earlier today. Let me know when you have a moment to briefly chat.”

“Hi John! It was great meeting you this afternoon. I’ll talk to my design team this week to see the cost to add this to the proposal. Look forward to working with you.”

7. After Meeting People

Texting can be a great way to connect with someone new. If I meet someone I could do business with (but don’t have a card with me), I can ask for their number and text them right away with my contact info.

But even if we do exchange cards, it’s still a great idea to text after we meet. Business cards are easy to misplace, while messages are easy to find. I may not need a particular service when we meet, but then something happens weeks later. Now I’m in the market for your service. Rather than searching for the business card, I’ll just look through my messages to find your information.

Consider texting as your virtual handshake. You meet someone, shake their hand, exchange contact info, and send them a message like this:

“Hi John! It was great to meet you. Earlier this week, we talked about saving you money on your cell phone service with Absolute Wireless for Sprint. As a service rep, I’m able to work out the best deal for your plan. What time would you like to schedule a quick phone call to follow up and start saving?”

“It was great to meet you recently, John! We talked about looking into cell phone service with Sprint for savings on your monthly bill. As a service rep, I’m able to work out the best deal for you. What time this week can we briefly chat to explore your options?”

8. When They Haven’t Responded to Your Proposal

The most irreplaceable benefit of text messaging in sales is the ease of communication objections. So, when you haven’t heard back about a proposal after you’ve cultivated the relationship and messaged for the seven reasons above, reach out via text. Say something like:

“Hello again. I am checking on the status of the proposal I sent you earlier this week. Please let me know what you think. Thank you!”

Texting shouldn’t only be the most used app with friends, it should also be the most used app in sales. Take full advantage of this essential tool to communicate with your clients as effectively as possible.

Conference Calls Are Killing Your Sales Team – Use This Free App Instead

marco polo sales team communication

Ever feel like the phone is broken when you’re communicating with your sales team? You talk, but the words just aren’t getting through — especially during conference calls.

Conference Calls Are the Worst

Everyone hates conference calls, but why? To have a “successful” call, we have to stop what we’re doing. None of us can be busy during the time we talk. Now, multiply that by the number of people on a conference call. Each person has to stop the clock, engage in the conversation, and eliminate distractions. That’s highly unlikely — especially if it’s just to hear everyone’s weekly updates.

During a typical conference call, everyone’s distracted. Because they only have to pay attention to the audio, they can continue multitasking during the call. So you’ll pick up the background noise of each person’s location. Some people may be taking their kids to school. Others are grabbing their breakfast at a restaurant before work. By the time an entire group dials in, you can expect plenty of audio distractions.

Plus, there’s no good way to take turns talking. So you’ll deal with the awkward interruptions people experience as they reply at the same time.

Even dialing in can be an obstacle. You dial the 800 number, but then you have to enter the access code. If you’re driving, then trying to find the email, copy the access code, and type it in is extremely difficult (and impairs your driving!). Then, once you’re in the call, the audio can malfunction or someone dials in late and needs a full recap.

Bottom line: conference calls are too hard to focus on. Even the best conference calls are a poor substitute for a face-to-face interaction when everyone’s engaged.

Why Use the Marco Polo App

Marco Polo takes the age-old idea of the phone call and makes it better. Whether you’re calling a group or an individual, you get to respond face to face on your schedule, and avoid all that wasted time. Here are a few of the perks.

1. Works With Everyone’s Schedule

Instead of being stuck in a conference call, Marco Polo frees you up to enter the conversation on your timetable. So, rather than setting an alarm to dial in and going through inevitable hassle and distraction, you get the message and reply anytime.

It’s also a great alternative to individual calls. Phone calls trap us in endless loops of voicemail and call-backs. If I need to advise someone on my team, I can call, but often people can’t pick up. I leave a message, they try to return the call, I’m busy. And so the cycle begins. We end up playing phone tag until the message becomes more cumbersome than helpful.

But with Marco Polo, I plan what I’m going to say, then I say it to the person via video. They respond when ready. And if one of us forgets to respond, that app reminds us intermittently.

Related: Sales Managers: How To Get Over Micromanaging Your Salespeople

2. Offers the Insight of Face-to-Face Communication

True communication consists of more than words. As we interact face to face, we benefit from non-verbal cues. People can neutralize their voices to mask emotions, but it’s much more difficult to disguise facial expressions. If I have a conversation with an under-performing salesperson via video, I’m more likely to understand what’s going on than if we’d only talked on the phone. Audio simply doesn’t tell the whole story.

3. Reduces Wasted Time

People need time to think. When we don’t have to respond immediately, we form more developed ideas. In a conference call, there’s a pressure to reply right away. However, if you present a problem via Marco Polo, I can think through solutions and respond with more valuable input.

Video also encourages people to get to the point. Most people don’t want to send a video of themselves thinking and stalling for the right words. It makes them self-conscious. So they come to the conversation with their thoughts prepared and save everyone’s time in the process.

4. Motivates Your Team

As a sales manager, you should spend about 80% of your day motivating people. Your job is to remind your team of the obvious. Remind them what to focus on and praise them when they do a great job. Marco Polo gives you the opportunity to publicly praise them face to face.

When I look at sales data, I jump on my app and send a quick video saying, “Great job!” to my team. Then I name the people who really stood out in their sales. When I send this out to the team, the top performers feel great, while the people who weren’t named are usually motivated to win recognition the next day.

A lot of sales organizations send out emails to report their wins, but so much is lost in email. A video communicates much more.

How Do I Use Marco Polo?

1. Create a group with each member of your sales team.

Marco Polo identifies people by phone number. So just enter the numbers of salespeople to create your sales team group.

2. Check in with the team via the app.

Instead of a Monday morning conference, click on your Marco Polo app, get on the group, tap on the group, and say, “Good morning team! Looking forward to seeing your game plan today. Reply with your goals for the week!”

You can also use this to communicate other items on the sales meeting agenda, such as company updates or upcoming opportunities.

3. The team gets a message notification and replies.

Each person will get a notification when new messages come in. After they listen, they can make their own recording.

You’ll get replies like, “I’m ready to crush it today! I’ve got three appointments today and four more this week. I expect to close the Johnson deal by Thursday at 4:00.”

Related: 4 Simple Strategies for Becoming a Better Sales Manager

4. Listen when ready.

Just like that, you end up with a face-to-face report from each salesperson you can listen to right away, or when it’s convenient!

What About Reprimanding?

A good manager praises in public and reprimands in private.

With these recorded updates come extra levels of accountability. If someone isn’t meeting their numbers and closing expected deals, go back and listen to their reports. Then talk to those salespeople one on one. Marco Polo backs you up and directs your conversation. Maybe you say, “In your Monday report last week, you said you would close the Johnson deal on Thursday at 4:00. Why didn’t that happen?” You can even play back their report to fact-check.

Meanwhile, Marco Polo also gives you another way to praise your highest achievers. Give top salespeople kudos in the group thread. You want everyone to know they’re a rock star!

Why Does Marco Polo Work?

Give the app a try, and you’ll be hooked. Why? It’s a “time-shifting” app for meetings.

Meetings and conference calls force everyone to be on the boss’s schedule. Everyone stops what they’re doing to be in a meeting they don’t want to be in. Even your best sales meeting ideas keep people in the office when they want to be out selling. But with Marco Polo, you time-shift your agenda. You change the clock so meetings are convenient for the manager and the team.

But you don’t sacrifice the face-to-face benefit and can still set a schedule of expectations throughout the day. Set timelines for the meeting (maybe 8-4 on Monday) and set deadlines for status updates. Then the reps chime in anytime, and you listen when you’re ready.

Plus, if you want to emphasize something, use the text feature. You can easily overlay text on videos or pictures. Sometimes I’ll just type Goals? to remind everyone to send me an update.

Sure, traditional sales meetings and conference calls have their perks, but Marco Polo utilizes the best aspects of each.

marco polo app sales teams

On the surface, this app looks like an easy way to chat with family and friends. But it can also transform your business. You’ll be able to establish a higher level of accountability while giving everyone a little more flexibility in their schedule. Marco Polo frees up your salespeople to sell… while keeping you in the loop.

The Average Salesperson Wastes 2 Hours a Day — Here’s Why

salesperson time management

We’ve all experienced decision fatigue — when we’ve made so many decisions we can’t make one more. But we’re exhausting ourselves on the wrong decisions, namely, figuring out who to call.

If we eliminate all those choices about who to call, we’ll be able to focus our thinking on more important tasks during the day. So how do you get that decision off your plate?

First, you need a central place to store your previous contacts. Most people don’t have an easy place to store their data. Some just try to remember it. Others use a notebook. But sometimes they forget to take thorough notes. And even when they don’t forget, they have to go through each page to decipher and sort information.

The choice of whom to call becomes clear when you can see a chronological list of whom you last contacted. Then you simply go in order. So what’s the best way to gather all that info?

Don’t Collect Data — Make the CRM Do It for You

Any worthwhile CRM collects data automatically. Don’t rely on people to enter it. Some people think they can remember it all, but they just can’t. Can you remember whom you met with three days ago? There’s little chance you’ll be able to recall the details. (And even if you do, why use your brainpower to remember something an app can remember for you? Channel that effort towards sales!)

Each company cares about two things: existing customers and prospects. And every person you contact is a potential customer. An automated system makes sure no prospect (or client) goes unnoticed.

After storing the contact info for each person you see, an app like CallProof sorts the data. With a click, you can see whom you need to contact. The app has done all the sorting and filing for you.

Moreover, you can set reminders about how frequently to call your customers. We all know that it’s harder to get a new client than an existing customer to buy. So make sure to contact existing customers as regularly as they buy from you.

Identify Hunters and Farmers

You can also maximize effectiveness by making sure your salespeople work to their strengths. On your team, you have hunters and farmers. Farmers build relationships and take care of existing customers. They handle accounts and keep customers happy.

Hunters find new customers and close deals. But then they move on. The key is identifying the different types of salespeople you have. When you find hunters, keep them hunting! Once they close a deal, hand off the account to someone who will cultivate the relationship. Then you keep your hunters free to sell.

There’s a real danger to your profitability if you force your hunters to be customer service reps. Strong hunters grow your business. So eliminate anything that slows them down. You don’t want them bogged down by paperwork or dealing with customer service issues. Instead, keep them selling as much as possible.

3 Questions to Ask Your Salespeople About CRMs

Is it time for you to change CRMs? Your CRM should make everyone’s job easier — documenting data automatically, keeping salespeople on task, and preventing missed opportunities. If you think your CRM is lacking, ask your team these questions.

Does our CRM dis-incentivize you?

If each client requires manual documentation, you may be crippling your top salespeople. That means the more sales they close, the more updates and entries they’ll need to enter each week. Instead, automatic data entry logs their contacts without slowing them down.

Do you know how many calls you made yesterday?

When you do something repeatedly, it’s easy to lose count. You may think you called 40 clients yesterday when you actually talked to 20. If it’s not recorded automatically, these numbers are hard to track.

Have you every forgotten to follow up?

Let’s say I have a prospect I cold-called, met for an appointment, but forgot to follow up and document. Now, that sale goes away. So how many calls will it take to make up for that missed sale? Automatic entries and follow-up reminders keep prospects from falling through the cracks because of human error.

The right CRM eliminates wasted time — whether it’s time you spent deciding whom to call or logging a contact. A CRM like CallProof simplifies everyone’s job while making your business more successful.

When Is the Right Time to Hire Your Next Salesperson?

You’ve hired your first salesperson, and business is going well. But you know the only way to grow your revenue is to find more prospects. And the best way to do that is hiring a salesperson. So is it time for you to make your next hire?

Consider the Demand for A New Salesperson

First, consider your supply and demand. If you have enough supply, then you need more demand. Maybe the demand just needs to be notified that you have the supply.

In B2B sales, this usually requires a representative — a person who knows all the features of the products. This rep can show your product to prospects, answering their questions and teaching them how it works for their organization. So how do you find more demand?

1. ID the Marketplace

What type of prospect is your salesperson missing? One person can’t reach your whole market. So identify the areas they aren’t reaching.

2. Segment the Field

Then decide how to divide the territory. Do you want to segment your salespeople based on types of industries, types of sales, size of the organization, or location?

3. Run the Numbers

Hire the right number of salespeople to reach your market. On average, a sales rep should have about 500 prospects to target in a year. So, if your marketplace has 2,000 prospects, you’ll need four strong salespeople.

Are You Ready for Another Sales Rep?

Before you hire your second salesperson, ask yourself these questions.

1. How many prospects are there?

Run the numbers to calculate your prospect to salesperson ratio. Remember 500:1 is the average ratio. If you only have 50 prospects, you don’t need another sales rep.

2. What’s the buying frequency?

Your specific ratio will vary based on the product and sales cycle. If you’re selling a commodity that’s needed every month, you’ll need more salespeople. After all, you have multiple opportunities to sell to the same client. If you have a contractual service where clients sign up for a year or two (i.e. health insurance or satellite providers), you may not need as many reps.

3. Can you afford to hire two salespeople?

Add to your sales team in pairs. Don’t just hire one person at a time. Instead, hire two, knowing you’ll only keep one. Only rarely will they sell the same amount. Rather, one will overachieve — and you’ll know who’s better. It’s easy to see a winner and a loser when they do the same work.

And, if you hire two competitive people, they’ll win over tons of business trying to beat each other.

How to Hire Salespeople Starting Up

If you’re just starting your business, don’t hire only one person. Hire as many as you can afford for the first two months. If you hire just one person, it’s tough to gauge how well they’re doing. You’re going to go through sales reps anyway. So begin with too many reps, and you’re more likely to find that rock star salesperson early on.

How to Build a World-Class Sales Training Program on a Budget

Most sales training is terrible. It doesn’t relate to the salespeople, and it’s outdated… if the company has any training material at all.

Back in the day, we used flip charts. Our training (like most US companies) went like this:

Introduction: Don’t stray from the script. This sales presentation is fail proof. Build some rapport, make sure the key decision maker is present, then use this flip chart.

Page 1: Our company was founded in…

Page 2: We are 20 million in sales!

Page 3: (More company history…)

Sure, company background builds credibility, but it’s no longer an effective tool. Why? You’re only talking about yourself. Today, making a sale means relating to clients — building a relationship so they can see how your product meets their needs.

Closing sales requires out-of-the-box thinking. That means it’s time for new sales training ideas to go with the new approaches it takes to sell.

Film REAL Salespeople Talking About REAL Opportunities

Interview your number-one salesperson via video. Then use their insight to teach others. Ask about recent opportunities and success so everyone learns how they’ve earned their spot as the top seller.

Then replicate this each time another sales person climbs to the top. Not only does it build your library, it also builds competition.

Stage Selling Opportunities

Want to pitch to a real client and end up with great sales training material? Hire prospects to play the part of a potential buyer.

Call a key prospect in your marketplace and say, “We’re creating training material for our reps and need to film a sales presentation. I know you’re with XYZ firm and aren’t interested in switching, but I’d like to offer you a $250 gift card if you’d be our client for the mock presentation.”

Sure, this technique may cost you a little, but think about the value of pitching to that prospect. In this scenario, you get a sales opportunity and training material. Even if you don’t need more sales training techniques, it’s a creative way to make a pitch.

Role Play

If you can’t find actual prospects to participate, hire actors or use salespeople for video role play. This works best stranger to stranger, so make sure you don’t use co-workers who know each other.

Provide the “client” with a persona. Give them a name, business details, and pain points.

Then choose a salesperson to make the presentation without knowing the client’s pain points, just like a real sales scenario.

Film their interaction and point out objections, pain points, and strategies for overcoming obstacles during a training.

Sales Program Essentials

You need more than one filmed scenario to fully train your salespeople. So, as you build your material, make sure to include these essentials.

Objections

Every organization has about 8-10 objections. Make sure your salespeople know how to handle each one. How? Ask your top 10-20 sales reps what objections they hear and how they respond to them. Then, either film these interviews or point out the objections in role play clips.

Video

Is video really necessary? Yes! It builds your library and allows people to study the details. I can train and role-play one on one, but a video is much more effective. It lets people study body language and facial expressions — repeatedly.

If you’re on a budget, use Google Hangouts to make the recording simple. All you need is a webcam.

Alternatively, you can make the video on your phone. No need to go hi-tech. Just record on your phone or in Google Hangouts, then put the footage to work.

Create for 2 Hours/Week

Sales managers, if you want to know how to develop a training program for your new hires too, start collecting these videos. It doesn’t have to take up much time. If you set aside two or three hours a week to build sales material, you’ll soon end up with an extensive resource for new hires.

You can use these videos in your hiring process. Require candidates to watch three hours of training material. Then have them “audition” for the sales role. If they don’t put in the work ahead of time, no need to waste your time.

Building a top-notch training program doesn’t require endless funds or time. With this plan, you’ll soon have the training resources you needed to equip your team with skills they’ve been missing!