How Medical Equipment Salespeople Can Get the Most Out of Sales CRM Software

How Medical Equipment Salespeople Can Get the Most

Who doesn’t love a good lunch with friends? And if you can expense that lunch and have the potential for sales, that’s even better, right?

People who sell medical equipment know this first-hand – their success is based on a series of touches. Doctors don’t come in and say, “Oh yeah, I need a portable ultrasound machine!” (In fact, their ultrasound machine could be on fire and they likely still wouldn’t admit they need it!) Doctors only see vendors during “lunch-and-learn” types of meetings .

Why Medical Equipment Salespeople Need A CRM

As a medical equipment salesperson, you have to plan accordingly. You know you won’t get a sale on the first meeting. Instead, your approach is all about stopping in and building relationships so that you’re the first call when they’re ready to buy.

You do that by hosting lunch-and-learns, stopping by, and following up. And since medical practices are all grouped together, you do this for multiple prospects at a time.

But how do you keep track of it all? They didn’t hire you because you were awesome at data entry. They hired you because you’re awesome at relationships. So you need CRM sales software to keep track of it all rather than making data entry your full-time job.

What’s the Alternative to Using a Sales CRM?

Here’s what most salespeople are doing in an attempt to prospect without spending all day recording data. They stop by a new place, grab a business card on their way out, make some notes on the back, and try to remember to type it in somewhere when they get back to the office. Eventually, they build up some clients, and they only focus on the ones who are buying. Then they spend all their time on those 10 clients.

Later, the salesperson may get a new job. They just bring those 10 clients with them, until their new boss figures out they aren’t finding new clients. So they move to the next job with the same 10 clients.

It’s not pretty, but it’s reality. Too many medical sales reps have limited their sales because they’ve spent too much time on too few clients.

How to Calculate the Size of Your Medical Equipment Sales World

So how do you get out of the rut? It’s tempting to stop prospecting if you don’t have a system to keep you on track. Or you waste time meeting prospects because you forget to follow up.

But when you calculate your potential, you’ll see just how many sales opportunities you have. And if you add them to your rotation, your sales potential skyrockets. Here’s how to do it.

1. Figure out which practices could possibly buy from you.

In a perfect world, who would buy from you? How many practices are out there? How many gastroenterologists could use your product? Grab a phone book, google it, or find a medical directory and make your list. When you know your numbers and start to see your potential, prospecting gets new life.

2. Figure out how to methodically contact them.

There has to be a method to your system. Why? It keeps you consistent. When you consistently contact prospects, you build trust.

Compare that to an unorganized approach. First, doctors may not remember who you are if you never stop by. Plus, if you’re unpredictable when you’re selling to them, they’ll assume you’ll also be unpredictable on the delivery of the new beam transformer for their ultrasound machine.

They need to know they can count on you — which means you need to be reliable and consistent from the beginning. So plan your follow-up. When will you contact them again, and what does that look like?

Related: How to Prospect Smarter and Bring in More Sales Leads

If you’re not tracking this stuff methodically, you’re wasting your time. You have to build your world bigger than what you can remember in a day. You need to be able to quickly input contact info into CRM software for sales and marketing so you can do something worthwhile with it.

3. Inspect what you expect.

How many times have you visited Practice A vs. Practice Z? Why? Did you visit A more because they’re a higher-value prospect? Is it closer to your house? Is Practice Z out of the way?

You have to know the reason. Then you can be more intentional with the frequency and cost of each visit.

Most medical equipment salespeople see the same clients and prospects over and over again. You build your sales on lunch-and-learns. But with CallProof, you can maximize how much return you get from these lunches and make sure you visit more potential clients.

Let’s say you’ve got a lunch-and-learn budget of $20,000 for the year. And every time you host a lunch, you spend $75 at Moe’s. So, as long as you stay in budget for the year, you’re good. But are you maximizing those funds?

How often are you buying each client lunch? Are you concentrating that money on 10-20 of your best clients? Maybe you visit your favorite practice every Wednesday — they love Moe’s and you have fun hanging out with them. You know Sally at reception and have great conversations with Joe. But why are you going every week? Chances are, you could have a better return on your investment if you expanded your rotation.

What if you spent that same amount on 50 clients and prospects instead of 15? Your “regulars” won’t be mad. They have other people buying their lunch too. Plus, you’ll still maintain that relationship — you just won’t see them as often. Sales CRM software like CallProof helps you broaden your prospect base. Then it connects your meetings to follow-up activities and helps you track what to do with each client.

Lunch-and-learns are a great thing — you just have to spread them out! You want to spend your money on practices that will actually buy — not just places that are easy or close. You want practices that bring new business. So use a mechanism that calculates where your time and money is best spent.

It’s natural for us to make decisions about where we visit based on how much we enjoy it or how easy it is to stop by. But an app like CallProof helps you automate those decisions based on logic. You’ll be able to recognize where you’re getting the most return, who you need to contact more frequently, and where you can find new prospects. Then you’ll spend your time where it’s most valuable and the size of your world (and sales) will only get bigger!

How Is Your Field CRM Sorted?

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We’re brainwashed to sort lists by letter and number. It’s like once we start singing our ABCs, we think that’s the best way to arrange everything. Unless there’s a number. Then we can’t help but put lists in sequence.

But chances are your customer relationship management system has your clients listed by name or by number. Why?

Seriously. Why?!

Are the As your best clients? Does their phone number or account number make them easier to call? No.

So why do traditional CRMs sort clients and prospects alphabetically or numerically? Well, these systems are build by IT specialists, not the people who actually use them. They’re software developers, not mobile salespeople. But as a mobile salesperson, you need to use geography to your advantage. You’re moving, but your prospects aren’t. So the best customer relationship management software uses mobility to your advantage. Here’s how:

Sorting by Location

The best customer relationship management tools sort clients geographically. The only way you’ll really use a CRM to maintain your sales pipeline is if it sorts field sales based on where you are at that given moment. Then, if you’re on one block today and another block tomorrow, you’ll see different lists. The system feeds you information about clients nearby — saving your time and keeping your lists fresh.

And it needs to update in real time — it’s not about where you were this morning or will be later today. You should see your list arranged by your current geographic location. Then you can take advantage of sales-ready opportunities around you rather than travel all over town, or only sell to your clients whose names start with A or B.

Want more tips for Field Sales? Check out Field Sales 101.

Capturing Information On-the-Go

You also need a simple mechanism to identify and capture new prospects — no matter where you are. At any given moment, you should be able to figure out what new prospects are within two miles of you.

How do we do that? At CallProof, we’ve set up our system to connect to Google API. Then we pair it down by industry. So, if I sell to health care providers, I can just hit a button and see all the providers near me and whether they’re in my database. If not, I can add them to the CRM by interacting with them.

If you have to find your target and enter them into your database later, that’s not capturing. You need to be able to put that information into your CRM from the field in less than two minutes. Then you can immediately set your next action step, which should sync to your calendar or to-do list. It’s not an “I entered a new prospect in my CRM only to never do anything with it” mentality. Get client info into the CRM fast with an action step that you’ll actually take. That’s what makes field sales skyrocket.

Related: Four Mobile CRM Advantages Your Sales Team Will Love

Inside Sales

If you’re working inside sales, you need options too. Geography isn’t the best for you to sort your potential customers. Instead, you need to be able to identify the best contact time for each prospect, then sort prospects by when it’s best to reach them.

For example, no one will reach an insurance agent on Friday afternoon — but maybe you’ve found Wednesday morning is a good time to contact the insurance agent. So sort your clients by their best contact time. It’s all about when you have the best likelihood of contacting a decision maker.

Your CRM software should offer you practical solutions to viewing current and potential customers. So choose a tool that works for you rather than creating extra work for you.

 

A Complete Guide to Sales CRM Implementation

 

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You have a problem. And you need help. No, not as a person — with your CRM.

Here’s what you don’t want to do — try to set up your own CRM. It’s the first time you’re working with the system and it’s the only time you’ll ever need to do it. Instead, use a company that offers a CRM implementation plan. You want an expert in the CRM implementation process to do it for you and then provide the support you need as you learn the program.

Setting up a CRM is like tying your shoes. The first time you try, it takes a long time and you don’t do it right. But someone who’s been tying shoes for a while can do it quickly with a dang good knot!

So step one: find a CRM solution that supports you through the implementation process. You’ll save yourself a lot of time and frustration, and end up with a better result.

Essential Features of Your CRM

Beyond choosing a company that sets up your system, you need four essential features in your new CRM.

1. Easy Input

Prioritizing the features of your CRM is counter-intuitive. Rather than starting with the types of reports you want to generate, visualize how the data will regularly get in the system. How will salespeople enter the data? Once you have reliable data, you can have whatever report you want — no matter the program. Everyone has cool reporting tools and a good-looking dashboard. What they don’t have is usability and ease of use. And ease of use directly relates to adoptability. It doesn’t matter what reports you can generate if you don’t have the data for it.

So when you’re choosing a CRM, think about the daily life of the people who drive the data. How will they enter the information? If they can update info easily, you’ll be able to do anything you want with the data. However, if you think about what report you want first, you’ll have an awesome report with either no data or bad data. Great reporting is easy. Getting data is hard.

2. Sales Monitoring

When you’re managing salespeople, you need a way to monitor their activities that lead to sales (i.e. phone calls, appointments, drop-ins). Choose a CRM that lets you see these activities easily so you don’t have to dig for them.

When you can monitor these activities, you’ll be able to change your management process for the better. Rather than counseling salespeople through what they think they’re doing right or wrong, you’ll have the data to say, “This is how many activities you need to get the types of results you want.” Then monitor what they’re doing. How many phone calls do they make? How often do they have meetings? If their activity levels are there, the sales will be too.

3. Auto-Updating

You want a record of all the emails and phone calls between your clients and salespeople, right? But if it takes longer to manually update your CRM than it did to complete the task, you’re using the wrong CRM. You need a solution that integrates with your system to automatically update the CRM.

Without auto-updates, you lose record of those customer interactions. Let’s say the CRM integrates with email. Then, when you send an email to a client, the CRM automatically updates with that data. With manual input, it takes too long to enter it. People won’t send a quick email, log into the software, and update the file. So mundane tasks need to update automatically.

4. Works With Current Apps

No need to fix things that aren’t broken. If you’re happy with your calendar, you want to keep it. If you’re comfortable with your email, you want to keep using it. So find a CRM that integrates with what you’re already doing. There’s no need for the CRM to change the way you work if you’re satisfied. It can be overwhelming to learn extra programs. So find a CRM that fits with what you’re currently doing.

Now, if you’re looking for a new calendar or email system, it’s great to have a CRM that gives you an option, but it should be able to function either way.

Getting Buy-In From Company Leaders

A healthy business keeps all customer and prospect information in one spot. An unhealthy company doesn’t. Talk to an unhealthy company and ask about their sales process. They’ll say something like, “Oh, sure, we have outside sales reps and inside sales reps, but they take care of themselves. We don’t have reporting.” It’s great to leave professionals to work their strengths, but as a business leader, it’s not sustainable.

You want to run a business that makes your customers comfortable too. Let’s say you have a sales guy that’s been working for the company for 35 years. He knows everything, everyone loves him, and his sales are through the roof. In fact, he accounts for 30% of your total revenue. But he works his own system. His process isn’t broken, so why fix it? Well, if something happens to him, will you still be in business?

If your customers find out you’re not tracking your sales activities and recording customer data, they’ll start shopping for a new vendor. See, they don’t want to have to shop for a vendor at the last minute when you’re out of business. So they may start checking out their options now.

If your employees find out that you’re not tracking data, they might start looking for a new job too. If the person who represents the 30% of your top line revenue gets hit by a bus and he holds all the information on his phone, who knows if the company is sustainable after that?

No one ever got the best deal on something they needed today. But if they’re able to shop around for a while, they know they’re more likely to find what they’re looking for. And if your customers or employees fear a sudden end to your company because it isn’t healthy, they’ll start shopping now so they’re not left in a bind when those unhealthy practices catch up to you.

Transferring Data to a New CRM

When you’re ready to make the switch and transfer data to your new system, call on the help of your CRM supporter. Let a pro help you make the transition.

Also, go broad with your input. It’s better to get everything in the system at once and clean it up later than to only add the minimal.

So, if you have 1,000 contacts, but you think only 300 are good, don’t clean it up first. Add all 1,000 contacts, then clean it up in your new system. That helps in two ways:

1. It ensures all the data makes it to the new system. You won’t enter it later.

2. If you clean it up in the new system, you’ll learn how to use it.

How Long Does CRM Implementation Take?

With the right software, the CRM implementation process should only take a few days. But if you have the wrong CRM, it’ll take weeks.

You really only need to know a few things to get started with the right CRM:

1. Where to find the history with the customer

2. What steps to take next

3. How to enter the data

Then, when you leave a meeting, you can enter the data. The other details about the CRM will come with time and practice. There’s more to learn that’s helpful, but it’s not mission-critical.

The right CRM shouldn’t be hard to implement. It should come with an expert to guide you through the process, and your team should be able to enter and access their data more easily than they ever have before.

4 Ways Auto Glass Salesmen Can Make Their CRM Work Harder for Them

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In the auto glass industry, you can’t create sales. You can’t increase sales by closing deals. Unless you go out and smash windshields, you can’t generate a problem to solve. You’ve got to wait for something to happen.

The waiting game can be hard. After all, in auto glass sales, success depends on how well you can sell to professional sources, like auto shops and insurance agents. And it’s tough to make the top of their list. Maybe you have a great meeting, but then it’s months until they have a claim. By that point, they’ve either lost your contact info or forgotten how great you were.

So how do you stay on their radar? Stay active! And how do you stay active? Use a CRM to keep you on track.

Here are 4 ways to make your CRM work even harder for your success.

1. Keep Real Prospects in Your CRM

Make sure your CRM has the right prospects. Do you have everyone who could send you a referral in your database? Your CRM should house your clients and your prospects. So think of every potential client who could possibly refer you for a car window replacement. Then include the contact information for those professional referrals in your CRM. From there, you can organize your notes and keep track of your contacts.

2. Methodically Contact Them

Now that you’ve got the right prospects and clients in your CRM, contact them regularly and methodically. Determine what activities lead to a referral. How many people do you need to see in a day, week, or month to meet your goals? A CRM will hold you accountable for making those touches.

Plus, you won’t miss a contact if you’re using a reliable CRM. Sometimes we mean to go see someone but forget. Then, when there’s a claim, the agents refer someone else because you weren’t on their radar. A CRM keeps track of your activities and reminds you when it’s time to make contact. That way, no prospect gets overlooked.

If you rely on “one-off” conversations, you’ll never make consistent sales. You need to have activities and accountability in place. A good CRM keeps you on track.

3. Inspect What You Expect

Use your CRM to follow up and keep track of your team’s activity wherever you are. If you’re managing a team, you can see who they’ve contacted in real time. So, if you expect 10 contacts a day, a mobile CRM helps you make sure your team is following through.

4. Tie Commissions to Activity

In an industry like auto glass, don’t just reward sales. You can’t rely on the same traditional compensation mechanisms that other sales industries use. Why? Because closing deals doesn’t generate more sales.

Instead, figure out a way to connect commissions to activity or offer bonuses for activity. Activities lead to sales. It’s the most important thing. If you focus on activity, orders will follow.

Being an auto glass sales rep is about keeping good rapport so that, when accidents happen, you’re the person professionals refer. So let your CRM help you stay at the top of their list.

 

4 Mobile CRM Advantages Your Sales Team Will Love

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Mobile phone use is no longer new or progressive. It’s expected.

99% of people old enough to work, own a cellphone. And 90% of those devices are smartphones. There are even more mobile devices in the world than people. So why not add an app to the device everyone has in their pocket?

If you’re not using a mobile CRM for your sales team, it’s time to start.

Keeps Your Sales Info in One Place

A mobile CRM keeps all your information in one spot. It doesn’t live anywhere else — you don’t have to upload from one system to another or worry about what information you stored where. With a mobile CRM, you know where everything is.

A Mobile CRM Boosts Confidence

Because you’ll use the CRM regularly on your phone, you’ll quickly become comfortable with it. You know the process and how it works. And the more confident you are in storing and accessing the data, the more confident you are in your delivery.

Related: How to Implement A CRM With Your Sales Team

Remember when you were scared to check your bank balance in college? You were poor, and you didn’t know how bad the numbers were. So what’d you do? Avoid it. The same happens with CRMs. If you’re not comfortable with the program, you may avoid it and skip follow-ups. But if you feel good about your CRM (and it’s helping you reach your goals), you’ll follow up.

Why Not?

As great as a CRM mobile option is, some people are hesitant to buy in. Why? Usually, it comes down to the decision maker’s needs and accountability.

Different people in the organization want different things from their CRM. Marketing and IT people want the reports and integration. Salespeople want a tool that’s easy to use. And whoever purchases the software decides which needs are most important.

Plus, a CRM mobile app is a newer concept, and some people don’t want to carry the responsibility of making a company-wide software change. It’s like my friend who was having trouble with IT equipment told me when I asked him why he didn’t change, “No one ever got fired for buying Cisco.” He knew other IT software worked better, but he was protecting his job. If a brand-name product had problems, blame wouldn’t fall on him. But if a lesser-known product messed up, he’d likely take the heat.

The Biggest Advantages of a Mobile CRM

But in reality, it’s not that big of a gamble. A mobile CRM like CallProof offers all the spreadsheet options marketing professionals love about traditional CRMs while increasing the reliability of your data and offering some great options for your sales reps. Here are its four greatest perks.

1. It Updates Data Immediately

The biggest advantage of a mobile CRM is the ability to update data as you go. You don’t put it off until later. Because you update the info right away, you won’t forget about it. After all, if you don’t have the data, you can’t get an accurate report.

Plus, you don’t miss the nuances. See, this is what usually happens: people write down their notes. Then, at the end of the day or week, they update the CRM. But they miss some things. When you wait, it’s easy to forget the details of the conversation. But if you update immediately, you keep the spirit of the message and still remember the details.

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

2. You Always Know Who’s Around You

A mobile CRM gives you the option to search by location no matter where you are. That means you can get real-time information on each business nearby. If you walk into a medical plaza, you can pull out your phone and see exactly who your customers and prospects are in the building. And if you have a GPS feature on your app, that’s even better.

3. Keeps Info Accessible

Once you see who’s nearby, you can pull up their full history. You’ll know exactly where you (or another salesperson on your team) left off and can pick up where the last conversation ended.

4. You Always Have Your Phone

A mobile device is the one thing you always carry with you. So you don’t have to think of another thing to bring to appointments. Having full access to your CRM is as simple as grabbing your phone.

Usually, you’ll use your mobile CRM immediately after an appointment. But there are some features even your customers will notice as a perk. We work with a lot of farmers. They love the speech-to-text feature (like I do) and the other hands-free options. Recently, I got a call from the VP at a farm equipment company. When I asked how he heard about us, he said, “Well, we were having a contest at an Ag show. As people entered, it took a while to get their answers to our questions and enter their contact information. Then this guy comes up to me and asks, Why don’t you have what my seed guy has?! He just hollers into the phone, and my seed shows up!’ When I talked to his seed guy, he told me about CallProof.”

Turns out, the seed guy used order forms on his mobile CRM. And not only did it make his life easier, it made the process better for his customers too.

A mobile CRM works better for everyone — it gives the salespeople an easy-to-use app where they can enter data in real time. And it gives the marketing and IT department information they can count on. Even the customers notice a difference in your efficiency. So, if you’re not taking full advantage of the device everyone already has, give us a call and see how CallProof can work for you.

How to Implement A CRM With Your Sales Team

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Productive. In a word, that was my weekend. I cleaned out the car, re-organized the garage, and even fixed a few things around the house. But there was a problem. I never did the one task I needed to get done. Why? I was avoiding it. And, in an unconscious effort to delay getting to it, I kept finding “better things” to do.

Have you ever done this? There was some dreaded task looming over your head, so you worked at any (and every) thing else?

We all avoid things we don’t like. And if your sales team doesn’t like your CRM, it’ll likely fall to the bottom of their to-do list: the task to complete once all other possible tasks are finished.

Sure, sometimes, salespeople deliberately try to hide their lack of activity — so they don’t follow your sales implementation. But more often than not, they’re just avoiding it. We can always come up with something better than the task we don’t want to do, right?

But why is a CRM so dreaded to the salesperson? Because it’s not built for them.

Who’s the CRM Built For?

Most CRM systems are built for the people who buy them, not for the people who use them. When marketing and IT directors purchase CRMs, they look for the benefits of various data aggregations and spreadsheets. They’re not thinking, “How user-friendly is this for a salesperson?”

Instead, they’ll choose the CRM with features they find helpful, set it up, then require the team to use it. The team will do what they’ve always done. They’ll keep writing things down throughout the week, following their individual systems for managing clients and prospects, but now they have an added responsibility to keep the software updated. So they likely need to block off 4-5 hours every Friday to update their data — a job no one really wants to do.

To the marketing director, the CRM is great because it generates fantastic reports. Yet, to the salesperson, a CRM can be difficult to navigate and entering data becomes cumbersome. So what do they do? Mediocre salespeople make up their data to get by. They want the spreadsheet to say they’re doing a good job. Top performers don’t have time for that. They’re out doing their job, not messing with reports. So they constantly tell their managers that they just don’t have time to get to the data entry. Consequently, the sales manager ends up with skewed numbers that don’t accurately reflect activity.

How To Implement A CRM With Your Salespeople

If you want to get accurate data, you have to find a sales implementation strategy that works for everyone — directors, managers, and salespeople alike. So choose a CRM that fits into their workflow — not one that creates more work. An easy-to-use CRM should make their job easier. It should be a tool that enables them to organize their prospects, document their meetings, and keep track of clients so they can boost their sales. It shouldn’t require them to change their schedule or add another item to their to-do list. A CRM should be a tool that will benefit both of you.

Once you choose your solution, find a partner to help you adopt it. The CRM needs to work for your company and your strategies. Then make sure you have the support necessary to train your sales team so that using the CRM is no longer an obstacle.

We all put off things we don’t like. So, if you want your team to use a CRM, choose one they’re equipped to use, not something they want to avoid.

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.

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

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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.

The Value of Having ALL Sales CRM Data in One Place

value of having CRM data in one place

Have you ever made a list, only to lose it before it was even used?

It’s frustrating to take notes and keep track of information, only to misplace it later. But while it may be frustrating in some circumstances, it’s costly in others. Client information is one of the most valuable resources in business. If you misplace it or the right people can’t get to it, your business suffers.

We want ALL client information in one spot. No matter who talks to the client at what time, all calls, emails, files, interactions, and notes need to be in one place.

How It Helps

Centrally located information helps in many areas, but transition periods reap huge benefits. When you promote a salesperson and reassign their territory, a new person shouldn’t start from scratch. Often, outside salespeople work a territory for a few years, and when they leave, they take their information with them. Then the new person gets a new prospect list and spends months re-creating those relationships.

But what if they could pick up where the last person left off? With a CRM that stores information in one place, they can. And the transition becomes smoother for everyone prospects, customers, and salespeople.

How It Works

So how does that happen? You could require salespeople to log all client interactions diligently (and hope they do it). Or you could use a system that automatically updates itself.

That is what CallProof does. It logs all the phone calls, emails, and meetings automatically. Salespeople handle clients the way they always have, while CallProof syncs up and logs the interactions.

Here’s what used to happen. First, I had to remember to call or email Joe. If I remembered (and didn’t snooze my calendar alert for six months), I logged into the CRM afterwards, and made my notes.

Now, CallProof tells me to email Joe. I email Joe, and CallProof automatically updates itself. If I included an attachment, it automatically uploads that attachment to the client’s file. If anyone else on our sales team emails Joe, it stores the information too. CallProof aggregates the information for us.

I hate change. So I do the same things I always did. But CallProof figures out the way I work (so I don’t have to change), and then puts the information where it needs to be.

Why It Works

CallProof offers this solution, but no one else does. Why? We found out what the people who buy and use CRMs want. Only after talking with usability experts, aesthetic consultants, and many marketing and IT buyers, did we build our CRM.

Salesforce.com was one of the earliest “software to service” solutions. Buyers consider it a safe buy because it’s well known. No one will fault them for buying this age-old service. But just because it’s popular, that doesn’t mean it’s the best solution.

The Right CRM

If you want to buy the right CRM, recognize each solution for what it is. Figure out why it works the way it does. Was it built to market or built to work?

CallProof was built to work, then we just happened to sell it later. We built it because we realized that the other CRMs didn’t work. They operated, but they didn’t fit with sales culture. When they were effective, it was because salespeople changed their mode of operation. They took on extra work to get data into the system.

Marketing buyers think about the end goal. They want to be able to market to any potential demographic middle-aged dog owners who live on the east side of town and drink coffee. They want options to create “cool charts” with the variables. But they forget to think about how that information gets in the system to start with. Sure, the marketing options and campaign potentials are appealing, but they’re useless without accurate data.

IT people look at solutions in terms of technology. They want a solution with a solid operating system. Since they know how to build systems, CRM services sell to these buyers with discussions on certifications and firewall technology. CallProof has all that too, but that’s not the most important factor.

No matter how solid the technology or what demographic specifications it pulls (which CallProof does too), the solution won’t work without data. And that’s the last thing people think about when they’re buying, even though it should be the first.

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How to Calculate the Real Cost of a Sales CRM

calculate cost of CRM

The best deal on paper isn’t always the best deal. Your CRM invoice may look like you’re spending a few hundred dollars when you’re actually investing thousands. So how do you know the true cost?

When you’re calculating the real cost of a CRM, start by adding up the setup fees and monthly costs, but don’t stop there. You also need to calculate the value of your time.

Time: The Hidden Expense

Time is money especially when you’re on the job. When a CRM requires a large time investment from you and your employees, you lose money. So ask yourself, “Do I make more money for the company updating the CRM or doing my job?”

Here’s an example. If an engineer’s billing rate is $100/hour, and they spend six hours managing the CRM, that time investment results in $600 lost revenue.

If you decrease the time you spend managing the CRM, you save major money. Let’s say this same engineer now uses a different CRM that only requires two hours to manage. That time shift saves the company $400.

How to Figure Out Your Total Cost

Start with setup fees and monthly fees. Then factor in the time it takes to set up the CRM, who does it, and what their time is worth. Now, add the amount of time that each employee spends in the system every week according to their approximate hourly rate. That’s your true cost.

Here’s how it adds up. Which of these solutions costs less?

  1. You spend $10 per user/per month. Then each user spends 40 hours a month updating data.
  2. You spend $30 per user/per month. Then each user spends five hours a month updating data.

When you factor in time value, B is your obvious deal.

A CRM may seem like a good deal on paper, but when employees have to spend numerous hours working for the system (rather than it working for them), you lose more money than you may realize. Instead, calculate the real deal. Spending a little more on an efficient solution saves you thousands in time.

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