4 Ways to Increase Adoption of Your Sales CRM

increase_adoption_of_sales_crm

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.

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 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.

3 Keys for Keeping Sales Leads Fresh With a Sales Tracking App

keeping leads fresh sales tracking app

I’m a multi-tasker. And because of that, I love Audible — I can listen to a book while doing just about anything. But recently, there was one book I was ready to read that wasn’t on Audible, so I picked up the hard copy. I hadn’t finished page one before I got distracted!

Why? My attention span is short. But it’s not just me — it’s all of us. Now, in our instant gratification culture, even a goldfish has a longer attention span than we do!

Naturally, our leads have the same issue. They have an itch to scratch when we get their referral. As soon as they find a solution (even if it’s not the best one), they move on and that opportunity disappears.

But what if you have old leads? No matter how good your CRM is, if your leads are old (10 years or 10 weeks), you’ve got a problem. So, before you blame the CRM for your sales plateau, ask yourself these questions to get to the root of the problem.

Is Marketing Talking to Sales?

Marketing and sales departments need to work together. Marketing spends major money to buy ads that bring in phone calls and find leads through outside sources. But, if they aren’t communicating with sales, your company may miss the value of your leads.

Marketing knows what a campaign costs, but they don’t always know how many leads it generates. Instead, they need to figure out the number of leads that come in because of each marketing strategy. Then they can calculate the cost of each lead — helping to develop their marketing strategy for the future and place an immediate value on leads for the sales team.

How many people filled out a form, gave information, or contacted you because of your $5K campaign? Once you get hard numbers, marketing can tell you exactly how much each lead is worth.

How Quickly Do You Respond to Leads?

Sales reps should respond to leads immediately. How do you think of leads — as a treasure or a task? Some salespeople treat leads as a task they need to complete within a week, while they need to respond within minutes. Otherwise, they loose the prime window for a sale.

InsideSales.com found that if you follow up with a lead within five minutes, you’re nine times more likely to convert them. Sales managers need to hold their team accountable to responding immediately.

Immediately? Yes. As soon as you see it. Do you want to close the sale? If so, call them right away. If a lead comes in at 4:00, don’t wait until the next day. If someone submits a form at 9 pm, call them then. And if you don’t get to it right away, call as soon as it’s acceptable to do so.

It’s not a matter of waiting until you get to your office to return calls. Sales don’t work that way unless you’re the only person selling something. Otherwise, leads are gold.

Is There an 800 Number on Your Contact Form?

People with wallets spend on phone calls. It’s also quicker to close on a call. A lead form (without an 800 number) tells potential buyers that their entries aren’t very important — they’ll be answered when you have time.

But any good sales organization makes time to answer sales questions. And any good salesperson would love to get a phone call from a client. The problem is solved when you add a number to the contact forms. That’s why we use custom phone numbers.

How Sales Tracking Apps Solve Your Problems

Sales tracking apps make it easy to solve these problems with two functions: displaying each prospect on a map and tracking communication with your prospects.

Provides Location

Sales tracking apps show you each lead’s location. Often, someone will fill out a lead form but not respond to your calls or emails. If you’re using the app, you’ll see your leads on a map. And a pop-in visit can be extremely beneficial.

So, if you just received a lead in Franklin, Tennessee while you’re in the area, you stop by to say hello. This person was interested in your business but didn’t want to talk to a sales rep. Now, since you’re standing in front of them, they may ask you about an objection you can resolve.

Tracks Responses

Sales managers, do you know how many leads are NOT contacted? An app like CallProof shows emails, calls, and texts sent to clients so no lead gets overlooked. See, a lot of salespeople make judgment calls on the leads. If they see a fake-looking email address, they skip it. But if their manager asks about it, they don’t say, “I didn’t call him because the email was fake.” They’ll just say they called and that he wasn’t interested. So, unless you have a record of the call, don’t assume they made it.

Other leads are only contacted once. Most of your leads are busy. You are not the only issue in their world. So, even though you could solve their problem, they put you off. In fact, 80% of sales require five follow-ups to close the deal, but 44% of salespeople give up after one follow-up. So, if leads say, “I’m busy right now, you’ll need to call me back,” don’t assume they aren’t interested. You have to reach out several different ways to get their attention.

Here’s how I tell the salespeople in my organization to handle a lead: call, email, and text.

The next day: call, email, and text.

And the next day: call, email, and text again.

And the text message matters. Texts can’t be random, generic, or impersonal. Make the message understanding: “I understand you’re busy. What’s the best time to call?” Don’t text about your product and if they want to buy. Rather, ask a question about when they’d like to communicate.

Leads are valuable. When your marketing and sales departments work together and each lead is contacted promptly and repeatedly, you’ll see your numbers climb.

What’s the value of a lead that you don’t call? Nothing.

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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Why Everything You Know About CRM Is 100% Wrong

Everything You Know About CRM Is Wrong

Successful companies have always recognized the need for a CRM. They have a responsibility to their employees, vendors, and customers to keep information organized. But old CRM methods no longer make the cut.

Now, as people work anytime from anywhere, salespeople need customer information at their fingertips. They need data in one place that they can access or enter from a phone. Fancy spreadsheets and unique demographic pulls are no longer the priority any service can do that. What matters is accessibility.

The Problem

When business leaders decide to shop for CRM solutions, they usually delegate it to marketing or IT. Some plan to use that information from a marketing perspective to nurture prospects. Others send it to the IT department because it’s a technology solution. And IT technicians can figure out what will work with current software. What leaders don’t think about is the end user the salesperson.

What Typically Happens

CRM solution companies know who buys their solution and it’s not the individual sales rep. Therefore, most products appeal to marketers or IT technicians and disregard the ease (or difficulty) of entering the data.

After salespeople make calls and visits, taking notes and tracking appointments, they need about five hours each week to enter all that data. But they lack either productivity or time. Low performers often make up their data, completely skewing the CRM information, while top performers don’t have time to enter all their activity.

Instead, you need a CRM system that updates activities automatically. When a CRM depends on each sales rep spending hours each week correctly recalling their activities, your data won’t be reliable.

With old CRMs, you needed to remember to email your prospect. Then you’d craft the email, send it out, log into the CRM, and make a note of what you did. Now, CallProof reminds you to email your prospect, you send the message, and then it automatically copies your email to the contact record (along with any attachments). The activity is automatically updated, and you’re free to move to the next task.

CallProof also updates in real time. Why? So you can manage in real time. It’s not about micromanaging, but rather keeping your thumb on the pulse of activity so you know what’s going on. You can check in or follow up as needed.

The 3-Minute Sales CRM Test

How long does it take to enter data in your CRM? If it takes more than three minutes, that’s too long.

With CallProof, you can make any data entry in under three minutes. You can also find information you need for a visit, select the result of your appointment, or book a new meeting within that short time.

Your sales team (and people in general) procrastinate tasks that take too long. In fact, they often put tasks off so long, they never complete them. That’s why CallProof keeps the process quick and easy.

CallProof gives you a solution that stores functional, accessible, and accurate data in a central location. Because of that, our adaptation rate is stellar. It’s the easiest CRM for salespeople to use, which means companies get more reliable information and better results than from any other service.

Instead of thinking of CRM as a tool to generate reports, focus on how you’re going to get the information into the system. How can you take this burden of documentation from your day-to-day employees, and yet have data at your fingertips? CallProof is a solution that automatically does this for you.

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5 Questions to Ask Before Choosing a Sales CRM [CHECKLIST]

choosing a crm

You’ve realized that your company needs a sales CRM? Good. Now how do you choose?

Keeping customer data under control is key to growing your business. So ask these questions to choose the right CRM.

1. Are There Extra Charges?

CRM solutions were built for sales, yet most CRMs are purchased by marketing and IT departments. Therefore, most CRM services prioritize IT and marketing needs over the needs of a salesperson, which creates data problems. And fixing those problems costs extra. Here’s how it usually works.

For IT and marketing people to get the data they need, salespeople need to spend four to five hours each week entering their information. But salespeople can’t afford to spend that much time entering data. So they input data inconsistently, and the reports are unusable.

Then IT/marketing asks the CRM solution for different types of reports which cost extra. These companies were built to sell, so they’ll nickel and dime you as they offer extra services to “solve” the problem.

CallProof takes a more proactive approach. We built our service for sales reps. It’s easy to enter the information into the system, which makes the data reliable. Moreover, we offer a lot of support at the beginning, and the system is completely customizable. We charge one flat fee without a maintenance agreement or other up-charges. If we have to customize a report, it’s included in the price. We’re not smart enough to charge for every little thing, and we want to give you a service you need for the long haul.

2. What’s The Length Of The Contract?

Most companies offer a six-month or year contract. They want to get your revenue, so they use contracts to ensure your business is worth their investment.

CallProof uses month-to-month contracts because we feel it’s important that we earn our clients’ business every month. Plus, it proves that we’re on the same team we want our product to work for you.

Let’s say I have a year-long contract with the CRM vendor, but they charge for extra support. We’re not on the same side anymore. I’m tied to a CRM that should be working well, yet they earn extra if it does not. The model gets me to call in and spend money, leaving me and the vendor with different goals.

We want everything working so that if you don’t call us, we’ll make more money. If you don’t have problems, we’re in a better position. That way, we’re truly on the same team.

3. How Is Training Handled?

Make sure you know what training you’ll receive for the CRM you purchase. Ask:

  • Are we responsible for it?
  • Is there a link to a YouTube channel, or is there formal training?
  • How much does it cost?

4. What Types Of Integrations Are Necessary?

You also need to understand how this software will work with your current technology. Ask:

  • What types of integrations are necessary with line-of-business applications and other ancillary software that our organization uses?
  • Are emails, phone calls, and day-to-day activities automatically updated?

5. How Does Existing Data Get Into The Solution?

Someone needs to import, manage, and clean up your organization’s existing data. Will you or the vendor be responsible for this process?

You want the vendor to make the transition for you. If you import and convert data for the first (and only) time, the result is probably going to be poor. It’s like tying your shoelaces. The first time you do it, it takes a long time and the knot isn’t very good. But someone with experience does it perfectly.

If you rely on a person who manages the software daily, they’ll get a better result. Why? They “tie shoelaces” all the time. And when they do it, it gets done quickly and there’s a solid knot when they’re finished.

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