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.

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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How to Cut Your Sales Training in Half and Improve Retention

Cut Your Sales Training in Half

When you hire a salesperson, you look for a few basic qualities: confidence, assertiveness, strong communication skills, and so on. The right strengths always help new salespeople, but there’s another piece to the puzzle of success.

If you want new hires to succeed, you can’t just hire the right type of person. You need a person who puts in the right type of activity.

Why Don’t New Salespeople Work Out?

Here’s what often happens when you hire a new outside salesperson:

  1. You train them for a few weeks on products and services.
  2. They put together spreadsheets/activity logs to show what they’re doing.
  3. Six months later, you realize their sales numbers aren’t there.

Our first instinct is to blame the salesperson. Are they not capable of closing deals? Do they understand the product?

But their ability isn’t usually the problem. The issue is their activity level. If they don’t talk to enough prospects, they won’t have the numbers needed to make enough sales.

Salespeople have to make phone calls and meet people face to face regularly. Yet, most salespeople would rather walk into a burning furnace than make a sales call. So they find things to do that keep them busy: making logs, running reports, putting together proposals. And activity suffers.

Salespeople fight this by making tons of cold calls at once. Then they spend weeks following up on those calls by traveling to appointments and making quotes. After they finish, they start from scratch again. That way, they end up in a good quarter/bad quarter cycle.

Instead of leaving salespeople to figure out how many cold calls to make and when, sales managers should set clear expectations and hold them accountable. Work backwards through the data to see how much activity produces the desired number of sales. Then track activity in real time with CallProof. If you see a person isn’t hitting their daily numbers, the sales won’t follow.

When you work through those numbers, you’ll be able to calculate exactly how many phone calls and meetings individual salespeople need weekly, even daily, to achieve their goal. Then you can check if they’re doing that.

Without a real-time CRM, it takes about six months to see a salesperson’s activity. Only then can you determine retention. CallProof cuts that time in half by showing you activity in real time. When you use the tool that lets you inspect what you expect, you’ll see how successful they’ll be within 60 days (including two weeks of training).

The Value of Training Your Salespeople

Training aims to turn sales talent into sales productivity. And that’s done through activity. So focus your salespeople’s training more on interactions than product knowledge. First, help new sales reps understand the importance of activity. Then teach them how to ask prospects questions to find their pain point. That’s what brings success.

Back in the ‘80s, there was an IBM saleswoman who sold record numbers of mainframes. She went out and asked her prospects questions, then brought the information back to the technical people to find solutions. Realizing how astounding her sales numbers were, IBM decided to give her in-depth training on the technicality of their products. After about a year of this intense training, she returned to the field. Her numbers were thoroughly average. Never did she achieve great sales figures again. Why? Once she knew everything, she no longer asked questions.

Many companies emphasize product knowledge in training. But the best training is learning to complete the activities that lead to sales (like making phone calls and meeting face to face). That’s more important than the person knowing what they’re talking about.

How to Cut Sales Training Time in Half

Managers, you don’t have to wait six months to find out if a rep is going to be a good fit. With a solution like CallProof, you can find out in two months or less. First, train them in the science of activity level and give them clear activity goals. Then teach them how to make calls and meet with prospects. Give them just enough product knowledge to solve pain points and offer a great service to your clients.

All the while, keep your finger on the pulse of their activity to see if they’re booking the numbers. If not, you can correct or move on quickly. If they’re doing well, you can encourage them to keep doing what works.

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How the Right Mobile App Can Skyrocket Your Auto Glass Sales

sales tracking app auto glass sales

Would sales call software make a difference in your sales? Sometimes apps seem more like a convenience than a necessity, but the right sales app can change your game completely. Why? It actually gives you information and protects it like no spreadsheet can.

People only buy auto glass when they have an accident, right? When people need a new window, they call their insurance agent, not the auto glass company. So you face a unique challenge of influencing the referrer, not the buyer. To complicate it, you need to see as many people as possible during a day, maximizing time by location.

So how do you influence an influencer? Build relationships. Get to know local insurance agents. Become friends on Facebook so you know what to talk about (or not talk about). Remember their kids, hobbies, likes/dislikes. Why? You want them to remember you and be the one they recommend.

Benefits of a Sales Tracking App

Sales tracking apps help you do all that (and more!). It keeps you in those face-to-face meetings and minimizes drive time. Plus, it provides you real-time information on your clients while keeping your notes stored securely. Here are the top five ways sales call software improves your business.

1. Keeps Data Accessible

You need a place where you can quickly find your prospects’ data and access it easily. Here, you can see all your notes and data from past visits. CallProof takes this a step further and allows you to generate a map of these clients to optimize your day.

You can log into CallProof and see the 10 insurance agents you want to see that day on a map. Click on the agents you want to visit to optimize the route. Now you know which one to start with and which one to go to next.

When we navigate your stops, we generate an extra 25% increase in the number of people you visit. Any CRM can organize data; the key is organizing your route. Plus, it factors in current traffic issues to save you even more time.

2. IDs Prospects You Haven’t Called

Our system also reminds you to contact the prospects that you haven’t talked to recently. As it tracks your follow-ups, we organize the reminders from oldest entry to newest. This way, your clients hear from you in regular intervals.

3. Gives Up-To-Date Business Info

There’s a high turnover with insurance agents. We integrate with Google Business directory to see the most recent information on each company. With this tool, you can find new agents in the area and know when your old contacts have moved.

A lot of organizations buy leads but the data can be 10+ months old by the time it gets to the sales team. Some organizations we work with even come in using data that they bought years ago. When they start using CallProof, their contact world completely changes because their data is up to date.

4. Tracks Referral Sources

Sometimes it’s hard to know whom to thank for your referrals. And a thank you goes a long way. With CallProof, you can create special numbers for agents to distribute to their clients. Then, when a customer calls, you know who referred them and can give credit where it’s due.

5. Continues Relationships If Your Salesperson Leaves

You’ll have turnover in your organization. So set yourself up to easily fill the shoes of someone who leaves. If you’ve been using a sales tracking app, you know the clients for each of your employees. CallProof keeps track of call history, plays previous conversations, and documents each meeting. Plus, it’s out of the salesperson’s hands. If they decide to leave, good terms or bad, they can’t manipulate or deny access to their data. The manager always maintains access.

Sales call software works. Let it work for you.

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

prospect follow up emails

Any good salesperson knows they have to follow up to get a response. Only 2% of sales occur at the first meeting, and if you didn’t follow up with prospects persistently you’d never meet your sales goals. But when should you stop pursuing a client? How do you know if it’s time to move on?

Spoiler alert: it’s probably not.

Before You Call It Quits

Remember, buying decisions are event-based. Whether it’s pain points or circumstances, the conditions have to be right for a sale to take place. So before you move on, make one last contact.

You never know when circumstances will change for your prospect. Recently, I found out a company we used was not honest in delivering the services expected from them.  Now it’s time for a new company. I get calls or emails from similar providers once a week. A week ago, I told them I wasn’t interested in changing.  But now, after a mistake like this, I’m a viable prospect. All it takes is one mistake for a prospect to go from telling you to go away to being willing to meet.

People make purchases based on pain points that they have today or expect tomorrow. If they don’t have pain, they don’t care about your service. So look for a potential pain point. Are they paying too much for the same service? When you point that out, you cause discomfort. Can you offer them incentives to sign up or give them additional benefits? When you show all they could gain with your company, you highlight the problems with their current situation.

Also, everyone has a different industry. If you know people become prospects seasonally, insert calls or emails before that time comes. If you sell landscaping equipment to landscapers, you know the season starts in February. Have your sales team work overtime in January to build those relationships and get your products delivered when the prime time comes. Look at the calendar, and plan the year down to a micro-level based on your industry highs and lows.

Not All Follow-Ups Are Created Equal

When you have a qualified prospect (but can’t make the sale), you may just need a different approach to your follow-up.

Sometimes you need to hit pause on the pursuit. If someone tells you no and asks you to stop emailing, set a reminder to check their profile once a month. As soon as they leave the organization, resume contact with the person who takes their place.

For those that aren’t responsive to your sales efforts, touch base for a different reason. If you see a prospect in a news article or featured in a blog, email them and say congratulations. Just set a Google alert for their name so you don’t miss an opportunity.

Also, look for introductions that benefit your prospects. Is there someone you can introduce them to that would help their business? Later on, they may return the favor. You can even just tell them, “Happy Birthday!” The key is to stay in their realm of contact. Stay on their mind.

You don’t always need to push the sale, but any communication that provides them value works in your favor.

How Do I Track My Follow-Ups?

Keep track of when you talk to your prospects so you can stay in touch regularly. At CallProof, we track follow-ups by the last point of contact and we organize this oldest to newest. That way, you know that your next follow-up should be with the prospect that you talked to longest ago.

The software automatically takes emails, follow-up calls or face-to-face meetings, and puts them into the database, so you know the last time you communicated. It also keeps the actual recording or email. I recommend going back and listening to those previous calls before you make the follow-up call. Then, reference things from that last conversation to show the client you’ve been paying attention.

Is It Time to Stop Following Up?

The only real time to stop following up is when someone isn’t a qualified prospect. Maybe you realize they don’t have the money for your product or aren’t the right size for your service. If the company is too small for your service to apply or too big for you to provide for, it’s okay to call it quits.

When you have a good prospect, don’t give up. Instead, get creative and clue in. The more intentional and valuable you are to your prospects, the more likely you are the close the deal, now or later.

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