Why should you automate your process?
A successful automation process is a consistent one. Through a reliable pattern, we can:
Drive Desired Behavior– An automated workflow gives you and your coworkers a framework to understand expectations and sets a method for how to start and follow through on a sale.
Get the Team Organized– Providing structure prevents random action and provides the team tools to improve teamwork.
Shorten the Sales Cycle– A consistent and efficient team means more sales can be processed in a shorter amount of time.
Accurate Forecasting– Having a system with automated documentation will provide strategic data than can be used to plan ahead.
All of these elements combined eventually lead to driving revenue as you develop a steadfast and robust sales process.
The key to automating a consistent and reliable sales system is to have a firm grasp of your sales process.
Knowing the fundamentals and stages of your process gives key insight into where you can best apply the toolset that Prophet CRM provides through Outlook. Here’s how we suggest you break down your process:
- Create a Sales Process Document: Visualization through Vizio or another process design app is a great way to formulate and organize your sales process.
- Define what data you want to capture: Think carefully about what contact data you need from clients. These fields will become the key baseline on how to carry out a sale.
- Identify the key sales stages: Identify only the major milestones of your process and make these the foundational blocks of your model. Make sure your stage names appropriately describe the related activities within each stage. You will find that these stages translate directly into how you will interact with Outlook and Prophet CRM.
- Define the Activities at Each Stage- Think about the whos, whats, and whys at each stage. Do you have a timeline? How do you respond to changes in your plan? Having a flow model setup is a useful tool for populating your process document. In addition, understanding which forms of contact (phone, email, presentation etc.) occur at each stage also clues you in on how to organize them.
Now that you have visualized your sales process, you should have gained insight into where a CRM can assist and automate different activities within each stage. CRM tools such as templates, reminders, and timelines keep things consistent and provide a steady track for each sale to go through.
How to Create Your Workflow
From here, we can get into the nitty-gritty of how it works. The goal of automation is to smoothly move a prospect from one stage of your sales process to the next until the sale is completed. Within Prophet CRM, the key to making these transitions happen is to set up your Workflow.
To set up your Workflow, login to your Outlook client and select the Prophet ribbon on the top of your screen. From there, select the settings tab which will open your Prophet Administrator (Tip: the Tools tab works too). Within the admin popup box, select the Sales Automation tab.
Within this tab, you have the ability to create and edit templates for your workflow. To create a new template, select ‘New.’ Another popup box will appear, asking for the kind of item you want and the name you want to give it. Refer to your completed sales process document and input any actions you listed there as a template.
In this case, we’ve created a new email template. A model email will appear with instructions and tips on how to configure your email template. When you are done, click the ‘Save template’ button on the top left. If you want to edit a template you’ve already made, select the template in question and then click the ‘Edit’ button.
Now that you’ve made a template, you need to assign it before you can use it in your Workflow. From the Sales Automation tab, select the template you want, and then click ‘Assign.’ A pop-up box will appear, asking for a type of action. Select ‘Assign Workflow Action’ and then on the bottom, select the stage you want to perform the template it in. Feel free to reference your sales process! When you’re finished, click ‘Save.’
This is where the magic happens. All the tedious parts of your sales experience, from remembering to send follow up emails to scheduling meetings can be covered with Prophet’s automated follow up. As a result, you cut down time spent worrying about administrative issues and focus more on turning a lead into a sale.
How to use your Workflow
Now that you’re workflow setup is complete, we can focus on how to use it to manage your opportunities. From your opportunity manager tab, you can view any potential clients you have saved. Double click an opportunity and an opportunity management box will appear.
Fill out your required fields, and then click the ‘Stage’ button on the left side. A pop-up box will appear asking if you want to process your Workflow. Click ‘OK’ and Prophet will begin whatever automated tasks you have set up in your template!
If you click the Workflow tab on the bottom of the box, you can see any actions you have lined up in your Workflow for a particular stage.
Sales Automation Reporting
One final concept that is important to master for successful sales automation is reporting. Your CRM will keep track of metrics such as the number of contact points, the number of meetings required for conversion, and how long each sales conversion takes. These data points provide a bigger picture and give you an idea of how to continue to refine and optimize your daily activities. It’s important to remember that a CRM can only analyze data that has been properly logged. When implementing a new CRM, make sure that your coworkers take the time to record each customer interaction they have. As we say at Avidian, “If it’s not on Prophet, it didn’t happen.”
Data collection through Prophet can be used creatively as well. Beyond standard information, recording things like hobbies and key objectives can go a long way in reaching out to potential clients.
One way of demonstrating the value of this information is through “Email Blasts” or group emails. Within Prophet, you can view your list of clients through your Opportunity Manager tab.
You can filter this list based on the record criteria you keep. (Tip: These filtered lists can be transferred to an Excel document by clicking the excel icon directly above the list)
You can filter your list to hold clients that work for a certain company or share a hobby. From there, if you right-click, you will see the option ‘Send Group Email’. A popup box will appear, showing a list of the intended recipients. By selecting the ‘Finishing Steps’ tab on the top you will have options to personally customize your email. After you’re done customizing, just click ‘Send’ on the bottom of the box.
Customizable email blasts are just one of the many functions offered through Prophet CRM. Your CRM can open the doors to a streamlined and optimized work experience. Feel free to get creative with it and find new tricks to make your life easier with Prophet!