Do It Yourself Sales Tools

After falling in love with the Hipster PDA and Levengers Shirt Pocket Briefcase,I started becoming more and more dependent on 3" by 5" index cards. They are great for note taking on the go and keeping organized at my desk, so I naturally started thinking of ways to use the cards to automate my sales process. From this, the "3X5" was born. I may not be the first person to use index cards in this way, but I do think a lot of salespeople will find the system easy to use and very effective.

You will need the following items to create your own 3X5 sales tool. I found everything I needed at my local Staples and everything cost me around $25.00.

  * A box to store the index cards
  * Monthly 3" by 5" index tabs
  * Daily (1-31) 3" by 5" index tabs
  * Alphabetical 3" by 5" index tabs
  * A ton of white ruled 3" by 5" index cards
  * A bunch of colored 3" by 5" index cards
  * A small case to carry cards in your pocket

Once you have purchased the required supplies, you can organize your 3X5. For the sake of simplicity, let's assume that you are assembling your 3X5 on January 1st. If this is the case you would first organize your tabs in the order below (front to back):

  * January tab
  * Daily tabs 1-31
  * February - December monthly tabs
  * A-Z alphabetical tabs
  * Blank index cards - white and your favorite color

All of your cards should now be in the file box and the first thing you should see is the January tab.

Next, you should start creating cards for your leads. In the beginning, this is going to take some time (assuming you have a lot of leads). I use white cards for leads and colored cards for my customers. You can do whichever you prefer, but I think it is helpful to break down leads and customers.

The system works like this.

Let's imagine it is January 1st. and you attend a networking event where you meet a potential client. You get this lead's business card at the event and you want to contact him/her on the 2nd., so when you get to your office, you staple the leads business card to a white index card and drop it behind the "2" tab and then go home for the day. After all, it is new years day and you have been working hard to create your new sales system and you attended a networking event.

So, you arrive at work on January 2nd. and open up your 3X5. The first thing you should do is move the "1" tab back behind the February tab. You will always be rolling the system forward like this, so that the first tab you see in the box represents the most current month, then the most current day.

Now, you go to the tab for today (Jan 2nd.) and find the card for the lead that you met at the networking event yesterday. You call the lead and learn that he/she is out of town until January 6th. so you make a note which says, "1/2/05 - Mr. Lead is on vacation till 1/6". Now you drop the card behind the "6" tab for the month of January.

You will continue to roll this lead forward in the system, making notes at each step, until the lead either turns into a customer or asks you to leave them alone.

When the lead turns into a customer, I staple their business card to a colored card and place it behind the appropriate alphabetical tab. If their is another opportunity with this client, I move the colored card back to the dated section and move them through the process again.

Of course, as you add more people to your pipeline, you might not get to contact everyone on the day you have them slotted for. Just move them to the next day's slot at the end of the current day so you contact them tomorrow.

You will not want to carry around a huge metal box full of index cards, which is why you want to have a small index card wallet or box, so if you are going to be on the road or out of the office, you can simply grab your cards for the day and go.

Not just for salespeople.

While the system is great for salespeople, it also is a great tool for those of us who are focusing on networking. I actually use three different colored cards and use white for leads, blue for clients and red for my networking contacts (patriotic, I know). On the red cards, I write either 7, 14, 30, 45, 60, etc in the upper right hand corner of the index card to remind myself how frequently I want to contact the person, so I simply move the card forward based on the number on the card. If I want to contact someone every seven days, I move the card ahead a week after I make contact.

This really ties in well to Keith Ferrazzi's book Never Eat Alone, which recommends you regularly ping your network. By the way, if you have not read the book, you should. You can get book notes for free from the Never Eat Alone blog.

Options / Enhancements.

I have been considering adding daily tabs to each month so that I can move people ahead to a any specific date (IE. August 11Th.) in the future.

You could also keep some sticky tabs handy so you can add a tab to the top of any index card for the contacts birthday. If you do this, you could just put an August tab on the card for every contact whose birthday is in August so you could quickly compile a birthday list each month. Again, this is probably overkill and you could probably just add the contacts name to a calendar and keep it separate, but what fun is that?

Don't Shoot the Sales Team

Revenue is down. Sales are slowing. The CEO looks up from the business plan and realizes that the company won’t meet analysts’ expectations. Focusing on the organization’s sales leader, the stage is set for sacrificing a scapegoat.

Upon who else should the axe fall when the sales organization misses revenue targets? After all, aren’t sales and revenue the responsibility of the sales leader? The answer may be as easily forgotten as it is obvious.

To one degree or another everyone in an organization impacts the revenue generating process. The strategic plan of the board of directors and the CEO provides the overall strategy for revenue generation. The marketing department provides crucial demographic and psychographic customer or client information on which the sales department relies in formulating industry and account strategies. Manufacturing, finance, legal, customer service and all other departments facilitate or constrain the process of generating revenue, each in their own peculiar way.

The sales organization’s influence in enterprise revenue generation is con-centrated in the sales pipeline. Identifying bona fide sales opportunities, managing those opportunities through the sales pipeline until they produce revenue, and then managing customer or client relationships are the primary responsibilities of the sales and sales management teams. Rarely, if ever, does the sales organization control the resources of manufacturing, marketing, finance, legal and customer service.

The picture most companies present to the world show the sales organization “out there,” in front of customers and clients and in front of the rest of the company’s departments. Even marketing, the first cousin of sales, is more often than not as disconnected from sales as are the other departments. The sales group leads the company charge, and the other departments take up rear support positions, providing tangible and intangible support.

Revenue generation is a cross functional, company-wide process that involves every department and all employees in the organization. The CEO and the Board of Directors set corporate strategy and everyone else in the organization executes that strategy.  We have never observed a situation where the sales organization is in disarray while all the other business segments are humming along with little or no friction. In those rare cases where the failure or underperformance of an enterprise’s revenue generation process lies within the sales organization, the appropriate sales executives, managers and sales professionals should be held accountable and should suffer the requisite consequences. Before CEO’s shoot their sales teams, however, they might want to take a critical look at the entire revenue generation process and how each business segment contributes to or detracts from the success of the process. Like America’s favorite psychologist, Dr. Phil, would advise: Every department in an organization either contributes to the company’s revenue generation process or contaminates it.

Cold Calling Executives in Brisbane Sales Training

Now, you don’t wanna miss out on use of a proven, effective sales tool. Do you? Of course not! Here’s What Sales Pros AttemptNow, this is interesting a recent client survey revealed that most sales professionals feel pressed to accomplish a lot during a prospecting call. With each executive-level cold call most professionals take a big breath and in one great big run on sentence try to establish rapport by being friendly, gain credibility by giving company history, learn about the prospect with probing questions, introduce and sell products/services all within the parameters of one brief make-it-or-break-it telephone call to the executive suite.You’ll Never See It Coming, Here’s WhyHere’s a news flash it can’t be done! Even bigger news this kind of approach actually signals executive assistants that you don’t belong in the executive’s office. The assistant will simply smile, refer you down to a lower level and you’ll never know why or how you got booted down the ladder so quickly.

So, let’s go to the heart of the matter, take a close look at the structure of the phone call itself. In the 35 to 90 seconds that you’ll have to spend on the telephone at the executive’s level you’ve gotta be prepared to take the call down the straight and very narrow path in which you want it to go. And there is one absolute, positive, no doubt about it purpose for your call. Any hint of a deviation from this purpose will result in fewer executive-level appointments. So here’s the secret ... cherish it and know it’s extremely valuable.

THE amazingly simple secret to successful cold calls to the offices of executives is to be certain that every single one of your prospecting calls has one crystal clear purpose and one purpose only. Each word you speak during your prospecting phone calls directs and redirects the conversation toward that one goal scheduling an executive-level sales call. It doesn’t matter whether you schedule a meeting in person, or schedule a phone meeting every word of the initial phone call must direct the conversation toward getting that meeting booked on the calendar. Period.

Write Down the Words of a Successful Call A technique that’ll catapult you forward is to write down the words exchanged during your cold call. Identify what words, statements and questions keep the conversation on track towards an appointment and what words cause you to lose the appointment. You’ll become consciously aware of the words that flow between you and your prospect and their impact. Won’t be long till you realize that your words either get you what you want or take your cold calls way off the path down some obscure rabbit trail. I guarantee your competition doesn’t have a single-minded focus on high level calls and is unwittingly forfeiting a whole lot of potentially lucrative business. Yet, they hold onto their ill-advised, accomplish-a-lot-in-a-little-bit-of-time approach to prospecting at the top. You on the other hand will find that keeping your prospecting calls on one laser-like focus will bring in more executive-level sales calls than you ever imagined possible. Now, go get ‘em.

Sales training available at Ziglar Australia in public sales training classes and private sales training classess across Brisbane and the Goldcoast.

5 Ways To Beef Up Sales Immediately

Last week, one of my clients—we'll call him Rick—had a demo scheduled with a prospect. The standard "show up and throw up" they typically did early in the sales cycle.

Trying to shorten the sales cycle, I asked naively, "Why does the customer want to buy? What are they trying to accomplish?" Rick couldn't tell me. I asked if he thought the salespeople knew. He said no. I gave him an assignment: he had to find out "Why," "Why now," and "What's it worth." Otherwise no demo.

In other words, no compelling reason to buy...No demo.

So Rick took a risk, and is rapidly moving to a fully-paid trial implementation.

Sure, long-term objectives and plans still matter, but I've been getting more and more inquiries focused on "what to do now." Entrepreneurs and executives alike are demanding help on how to improve revenues and profits right away.

How do you make the quickest difference? Focus the bulk of your energy on revenue generation. In other words, sales! And don't do it the same old way either, because -- as you may have noticed -- it isn't working that well.

Here are five ways for your sales force to bring in more business in short order. There are no magic bullets, but just last week I taught one of these techniques to a client (#2) and he used it to close a deal the following day! Use one or use them all. Each technique will have its own effect, and each will multiply the power of the others.

1. Sell return on investment, and sell it to the CFO.

Sales people are complaining that while the pipeline may be full, the deals are taking too long to close. Perhaps that's why the pipe is so full! What are the reasons for this? Companies have money, and in many cases they have needs. But many people are so scared THEIR customers aren't going to buy THEIR wares, they are loath to spend any money themselves. The result? They are only willing to spend money when they absolutely see near-term financial payback, and the CFO is killing many deals.

The solution? Sell the return on investment. Sell the payback. And sell it to the CFO. Arm your salespeople with two things: A series of case studies that document the returns from using your product, and a well-defined ROI process worksheet. Work with the CFO to build the ROI case so that he or she owns it. This is the only way they come to believe it. Make it their idea and instead of killing your deal, they will help you close it.

2. Forget USP. Determine your Usage Cases

Instead of focusing on why your product is the latest and greatest, clarify the ways in which potential customers will use your product to solve specific problems and produce tangible results. Then, instead of touting the "benefits" of your product--which often fall on deaf ears, anyway--engage your prospects in conversations about what costly and quantifiable problems they now have, and how they might use your product or service to alleviate those.

And, as sales guru Mike Bosworth says, don't tell them your offering IS the solution. You're a sales "guy" and they won't believe you. Instead, ask them if your possible solution might help them. If they believe it does, they have accepted your solution as truth. Then get them to tell you, in real dollar terms, what fixing that problem is worth.

3. Increase Sales Training. Use the 10% solution.

But don't expect any one salesperson--even your superstars--to be 100% at every part of your sales process. They almost never are. But there is a way you can raise the level of every person in your sales organization—immediately.

Use this process adopted from W. Edwards Demming's principle of optimization. Break your sales process into as many discrete--but meaningful--steps as you can.. Cold calling. Letter writing. Setting appointments. Identifying pain. Writing proposals. Presenting. And so on. Find out who in your organization excels at each step, and have those reps explain their methods and mindset to the rest of your sales force. Do all the steps at once in a marathon session, or one step at a time. Either way, the results will be amazing.

4. Use the 80/20 Rule. And get rid of the bottom 20.

There's no room in today's world for mediocre producers. Hold each member of your team accountable for reaching two kinds of performance benchmarks: results measurements, which include not only revenue, but perhaps new accounts and repeat business, and action measurements, which might include prospecting calls, appointments, and new contacts.

Not every sales person will be a superstar, but every one should pay their own way--and then some. Salespeople who aren't producing not only cost you money, they drag down the performance of your whole organization. You may not pay them very much, but why pay them anything? I suggest you do both yourself and them a favor, and let them go. Don't worry about having an empty desk: that warm chair was an expense your company doesn't need.

If you feel it isn't fair to "dump" them, or if your sales cycle is too long to measure short-term revenue results, give the problem reps a 30-day plan to increase their level of activity in specific ways. That's long enough to see an improvement if there's going to be one.

5. Track your results and work harder

Most entrepreneurial sales organizations fail to analyze their efforts. They have no idea how much effort--or money--it takes to create a new customer. The only indication they have of whether salespeople are "doing enough" is based on the revenue numbers. The answer? Track both activity and results, and use the statistics your garner to quickly raise performance. Break your sales process into a series of meaningful steps, counting each time a rep completes one. Calculate averages and set a benchmark. And while you're at it, analyze the percentage of deals that close whenever you complete that step. That knowledge can dramatically improve your sales forecasts.

Once you establish benchmarks--this one's a no-brainer--RAISE THE BAR. Yes, that's right, because the fact is, revenue isn't coming in fast enough. Do everything discussed above to improve your sales effectiveness--then do more of it. Just working smarter isn't going to cut it. You're going to have to work harder as well. And anyone who doesn't want to? See number 4 above.

I've developed a unique Sales Audit Process based on the work of W. Edwards Demming. This program is guaranteed to produce an immediate 10-25% improvement in your company's sales, or more. If you'd like to find out more about how you can increase sales right away, call me at 858-951-3055, or visit paullemberg contact.html and send an email with details about your company's sales situation.