Sales Automation System Overview

Introduction

• Purpose: Sales automation system acts as a safety net for the sales team.
• Scenario: Helps carry leads through the process even if the sales personnel are unavailable.
• Objective: Ensure consistent follow-up and engagement with leads.

Functionality

Lead Management

• New Lead Introduction:
  • System adds lead to a contact database.
  • Salesperson initiates contact and schedules consultations.
• Sales Process Workflow:
  • Tasks are automated to ensure continuous engagement.
  • Different stages of lead status (e.g., preliminary opportunity, proposal sent, local opportunity).

Automation

• Automated Campaigns:
  • 30-day contact strategy consisting of tasks, emails, and texts.
  • Goal: Consistent follow-up without manual input.
  • Tasks created for calls, and automated emails and texts sent based on predefined schedules.

Pipeline Stages

• Lead Timeline:
  • Captures all interactions and updates on the lead.
• Client Experience Dashboard:
  • Tracks post-deposit process including scheduling, installation completion, and final payment.
  • Stages include new customer, installed, and completed.
• Automated Transitions:
  • Movement between stages automated by triggers and tasks.

Tasks Details

• Email Templates:
  • Fully customizable emails with placeholders (short codes) for dynamic content.
• Text Messaging:
  • Requires a service number (e.g., Twilio) for automated texts.
  • Consideration: Texts from different numbers can be confusing for customers.
• Call Reminders:
  • Assigned tasks to salespersons to ensure follow-up calls are made.

Contact and Proposal Follow-up

• Dealing with Silent Leads:
  • Continuous engagement for 30 days before moving to ‘lost opportunity’.
• Proposal Follow-up:
  • Automated follow-ups through 15-day predefined tasks and communications.

Additional Considerations

• Customer Communication:
  • Ensuring communication is personalized to avoid confusion (using appropriate numbers for calls and texts).
• Google Review Requests:
  • Automated request for reviews post-installation.
• Deployment and Adaptability:
  • System deployment is quick but may need initial manual adjustments for current leads.
• Seasonality Adjustments:
  • Potential need for different engagement strategies based on the time of year.

Q&A Insights

Key Questions

• Phone Number Handling:
  • Service provider integration for text messages.
  • Potential complications with multiple contact numbers.
• Initial Setup:
  • Manual adjustments needed to match current status of leads in the pipeline.
• System Customization:
  • Flexibility to adjust timing, messaging, and campaign length as needed.

Next Steps

• System Testing:
  • Will undergo testing and validation before deployment.
• Process Flow Map:
  • Creation of a visual map showing the stages and transitions for easier understanding and training.

Final Notes:

• Effective utilization of the system will streamline the sales process and ensure no lead is overlooked.