Guest post - Tools to support your sales activity

Although most people associate Microsoft Excel with accounts and financial planning, it is far more versatile than that, and it is ideal for keeping track of financial affairs. Sales is about money, and Excel is excel-lent (excuse the pun) for keeping track of money. Now even though you may know that, I would like to explain just how it can be useful in the 'sales' industry.

Now when it comes to sales, knowledge is key.

·         Where are the sales coming from?

·         What are our targets?

·         What have we already achieved?

·         What do we still need to do?

·         Are we on target?

All of these are questions that get asked, and if you're in sales, these are the questions you need to have answers for.

 

All too often you have good sales people who don't have a solid sales plan, or having a solid plan but not knowing all of the facts. Your sales will only hit their true potential if you (1) know all of the facts, (2) have a solid sales plan and (3) have talented sales staff.

Excel will allow you to achieve the first of those requirements, which will help with the second and encourage the third. Let me explain.

One of the strengths of Excel is to manipulate data into an understandable format. This means that it takes confusing data and lays it out in such a way that it makes sense and is useful. If you have a whole long list of sales that have come in, you may not be able to see vital information from that data. Look at the questions that I asked above, none of those questions are answered by a list of sales. Now Excel can take that list of your sales, and answer all of those questions, and all you have to do is 'feed' Excel the list.

No need to have someone looking over the list with a calculator, trying to establish what is required. Excel will take the list and pull out all of the information that you require to make the correct decisions. You will know all of the facts, you will be able to see what has happened, how it happened and even what is likely to happen. All vital to a sales team.

Excel will also be able to break down other information, like which marketing campaigns have worked. When entering your sales data, if you include details like how the work came in, Excel can give you reports on this too. This means that you could see which marketing ideas have been successful and which haven't. This will help you to achieve the second goal of coming up with a solid sales plan. The key to sales is being organised, you may not think so when you meet some salespeople, but behind them is usually an organised sales manager with a solid plan. Seeing as you need information to generate a plan, Excel is perfect as it gets you all the required information.

 

Now Excel can help with the third category too, but unfortunately most sales people won't use it. I worked as a sales rep for a few years, and I used Excel all of the time. I used it to assess data, as well as storing client data, and even planning my visitations! I found that if all of the data and information were stored in Excel, it meant that I didn't have to remember it all, it also meant that I could use that data to create reports that helped me to do my job better. Even if the salesperson doesn't use it, Excel was still vital in getting them all of the statistics and information in the first place, by taking care of the first two categories.

 

We all love to see graphs that go up; we all love to see positive forecasts and we all need targets. Excel is the key to taking your raw data, producing the vital information that you require, and presenting it in an easy-to-understand format. Unfortunately, when you open up a new blank Excel spreadsheet, it is of no use until someone creates the correct spreadsheet for you and your company. If you can't do it in-house, there are companies that will liaise with you and create something specifically for you. I for one love doing this, which is why I started Spreadsheet Solutions, so that I could help others experience the advantages of using Excel and so that sales people can focus on their customers.

 

Richard Sumner is the Managing Director of Spreadsheet Solutions

http://spreadsheetsolutions.pw    

richard@spreadsheetsolutions.pw

075 042 70579

Decision by technology

When I recently added a comment on LinkedIn, a respondent highlighted that one of my points - that we should also use our 'gut instinct' - was the worst thing I or anybody else could do.  There enthralled a few more comments between us and others who sang the praises of tests and technology to find the best outcomes. 

This got me thinking of how we are evermore placing faith in models and testing to the point where perhaps we almost delegate our decision making to technology.  Technology and technological products are tools.  Tools that we feel we cannot be separated from and cause us to have our own mini-breakdown when they are not working (as I write I find myself in this group as my email account has not functioned all day). It is however our ability to use technology, and how we choose to employ these tools that is important. 

The example of psychometric tests (which I have used in recruitment and team analysis) being a key method of selecting candidates or defining strengths is fine, yet the important element for me is the human interaction - that's what excites me about working with my customers and colleagues.  When we allow technology to control our actions, even when our experience or gut tells us something is not quite right, may render us almost passive to what we are doing.  A quick search on Google will offer examples of drivers who ignored their environment and ploughed on because their sat nav said the route was ok; and other negative decisions because the computer said no.

When we apply this to sales we can draw some comparisons.  Many procurement systems are based on a points system - you don't make the points, you don't move forward in the process.  Generally these are thought through and offer companies a way of filtering suppliers.  However, there comes a point where a dialogue and getting a sense of who you are and what your company is about has value for both parties.  Price is one factor in a sale, though belief of the ability to deliver, to communicate,  and demonstrate integrity can all feature - would an online test really give you this all on its own? 

A website or profile can within reason tell any story one chooses, and we can spout anything that we believe will make us more credible through our social media and blogs. Yet when we converse we get the opportunity to explore things further, with a person, at that time - and that can give us the confidence to proceed.  In his book (ACCELerate™your social media) JohnCoupland highlights the example of the default invitation on LinkedIn "I'd like to add you to my network", and how it is similar to a cold handshake.  How memorable is that as an introduction or follow up interaction?  LinkedIn and the invitation to connect feature are great tools, yet this is about communication between people, so rather than just letting the software 'do it' we should add something from us - in this case a personal message.

We should embrace technology and tools to help us in our lives and quests - they have transformed business, and if it works for you I would encourage you to acknowledge your intuitions and gut feel as part of your decision making.  It kept our ancestors safe with the choice of flee or fight - perhaps in sales it translates as buy or move on.

 

John is a Director of Vector Resources Limited and helps businesses increase sales and improve sales performance.  Find out more at www.vector-resources.co.uk