Tips on Managing Sales Activities with Zoho CRM

by Denise Hazime on August 22, 2013

Having worked on numerous CRM projects we have found that sales activity management is a recurring theme. While sales scenarios differ from company to company, we have found some common elements that work well. Here are some basic tips on managing sales activities with Zoho CRM.

By saying sales activity management we usually refer to some of the following:

  • staying on top of the sales deals and what their specifics are (opportunities)
  • keep track of how the sales deals move through the pipeline (stage history)
  • identify the stakeholders, the people involved in the deal and what their roles are
  • activity logging - capturing Calls, Emails, Tasks, Meetings and Documents around sales deals

The following building blocks in Zoho CRM can be used very well for sales activity tracking:

  • Contact - the person(s) we deal with around a sales deal. Typically, we would want to know their names, addresses, phone numbers (work, cell, home, other), and at least one or two email addresses
  • Potential - the actual sales opportunity, the “deal”. One would want to at least capture the details of the opportunity, who the primary contact is, is there any additional contacts involved and who is responsible for the deal in our company.
  • Tasks - single to-do items with a subject line and a detailed description, a due date and a status (e.g. “Completed”)
  • Calls - a call log entry that indicates a call happened, whether it was Inbound or Outbound, what the purpose, duration and outcome of the call were.

Potentials have two attributes that make them very useful for sales management:

  • Stage - indicates the various “milestones” a sales deal can reach through its cycle. In Zoho CRM the stage designation comes through a fully customizable dropdown list. Every time the Stage is changed it is logged in the Stage History so that its progress can be traced back through the different stages. Stages, when used in combination with an expected Close Date and a Potential Amount can be used in creating quarterly sales forecasts.

Stage - indicates the various “milestones” a sales deal can reach through its cycle.

  • Contact Roles -  define for each contact involved in the deal what their roles are relative to the deal. The role is specific to a Potential, that is, a contact can have different roles in different Potentials.

Contact Roles -  define for each contact involved in the deal what their roles are relative to the deal.

Zoho CRM has a record ownership feature meaning that every piece of entry has a CRM user assigned as the creator of the record as well as an owner, and the two can be different users. This way CRM users can be assigned records that they are responsible for.

In our recent webinar, Keeping Track Of Your Sales Activities With Zoho CRM, we showed different scenarios to use these building blocks in combination with some macros and workflow rules to get all kinds of sales activity management work done in Zoho CRM.

  • Macros - macros are a combination of actions that will execute with a single button click. This is a real time saver for things you do multiple times a day. For instance, you can have a macro that allows you to 1) schedule a follow up task for 2 days later, 2) send an e-mail using template, and then 3) change a Potential’s stage and also schedule a new task.

  • Workflow rules - these are rules that help you automate things in the background. An example where this can help you in sales management, is setting a rule that will notify you when a task assigned by you to another rep has been completed. This way you can get confirmations that delegated work is complete, keeping everyone on the same page.

These ideas and features in Zoho CRM can be used creatively in combination to improve the efficiency of sales activity tracking. Contact us today for more information!

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