SALESEYE TUTORIAL - ADDING LEADS - PAGE 2-# LESSON 2 - ENTERING INFORMATION ON YOUR PROSPECTS In this lesson, you will start to learn how to use SALESEYE to keep track of vital information on sales leads, customers, vendors, personal contacts, etc. Information is the raw materials of the sales effort. To lose track of prospects and to neglect timely follow-ups means lost sales, lost profits, and lost commissions. This is especially true when you are trying to track a large number of leads at once. SALESEYE will help organize your sales efforts quickly. In this lesson, you will see how information on your prospects can be entered into files. Basic information is entered just once. The only further work needed is to follow up on leads and update information on them as you progress through the sales cycle. In later lessons, you will learn how to do this and how to use SALESEYE to automatically write prospect reports, print out important letters, etc.. Once you put these lessons into practice, you need never lose track of your leads. You will spend more time selling and you will be able to keep your sales efforts focused and efficient. EXERCISE 1 - CHANGING INPUT DEFAULTS To begin these exercises you should have SALESEYE's MAIN MENU on screen. If you shut off your computer after learning how to use SALESEYE's ticklers... 1. Turn on your computer 2. Boot your operating system 3. Insert your Program and Data Disks (floppy disk systems) or move to the SALESEYE sub-directory (hard disk systems) 4. Type 'SELL ' 5. Enter '01/05/86' as today's date Screen... S A L E S E Y E tm ** MAIN MENU ** OPTION DESCRIPTION 1 ADD NEW LEADS 2 FOLLOW-UP / PURGE 3 MAINTAIN TICKLERS 4 MODIFY LABELS,CODES 5 MANIPULATE FILES 6 WORD PROCESSOR 7 SELECTIVE PRINT 8 QUIT TO SYSTEM Which Option (1-8)? : : Screen... ** ADD NEW LEADS ** OPTION DESCRIPTION 1 CHANGE INPUT DEFAULTS 2 BUILD LISTS 3 ADD NEW LEADS 4 SEE LAST LEAD ENTERED 5 CHANGE DEFAULT FILE B:LEADS 6 RETURN TO MAIN MENU Which Option (1-6)? :6: In the exercises that follow this one, you will be entering several practice leads into a SALESEYE file. Some of this information is the same for every lead that you will type in. For example, all of the leads that you enter will be assigned to the same fictitious salesperson. To save you the trouble of having to type the same salesperson's initials each time you enter a new lead... Enter... 1 [ for CHANGE INPUT DEFAULTS ] Screen... ** CHANGE DEFAULT VALUES FOR NEW LEADS ** INIT. CONTACT DATE :01/05/86: SALESPERSON : : LEAD SOURCE : : TYPE OF INQUIRER : : PRODUCT OF INT. #1 : : PRODUCT OF INT. #2 : : LAST ACTION : : LEAD QUALITY : : C)ancel E)dit S)ee codes D)one :?: contact date has been pre-set to the date you entered as today's date when you started up SALESEYE. You should now pre-set the salesperson's initials to RLW. To do this... Move cursor... to the SALESPERSON line using You type... SALESPERSON :RLW: You can pre-set several other pieces of information, but for now just skip over them using and move the cursor to the last line of the screen. HINT: If your numeric keypad has a 'Pg Dn' key, press it to move the cursor to the horizontal menu line quickly. Otherwise, press 'CONTROL' and C together. Screen... C)ancel E)dit S)ee codes D)one :?: Enter... D [ for Done ] Screen... ** ADD NEW LEADS ** OPTION DESCRIPTION 1 CHANGE INPUT DEFAULTS 2 BUILD LISTS 3 ADD NEW LEADS 4 SEE LAST LEAD ENTERED 5 CHANGE DEFAULT FILE B:LEADS 6 RETURN TO MAIN MENU Which Option (1-6)? :6: Changing input defaults is a time-saving feature that you will start to appreciate in exercises 3 and 4. EXERCISE 2 - CREATING A NEW DATA FILE You are now ready to start using SALESEYE to manage information on sales leads. Enter... 5 [ for CHANGE DEFAULT FILE B:LEADS ] Screen... ** CHANGE DATA FILE NAME ** Enter new default data file name :LEADS : C)ancel H)elp S)ee files R)esort D)one :?: your leads in. The file name 'LEADS' has been pre-set on your disk and should appear between the colons on the screen, but we want you to enter a new file name yourself. Don't type anything yet. A file name cannot be more than eight characters long, and it must begin with a letter. (Do not use numbers, symbols, or punctuation marks until you learn the rules in the SALESEYE Reference Manual.) If you enter a file name that does not already exist on your data disk, SALESEYE will create a new file for you and give it the name you specify. For this exercise, we suggest you use the file name, PROSPECT. Later on you can choose file names for yourself. You type... PROSPECT Enter... D [ for Done ] Screen... ** CHANGE DATA FILE NAME ** The file name you entered (B:PROSPECT) does not exist on Drive B: Do you want to create a new Data File named B:PROSPECT (Y/N)? :?: SALESEYE checks if you are sure you would like to create a file called B:PROSPECT. This screen would not have appeared if you had specified a file that already existed. Enter... Y [ for Yes ] Screen... Creating a new Data file named B:PROSPECT... SALESEYE is setting up a new file called 'PROSPECT' on your disk. From now on, you will use the name 'PROSPECT' any time you want to refer to this file. After a few seconds, the following screen will appear... Screen... ** FILE SORT OPTIONS ** The index file for B:PROSPECT (ie B:PROSPECT.NDX) does not exist on Drive B: Sort on LEAD ID if you are dealing with individuals and are most likely to remember the name of the person you must contact next. Sort on FIRM NAME if you are dealing with companies and are most likely to remember company names. Do you want to sort on FIRM NAME or LEAD ID (F/L)? :?: When you create a new file, you may choose to sort it in one of two ways. If you tend to remember your prospect's or customer's names rather than their company's names, you should sort on LEAD ID. If you tend to remember firm names better than people's names, sort on FIRM NAME. In the next lesson, you will learn how to use SALESEYE's Quick Search capabilities and you will see how this choice affects how you retrieve lead data once it has been entered. For now, choose FIRM NAME... Enter... F [ for FIRM NAME ] And after a few seconds... Screen... ** ADD NEW LEADS ** OPTION DESCRIPTION 1 CHANGE INPUT DEFAULTS 2 BUILD LISTS 3 ADD NEW LEADS 4 SEE LAST LEAD ENTERED 5 CHANGE DEFAULT FILE B:PROSPECT 6 RETURN TO MAIN MENU Which Option (1-6)? :6: Note that the file name appearing after 'CHANGE DEFAULT FILE' has changed to PROSPECT, the new file that you just created. EXERCISE 3 - ADDING NEW LEADS TO YOUR FILE Option 2 (BUILD LISTS) and option 3 (ADD NEW LEADS) may be used to enter new information on leads, suspects, prospects, customers, contacts, or anyone you want. The BUILD LISTS option is very useful when you are building 'suspect' files. 'Suspects' are people who you think are potential purchasers, however you have not yet been able to obtain more detailed qualifying information from them. The BUILD LISTS option is most frequently used when you are creating new mailing lists. The ADD NEW LEADS option allows you to enter more detailed information then the BUILD LISTS option. Thus, it is most often used when you are entering data on pre-qualified prospects, customers, or anybody you know a lot about. Entering information takes a little longer when using this option for obvious reasons. No matter what option you use, you can always go back later and add to, edit or delete any of the data you enter initially. In this exercise, let's see how you use the ADD NEW LEADS option... Enter... 3 [ for ADD NEW LEADS ] Screen... ** DATA SCREEN # 1 - INITIAL CONTACT DATA ** DATE (MM/DD/YY) :01/05/86: SALESPERSON :RLW: FILE = B:PROSPECT NAME- FIRST : : LAST : : TITLE : : FIRM : : ADDRESS : : : : CITY : : STATE : : ZIP : : LEAD SOURCE : : PRODUCT OF INT. #1 : : TYPE OF INQUIRER : : PRODUCT OF INT. #2 : : DESCRIPTION OF BUSINESS : : PRINCIPAL COMPETITION : : REMARKS : : : : E)dit C)ancel H)istory 2)nd data screen R)epeat, keep adding D)one M)ain menu T)icklers S)ee codes K)eep adding leads :?: This screen can be thought of as one 'page' of a printed sales lead form. It is called the 'INITIAL CONTACT DATA' screen because it is here that you will enter information that is usually derived from your first contact with a prospect. Later on in this lesson, you will see that SALESEYE keeps another 'page' of information on each prospect that allows you to enter information you will need when you follow-up. Notice that the date and a fictitious salesperson's initials (ie RLW) have already been entered for you. This is because you changed these input defaults in the first excercise of this lesson. SALESEYE has done this typing for you! The information on this form (or screen) can be filled in by typing on your keyboard. This is done by moving around the form using your cursor control (arrow) keys, filling in information as you go. You can back up by using the left arrow, the up arrow, or the backspace keys. [ If your cursor keys are not functioning, see Appendix B of the Reference Manual. ] Practice a little and get the feel of moving around and typing on the form. Then fill in your first practice lead. We suggest you fill in the date--the date you typed in at the start of the program now shows. You would normally change it to the date the prospects were first contacted. Remember that dates like September 5, 1985 should be entered as 09/05/85, that is with a leading zero before single-digit figures. You type... DATE (MM/DD/YY) :12/01/85: The space on the screen for SALESPERSON has 'defaulted' to the initials RLW (ie the ones you entered earlier when you changed input defaults). Skip over these initials for now using or the down-arrow key. [ When you start using SALESEYE on your own, you will be entering your own initials or those of the salesperson whose leads you will be entering. ] Let's suppose you just received a hot tip from one of your good customers about this man: Albert Abilene Manager Casco Carting Co. 780 North St. Paul Room 401 Mordant, NJ 07432 201-555-1212 You should now type the above information (except the phone number) for Mr. Abilene in the appropriate spaces on the screen. After filling in the information for an item and pressing the 'Enter' key, the cursor moves to the start of the next space for entering an item. If you made a typing error, you can use the cursor keys to get to the place on the screen that needs changing. You then simply type over the error. Later on, you will learn how to insert and delete characters so that you don't have to type over errors. Note that SALESEYE automatically capitalizes the first letter of each entry to save you the trouble of having to shift. For the sake of clarity, we recommend that you type in all your alphabetic information in upper and lower case. You have not been given enough sample data to fill in every item on this input screen. However, you will note there is space for entering further information about your leads, including not only the lead source, but also comments and other data. Some of these fields can be changed by you to suit your own unique requirements. More on this in a later lesson. At the bottom of the screen there is a horizontal menu. You may select any one of the options listed by moving the cursor to this menu line and typing the first letter of that option. If you have a key marked 'Pg Dn' on the numeric keypad, press it to move the cursor to the horizontal menu line quickly. Otherwise, use 'CONTROL' C. Enter... Pg Dn or 'CONTROL' C [ to move the cursor to the horizontal menu line ] .pa adding leads to your files: IF YOU ENTER... WHAT SALESEYE DOES... E Moves the cursor back up to the first input field so that you can add to or edit information on the screen. C All of the information you just typed in will be discarded and you will be returned to the ADD NEW LEADS MENU. H Allows you to enter three lines of notes, comments, etc. to the sales history for this lead. 2 Presents a second screen with areas for entering follow-up information on your lead. R Saves the data you entered and presents you with a new screen for input that repeats all of the information from the current screen except names, titles, letter phrase, and sales activity data. This comes in handy when you are adding a number of leads with essentially the same addresses. D Saves the data you entered and returns you to the ADD NEW LEADS MENU. M Saves the data entered and returns you to the MAIN MENU. T Allows you to add a tickler message to your tickler file. You learned how to do this from the MAIN MENU in Lesson 1! S Allows you to view codes and their translations. You will learn how to define your own codes in a later lesson. K Saves the data you entered and presents a fresh screen for typing in the next lead's initial contact data. Only the default values that you set using the CHANGE INPUT DEFAULTS option will be filled in for you. Remember that SALESEYE keeps two 'pages' of information on each lead. When you enter 2 it's just like turning the 'page' with the initial contact data on it (ie the page you just filled out) and moving to the page with the follow-up data on it. To move to the Follow-up Data screen... Enter... 2 [ for 2nd data screen ] .pa ** DATA SCREEN # 2 - FOLLOW-UP DATA ** FIRM - Casco Carting Co. FILE = B:PROSPECT NEXT CONTACT - FIRST NAME :Albert : LAST NAME :Abilene : TITLE :Manager : FORM LETTER PHRASE :Dear Albert, : PHONE : - - : NEXT CONTACT (MM/DD/YY) :01/05/86: LAST CONTACT (MM/DD/YY) :01/05/86: LAST ACTION : : DOLLARS BUDGETED : : LEAD QUALITY : : NO. OF EMPLOYEES : : -------------- SALES ACTIVITY SUMMARY FOR THIS PERIOD ------------- TOTALS TO DATE - CALLS : 0: HOURS : 0.0: ANTICIPATED - HOURS : 0.0: SALES : 0: SALES : 0: E)dit C)ancel H)istory 1)st data screen R)epeat, keep adding D)one M)ain menu T)icklers S)ee codes K)eep adding leads :?: Look at this screen for a minute. Notice that certain information has already been entered for you. SALESEYE automatically inserted the initial contact date as the next follow-up date. The first and last name, and title of your initial contact, Mr. Abilene, have also been entered for you. SALESEYE lets you store two names and titles, once for your initial contact in the firm, and second, for the next person that you are supposed to call. The reason for having a second place for your contact's name and title is to provide for those cases where you are referred to different people within an company as you move closer to closing a sale. Look at the LETTER PHRASE that has been filled in for you. SALESEYE has constructed a personal salutation for a letter. Later on, you will learn how to insert this phrase into form letters to make them more personal. Although you won't be changing it now, keep in mind that you may change this phrase to any personal information that you would like inserted in a form letter. Leave Mr. Abilene as your next contact (just skip over the name, title, etc. using ) and enter the next contact date, which is February 10, 1986. You type... NEXT CONTACT DATE :02/10/86: Then you can enter the telephone number. Notice that the telephone number is entered in the same way you dial the number. SALESEYE supplies the hyphens. You type... PHONE :203-432-2220 : Notice that on this screen, SALESEYE allows you to enter a LEAD QUALITY which will help you prioritize your prospects later on. Here is a list of the LEAD QUALITY codes and their translations that we will use for these exercises: Code Translation [ blank space ] Not Specified 1 HOT Prospect 2 WARM Prospect 3 COLD Prospect LEAD QUALITY is one of the nine information fields that you can set up to suit your own needs and for which you can create your own codes. More about this in a later lesson. Move cursor... to the LEAD QUALITY line You type... LEAD QUALITY :1: For now, leave all of the other information fields on this screen blank... Move cursor... to the horizontal menu line (use 'Pg Dn') Although you could keep adding leads by entering K, let's get back to the ADD NEW LEADS MENU so we can try the BUILD LISTS option. Enter... D [ for Done ] And after a few seconds... Screen... [ ADD NEW LEADS MENU ] EXERCISE 4 - USING THE BUILD LISTS OPTION Remember that the BUILD LISTS option is usually used to quickly enter leads when you don't have complete information on them. To see how this works... Screen... [ ADD NEW LEADS MENU ] Enter... 2 [ for BUILD LISTS ] .PA Screen... ** BUILD SUSPECT LISTS ** NAME- FIRST : : LAST : : FILE = B:PROSPECT TITLE : : FIRM : : ADDRESS : : : : CITY : : STATE : : ZIP : : PHONE : - - : FORM LETTER PHRASE : : DESCRIPTION OF BUSINESS : : INIT. CONTACT DATE :01/05/86: NEXT CONTACT DATE :01/05/86: TYPE OF INQUIRER : : SALESPERSON :RLW: LAST ACTION : : LEAD SOURCE : : LEAD QUALITY : : PRODUCT OF INT. #1 : : DOLLARS BUDGETED : : PRODUCT OF INT. #2 : : NO. OF EMPLOYEES : : E)dit C)ancel S)ee codes H)istory R)epeat, keep adding D)one M)ain menu T)icklers K)eep adding leads :?: When using the BUILD LISTS option, there is only one input screen. Otherwise, entering data is the same as when you use the ADD NEW LEADS option. Simply follow the same procedure you used for entering the Abilene lead and enter the new leads given below. (Don't forget to enter 'Dear...' for the letter phrase!) Melissa Matthews President Popover Productions 212-111-1111 X235 1889 Colossal Way Cubicle 315 Next contact - 01/20/86 New York, NY 10022 Lead Quality - 3 (cold) Silas Holstein President Liederkrantz Farms 203-300-0300 Box 63 Whey Road R.F.D. 3 Next contact - 02/07/86 Gurney, CT 07880 Lead Quality - 2 (warm) Bettysue Suggins Research Director Pan Dowdy Laboratories 201-333-7777 Executive Offices 12 Molasses Drive Next contact - 03/12/86 Praline, NJ 07002 Lead Quality - 2 (warm) the colons on the bottom right of the screen. Instead of continuing to enter new leads, you should return to the ADD NEW LEADS MENU... Enter... D [ for Done ] Screen... ** ADD NEW LEADS ** OPTION DESCRIPTION 1 CHANGE INPUT DEFAULTS 2 BUILD LISTS 3 ADD NEW LEADS 4 SEE LAST LEAD ENTERED 5 CHANGE DEFAULT FILE B:LEADS 6 RETURN TO MAIN MENU Which Option (1-6)? :6: EXCERCISE 5 - SEEING THE LAST LEAD YOU ENTERED Very often when you have a large number of leads to enter into your SALESEYE files, you may lose your place and forget who the last person was that you typed in. This is especially true if you are using SALESEYE at a hectic trade show or in a busy office environment. SALESEYE's SEE LAST LEAD ENTERED option allows you to retrieve the last lead entered and edit it if necessary. Consider the following situation (do NOT follow along for the time being!)... Suppose that you are working on this tutorial and are in the middle of entering the phone number for the very last practice lead supplied to you (ie Ms. Bettysue Suggins). Before you can finish, you are reminded of an urgent meeting. Since someone else wants to use your computer, you exit SALESEYE by moving the cursor to the bottom line of the Follow-up Data screen, enter M for MAIN MENU, and then enter 8 for QUIT TO SYSTEM. Several hours later you return and want to pick up where you left off. So, you start up SALESEYE as described in Lesson 1, select the ADD NEW LEADS option from the MAIN MENU. The ADD NEW LEADS MENU would now appear on your screen. Now, you can follow along to see how you would finish entering the phone number for Ms. Suggins had you actually been interrupted. Enter... 4 [ for SEE LAST LEAD ENTERED ] Screen... SALESEYE is now searching for the last lead entered in B:PROSPECT... ** DATA SCREEN # 1 - INITIAL CONTACT DATA ** DATE (MM/DD/YY) :01/05/86: SALESPERSON :RLW: FILE = B:PROSPECT ACTIVE LEAD NAME- FIRST :Bettysue : LAST :Suggins : TITLE :Research Director : FIRM :Pan Dowdy Laboratories : ADDRESS :Executive Offices : :12 Molasses Drive : CITY :Praline : STATE :NJ: ZIP :07002 : LEAD SOURCE : : PRODUCT OF INT. #1 : : TYPE OF INQUIRER : : PRODUCT OF INT. #2 : : DESCRIPTION OF BUSINESS : : PRINCIPAL COMPETITION : : REMARKS : : : : E)dit C)ancel H)istory 2)nd data screen R)epeat, keep adding D)one M)ain menu T)icklers S)ee codes K)eep adding leads :?: As you can see, SALESEYE has retrieved the initial contact information on Ms. Suggins, the last practice lead you entered. Remember that phone numbers are entered on the Follow-up Data screen. This screen is only a keystroke away... Enter... 2 [ for 2nd data screen ] Screen... ** DATA SCREEN # 2 - FOLLOW-UP DATA ** FIRM - Pan Dowdy Laboratories FILE = B:PROSPECT NEXT CONTACT - FIRST NAME :Bettysue : ACTIVE LEAD LAST NAME :Suggins : TITLE :Research Director : FORM LETTER PHRASE :Dear Bettysue, : PHONE :201-333-7777 : NEXT CONTACT (MM/DD/YY) :03/12/86: LAST CONTACT (MM/DD/YY) :01/05/86: LAST ACTION : : DOLLARS BUDGETED : : LEAD QUALITY :2: NO. OF EMPLOYEES : : -------------- SALES ACTIVITY SUMMARY FOR THIS PERIOD ------------- TOTALS TO DATE - CALLS : 0: HOURS : 0.0: ANTICIPATED - HOURS : 0.0: SALES : 0: SALES : 0: E)dit C)ancel H)istory 1)st data screen R)epeat, keep adding D)one M)ain menu T)icklers S)ee codes K)eep adding leads :?: follow-up data. The cursor is again positioned between the colons on the far right. If you entered the number '1' now, SALESEYE would bring back the Initial Contact Data screen. However, remember that our objective was to finish entering the phone number. [ Of course, this was just a fictitious scenario and you probably have already entered the complete phone number. Just play along for now! ] To fix the phone number or any other data on this screen... Enter... E [ for Edit ] The Follow-up Data screen will quickly disappear and then reappear again. The only difference is that the cursor now rests on the first field near the top. You may now move the cursor around the screen and edit the phone number or anything else. You are done for now, so... Move cursor... to the horizontal menu line Enter... M [ for MAIN MENU ] Screen... [ MAIN MENU ] SUMMARY OF LESSON 2 In this lesson you started to use SALESEYE to keep track of information on sales leads. You learned how to save time when entering leads by using the CHANGE INPUT DEFAULTS option to pre-set certain pieces of information for you. You also learned how to use SALESEYE's two methods for entering information. The BUILD LISTS option is best used when you are entering information on suspects or other people that you know little about. The ADD NEW LEADS option should be used when you are entering information for people that you have more information on, like past customers. You also learned that SALESEYE keeps two pages or screens of information on each prospect that you enter. One screen, called the Initial Contact Data screen, contains information that you could normally derive from your initial conversations with a prospective customer. The second screen, called the Follow-up Data screen, contains information that is important when you follow up on prospects. You filled out these screens in almost the same way that you fill out paper forms and found that you could move freely around the screen using the cursor control keys. Finally, you learned how to retrieve and edit the last lead entered and how to flip back and forth between the Initial Contact and the Follow-up Data screens. If you would like to take a break now... Enter... 8 [ for QUIT TO SYSTEM ] From now on, if you want to take a break, return to the MAIN MENU and select the QUIT TO SYSTEM option to exit SALESEYE.