SALESEYE TUTORIAL - FOLLOWING UP - PAGE 3-# LESSON 3 - FOLLOWING UP ON YOUR PROSPECTS Now that you have learned how to enter information into files, you are ready to learn how to retrieve and update that information. You will learn how to use SALESEYE's powerful follow-up feature to retrieve leads either one by one, or selectively based on criteria that you specify. EXERCISE 1 - CHECKING THE FILE NAME DEFAULT If you took a break after the last lesson, load your operating system and run SALESEYE as described in Lesson 1. In any case, the MAIN MENU should now be up on the screen. Screen... [ MAIN MENU ] Enter... 2 [ for FOLLOW-UP / PURGE ] Screen... ** FOLLOW-UP / PURGE LEADS ** OPTION DESCRIPTION 1 QUICK FOLLOW-UP 2 SELECTIVE FOLLOW-UP 3 RESCHEDULE CONTACT DATES 4 BLIND CHANGE OF ACTIVE STATUS 5 PURGE INACTIVE LEADS 6 PURGE HISTORY ENTRIES ONLY 7 CHANGE DEFAULT FILE B:PROSPECT 8 RETURN TO MAIN MENU Which Option (1-8)? :8: Recall that the leads you entered are stored in a file named 'PROSPECT'. Look at option 7. SALESEYE 'remembered' that the last file you worked with is called 'PROSPECT'. Before you follow-up on leads, you should always select the file that you want to work with. You saw how to change the default file name in Lesson 1 when you created your 'PROSPECT' file. To work on a file other than PROSPECT, you must use option 7 and change the name of the default file first. Later on, when you are using SALESEYE to manage your leads, you will find it convenient to separate them into several files. For example, you might have files called 'SUSPECT', 'PROSPECT', and 'CUSTOMER'. This option will allow you to select the file that contains the leads that you want to follow-up on as well as re-sort your files. You will now explore SALESEYE's powerful search capabilities. Enter... 2 [ for SELECTIVE FOLLOW-UP ] Screen... ** SELECTION CRITERIA FOR FOLLOWING UP ON LEADS ** FILE=B:PROSPECT NEXT CONTACT DATE- FROM : / / : LEAD QUALITY -FROM : : TO : / / : TO : : LAST CONTACT DATE- FROM : / / : DOLLARS BUDGETED -FROM : : TO : / / : TO : : INIT. CONTACT DATE- FROM : / / : NO. OF EMPLOYEES -FROM : : TO : / / : TO : : TOTAL SALES TO DATE- FROM : 0: ZIP CODES -FROM : : TO : 0: TO : : ANTICIPATED SALES - FROM : 0: CITY : : TO : 0: STATE : : PHONE : - : SALESPERSON : : NC's LAST NAME : : LEAD SOURCE : : IC's LAST NAME : : TYPE OF INQUIRER : : P. COMPETITION : : PRODUCT OF INT. #1 : : PRODUCT OF INT. #2 : : SEARCH FOR - ACTIVE LEADS (Y/N)? :Y: LAST ACTION : : -INACTIVE LEADS (Y/N)? :N: C)ancel E)dit H)elp S)ee codes D)one :?: This screen allows you to choose which criteria to use for searching your lead file. You may fill in as many of these criteria as you need to pinpoint the leads that you want to follow-up on. SALESEYE will only retrieve those leads that satisify the criteria you specify. If you don't specify any criteria, SALESEYE will present you with every lead in the file 'PROSPECT'. Suppose that you are going to be in New York on January 20, 1986 and you want SALESEYE to find all the people that you are supposed to call on that date that are located in Manhattan, New York city. First, you would fill in this next contact date as one selection criteria. You type... NEXT CONTACT DATE- FROM :01/20/86: TO : / / : [ leave blank ] When you only specify the 'FROM' date, SALESEYE will retrieve those leads with a next contact date that is exactly equal to the 'FROM' date. Since Manhattan zip codes are all between 10000 and 10299... Move cursor... to the zip code line TO :10299 : Now that you have specified your selection criteria for next contact date and zip code, you are ready to have SALESEYE search your file for leads that satisify this criteria... Move cursor... to the horizontal menu line Enter... D [ for Done ] Screen... SALESEYE is now searching B:PROSPECT... (This may take a while) You will hear the disk drives hard at work, eventually... Screen... ** DATA SCREEN # 2 - FOLLOW-UP DATA ** FIRM - Popover Productions FILE = B:PROSPECT NEXT CONTACT - FIRST NAME :Melissa : ACTIVE LEAD LAST NAME :Matthews : TITLE :President : FORM LETTER PHRASE :Dear Melissa, : PHONE :212-111-1111 X235: NEXT CONTACT (MM/DD/YY) :01/20/86: LAST CONTACT (MM/DD/YY) :01/05/86: LAST ACTION : : DOLLARS BUDGETED : : LEAD QUALITY :3: 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 S)ee codes I)nactivate H)istory 1)st data screen G)o back D)one M)ain menu R)eactivate T)icklers P)rint K)eep looking :?: You would now read over the information on this screen to refresh your memory about Melissa Matthews. You might also enter the number 1 so you could review the initial contact data that you have stored before you talk with her on the phone. If you do decide to look at the initial contact data, note that Melissa does indeed work in New York, and then return to the Follow-up Data screen. Let us suppose that Melissa has expressed more than a passing interest in what you are selling and agrees to meet with you on February 20 at your offices. You should now record the results of your call in SALESEYE's follow-up history and reschedule the next contact date to February 20. To do this... Enter... H [ for History ] Screen... ** FOLLOW-UP HISTORY ** FILE = B:PROSPECT FIRM :Popover Productions : NEXT CONTACT - FIRST NAME :Melissa : LAST NAME :Matthews : TITLE :President : PHONE :312-111-1111 X235: FOLLOW-UP HISTORY No History entries have been made for this lead. E)dit D)eactivate A)dd to history F)irst P)revious D)one R)eactivate H)elp L)ast N)ext :?: The top part of this screen lets you see the name and phone number of your next contact. The bottom part will contain history entries (as soon as we add one in). You may add any number of three-line text entries pertaining to a sales call into the follow-up history. Let's make a note of the fact that Melissa was interested in meeting with you. Enter... A [ for Add to history ] Screen... FOLLOW-UP HISTORY (NEW ENTRY) ACTIVE :01/05/86- : : : : : E)dit D)eactivate A)dd to history F)irst P)revious D)one R)eactivate H)elp L)ast N)ext :?: Move cursor... to the right, past the date that was entered for you You type... Melissa is interested in a presentation here next month Move cursor... to the horizontal menu line (use 'Pg Dn' key) SALESEYE's history feature can help you keep track of what is happening during your sales calls. This way you, your boss, or someone else covering your territory can always review how things have been going with any prospect or customer. You could keep adding history entries, but for now we will just return to the Follow-up Data screen (ie where we were before using the History option). Screen... ** DATA SCREEN # 2 - FOLLOW-UP DATA ** FIRM - Popover Productions FILE = B:PROSPECT NEXT CONTACT - FIRST NAME :Melissa : ACTIVE LEAD LAST NAME :Matthews : TITLE :President : FORM LETTER PHRASE :Dear Melissa, : PHONE :212-111-1111 X235: NEXT CONTACT (MM/DD/YY) :01/20/86: LAST CONTACT (MM/DD/YY) :01/05/86: LAST ACTION : : DOLLARS BUDGETED : : LEAD QUALITY :3: 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 S)ee codes I)nactivate H)istory 1)st data screen G)o back D)one M)ain menu R)eactivate T)icklers P)rint K)eep looking :?: You should now reschedule your next contact and last contact date. Enter... E [ for Edit ] Move cursor... to the NEXT CONTACT DATE line You type... 012686 [ you are typing over the old date ] Move cursor... to LAST CONTACT DATE line You type... 012086 You have probably noticed the SALES ACTIVITY SUMMARY data that appears at the bottom of the Follow-up Data screen. In this section, you may keep track of how much time and revenue you have derived from an account to date, and how much you expect to derive by the end of the period. The Reference Manual explains how SALESEYE can analyze this data and print out reports that will help you evaluate your own sales performance. You should always update this information after each sales call. Enter the following for Melissa... You type... TOTALS TO DATE - CALLS : 1: HOURS : .3: ANTICIPATED - HOURS : 4.0: SALES : 0: SALES : 5000: Notice that the numbers always right-justify themselves, no matter where you type them between the colons. is anyone else in New York that you are supposed to call on January 20, 1986. Move cursor... to the horizontal menu line Enter... K [ for Keep looking ] Screen... That's all for now... SALESEYE has finished searching your file and has found nobody else that satisfies your selection criteria. EXERCISE 3 - QUICK FOLLOW-UP Many times you may have one or more specific people in mind that you want to follow up on. Or, maybe a prospect has just called you and you want to update the information on that person. SALESEYE's QUICK FOLLOW-UP option is ideally suited for these situations. To see how it works... Screen... ** FOLLOW-UP / PURGE LEADS ** OPTION DESCRIPTION 1 QUICK FOLLOW-UP 2 SELECTIVE FOLLOW-UP 3 RESCHEDULE CONTACT DATES 4 BLIND CHANGE OF ACTIVE STATUS 5 PURGE INACTIVE LEADS 6 PURGE HISTORY ENTRIES ONLY 7 CHANGE DEFAULT FILE B:PROSPECT 8 RETURN TO MAIN MENU Which Option (1-8)? :8: Enter... 1 [ for QUICK FOLLOW-UP ] Screen... ** SPECIFY FIRM NAME FRAGMENT TO RETRIEVE LEAD DATA ** FILE NAME = B:PROSPECT FIRM - : : C)ancel H)elp D)one :?: us if we wanted to sort on LEAD ID or FIRM name. We chose FIRM which means that you can retrieve lead information very rapidly if you know all or part of the FIRM name. Actually, you don't always have to know much more than the first few letters of the firm name. It is only when you have more than one lead with the same firm name that you may want to spell out the firm name in full. However, keep in mind that once SALESEYE retrieves a lead with the firm name you specified, you can always browse forwards or backwards through the file (which is sorted in firm name order) until you find what you are looking for. Let's assume that Albert Abilene has just called to inform you that Casco Carting Co. has moved from 780 North St. Paul to 1020 North St. Paul. The cursor now rests on the FIRM line. To update this information on Mr. Abilene... You type... CASCO [ you only need a few letters of the firm name ] Move cursor... to the horizontal menu line Enter... D [ for Done ] Screen... ** DATA SCREEN # 2 - FOLLOW-UP DATA ** FIRM - Casco Carting Co. FILE = B:PROSPECT NEXT CONTACT - FIRST NAME :Albert : ACTIVE LEAD LAST NAME :Abilene : TITLE :Manager : FORM LETTER PHRASE :Dear Albert, : PHONE :203-432-2220 : NEXT CONTACT (MM/DD/YY) :02/10/86: LAST CONTACT (MM/DD/YY) :01/05/86: LAST ACTION : : DOLLARS BUDGETED : : LEAD QUALITY :1: 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 S)ee codes I)nactivate H)istory 1)st data screen G)o back D)one M)ain menu R)eactivate T)icklers P)rint K)eep looking :?: Screen... ** DATA SCREEN # 1 - INITIAL CONTACT DATA ** DATE (MM/DD/YY) :01/05/86: SALESPERSON :RLW: FILE = B:PROSPECT ACTIVE LEAD NAME- FIRST :Albert : LAST :Abilene : TITLE :Manager : FIRM :Casco Carting Co. : ADDRESS :780 North St. Paul : :Room 401 : CITY :Mordant : STATE :NJ: ZIP :07432 : LEAD SOURCE : : PRODUCT OF INT. #1 : : TYPE OF INQUIRER : : PRODUCT OF INT. #2 : : DESCRIPTION OF BUSINESS : : PRINCIPAL COMPETITION : : REMARKS : : : : E)dit S)ee codes I)nactivate H)istory 2)nd data screen G)o back D)one M)ain menu R)eactivate T)icklers P)rint K)eep looking :?: You have just retrived Mr. Abilene's records. The Follow-up Data screen was the first to appear. Since you want to change the address, you then 'turned the page' by entering '1'. The initial contact data is now on the screen and the cursor is on the menu line at the bottom of the screen. To make changes to the address... Enter... E [ for Edit ] Screen... [ Remains the same except that the cursor is now resting near the top of the screen. ] Now you are in control of the cursor. You may fill in, type over, or delete entries on the screen as much as you wish. Move cursor... to the first address line At this point, you should notice one thing. The old street address number (ie 780) is three digits long while the new number, 1020, is four digits. If you just type over the old number, the address would look like '1020North St. Paul'. Now, you could type the whole address line over again and leave a space between '1020' and 'North', but this is a lot of work. This is a perfect time for you to learn how to use some of SALESEYE's powerful full-screen editing commands. Follow these directions... You type... 1020 [ you are typing over 780_ ] Screen... 1020North St. Paul Enter... 'Ins' [ if your keyboard doesn't have an 'Ins' key, hold the CONTROL key down and hit the letter V simultaneously. ] You type... [ press the space bar once ] Screen... 1020 North St. Paul When you press 'Ins' or 'CONTROL' V, the word 'INSERT' appeared at the top of your screen. Whenever this appears, you are in Insert Mode. Anything you type will be inserted at the cursor position and existing text is moved to the right. You can no longer type over things when you are in Insert Mode. To get back to Overwrite Mode... Enter... 'Ins' [ or 'CONTROL' V ] Pressing 'Ins' is like using a toggle switch. Press it once and you are in Insert Mode. Press it again, and you are back to Overwrite Mode. Whenever the word INSERT appears at the top of your screen, you know you are in Insert Mode. SALESEYE also allows you to delete characters when you are editing a screen. To see how to do this, follow these instructions... Move cursor... so that it rests on the 't' in 'St.' Enter... 'CONTROL' G Screen... 1020 North S. Paul Presto! The 't' disappears and all of the text to the right of it moves to the left to fill the void. To put the 't' back in... Move cursor... so that it rests on the period (.) in 'S.' Enter... 'Ins' [ to enter Insert Mode ] Enter... t Screen... 1020 North St. Paul The address is now just as it should be. You should now return to Overwrite Mode by entering 'Ins' (the word INSERT should not appear at the top of the screen). There are other full-screen editing commands that you will find useful. For example, moving the cursor to a line and hitting 'CONTROL' Y allows you to wipe out all of the information from the cursor position to the right colon with one keystroke. If you have a 'Del' (delete) key on your keyboard, you may use it to delete characters that appear to the left of the cursor. Your Reference Manual discusses these commands in more detail. Practice using them now until you become familiar with their operation. Move cursor... to the horizontal menu line If you wanted to do more quick follow-ups, you would now enter D for Done. You could even print out a mailing label or a form letter for Mr. Abilene by entering P for Print. You will learn how to do this in a later lesson. However, to wrap up this lesson, return to the MAIN MENU... Enter... M [ for MAIN MENU ] Screen... [ MAIN MENU ] SUMMARY OF LESSON 3 You will probably use the FOLLOW-UP options that you just learned more than any other feature of SALESEYE. You should start each day by first, checking your tickler calendar and second, by using SALESEYE's SELECTIVE FOLLOW-UP option to remind you of who you are supposed to call and to refresh your memory about each prospect's needs, etc. As you also saw in this lesson, you can use SALESEYE's powerful selective search capabilities to help focus your attention on certain groups of prospects. Prospect information can also be retrieved for individual prospects very quickly. Finally, you learned that it is easy to update any of the information that you have stored on a prospect using SALESEYE's quick or selective access capabilities and its full-screen editing commands. There are several things that you learned in this lesson that you will use again and again when you are working with SALESEYE's other options. These are: o Access to any or all leads using selective searches o Quick access to any lead using a lead's firm name o Full-screen editing commands that allow you to insert and delete text The next lesson will show you how to manipulate lead files using SALESEYE's copy, merge and purge features.