We’re so excited you’ve joined the ProsperWorks family. ProsperWorks is a CRM you’ll actually love to use. The best part is, we fit into your workflow, not the other way around. Once your Admin has your system setup, you’ll want to get your personal ProsperWorks settings customized! We’ll walk you through, step-by-step.
Before we get started let's cover some basic terminology inside of ProsperWorks. A lot of CRM’s use different terminology that refer to the same things. We'll go over the key ProsperWorks lingo: Record Types, Contact Types, Sources, Pipelines, and Activities.
In this article we'll be covering:
- Record Types in ProsperWorks
- Contact organization and keeping track of where prospects come from
- Organizing your sales process
- Keeping track of your interactions with contacts
Leads are the top of your sales process. Think of Leads as a bowlful of business cards you receive. You have contact information, but you're not yet sure if they are fit for business or "qualified". Leads are the starting of your sales process, and are meant to be a bucket from which you try and qualify them for business. When you have established that they are qualified, Leads are converted to Companies, People, and Opportunities. Leads are useful to separate your records and track where your sales are coming from.
Example: "You meet Taylor at a conference and after a few minutes of chatting, they hand you their business card. Taylor works for Spaghetti Unlimited. You enter Taylor's contact information into ProsperWorks as a Lead and send a reminder to give them a call to find out if they would be a potential fit for business.”
A Person is someone you have already qualified to do business with. They may be a current customer, potential customer, or some other type of contact or relationship. This is the Person that works for a Company you want to do business with.
Example: “You called Taylor after the conference for the first time and you found that they fit your criteria to “qualify” them as a potential customer. You converted the Lead and created a Person and Company record. Taylor the person is related to their Company record Spaghetti Unlimited. Most of your correspondence is with Taylor directly and you log your notes on their Person record to track what you’ve discussed.”
A Company is an organizational entity that you are either doing business with now, or may be doing business with soon. We like to think of the Company as the building that the People you are dealing with work in. The Company record is the top level record that we relate other records such as People or Opportunities to.
Example: “ Spaghetti Unlimited is the company Taylor works at. You called Taylor after the conference for the first time and you found that they fit your criteria to “qualify” them as a potential customer. You converted the lead and created a company record for Spaghetti Unlimited (which Taylor works), which has fields like Address, Website, and more.”
An opportunity represents any kind of business development effort that you would like to track and move along through a process. You could also call an Opportunity a "deal" or a "sale". An Opportunity could represent the sale of a product, billings associated with services, or an activity that has no direct monetary value, like increasing your press coverage.
Example: “Taylor has talked about potentially purchasing 5 units of your Angel Hair Bonus product for $1000. To track this potential revenue, you create an Opportunity record titled ‘Spaghetti Unlimited - 5 Units.’”
The diagram below illustrates how record types relate in ProsperWorks:
Contact Organization & Tracking Prospects
Contact Type is a dropdown field found on Company and People records. Contact Type is a way to organize your records so you can tell the type of relationship you have with them. There are two default options, Potential Customer and Current Customer, however you can add more if you like.
Example: “Since Taylor hasn’t ordered anything yet, their contact type would still be Potential Customer. If Sam is a Person who is a supplier of yours, you could create a Supplier Contact Type so you can differentiate them from other People.”
Sources are used to track where your sales comes from. You may generate leads from cold calls, email lists, or trade shows. If you mark where each lead comes from, you're able to track how many sales get created and closed from each Source. This gives you very valuable insight into your sales process!
Example: “When you entered Taylor as a Lead in ProsperWorks, you mark the Source field as Conference, since that’s where you met. When you convert the Lead and create an Opportunity, that information is passed along to the Opportunity record.”
Organization of your Sales Pipelines Process
A Pipeline is the area in ProsperWorks your Opportunities are organized into. It represents the process or steps you use to move those Opportunities towards completion. We use the term “Stages” for those steps. Organizing your Opportunities into a Pipeline allows you to see where each one sits and is helpful in prioritizing which deals you should focus on.
Example: “Whenever you identify someone as a fit for business, you try to set up an initial exploration call, then have a demo, and finally have a negotiation call. These 3 Stages or steps make up your sales Pipeline. When you converted Taylor’s Lead to an Opportunity, you created the Spaghetti Unlimited - 5 Units in your Pipeline.”
Tracking Contact Interactions
Activities are interactions your have with your contacts, whether they are Leads, People, Companies, or Opportunities. These interactions can be things such as emails, phone calls, demos, and many more. ProsperWorks allows you to log these interactions which can help you keep track of when you've last spoken with an Opportunity.
ProsperWorks will autosave your activities and notes, so not a problem if you navigate away before you click 'save'!
Example: “When you first talked to Taylor, you got some great insight, and wanted to make sure you didn’t forget about your conversation. To do this, you logged a phone call Activity in ProsperWorks along with your notes, so the next time you spoke you could remember what you covered!”
Now that you understand some of the basic terminology, it’s time to go through the settings of your account and set it up to fit your needs!