Best Practices

Sales Organizations

Sales organizations of every size use WebEx WebOffice to streamline their operations. WebOffice can be customized to meet your sales organization’s needs for more efficient sales force automation, customer relationship management, product demonstrations, and sales training.

WebEx has interviewed many customers in sales organizations at companies large and small nationwide, and we have compiled below their best practices using WebEx WebOffice. These best practices can increase sales revenues and improve customer service.

Create your own customized Customer Relationship Management (CRM) tool, using the WebOffice Database Manager template. With its activity log, your sales force can track interaction with prospects and customers over time. By simply changing field names or adding, deleting or rearranging fields in this database, you can create a custom tool to suit your specific CRM needs.

Create a database for your sales pipeline with the WebOffice Sales Forecasting template. Since all the database fields and views are customizable, you can easily tailor the database to match your company's unique forecasting process. Keep historical data of sales activity in the Activity Log. Your sales team will be able to stay ahead of rapidly changing situations, because they can instantly review the status of each sales opportunity. Print forecast information or export sales data to a spreadsheet for additional analysis.

Post sales goals and performance data for your sales force in the WebOffice Document Manager. It’s a great motivating tool. You can update these documents, using the WebOffice check in/check out function, so that everyone knows they have the most up-to-date version of the numbers.

Save time and travel expenses by using WebEx Meetings to sell prospects and partners on your product without ever leaving your office. You can demonstrate your product or service, interact with your prospect, and close the deal -- all online, in real time.

Train field sales force at remote locations worldwide without ever leaving headquarters, with WebEx Meetings. Trainers can share their entire desktop with remote sales trainees, while teleconferencing and chatting online with them simultaneously. Trainers can walk sales trainees through product demonstrations, company policies and procedures, and even train them on the use of order entry software, other job related software, and other sales force automation tools.

Provide a central repository so your sales representatives can access the latest sales and marketing information, such as product availability, price lists, catalogs, brochures, data sheets, product specifications, press releases, published articles, and so on. Your sales representatives can pinpoint the information they need in just seconds with Advanced Search and the optional Full-Text Search feature.

File and track expense reports from the road, from home or at headquarters, using the WebOffice Database Manager’s expense report template. Keep expenses up-to-date online -- anywhere, anytime. Your sales representatives will find it convenient to file their expense reports in a more timely manner, and as a result, speedy reimbursement can be expedited.

Create a library in the WebOffice Document Manager that all your sales representatives can access online for proposal templates, sales contracts, order entry forms, etc. Everyone will always have access to the most current version of these forms.

Post the latest sales presentations for product launches or ongoing campaigns in the WebOffice Document Manager. Your most successful sales reps can share their standardized sales pitches with every sales rep. Bring rookies up to speed quickly, with instant exposure to all sales and marketing presentation tools.

Post sales meetings, product launches and tradeshows on the WebOffice Online Calendar. Sales reps can use the calendar to schedule and post sales calls -- sharing their professional schedules with colleagues, while maintaining privacy for their personal appointments. And, when you need to coordinate the schedules of hundreds or even thousands of sales trainees, for extended periods and multiple training sessions, WebOffice's Online Calendar and group scheduling capabilities will make your job easy. You can check participants' availability online, notify them all about the training session with a single email, and view their responses at a glance.

Build a centralized knowledge base about each competitor, and make the information immediately available to all field sales representatives. Update it once, and everyone has the latest information simultaneously.

Fire up your sales team – no matter where they are located – about the latest developments at headquarters. Announce the latest big sale or the sales person of the month, or the sales assistant of the month, using WebOffice Announcements. You can customize the Announcements Window on your WebOffice Home Page, so that it looks like your own online newsletter, complete with graphics, photos and logos.

Gather feedback from field personnel with WebOffice Opinion Polls or generate ideas about products, services and marketing campaigns with WebOffice Discussion Forums. Sales people who are geographically dispersed can all communicate online, and see the comments of their colleagues and follow the thread of the discussion.

Create a library for all corporate logos, identity and graphics and make it accessible to everyone. When your sales team needs to add a logo to a custom sales proposal, they'll have the most up-to-date materials at hand, so they don't waste a minute looking for them, or asking others in your organization to find them.

Customize the WebOffice Time Sheets template to create a custom database where your customer support team can track any billable and non-billable time spent on customers, projects and activities.