10 CHARTS THAT GIVE VISIBILITY OF SALES PERFORMANCE AND YOUR SALES PIPELINE So what’s the problem? • Dashboards are the #1 reason why companies buy CRM solutions such as salesforce.com • But often the dashboards don’t get set up in a way that give sales executives the insight they need to manage effectively • So here’s 10 charts that should be on your salesforce.com dashboard to give full visibility of the sales pipeline and sales performance 1. Closed Won Opportunities by Month This is the most basic graph and the most essential but the trick here - as with many of the charts - is to create the chart as a stacked bar chart and the underlying report as Matrix report. Admittedly it's slightly easier to create a Summary report but it's only a small step further to create a Matrix report. And the results are so much more powerful. 2. Pipeline Opportunities by Close Date This chart gives the fundamental information necessary to assess the pipeline. Stacking the bar chart by Stage gives high quality visibility of the overall health of the pipeline. Now we can start to interrogate the data. For example, assuming we're in February 2012, is the deal that shows in Negotiation in June really going to take 5 months to complete? Perhaps it is, but now we have the information necessary to question the situation. Similarly, the deal that shows as Prospecting in February are we really going to close it this month? In reality is it at a more advanced Stage? Or does it belong in a later month? 3. Trend in Pipeline ‘As-At’ the 1st of each month What about the trend in the pipeline? Is it increasing or decreasing? The pipeline As-At report shows the size of the pipeline “As-At” the 1st of each month and thus the overall trend in the size of the pipeline. Formatting the graph and underlying report by Stage gives us additional insight on the make-up of the pipeline. 4. Open Opportunities by Created Date The size of the pipeline is a key driver of future sales performance. But size isn’t everything – we also need to measure quality. The Open Opportunities by Created Date chart is one important way to do this. If it typically takes three months to close a deal in your organisation yet there a number of Opportunities opened significantly earlier than this, are these really genuine, viable opportunities? In the chart above what about the opportunities opened in February and June? Are we confident they're legitimate Opportunities and not being regularly moved along in order to maintain the size of the pipeline? 5. Opportunity Stage Movement High quality visibility of sales trends and sales performance requires sales people to use salesforce.com to manage deals throughout the sales process. As such we should see the majority of Opportunities moving successively through each Opportunity Stage. The Opportunity Stage Movement Report shows, for any given time period, what has happened to Opportunities. For example, in the chart and table below, we can see that of the 335 Opportunities that were in the Prospecting Stage, 85 have moved onto the Investigation Stage and so on. The chart shows that a successively reduced number of Opportunities move into Closed Lost as they progress through the Opportunity Stages – this is what we'd expect.. 6. Opportunity Conversion Ratio Small increases in the percentage of opportunities that convert into closed deals has a disproportionally high impact on overall sales revenue. It’s one of the key levers available to sales managers. This chart and report show the percentage conversion rate on opened Opportunities over time. The chart and table provide valuable information on sales performance and potential training and development needs. We need to assess this information in the context of other graphs – for example the Opportunities Opened by Created Date in order to ensure it doesn't reflect sales people only entering opportunities into the system that they're confident are going to close. 7. Average size of Closed Deals In many organisations the ability to consistently cross-sell or up-sell is a key driver of incremental sales revenue. This chart gives important insight on how well sales people are achieving this over a given period of time The report identifies sales people that are effective in cross selling or upselling. What can we learn from their expertise? Can other sales people benefit from additional training or copying the leaders' techniques? Are those with the lowest average deal size the sales people that are consistently giving away the biggest discounts? 8. Top 5 Clients and Prospects The Top Five Clients and Prospects table gives a clear indication of where managers should be spending their time over the coming months Displaying this information on a dashboard table is a good way of focussing attention. Limit the results to the top 5, 10 or 15 in order to prioritise the key accounts. On the report list all the Accounts with open opportunities. 9. Top 5 Clients and Prospects Sales deals don’t close themselves. Tracking the number of completed activities can provide valuable insight into varying levels of performance. This is especially the case when viewed in conjunction with the other metrics outlined in this paper. Effective use of this chart and report requires a few small configuration changes to Activities within salesforce.com. Firstly, modify the Activity Type picklist to suit your organisation and make it mandatory. Then make the Due Date mandatory to ensure that Users can't leave the date blank. 10. Sales performance against Target There are three ways to manage sales performance against target in salesforce.com, the most simple one is Using a Gauge on a Dashboard. • Use the Forecasts tab and associated functionality. • Use a custom object to record targets and link Opportunities to the relevant target. • Use a gauge on a dashboard. The last of these is the most simple and the one that is demonstrated below. The upside of this approach is that it's very easy and simple to implement. The downside is that it gives the least amount of insight of the three solutions, but that may be an acceptable price to pay (in the short term at least) for ease of implementation. There are several additional ways to manage targets in salesforce.com that provide additional insight. Watch out for a forthcoming SolX blog post on using salesforce.com to manage targets. What to do after this presentation Listen In Join our webinars or attend an event. http://garysmithpartnership.com/events-webinars/ Free dashboard healthcheck We guarantee to improve your dashboard. http://garysmithpartnership.com/health-check-registration/ Read our other blogs We publish extensively on related subjects. http://garysmithpartnership.com/blog/ The Gary Smith Partnership • We help our customers increase revenue • We do this through the implementation of salesforce.com and related technologies • Our team of certified Consultants tailor salesforce.com to the specific needs of your business • Visit our website at www.garysmithpartnership.com THANK YOU!