Sales tracking spreadsheet by seller: is it the best option for sales management?
In your sales team, is the sales tracking spreadsheet still the main tool for managing customers and prospects? So it may be time to rethink this model…
As much as Excel spreadsheets can be excellent for starting the documentation of processes and activities in the area, they end up leaving a lot to be desired when we talk about:
- Information security;
- Productivity of sellers and
- Monitoring of metrics and indicators.
Want to better understand why? We will explain in this article!
Bonus: make your team achieve high sales performance with our CRM platform
Agendor is a CRM and business management platform that works as a control panel and personal assistant for B2B sales teams.
What’s wrong with the sales per salesperson tracking sheet?
To be honest, the sales- per -sales tracking spreadsheet, in which it records negotiations with prospects and closed proposals, isn’t all that inefficient.
That’s because this is the first step to actually documenting business results. Yes, because many companies still record this information in notebooks, books and diaries, just like in the old days.
Therefore, if your company or organization has already migrated documentation to the digital medium, this represents the beginning of the path towards the best solution.
It is not enough, however, to rely only on Excel spreadsheets for business management. Mainly because this software was not developed for this purpose, but for the manipulation and calculation of data.
In other words, if the objective is to have a complete tool, which understands all the characteristics of the commercial activity and makes life easier for salespeople and managers, there are more effective paths, which we will talk about later.
When Sales Tracking by Salesperson Becomes Ineffective
But, if the sales tracking spreadsheet is already part of the company’s business practices and processes, what would be the reasons for abandoning it? There are 4 main reasons:
1. Team and company growth
When the sales team consists of 2 or 3 people, it is even feasible to consolidate the data at each weekly, biweekly or monthly closing, gathering the information registered by each one. Although by no means the most efficient…
Now, when the team grows, this activity becomes impractical, taking significant time from the person responsible for this closure. This is often even the role of the sales manager, who could dedicate himself to other more strategic activities at these times.
In addition, with the company’s growth, other areas start to demand information about commercial performance to carry out their own activities:
- Marketing needs to know the sales conversion from each campaign
- Finance needs to forecast cash flow
- Between others.
It is very difficult to provide data quickly to these other departments if at each request it is necessary to search for information in an Excel spreadsheet.
2. Complex sales
Companies that work with complex sales should never use a sales tracking spreadsheet.
This is because, normally, negotiations take months, involve different people and require constant follow-up.
It’s very difficult to manage this entire relationship through Excel, especially in order not to miss the right moment to approach a particular prospect again.
3. Massive sales
Another situation in which the sales per salesperson spreadsheet should not even be considered is when monthly sales volume is high.
The risk of information being lost along the way or even not being correctly included in the spreadsheet is great, compromising a qualified analysis of the data.
This can lead to incorrect forecasts, both from a production standpoint and from a financial standpoint, creating a real snowball for the entire management of the company.
4. Simplified management
If the optimization of resources and people is a priority for your company at this time of high competitiveness, there is no reason to choose a less efficient path from a management point of view.
Just because the sales-by-sales tracking spreadsheet requires someone to check or consolidate data to generate reports, enough is lost in this regard.
And it’s a more streamlined and efficient management that allows people to focus on where they matter most in their commercial activity:
- Relationship with customers and future customers.
What is the best alternative for commercial management?
So where is the best solution for managing sales and salespeople if not in Excel spreadsheets? In tools developed and constantly updated to support area managers and entrepreneurs: CRM systems.
CRM is the acronym for the English term Customer Relationship Management. In Portuguese translation, Customer Relationship Management. This is a sales methodology that is already well established and essential for commercial success.
From the CRM, systems were developed, such as the Agendor, which allow a digital and automated recording of all activities that are part of the relationship with the customer. Among them are, for example:
- Contact details of prospects and customers;
- Recording interactions such as meetings, calls and emails;
- Information about the negotiations.
Advantages of Using a CRM System
We know, however, that the entire transition of processes and tools takes energy and time to complete.
For this reason, we have also listed below some main advantages of moving from a sales tracking sheet by salesperson to a CRM system:
The most modern CRM systems are stored in the cloud, which allows them to be accessed anytime and from any device – including the mobile app!
This factor is essential for sales teams, as external salespeople spend most of their time visiting and moving between them, demanding a solution that can be easily updated.
Added to this is the reduction in the risk of information loss due to corrupted or incorrectly saved files.
Ease of generating reports
A significant time gain for sales managers and entrepreneurs: being able to generate reports in a few minutes, just selecting the criteria that must be collected.
In the CRM system, all information is stored in a categorized way and, through automation, reports are produced and shared in a minimum time.
Through the CRM software, it is also easier to monitor the activities of each salesperson, knowing what new prospects were made, the contacts made, the sales volume and the conversion rate.
In this way, a wealth of important information is gained to understand what practices and approaches lead to better performance and, based on that, to replicate it with the rest of the team.
Sales pipeline view
Having a clear view of the sales pipeline is essential for decision making in a business.
Looking at it, it is possible to approve investments, increase the team, buy inputs… or else, not do any of this until the scenario becomes more positive.
With a CRM system, the pipeline is always up to date and is presented in a very visual way, allowing the entrepreneur to have a thermometer of the company’s real situation.
Monitoring of metrics and indicators
Just like the company’s overall sales pipeline, in a CRM system you can track every metric and indicator you deem important for your business management, including:
- Number of new deals;
- Average ticket;
- Duration of negotiations;
- Conversion rate.
Finally, the last advantage of replacing the sales-per-sales tracking sheet with a CRM system is the productivity gain. Without a doubt, this is an important keyword in times of fierce competition and economic uncertainty.
More productive employees invest their time in activities that can bring more results to the business, allowing them to get more done with less effort. A very effective way to accelerate sales!
It’s time to professionalize your commercial activity!
In this article, we talk about why Excel spreadsheets are not the most effective tool for managing a company’s business.
But there is a very important point to address now that we have reached the end of the text: the way a company is managed says a lot about how professional it is.
That’s right, if a business uses alternative or outdated resources for customer relations and, consequently, does not achieve the best efficiency in this regard, the impression that can be given is of lack of organization or attention. Something that, we are sure, is not your company’s intention!
For this reason, if you are still out of date in terms of technologies for managing the company, both in the commercial and other areas, it is time to rethink your options and take an important step towards achieving productivity and, of course, better results!
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