How to Better Manage yourTeam in Contactually

Hey there!

Tony CappaertCo-Founder & COO

• We’re recording today’s webinar — we’ll send out the recording within 24 hours

• If you have questions, use the “Questions” box in GoToWebinar — we’ll be answering questions throughout the webinar

Housekeeping

• Quick overview of how Contactually works for individuals

• The two major ways to use Contactually for your team

• Steps to set up your team to start using Contactually

• How to gain better insight into how your team’s performing

What we’ll cover today

Quick reminder:How does Contactually

work for individuals?

Calendar

CSV

A B C DHot Leads Warm Leads Referrals Not Important

We automatically build (and keep updated) the address book for all your contacts

We help you prioritize your top contacts into groups (or buckets)

We prompt you to follow up with the top people in your network that you haven’t connected with

in several weeks or months

By regularly following up, you’ll stay top of mind, and get more referrals & repeat business

@

www.contactually.com

TO:

FROM:

SUBJECT:

1 2

43

WITHOUT  CONTACTUALLY

People  do  business  with  people  they  know.

Initial Introduction Business Opportunity Business Opportunity Business OpportunityReferral Opportunity

But  important  rela.onships  o1en  slip  through  the  cracks.

In  nearly  every  professional  service  business,85%  of  clients  originate  from  exis3ng  rela3onships

WITH  CONTACTUALLY

• Ac5ve  Contactually  users  report  a  34%  increase  in  the  number  of  referrals  they  receive  annually  

• Within  3  months  of  joining,  Contactually  users  engage  with  97%  more  people  in  their  network  than  before

Initial Meeting

Follow Up

Follow Up

ShareArticle

Make Introduction

Business Opportunity Business OpportunityReferral Opportunity

Contactually  helps  you  stay  engaged

Roll out Contactually to your team to ensure everyone is bringing in more referrals & closing

leads more effectively.

Two major ways to useContactually for your team

1. As a way for the entire team to collaborate on all business contacts across the team

2. As a way for a team’s manager to assign leads and/or gain insight into the team’s performance

Teams today use Contactually in two distinct ways

• Your teammates can get instant access to all of the team’s customers, sales leads, or other important contacts

• Each person on the team can see who else on the team has interacted with a customer/lead, and when that contact was last touched

• This is how the entire Contactually team uses Contactually internally

How does Contactually help teams collaborate?

• Rather than keeping the team totally open, many manager opt to set up their team’s bucket to only allow sharing leads from the manager to each person on the team

• Each rep receives leads from the manager, but isn’t able to see the other reps’ customers or leads — or any conversations anyone else has had with their contacts

• Managers can also define processes — like which email templates to send or programs to follow — when nurturing leads

• This structure is typically used by larger teams and/or teams with a clear manager/direct-report reporting structure

• This is how the Contactually sales team uses Contactually

How does Contactually help managers assign leads?

Getting insight into the performance of eachteam member is important for any team.

We’ll cover how to do that in Contactually in a bit!

Steps to set up your team:Collaboration

1. Invite everyone on your team at https://www.contactually.com/settings/team

2. Create buckets of contacts you want your team to share, and set the permissions such that everyone can view & edit contacts (as well as view conversations)

•Note: you’ll need to invite new people to these buckets as you add them to your team

3. Set up a few other all-team permissions depending on how comfortable you are with your team having total access or control

Steps to set up yourcollaborative team

We set up a bucket (Customers) that allows the entire team to see all customers & conversations

Be careful when setting theseall-team permissions

•“Contact Data Export”: leave this on if you’re OK if people can export their database

• I’d leave “Share All Contacts” and “Deleting Contacts” turned off

Steps to set up your team:Manager & direct reports

(or sales people)

1. Invite everyone on your team at https://www.contactually.com/settings/team

2. Create a unique set of lead buckets (ex: cold, warm, hot) for each rep on the team, and only invite the rep and manager to those buckets

•Only the rep will receive reminders for each bucket

•This will create many buckets for the sales team, so don’t create too many sales stage buckets

3. Set up a few other all-team permissions depending on how comfortable you are with your team having total access or control

Steps to set up your sales or manager/direct reports team

We set up a non-collaborative team for only our sales team

All of these buckets represent the sales stages for one sales rep.

Start with a simple sales process first.

Each sales person has their own set of buckets.Only the rep (Kelsey) gets reminders.

Manager & VP can see convos & build reports.

All-team permissions should probably bethe same as a collaborative team

•Possible exception: “Contact Data Export”. Some managers prefer to not allow their reps to be able to export their leads. It’s up to you.

Better understand your team’s performance using Insights

• Whether your goal is to allow your team to collaborate or to better manage the leads your sales team receives, Contactually Insights provides perspective on how your team is doing

• With Insights, you can answer:

• How many customers or leads has each person followed up with? And are they following up with them on time or are they overdue?

• How has their follow up activity changed over time? Are they getting better or worse?

• How many emails vs calls vs meetings has each person made in the past 7 days? 30 days? And how has that changed over time?

• Who rights the best emails on the team & gets the highest response rates?

Our new Insights feature allows you to understand how your team is performing

Remember: buckets with follow up reminders are deemed important

We can see who on the team is regularly following up with important customers and leads

• People on the team who are regularly following up with their bucketed contacts are going to have a higher RPA

• If it’s low, you can coach them on how to improve

• The RPA assesses the quality and quantity of your important relationships (i.e. the ones that are both bucketed and have a follow up reminder).

• The higher percentage of strong relationships you have, the better your score. The more strong relationships you have, the better your score.

• Example: having 50 out of 50 strong relationships will produce a high RPA, but having 100 out of 100 strong will result in an even higher score.

Reminder: what is RPA?

You can see across the team who has the highest RPA, and how it’s changed over time

When you drill into one person, you can see how their RPA has changed over time — and which are

their best or worst buckets

Beyond relationships, you can see which people on the team have been

the most active

•Most people send a lot of emails, but some people have been running more meetings (like Zvi, Brandt, and me)

Better still, you can see how each person’s activity has changed over time

•We can that Elizabeth has been sending a lot more email recently, but — with a few exceptions — she hasn’t been making many calls or booking meetings

•This is a perfect coaching opportunity; I should be sure to congratulate Elizabeth on all the hard work sending email, but maybe dig into why the meeting activity is low

You can also see which follow ups are most effective

•Last week, Elizabeth’s response rate was 13% — how can she improve that?

• Because we’re connected directly to each person’s email account, calendar, and phone — we’re logging all interactions automatically

• You don’t need to rely on your team manually inputting today to get actionable insight (let’s face it, they wouldn’t do it before!)

• With this feedback you can better coach your team and improve their performance

Remember: Contactually is connected directly to your accounts

We’ll send the recordingout in the next 24 hours