Introduction
This Standard Operating Procedures is a brief explanation about how the new sales process for the engineering division has been created in order to give a support to the existing and new sales representatives that will have in charge the management of the new sales opportunities.
It also includes the sections on HubSpot, files and links of everything that the B&O team has work with during the implementation of the whole project.
Masters of Implementation and Files
During the entire project, the B&O Team worked with the Google Workspace were all the documents, masters and meeting take place.
To access the main folder, click down below:
To access specific files and masters, click down below:
- Engineering Pipeline Mapping
- Properties Inventory
- Engineering Contact Mapping
- Dashboards and Reports
- Discovery Session OUTBOUND
- Import of Contacts - Exercise
HubSpot Access and Main Links
The following, are the access to specific sections on the CRM where the B&O Team worked on during the implementation.
- Pipeline Settings
- Team Configuration
- Customized view for Contacts
- Workflows and automations
- Customized view for Deals
- Sales Pipeline Dashboard
- Contacts Operations Dashboard
Engineering Sales Process
As a result of the discovery sessions with the Engineering Sales team, nowadays we have a whole new process mapped on the CRM that will allows the sales representatives to manage, administrate and give a precise follow up to every new opportunity on the CRM.
The process is divided and set in 2 very important sections (objects): Contacts and Deals.
On the following paragraphs, you will find all of the stages, properties and conditionals that were implemented for the sales process.
Contact Level
Contacts will be input manually by the sales team as a result of he outbound prospection and the sales team will be responsible for the record of all the important and mandatory properties.
Stage 1: New Contact
Description/Goal: Research and List Building: Through multiple sources, we compile a list of prospect companies. We then obtain the contact information for the company and contacts within through other tools. These tools link with HubSpot and create a contact.
Actions required: Complete the initial information about the contact and company.
Responsible: Tom /Engineering Sales Team
Mandatory properties:(located on the left panel of each contact)
- Company Name
- Sector
- First Name
- Last Name
- Contact Role/Title
- Decision-making relevance
- Phone Number
- Email Address
- Country/Region
- Source/Origination
Stage 2: Attempting Contact
Description/Goal: Make at least 1 attempt of contact in order to connect and set a communication channel with the client/future deal.
Actions required: Load at least 1 sales activity on the contact level. Mails, calls, task, meeting are consider as a sales activity.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
This stage does not requires any mandatory properties but still exist a section to get information about this attempt of contact.
Stage 3: Connected
Description/Goal: Reach out to each prospect through a sequence that includes: email, phone calls, LinkedIn message/connection requests, and face-to-face meetings
Actions required: Make a first connection with the prospect/client. If connected, we "qualify" to determine if they could become a buyer.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
- Last Contacted Date
- Primary Outreach Channel
- Engagement Status
- Project Type Interest
- Current MEP Provider
- Project Involvement
- Decision-Making Process
- Preferred Communication Channel
- BANT - Budget
- BANT - Authority
- BANT - Need
- BANT - Timeline
Stage 3 (A): Connected w/ potencial interest
Description/Goal: Start a follow up process to maximize the opportunities of converting the contact into a potential deal. Beside this stage, the are also 3 more stages (B, C and D) to set the different outcomes of the previous stage. These 3 stages are:
- Connected and OK w/ current vendor
- Connected / Bad timing
- Not successful contact
Actions required: This is dependent on the outcome of stage 2. If connected and showed potential interest, we set a sequence for follow up on a certain schedule.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
- Follow-Up Date
- Contact Preferences
- Sequence Type
Stage 4: RFP
Description/Goal: Schedule meetings & qualification
Actions required: Determine when the contact is ready to proceed with an RFP ans schedule a meeting to discuss the project. The prospect will email the plans to the sales team. This will be the trigger point for a deal to be started and classified as "Proposal Requested" in the pipeline.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
- Project Name/Opportunity
- Proposal Sent Date
- Deal Value Estimate
- RFP Due Date/Expected Close Date
- Internal Stakeholders Assigned
Company Level
As Contacts, Companies will also be input it manually and associated to the existing contact . The association with contacts can happen on the right exact moment as the sales team creates the contact or can also happen later but, it will be important to make this association before the contact is set as an RFP.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
- Company Name
- Company Domain Name
- Number of employees
- Annual Revenue
- Company Type
- Company Size
- Company Project Type
Deal Level
Deals will be created automatically right after a contact is ready to have a RFP, is associated to a company and has the mandatory properties to be able to enter to the pipeline. Those Deals will be assigned to the actual Contact owner (the sales rep) and they will be responsible for moving the deal along the Pipeline.
The deals will be located on the whole data base of deals and can be search using the automatic filter: Pipeline is: B&O - Prefab Logic Engineering Pipeline
Also, every contact that has an association with a deal, will show this association on the right panel on the contact view:
Stage 1: Proposal Requested
Objective: Receive new Deals as a result of the prospecting efforts made on the object Contact. The contacts that enter this stage, should have been detected as psoible clients on previous sales activities during the fist contact efforts.
Trigger: Set a contact with the Contact Stage as a RFP so the contact enters to the deal automatic creation.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
- Deal Owner
- Deal Type
- Project Number
- Project Type
- Sector
Stage 2: Proposal Sent
Objective: Start a follow-up process with the client once the deal proposal is sent. If proposal is acceptable, proposal will be sent out for signatures and moved to the next stage. If a deal can not be completed, will move to the "Lost" stage.
Trigger: There will be NO TRIGGER for the deal stages after the understanding and alignment that the only one with the authority to move a deal from one stage to another, is the sales representative or deal owner. The change on stages is manual.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
- Project Type
- Project Number
- Project City
- Project State
- Proposal Amount
- Sector
Stage 3: Contract Sent
Objective: Set al the information needed in order to start the pre-construction stage and define a deal with an 60% of probability of being closed.
Trigger: There will be NO TRIGGER for the deal stages after the understanding and alignment that the only one with the authority to move a deal from one stage to another, is the sales representative or deal owner. The change on stages is manual.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
- Project Number
- Project Type
- Project Address
- Project City
- Project State
- Contract Amount
Stage 4: Won
Objective: Tag a deal as won and set the final close date, expected revenue, actual income and all of the following data for the recently closed deal.
Trigger: There will be NO TRIGGER for the deal stages after the understanding and alignment that the only one with the authority to move a deal from one stage to another, is the sales representative or deal owner. The change on stages is manual.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
- Project Number
- Project Type
- Project Adress
- Project City
- Project State
- Contract Amount
- Close date
Stage 5: Completed
Objective: Tag a deal as completed and executed.
Trigger: There will be NO TRIGGER for the deal stages after the understanding and alignment that the only one with the authority to move a deal from one stage to another, is the sales representative or deal owner. The change on stages is manual.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
- Project Number
- Project Type
- Project Adress
- Project City
- Project State
- Contract Amount
- Close date
- Completed Date
Stage: Opportunity Lost
Objective: Tag a deal as lost and not probable of coming back to the sales pipeline. Important to define the reasons for discarding the deal.
Trigger: There will be NO TRIGGER for the deal stages after the understanding and alignment that the only one with the authority to move a deal from one stage to another, is the sales representative or deal owner. The change on stages is manual.
Responsible: Tom /Engineering Sales Team
Mandatory properties:
(located on the left panel of each contact)
- Amount
- Deal Owner
- Opportunity Lost reasons
- Stage before Opportunity Lost
In summary...
This sales project was built and set with the vision to get the most out of the tools that HubSpot is providing to the Prefab Logic account. The existing implementation can be considered as a base to start creating new proceses and automations for the account and at the same time, start learning about the data and sales information that HubSpot will start gathering.
All of the sales efforts, data, amounts, activities and results, are available on the existing panels and dashboards. To have more detail, you can click here to understand the metrics and reports that HubSpot will be showing about this whole process.
To see specific information, click down below:
HubSpot Knowledge Base
The following, are access to the HubSpot knowledge base were you can find important and clarified information about some of the most common subjects and sections of the CRM.
To search for more topics, you can always use the top searching bar:
- Create contacts
- Create and edit properties
- Associate records
- Organize, delete, and export properties
- Create and manage teams
- Customize records
- Set up rules for deal pipelines
- Move a deal from one pipeline to another