How do you like being able to upward delegate?

Tasks can now be assigned to your boss and his boss too!

The most used feature in Saleswah CRM is the ability to create and assign “Tasks” to your own self or someone who works for you. Every Saleswah CRM client account (through their admin) can define the Task types that make sense for them.

Tasks in Saleswah are more powerful than in other simple calendar type of applications. A Task in Saleswah is linked to a “Contact” – a person who works for an Account (Client). It can also be optionally linked to a product type and can be updated, rescheduled and tracked till closure.

Tasks can also be re-assigned.

So, if a user is overloaded, he could always re-assign the task to someone in his team.

Let’s see a typical sales user hierarchy.

Task upward delegation

Who is a sales co-ordinator?

A sales co-ordinator has a valuable role- she provides back office support for her team of field sales persons. He/ she may free up admin time for the boss. It is also common to see the sales co-ordinators perform inside sales functions; that is follow up with clients of their team members.

Sales Co-ordinators can see all Account and Contact details for the level at which they are “attached” to the user hierarchy. So, the Sales Co-ordinator 2 can see all accounts which her boss – the Sales Manager 1 can see (his own and those of his reportees- Sales Exec 11 and Sales Exec 22).

The new enhanced task assignment/ re-assignment functionality

The biggest enhancement is that now while logging a task or assigning/ re-assigning it, the user can select any person below OR ABOVE him as well.

Why did we do this?

There are multiple situations where you may need your boss to intervene with a client. Or, during a meeting with a client, you might get a request to – “ask your boss to meet my boss”. Instead of noting it down and waiting to get back to office to inform your boss, you could now log it in Saleswah CRM.

So, earlier the Sales Manager 2 could only assign a task to himself or his two reportees: Sales Exec 21 and Sales Exec 22. But, now, he can assign the same task to his boss, the Sales Head as well.

Take another example.

The Sales Co-ordinator 1, who has visibility to the entire database- by virtue of being attached to the same level of user hierarchy as the Sales Head, can assign any Task to anyone including her boss, the sales head.

Hope you like it. Go ahead, enjoy the freedom to upwardly delegate!

Assign re-assign tasks in team

Assign re-assign tasks from one user to another

Saleswah allows you to assign re-assign tasks to other users – thus fostering collaboration.

To recap how task management works:

A Task is assigned to the Account Owner- the sales owner – the person in charge of the account, by default. But it does not mean you can’t change that.

When you log/ assign a new task, you search for the Account name and when you select the right one, the Account owner name is selected by default as the person the Task is being “Assigned to”.

You can change that. Just select another user instead of the Account owner- same box- and while saving you will assign the task to the other user, who is not the account owner.

Why is this important?

Imagine, you want your boss to talk to someone in the customer place- this is how you let him know. Or, you are on leave on a day and you want someone to call someone up.

Also, let’s say you were assigned a task- you may or may not be the account owner. And, you figure you do not have the bandwidth. Or, the ability.

If you know the person who has the ability and the bandwidth, would it not be wonderful to simply drop this task on her lap?

You can!

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What if you did not finish your scheduled task?

Status update for your scheduled tasks

You had to finish that demo by 20th but you did not. Your customer could not make it. You had scheduled a call for a presentation but, the key decision maker had a conflict.

Scheduled tasks are important milestones for a salesman. Whether they are directly related to a sales opportunity or not. Some tasks (hopefully most) finish by their due date. But many don’t.

Scheduled task list with follow up datesRe-scheduling scheduled tasks

When you miss a scheduled task deadline, the task does not go away! It just gets postponed. You need to re-schedule it. That leads to some interesting issues – as my boss used to say, if you postpone a problem once, you can do so repeatedly! Jokes apart, it helps to know when the task was originally scheduled and how many “bounces” did it have before it was finished.

Track actions and activities against a task with comments

Don’t forget the reason

The devil is in the details. Whether the task was postponed/ re-scheduled or finished/ done, add a few words of comments so that we can revisit the task and get the full picture. See above for a task with history of re-scheduling and comments logged over time.

Like what you saw?

If you have not been using the tasks feature before this in Saleswah, hopefully this gives you one more reason to use it.

Remember,

  • You can schedule a task for any date in the future for a given Contact.
  • The really interesting scheduled tasks are those which you scheduled from the Deals screen. Those are the ones that are related to success of a sales opportunity and I am sure you focus on them!
  • Adding comments to the Task every time you update the status of the Task, or reschedule it is a great way to maintain a live history of your customer contact activities.

Monitoring sales related activities in the Saleswah CRM app

Sales related activities and tasks

How many of your sales peoples’ actions are related to sales? Oh I know, they only work on sales related activities, right? We tend to take a little less rosy view of life.

A client recently shared some data after using Saleswah for 3 months or so. He runs a team of about 15 sales people. By his reckoning, 71% of the Tasks logged in Saleswah by his team did not directly relate to a sales opportunity.

Let me explain, quickly, what he is getting at. Saleswah, as you know allows you to create and assign Tasks. The Tasks must be owned by an account executive (sales person) and the Task must also be related to a specific client contact; and, of course they have a target completion date. Optionally, you can add more information to a Task: it can relate to a Product. But the biggest way a Task in Saleswah differs from those in Outlook or Gmail is that Tasks can be related to a Deal as well.

Now, in our client’s case, he found after 3 months that his sales team have tagged only about 30% of the Tasks to a sales opportunity. Which is why he was fuming.

Saleswah Lite CRM Task Management
Task Management

His team should really be spending more than 70% of their time on sales related activities; he grumbled.

Saleswah groups Tasks by contacts, accounts, types etc. So, slicing and dicing this data was not a problem. However, we were able to show him that his team’s focus is actually quite good. We found¬†there is a another way of looking at the same data.

We found that even though his team was working on only 30% sales related activities; about 80% of the balance activities were related to contacts who were involved in a purchase process.

Now, THAT does not sound too bad, does it?