Sales automation can save your team a lot of time by getting rid of repetitive tasks. But how do you start?

If you are new to sales automation, it can feel a bit overwhelming. This guide will take you through the key considerations and steps to start using sales automation in your organisation.

Let’s start with the basics

What is sales automation

Sales automation is the use of technology to take over repetitive tasks in the sales process. These tasks can include sending follow-up emails, entering customer data, and scheduling meetings. By automating these routine jobs, sales teams can save time and focus on more important tasks, like building relationships with customers and closing deals

Benefits of sales automation

Sales automation has many benefits that can really help your team. First, it saves time by taking care of repetitive tasks like sending follow-up emails or updating customer records. This gives your sales team more time to focus on building relationships with customers.

It also reduces mistakes that can happen when entering data by hand, making your records more accurate. Plus, automation tools can give you useful insights and data, making it easier to track how well your team is doing and make smarter decisions. Overall, sales automation makes your work smoother and more efficient, letting your team work smarter, not harder.

Identify repetitive tasks

The first step is to figure out which tasks can be automated. These are usually routine jobs that take up a lot of your team’s time. The best way to start is by talking to your sales team. They are the ones doing these tasks every day, so they will know what takes up most of their time.

You might notice some clear patterns. For instance, sales reps might spend a lot of time creating orders because they need to call someone to verify stock availability. This back-and-forth communication can be slow and tedious. Similarly, you might find that the finance team spends hours re-entering sales orders into the ERP or accounting systems, which could lead to data entry errors and inconsistencies.

Ask your team members to track their daily activities for a week. This doesn’t have to be too detailed. A simple checklist of tasks performed during the day will do. By the end of the week, you will have a clear picture of repetitive tasks like sending follow-up emails, entering customer data into spreadsheets, or scheduling calls and meetings.

Pay particular attention to tasks that involve data entry or communication, as these are often suitable for automation.

Once you’ve identified the repetitive tasks, make a list and sort them into categories. This will help you see which ones should be automated first. Once you have a list, you can see which tasks take the most time. These are the ones you might want to prioritise. Tasks that are simple and repetitive are usually the best candidates for automation.

Choosing the right sales automation tools

After identifying the tasks, the next step is finding the right tools to automate them. With so many sales automation tools on the market, it’s important to choose ones that meet your specific needs. You should look for tools that are easy to use and integrate well with your existing systems.

Consider the key features you need. For example, if you’re using a CRM, you might want to create custom fields to capture specific information about your leads. Or you might need to set up automated email templates for different stages of your sales funnel.

If your team has been facing issues with manual order entry, look for a sales app or order entry tool that can automate this process. Often, you can set it up to pull customer information and order details from previous interactions and integrate it with your ERP or accounting system to automatically sync sales orders, reducing the need for repetitive data entry.

Take your time with this step. Proper customisation can make a big difference in how well the automation tool suits your needs. It might be helpful to appoint a team member as the ‘automation champion’ – someone who takes the lead on setting up and customising the tool. This person can also act as the point of contact for any issues or questions that arise later.

After the initial setup, test the system with a small group first. This helps catch any issues and allows for adjustments before a full rollout. Use this period to gather feedback from the test group to make necessary tweaks.

When choosing a tool, consider these factors:

• Compatibility: Ensure the tool works well with your current system and other softwares.
• User-Friendly: The tool should be easy for your team to learn and use. Complicated software can make things worse, not better.
• Scalability: Choose a tool that can grow with your business. You don’t want to keep changing tools as your organisation expands.

Before you pick a tool, do some research. Look at reviews online and talk to other businesses that use sales automation. Some tools offer free trials, which can help you test them before you make a decision.

Integrating sales automation tools with existing systems

It’s likely that your business uses other systems and tools, such as accounting software or customer support platforms. Integrating your sales automation tools with these existing systems can add great value. Many automation tools offer built-in integrations or APIs that allow different systems to connect.

For example, if your CRM can connect with your email marketing software, customer data will sync automatically. This helps your team have a complete view of customer interactions in one place.

Similarly, your sales ordering tool could connect with ERP and accounting systems to create real-time stock-level updates, generate invoices, and more. Integrating tools can reduce the need for manual data entry and minimise errors.

Research which integrations are available for the tools you are using. If you’re not sure how to set them up, most tools have support teams that can help you.

Sometimes, issues like a disjointed workflow arise when your sales tool doesn’t sync with your accounting software. This can lead to delayed order processing and missed sales opportunities. Identifying such issues early on and integrating your tools can solve these problems, enabling a seamless operation.

It’s important to make sure that these integrations align with your business goals. Prioritise the ones that will provide the most benefit and start there. You can always add more integrations as needed.

Training your team

Your team needs to know how to use the new tools effectively. Training is essential for this, and proper training can make a significant difference in how well the tools are adopted.

Begin by showing your team the benefits of the tools. Explain how these tools will save them time and reduce the manual workload, making their jobs easier and allowing them to focus on more strategic tasks. Hearing this from you can help them understand why this change is happening and what they stand to gain.

For example, if your sales reps often struggle with customers complaining about slow order processing, show them how the tool can automate this process by having orders instantly available for the finance and warehouse teams to process and fulfil, reducing the time it takes for order processing. Explain how it can make it easier and quicker for sales reps to create orders and access customer information and stock levels while in the field.

Organise comprehensive training sessions. These can be in-person workshops, online webinars, or a combination of both. Use the training resources provided by the software company, which may include videos, tutorials, and documentation. Make these resources easily accessible to your team.

It’s often useful to start with a pilot group. Train this smaller group first and gather their feedback. This approach allows you to fine-tune the training program before rolling it out to the entire team.

Encourage an open feedback loop. Let your team know they can ask questions or express any concerns during and after the training sessions. This ongoing support is crucial for smooth adoption.

Provide continuous support even after the initial training. This could include regular check-ins, refresher courses, and possibly appointing ‘power users’ within the team. These power users can provide peer-to-peer support and answer questions on the go.

Monitoring and optimising sales automation

After setting up the tools and training your team, the next step is to make sure the automation works as intended. Regular monitoring helps you identify any issues early and allows for continuous improvement.

Keep an eye on the tasks you’ve automated to see if there are any problems. For example, you might check if follow-up emails are sent on schedule or if data entries are correctly recorded. Many tools come with analytics dashboards that provide insights into these tasks, making monitoring easier.

Collect feedback from your team regularly. Ask them if the automation tools are meeting their needs and if they have encountered any issues. This feedback is invaluable and can highlight areas that need adjustment.

Be prepared to make changes. What works now might not work in six months. Business needs change, and so will your automation requirements. Regularly review performance metrics and team feedback to refine your processes. This might include tweaking workflows, adjusting sales processes, or integrating new features offered by the software provider.

For example, if you notice that the automated order creation process is still slow due to certain bottlenecks, take steps to streamline it further.

Remove unnecessary steps and make sure the tool integrates seamlessly with your inventory and accounting systems.

Consider using performance metrics to gauge the effectiveness of your automation efforts. Metrics like time saved, increased lead response rate, or improved data accuracy can provide tangible proof of the benefits, further encouraging team buy-in.

Addressing common challenges

Implementing sales automation can come with its own set of challenges. Resistance to change is a common issue. Some team members might feel uncomfortable with new tools or worry that automation will replace their jobs. To address this, communicate openly about the benefits and give assurance that sales automation tools are there to help, not replace, the team.

The initial investment of time and money can be daunting. Setting up the tools and training your team does take time, and the costs can add up. While it can be frustrating, remember that the investment will pay off once the tools are in place and running smoothly.

Technical issues are another common challenge. Software glitches or integration problems can arise, disrupting your workflow. Keep in mind that most tools come with customer support. Don’t hesitate to reach out if you encounter issues. The support team can offer solutions and advice, often resolving problems much quicker than you might expect.

For instance, if your reps usually struggle with order management due to system errors or downtime, having a reliable support team from your software provider can make a huge difference. Quick resolutions can help maintain workflow and ensure the sales process remains unaffected.

By anticipating these challenges and having a plan to address them, you can make the implementation process smoother and more manageable.

Making sales automation part of your company culture

For sales automation to be successful, it should become part of your company’s culture. Encourage your team to embrace automation and use the tools in their day-to-day activities.

Celebrate wins and share success stories within the organisation.
If someone has a positive experience with the automation tools, ask them to share it with others. This not only boosts morale but also shows the tangible benefits of the automation effort.

Create a feedback loop where team members can share their thoughts and suggestions on the tools and processes. This makes everyone feel involved and heard. As a result, the whole team can contribute to improving the automation practices.

Small wins, such as quicker order processing or reduced data entry errors, should be highlighted to show real-world benefits. This can motivate the team to look for more improvement areas and further integrate automation into daily tasks.

Continual learning and adaptation are key. The digital landscape is always changing, and staying updated on the latest tools and best practices can give your business a competitive edge. Encourage your team to attend webinars, read industry publications, and participate in online forums related to sales automation.

To sum it up

In conclusion, properly implementing sales automation in your organisation requires careful planning and communication. Start by identifying the repetitive tasks that would benefit most from automation. Choose the right tools that fit your needs and take the necessary time to set them up and customise them. Train your team properly and offer continuous support as they adapt to the new system.

Monitor and optimise the automation processes regularly, and make integration with other systems a priority. Address any challenges promptly and incorporate sales automation into your company culture. By following these steps, you can maximise the benefits of sales automation, saving time and improving productivity across your team.

Onsight provides a mobile sales app that helps teams create and process orders quickly and efficiently while integrating with your ERP or accounting system. This reduces not just repetitive tasks but also the time and steps taken to process sales orders. Want to see how Onsight can fit into your daily routine and simplify your sales process? Sign up for a free trial