2. Starting The Call With ACT!
• When first opening a
record first click the
history tab so you can
view all the call history
that pertains to the
current call.
3. History Tab
• This tab shows you a
time line of past calls
made to the contact so
you know how to
properly conduct the
call by using the “Rule
of 3”.
4. Information Gathered
• Make the most of any
call and gather as much
information as possible.
• Decision Maker
• And their extension
• Correct spelling of DM
• Title of DM
• Number of employees
• E-mail address
• Direct Dial
• Does the company have a
current vendor or do they
self clean
• Contract Expiration Dates
• Fill in any information
gathered in the proper
field.
5. Populating Drop Down Boxes
The best way to
organize the potential of
a lead is to populate the
Worth/Sales Info. This
allows you to see
contacts with the
highest sale potential on
the database as a
whole as well as your
task list.
6. Value Drop Down Box
As you can see by looking
to the left of these options
they are graded from “A”
being the best and “E” being
the least. This box needs to
be populated based on the
size of the company, the
frequency of need and the
over all worth it would have
to JAN PRO as a whole.
Make a diligent effort on
each call to find the criteria.
7. Criteria
• A lead = 10,000+ sq. ft.
• B lead = 5,000 – 10,000 sq. ft.
• C lead = 1,500 – 5,000 sp. ft.
• D lead = 0 – 1,500 sq. ft.
• E lead = Home office – Too small
Tip:
Square footage is our
primary indicator of
value, but a small space
that needs frequent
service or special
attention adds value as
well.
8. Criteria
Value
Please keep in mind the overall
value of the company, rather than
just the dollar amount. Falling into
the verticals that are the best fit for
JAN-PRO adds value as well. Such
as medical has more value than a
restaurant. Companies that fall into
these verticals are considered A and
B leads.
A Leads
Medical and Dental
Private Schools
Preschools and Kindergartens
Banks and Financial Institutions
B Leads
Auto Dealerships
Fitness Centers and Health Clubs
Churches
9. ID/ Status Drop Down Box
This drop down list gives us an opportunity to
view potential leads at a glance to get a better
feeling as to where we are at in the process of
making them or clients.
Clients means that we are the vendor.
Dormant Client means they have used of
before either for regular or specialty services
and that they should be revisited by the
accordance of your calling notes.
Prospects means that you have set the
appointment, the person has called you or
responded to your e-mail, or outside sales has
already contacted them with a bid and you
need to follow up.
Suspects means that this lead is active in the
database.
10. Steps Drop Down Box
The Steps field population option will
reflect the step on which we are on
with relationship we have with the
potential client.
• Near worthless indicates exactly what it
says, this is a home based business or a
extremely small space.
• On Deck indicates that the lead has potential
but is in need of further data in order to
become and active lead. I.e. a phone number
or address.
• Active means that we are actively working
that lead.
• Inactive means the lead has been worked and
has no future.
• Special means this lead is good and needs
attention in 90-120days
• Priority means you need to follow up with in
the next 30-90 days
• Hot means you need to follow up or have a
meeting set within the 30 days
• Do Not Call means the lead has requested
not to be called and taken off our list.
11. Currently Has Service Drop Down Box
The first time you speak to
the Gate Keeper you will
find this out 9 times out of
10. Select the proper
information that was
gathered during that
conversation. If you find that
they currently do have
service they should be
called regularly due to the
fact that their relationship
with that vendor may
change and you know that
they already outsource.
12. Additional Site
Info and
Business
Profile
During your calling
efforts you will
acquire information
each time. This
information needs to
populated in the
allotted field. If the
lead has a current
vendor ask when
their contract is up,
ask who they use
now and how they
would rate them on a
scale of 1 to 10 to
determine how the
leads ranking in our
system.
13. Leaving Notes on an New Record
• Go to Activities Tab and
schedule for your current
activity.
• Click on call and this
opens up an additional
box.
• For current call leave the
current date selected.
• For notes type in
abbreviated statement in
the Regarding section.
• Select OK
14. Leaving Notes on an Existing Record
• Click arrow into white
box for that days follow
up activity.
• Select text in regarding
section and type in the
current notes for call.
This clears out the
previous call notes and
places in current call
notes.
• Leave the current date
selected.
• Press OK
15. Next Activity
• Never leave a record
with out scheduling the
next activity. Whether it
is a follow up call or a
visit this must be the
final disposition.
• Click white box in
activity list
• When new box opens
click follow up
16. Next Activity
• Select date of your
next action
• Select priority
• Click OK
• Click OK
• This pushes your last
call activity into the
history and list the
Next Activity in your
Task List by date.
17. Setting the
Appointment
If you have set an
appointment then you
would schedule a next
activity.
The only difference
would be is that you
would always select
appointment for the next
action, and place it on a
High priority status.
Your regarding box
should have notes
stating the appointment
was set and any other
info that may be
required, such as a
request for a follow up
call or an e-mail
reminder.
18. Rule of 3
You touch every
record in intervals
of 3. On the third
touch you leave a
voice mail and
then set it to be
called back in 3
business days.
Gain as much
information as you
can each call and
be sure to eave a
message every
third call.
19. Regarding & Details Section
Make sure to use proper
codes and short concise
messages in this section so
it is easy to read through.
• TDM - Talked to decision maker
• IDM - Identified the decision maker
• LVM - Left a voice mail
• NC - No contact
• GKM - Gate keeper message
• GKC - Gate keeper conversation
• DIS- Disconnected
