ACT CONTACT MANAGEMENT SALES CONSULTANT GUIDE How to

ACT CONTACT MANAGEMENT SALES CONSULTANT GUIDE How to get the most out of your new Sales Tool!

How will you use ACT? ACT is the leading Contact Management tool on the market today. A contact management tool helps you manage information about people you call on or interact with. It is used by over 2, 000 salespeople in the world. They have learned the value of keeping up-to-date and accurate information about their customers. This tool runs on a personal computer and can be shared by everyone in the office. That same information can be shared with your corporate headquarters so that they can see the same information, but for all regions. ACT is an effective way to make you and your Sales Assistant more productive. Both you and your assistant work closely with contacts and clients. Having up-to-date information shows the customer that they are important to us - we take the time and effort to ensure our information is timely. Whether it is you needing information to take with you on a sales call or your sales assistant needing to look up when a proposal was sent, both of you will benefit from ACT. It will strengthen the partnership between you, your sales assistant and your customer. With the expanding workload for both sales consultants and sales assistants, anything that is going to help improve productivity and efficiencies is a welcome addition. Improved efficiencies can help unlock sales potential.

ACT can help you manage your ever-increasing workload by keeping track of: • Sales calls and visits, attempted and completed • Point of sale presentations and Seminars • Completed sales and proposal activity and product profiles ACT is a common shared database of producer and client information including names, addresses, phone numbers, cell phones, fax numbers, birthdays, assistant names, social security numbers, consultants working with the producer, types of products sold, states licensed, proposal tracking, quote tracking, proposal software tracking. It will allow you or your assistant to keep your meetings on a common calendar that can be seen by the office and all the other assistants in the office. ACT will remind you of meetings and follow-ups. It is also easy for you to print your schedule and take it with you on the road. You can easily produce mass mailings on new product announcements or special seminars by generating mail labels or mass faxes to lists produced by ACT. You can even send to only select contacts or avoid groups, such as sensitive National Accounts. IDEA! Prior to going on the road, have your sales assistant produce a listing of contacts located in the same city or zip code where you will be visiting. If the person you were going to call on is not available, you have the list from which you can select an alternative call. The list can also have the address included to save you time. Producing name and address lists that you can use when you are on the road keeps you where you need to be: selling.

Since your assistant will be dealing heavily with the Producer, having this kind of information easily accessible enables them to better assist your customer. That makes you, the assistant and Provident look good. Having the information in an easy to access database makes your assistant more productive which means more time to help you and making both of you a success. This strengthens the partnership and enables both parties to get more work done in the same amount of time. The database keeps records of proposals sent and received, quotes sent and received. This enables you or your assistant to produce reports, so you can go into a producer with up-todate knowledge and be more proactive. This proactiveness impresses our customers - it keeps them coming back. Understanding the type of information that is in the ACT database is all that is required to be able to produce informative reports and listings. Knowledge is power - using the knowledge in ACT can help you be more productive and efficient and produce more sales.

How do you use this product. You can do it two ways - either you can enter your information directly using a computer in your sales office or you can give your sales call activity to your sales assistant to enter for you. Either way you reap the benefits. It’s a simple process and once you are comfortable with how the program works and how you enter your activities, it only takes 10 or 15 minutes a day. That’s a little amount of time for a very big payback. The main idea is to more efficiently manage your sales calls. It helps you keep track of how often you make the calls, manage your follow-ups, makes sure you are calling frequently on your National Accounts. Time management is always a challenge when you have a full plate. ACT helps you keep the balls in the air more effectively. Because it will become a company database, it makes sure that the information about the contacts and contacts is available anywhere. ACT will become a vital part of your sales role - use it to the fullest. All you need is imagination, enthusiasm and creativity and you can make ACT “sing” and sales grow! When everyone is using the same tool, it’s a team effort. Everyone wins and sales numbers grow. You are more productive - your sales assistant is more productive - the customer is happy. It’s the key to an effective TEAM.

The following lists examples of things you can track and recreate in reports in ACT. It also lists some other features that can enable you and your assistant to be more productive. • Reports that track: – all contacts that are not selling a specific product. – all contacts that are National Accounts. – all contacts that have not visited in the last 30 days. • The ability to fax announcements about products and be selective in how you fax (i. e. not to any National Accounts) • The ability to send out mass mailing on new products based on which products a contacts is most interested in • A calendar of your calls and visits for the day/week/month. • Your weekly sales activity report (not including paid and submitted numbers) – keeping a calendar of your calls helps you build the weekly reports more easily Keeping track of your completed calls enables you to quickly produce the weekly reports that your sales manager needs so they can also do the same and send them up to the Region managers. This information will now be located at the home office in a large, master database. If you don’t keep your activities in the database, you will show up as “no calls. ” So, it is imperative that you maintain your activities in the database.

Summary of ACT Features • Contact information • names, addresses, phone numbers, fax numbers, birthdays, social security numbers, product profiles, etc. • Tracking of notes and activities by contact. • Tracking of sales activities: calls, point of sale presentations, visits, etc. • Tracking of proposal and quote activity. • Customized reporting; • number of sales calls, list of contacts in a specific city or zip code, etc. • Mass mailings, label generation and mass faxing. • Write letters and memos with addresses automatically embedded in the document. • Appointment schedules and calendars • Sharing information with other people in your office and region.