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Do³±czy³: 31 Pa¼ 2024
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 Wys³any: Czw Pa¼ 31, 2024 07:03 Temat postu: How to create a prospect file? |
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In terms of sales prospecting , the use of prospect cards has become essential for sales teams. Although it may seem like a simple formality at first glance, this identity card and tracking of each contact brings together a wealth of information that will help your salespeople convert prospects into customers . Whether you specialize in BtoB or BtoC sales, using this medium should be a priority in your sales approach!
But how do
content writing service you create a prospect sheet ? What should it contain to be concretely activatable? How do you collect the information needed to improve prospecting and customer loyalty throughout their life cycle? What are the best practices?
This article aims to answer all of these questions as best as possible. You can also download a blank prospect sheet template to use in your sales actions.
What is a prospect sheet?
A prospect sheet is comparable to the identity card of your contacts and contains the representative details of each business opportunity . It is a document that groups together all the data relating to your prospect . It is generally used to organize your marketing operations, your commercial prospecting as well as customer relationship management.
This tool should allow your teams to see important information in just a few seconds in order to better understand the needs and expectations of the prospect, to personalize the sales approach to maximize your chances of converting them into a customer.
Understanding the difference between a prospect sheet and a prospecting file
A prospect card is a detailed, individual card dedicated to a single person or entity. It provides an in-depth and targeted view of a potential contact.
The prospecting file, for its part, is a database that groups together several prospect files. It is composed of a multitude of potential contacts and organized according to different criteria (geographic area, sector of activity, scoring, etc.).
Prospect cards are used to personalize interactions with each prospect, while the prospecting file is used for direct marketing campaigns (direct mail, emailing) or more global actions.
prospect sheet
What information should be included in a prospect file?
Whether it is for a customer contact sheet for a trade fair , a sheet for a sales meeting or a telephone prospecting sheet , the information to be included in it varies according to the specific needs, objectives and also the target of your company. You can establish a preliminary generic framework, then determine with your teams what types of data should enrich the document to ensure better interactions during prospecting.
Generally, we find the same base with a few exceptions. Here are examples of data attached to a prospect file:
The identity of the prospect
For BtoC:
First name ;
Name ;
Date of birth / age;
Sex ;
Postal address;
Email ;
Landline and mobile phone.
For BtoB, we will be more focused on information related to the company:
Company name;
Postal address;
Name of the manager;
Date of creation of the company;
Telephone number of the company and your contact;
Their professional email address;
His role within the company;
Sector of activity to enable you to segment your contacts and have a personalized approach;
Website ;
Social media presence.
Qualifying data
At the same time, we advise you to add information to your prospecting sheet that allows you to qualify your data and to specify as much as possible the identification of your target.
For a BtoC prospecting campaign:
Demographic data: number of children, marital status, etc.;
Socio-professional situation;
Income level;
Occupation of housing;
Interests;
Average basket;
Consumption habits;
Etc.
As part of a BtoB prospecting campaign:
Effective;
Turnover;
Market positioning;
Its competitors;
Etc.
The history of interactions
The last point to integrate into prospect files is the interactions with the client. We must be able to find on this document the information concerning previous meetings and exchanges. You can materialize this in the form of an Excel table with different columns (date of the interview, name of the contact, brief summary of the exchange, different actions envisaged as well as the date of the next sales meeting).
Having this information available allows sales and marketing teams to see at a glance where the prospect is in the sales process. The goal is for every member of the team to have access to the same level of information in real time .
Obviously, this list is not exhaustive and it should be adapted according to your objectives and your offer. The goal here is to have the maximum amount of information on your prospects in order to adapt and personalize your commercial prospecting strategy .
Finally, it is essential to personalize the content of this sheet according to the prospect's purchasing cycle. Each prospect progresses through the sales funnel and therefore, a dynamic prospect sheet must adapt to these different stages. By integrating relevant details at each phase of the purchasing process, prospect sheets become valuable guides to direct interactions and offer targeted solutions.
Download the blank prospect sheet template in PDF format▶
How to collect information?
Now that you know what elements to include in your prospect sheet, you are probably wondering how to get them. There are several methods and strategies.
Your website
Your website is a very interesting acquisition channel to retrieve information on prospects. It is part of an inbound marketing strategy . For example, you can set up white papers, participate in a competition, newsletters, etc. in order to capture information through a form.
Create targeted content for your target audience to encourage them to take the actions you want (downloading content via a call-to-action, for example). In exchange for your resources, you will be able to collect the contact details of your contacts.
Trade fairs, events and webinars
Participating in various events can allow you to meet potential customers and collect information to enrich your prospecting file and customer records. At a trade fair, talking to a prospect allows you to ask for their contact details in order to contact them later, or to share exclusive content with them. The advantage of trade fairs is that they encourage direct discussion with prospects and offer the opportunity to ask relevant questions to better understand their needs and expectations .
You can also host webinars, demos, or roundtable discussions that can encourage attendees to engage in dialogue, while also allowing you to collect information as they register for events. In addition to facilitating data collection, these opportunities allow you to build your brand and position yourself as an industry expert in the eyes of your prospects.
Social networks
They also offer an interesting way to collect information on prospects. Depending on your target, it will be more constructive to use this or that social network. For example, if you offer a product or service aimed at companies, LinkedIn can help you obtain qualified data on decision-makers.
You can also participate in focus groups related to your industry . Ask contextualized questions to understand the concerns and needs of the group members.
It can be interesting to publish informative content aimed at your target audience . Then monitor the reactions, comments and be responsive to answer people's questions and establish contact.
External databases
Purchasing a database from an external provider can greatly simplify the acquisition of information for prospecting new customers. Different levels of segmentation and a wide variety of data available will probably save you a lot of time.
Whether you are looking for a file of individuals or a file of companies , at Easyfichiers, you can create it tailor-made among more than 28 million consumers in France and more than 10 million companies. It is possible to select your means of contact (postal address, telephone, etc.) with precision thanks to numerous segmentation criteria made available to you. We guarantee regular updates on our files (weekly, monthly or quarterly).
For BtoC:
Geographic area;
Occupation of housing;
Type of accommodation;
Sex ;
Age ;
Income;
Center of interests;
For BtoB:
Geographic area;
Sector of activity, APE/NAF codes;
Effective;
Creation period;
Legal category;
Turnover;
Function within the company;
If you want to go further on the subject, we recommend our article on how to create a customer file in 5 steps !
What tools should you use to set up your prospect file?
It is possible to design prospecting sheets with tools such as Excel or Word. To do this, complete the documents based on the information collected from your prospects. You can use our template for this purpose.
On the other hand, if you want to gain flexibility, time and security, you should consider using an e-CRM that improves the management of prospecting and marketing actions. This tool will allow you to centralize all the data in the same place, enrich it and update it in real time. If you have hundreds or thousands of data and accounts to manage, this is the best solution!
Depending on the CRM software, you will most of the time have access to features such as:
Centralization of prospect, customer and supplier contacts;
History of exchanges with leads and customers;
Synchronization of CRM with messaging;
Creation of alerts to relaunch your customers;
Automate the creation of quotes, commercial proposals and invoices;
Detailed reports and key performance indicators;
Etc.
Before making your choice, ask yourself some questions like the interoperability of the program, data security and its ease of use. The CRM must remain intuitive and easy to master for all employees of the company.
And what about the GDPR?
Since 2018, the GDPR (General Data Protection Regulation) has strictly regulated the collection and use of personal data. Any organization, regardless of its size and activity, may be concerned . It applies to public and private organizations as long as they are established on European territory or their activity directly affects European residents.
Here are some basic rules to follow when collecting and processing this data.
For BtoC, the opt-in principle applies:
Tell the prospect why you are collecting their information;
The Internet user's consent must be explicit and must be kept in order to be presented to the CNIL;
The prospect has a right which allows him to access, modify and delete his data;
As regards BtoB, the opt-out principle applies:
Consent is not required;
Inform the prospect of the reasons for using their data;
The prospect also has a right which allows him to access, modify and delete his data;
To conclude
Today, the customer experience must be personalized and optimized and the customer file represents the very foundation of the relationship between a company and its potential customers.
By collecting relevant information, a well-designed prospect sheet helps to understand, anticipate and respond to the specific needs of each lead . It is also important to update these sheets and see them as documents that are not set in stone, which reflect developments and interactions.
With this, you will improve the customer experience and promote loyalty and lead conversion.
If you would like to benefit from support and advice to implement an efficient sales prospecting strategy, our team of experts is at your disposal by telephone at 05.56.69.22.65 or at contact@easyfichiers.com.
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