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Creating a Sales Process

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This article takes you through creating a Sales Process, step by step. To simplify things, we suggest you break it down into 3 areas:

  1. Process Stages and Step Creation
  2. Additional Information in the 3 boxes
  3. Adding Tools and Functionality

1. Process Stage and Step Creation

Begin by setting up the basics of your Sales Process. Map out each step of your process and break it down into 3 - 5 stages.  Once you have a solid foundation which reflects your Sales Process, you can then add more complex tools later on. 

Create a New Process

Administrators can create New Processes from the process editor.  To do this go to:

  1. System Setup - Sales Process list
  2. Scroll down and click on the New Process button
  3. Click on the text "New Process" and give your new sales process a name.
    Example: New Sales, UpSelling or Account Management
Take a shortcut to the Sales Process editor by hovering over the Process's name in the Sales Process list until you see the pen icon and click on it. 

Create Stages

Membrain supports up to 5 stages in a sales process.

  1. Click on the first column header "First Stage" and edit the details in the box that appears.  
  2. Name the stage: Keep your company's sales process in mind
  3. Add duration: If you have a rule for how long the opportunity is allowed to stay in this stage, enter this number in the duration field (number of days). The total of all stages should add up to your average sales cycle length.
  4. Description: Explain the main purpose for this stage. This box can provide guidance or useful information to the sales team related to this stage.  Information will be visible when hovering over the Stage name in a Sales Project.
  5. Probability: This applies minimum and maximum probabilities allowed for winning this Sales Project in this stage. If you do not wish to assign probability to certain steps and milestones in the sales process, you can assign a probability range for this stage. If this is done, note that the lowest probability will always be displayed for the Sales Project.
  6. Files & Links: Add any relevant resources to the stage that your sales team may find useful when working through a Sales Project.  These files or links will be visible when hovering over the Stage name in a Sales Project.
  7. Click Save
  8. Repeat until you have created each Stage in your Sales Process 

Add Steps to Stages

  1. Click on "+Add Step" directly under the First Stage header to add the first step to your process.  
  2. Enter a short name for the step. This might be something like Identify Stakeholders, Book First Meeting or Send Information.
  3. Hit Enter
  4. Repeat until you have all of the milestones of your sales cycle added as steps in your new sales process.

You can move steps around by dragging and dropping them within a stage and also between different stages.  Hover over the steps checkbox icon and it will change to a drag handle icon. Then simply drag and drop the step to where you want it to move to.

These steps are currently checkbox steps, which simply requires the sales professional to check the box when the step has been completed. You can edit each steps and add functionality to them later.   

Capturing more information

The 3 Boxes

The 3 boxes below your sales process (What, Who and Why) are used to capture key information about the Sales Project itself. Each box can be renamed and is designed to record different types of data to help give a clear overview of the Sales Project and its status.  

Left box - "What" 

This box is designed to record the hard facts about the project, that you want to measure or analyse. All information here is stored in what are known as custom fields.

Everything captured in this box will automatically be included in the win/loss analysis. 

Some examples of things to capture might be: Competitors, Products and Services, Current provider, Value proposition, Unique Selling Points etc

  1. Click on the header "What" to rename to something more relevant to your methodology.
  2. Add a description of what information that belongs in each box, if required.
  3. Click "+Add Custom Field" to create a custom field - a place in Membrain where this information you wish to capture will live in Membrain. 
  4. If this is your first sales process, you most likely don't have any custom fields created yet, so click on the blue link "New Custom Field"
  5. You can then choose the type of Custom Field you would like to create, based on the type of information you wish to capture. 
To learn about custom fields click here 

Middle box - "Who" 

Enter the Stakeholder Roles you wish to capture in the middle box.  Membrain provides you with predefined Roles that you can use to describe these stakeholders as you add them to your Sales Project.

  1. Click on “Add Stakeholder”
  2. Add the important stakeholders that you would like to be captured for each sales project. Keep in mind that this box will always ask for these stakeholders that you outline here.
  3. If the roles available don't suit the terminology you use internally, you can create new Stakeholder roles by clicking on “+New role” at the bottom of the drop down list.
  4. Select whether they are External or Internal, they will then be grouped in the list for clarity. External stakeholders are people external to your own organization, by default these will be the contacts from the company associated with the sales project. Internal people are people internal to your organization such as technical experts, project managers or other resources that help bring new clients on-board.

Right box - "Why"

This box is designed to record the more high level information about the project. Details recorded here should give you a clear understanding of why you are here, what the client is looking to achieve, and how you can help.  

Data captured here is purely text and can not be used for reporting or for win/loss analysis.

Some examples of things to capture might be: "What can we offer that our competition can't?", "What ar our weaknesses?" or "What is the customers motivation to change?" etc

  1. Click on the header "Why" to rename to something more relevant to your methodology.
  2. Add a description of what information that belongs in each box, if required.
  3. Click "+Add Text Field" to create a new text field - where this information you wish to capture will live in Membrain.
  4. Click on the blue link "New Text Field"
  5. Enter the question in “Name” field
  6. If required, enter a description about why this question is posed and your expectations around how you want the sales professional to answer
  7. Click Save & Publish Field.

You have now created a simple Sales Process. Click on the Publish Process button up the top right corner to save your Process and publish it for use. If you're ready, keep reading to add even further functionality to your process.

Adding Tools to steps

Each step can be tailored to perform a task, pre-empt what it is you're about to do, and take away the tedious, repetitive work,allowing you to focus on whats important.  Tools can automatically bring you to a new appointment window and send invites, load an email template, offer you options to choose from or prompt you to upload a document.

More complex tools can also be applied, such as creating Playbooks, Score Cards and Qualifiers, which can really add depth to your process. 

Click on the step you wish to add functionality to and then, click on the "+Add Details/Tools" button to the right of the step box. You are offered the list of options below:

Left box 

Choose this option to prompt you to answer a question which will appear in the left "What" box. 

  1. From the drop-down list, select the question you want to apply to the step
  2. If the field doesn't exist yet, click on the blue link "New Custom Field" to create a new one.  
  3. Click Save

To learn more about Custom Fields, click here

 

Stakeholder

This option prompts you to add Stakeholders to the Sales Project. These will appear in the Middle "Who" box. 

  1. Click "New Stakeholder"
  2. Choose the Role from the drop down list you wish to use for the 1st Stakeholder
  3. Click save

Repeat steps 1 and 2 above until you have added all the Roles for Stakeholders relevant to your sales methodology 

To learn more about Stakeholders and Roles in Membrain, click here.

 

Right Box

Choose this option to prompt you to answer a question which will appear in the right "Why" box. 

  1. From the drop-down list, select the question you want to apply to the step
  2. If the field doesn't exist yet, click on the blue link "New Text Field" to create a new one.  
  3. Click Save

 

Activity

Choose this option if you would like this step to prompt you to create an activity, in order to complete the step. This could be booking a meeting and sending invites, detailing a phone conversation or simply adding a note.  

  1. Select the activity type you want this step to default to from the the drop down list
  2. If the activity type doesn't exist, you can create a new one.  
  3. Click Save

 Click here to learn more about activity types.

 

Send Email Template

This option allows you to assign an email template to the step.  Clicking on this step will automatically open a new email, with your predefined text, any attachments included and even the recipients pre selected.

You must have Membrains email client enabled to use this feature. To learn more about this, click here 
  1. Give the email template option a name
  2. Choose the email template you wish to use from the drop-down.  
  3. If you would like to add a new email template, click on "+New Email Template"
  4. Choose which activity type you would like to have this email recorded as, once sent.  E.g. "Proposal sent"
  5. Next, choose who you would like to send this email to.  This will automatically populate the To: field when you click on this step, but it can be changed before sending.  Click +Add Stakeholder or Add Email if it will always be sent to a specific person e.g. an internal stakeholder.

 

 

DOCUMENT

 

ATTITUDE & INFLUENCE - LINK

 

SCORE CARD - LINK

 

PLAYBOOK - LINK

 

IMPORTANCE 

 

Link

Use this option to create a field where a website link or resource outside Membrain can be added. Click on this option, add a Name and Description and Click Save & Publish Field when completed.


File

Creates a field that you can upload a document to. The file will be stored in the Sales Project itself and will be accessible in the Activity Stream. Click on this option, add a Name and Description and Click Save & Publish Field when completed.


Scorecard

This option allows you to set up a series of questions that result in a numerical score for your Sales Project. More information on Scorecards can be found here