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The Overwhelmed Sales Rep

Written by: Russ Lombardo

Article Overview: If you’re in sales, I know that there is too much for you to do in the hours available in any given day. We have cold calling, follow up activities, customer meetings, proposal preparation, lead generation, and lots more. As a result, your desk may be filled with Post-It notes, files, lists and other paperwork needed to do your job. On top of that, you have the ever-present unwelcome visitors popping into your office, and that darn phone just won’t stop ringing.

The Overwhelmed Sales Rep

If you’re in sales, I know that there is too much for you to do in the hours available in any given day. We have cold calling, follow up activities, customer meetings, proposal preparation, lead generation, and lots more. As a result, your desk may be filled with Post-It notes, files, lists and other paperwork needed to do your job. On top of that, you have the ever-present unwelcome visitors popping into your office, and that darn phone just won’t stop ringing.

When I work with sales people who are overwhelmed with too much to do, I tell then not to fret because there are a number of tips they can deploy that will help organize their lives and make them more efficient. These tips will work for you as well.

1. Use Technology. If you haven’t purchased a contact manager or Customer Relationship Manager (CRM) product by now, it’s time. For under $200 per user, products such as GoldMine, Act, and even Outlook can organize your calendar, activities, customer information, and lots more. Your investment will mainly be in learning to use these tools effectively. Yet it will be well worth it when you consider the time it will save and the improvement in your client follow.

2. Prioritize Your Tasks. It’s easy for people to work on whatever is in front of them or start working on the next task without any thought as to how important it is relative to the other tasks staring them in the face. Get in the habit of prioritizing your tasks. Recognize a tasks’ relevance and understand how important it is. Remember: Do It, Delegate It, or Dump It!

3. Time Management. I see sales people struggling by trying to juggle everything at once. They physically cannot multi-task effectively while doing a quality job. Set aside specific times of the day or evening to perform specific tasks; such as returning phone calls, managing emails, handling your accounting, marketing, writing proposals, reading, and more.

4. Avoid Interruptions. Having an open door policy is an admirable goal, as is being available to help others. However, when these selfless acts affect your ability to get your job done, it’s time to reconsider. Try turning off your phone’s ringer while you are working on a project. Stop checking your email every five minutes. Close your door to keep people from “popping” in to chat about nonsense. Work off-site by telecommuting from home or even working from a clients’ office after your meeting.

5. Optimize Your Voice Message. Make sure you have a good voice mail system that not only takes clear messages, but also allows you to educate them with a quick description of your services, even suggesting they check out your web site before leaving a message. This will help them use alternative means of finding out what you have to offer.

6. Outsource Your Phone Service. Consider using an outside service to take your calls. These services act as your own “virtual” receptionist (without paying for benefits or sick days) and can even give a brief description of your company. This is another form of delegation, but it comes at a cost. To find companies who perform this service, Google “business answering service”.

7. Don’t Be Everything to Everyone. There is only so much you can do, so walk away from business and customers that are not profitable, take away from more important clients and projects, or just waste your time. Prioritize your customers (like your tasks) and you will get back some valuable free time by not wasting time on non-revenue generating activities.

Good luck and good selling!

Russ Lombardo
(702)655-5652

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