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How to Implement Sales Pipeline


Implementing Sales funnel using ACE Contact Manager (Part 1) - It becomes a difficult task for the management, without a process. Putting a process in line is always as essential as doing the right thing in a right way.

Sales are a well known Business process.

From the age old statistics, we see that there is a 0.2% conversion rate from prospect to customer . So, if you approach 1000 prospects you will land up getting about 2 customers at the end. This is why the term sales Pipeline or Funnel is used.

The sales funnel involves grouping or classification of customers as a) Prospect b) Cold Contact, c) Warm Contact, d) Hot Contact and finally e) a Customer.

1. Prospect :

  • Create a Customer database in ACE Contact Manager Tool. Gather prospect data from many sources like Telephone Guide, Internet, email Campaign, Letter Campaign, social network, your old email inbox, old visiting cards, list of known friends, contacts, relatives, colleagues from old company where you were working - and store in Ace Contact Manager in the customer database as contact records. If you already have some of these details in excel file you can import them in seconds to your Contact Database in ACE Contact Manager.
  • Group all of these as prospects by renaming a group checkbox on the left of your screen as Prospect .
    Knowing about contact is very vital as that will provide you insight about his/her need well in advance. Hence spend enough time gathering as much details about this contact as possible. Here ends the life of a Prospect .
    Creating interest in a prospect is not easy. You might end up losing the contact.
    The sales funnel involves grouping or classification of customers as a) Prospect b) Cold Contact, c) Warm Contact, d) Hot Contact and finally e) a Customer.

2. Cold Contact :

  • Approach him /her and discuss about his/her needs and create interest in talking to you. Understand his/her needs. Create an event on ACE Contact Manager for this meeting or phone call. Please document all the notes and the meeting details on Ace Contact Manager using memo and events. If this Contact has shown any interest and allowed you to Listen to him / her, s/he is eligible to be migrated from a status of Prospect to a status of Cold
  • Rename a group checkbox on the left of your screen as Cold , check the checkbox for this contact and uncheck the checkbox called Prospect for this Contact. This will record the change of status in ACE Contact Manager.
  • Analyze opportunity for your products or services based on the strength and weakness of the prospect and the information gathered about the prospect.
  • Create a proposal document and a presentation and attach these two documents with this particular contact using the attach document facility in Ace Contact Manager.
  • Ask for an appointment from the prospect and record it as an event in Ace Contact Manager for the purpose of follow-up and reminders.
    Creating interest in a prospect is not easy. You might end up losing the contact. If this Contact has shown any interest and allowed you to Listen to him / her, s/he is eligible to be migrated from a status of Cold to a status of Warm
    The sales funnel involves grouping or classification of customers as a) Prospect b) Cold Contact, c) Warm Contact, d) Hot Contact and finally e) a Customer

3. Warm Contact :


If this Contact has shown any interest and allowed you further to Listen to him / her, s/he is eligible to be migrated from a status of Cold to a status of Warm
  • Rename a group checkbox on the left of your screen as warm , check the checkbox for this contact and uncheck the checkbox called cold for this Contact. This will record the change of status in ACE Contact Manager.
  • After listening to the Warm contact show a demo of the company credentials, and only those of your product and services where his/her need matches. Again Listen to the customer. Please remember the customer must be recognized time and again. Please also remember that you have two ears but only one mouth so please allow the customer to talk twice that you speak.
  • Analyze opportunity for your products or services based on the strength and weakness of the prospect and the information gathered about the prospect.
  • Create a proposal document and a presentation and attach these two documents with this particular contact using the attach document facility in Ace Contact Manager.
  • Ask for an appointment from the Warm prospect and record it as an event in Ace Contact Manager for the purpose of follow-up and reminders.

Probably there will be some phone calls or email transactions between you and these warm contacts through Ace Contact Manager on clarification of your service and products. After that, this warm contact is regrouped as hot when s/he started asking about a Price-Proposal .

4. Hot Contact:


Acquiring a customer is never easy. It is a very old art. Consciously or unconsciously, every one sells every time starting from a 2 year old child to a 90 year old person. Selling means convincing the other party to accept either your material or ideas or services. It takes time and effort to convince the other party. The process in getting a customer is manifold. You cannot win a customer in a day. Like the saying goes, Rome was not built in a day, so also, a Customer is not won in a day.

  • Rename a group checkbox on the left of your screen as hot , check the checkbox for this contact and uncheck the checkbox called warm for this Contact. This will record the change of status in ACE Contact Manager
  • Create a price proposal document and a presentation and attach these three documents with this particular contact using the attach document facility in Ace Contact Manager.
  • Ask for an appointment from the prospect and record it as an event in Ace Contact Manager for the purpose of follow-up and reminders.
  • Schedule an appointment with your prospect to show a demo of your product and services and record the event in Ace Contact Manager.
  • Time comes for a price negotiation meeting which is already scheduled by you and recorded on Ace Contact Manager as events.
Once both of you agree on the price - Congratulations you get the 1st order from this hot contact.

So, regroup him on Ace Contact Manager by simply ticking on the check box of groups called customer and uncheck him from the group hot .

If the order is electronic, as an email from the new customer it s already there in your inbox, inside Ace Contact Manager. If the order was a proper document, please scan it and attach the scanned document with this new customer inside Ace Contact Manager.

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