Overview with tools, template, software, best practices and alternatives

Why Sales Teams do Reports

Sales teams do reports since these serve as the backbone to the success of the team and the business.

Reports act as communication channels between the members of the team, especially the members of remote teams. Remote teams or virtual teams have members who are in different locations and time zones. These teams cannot conduct a live meeting, so they just meet online using internet connectivity.

By doing reports, team members will be able to inform and update their team mates on what is happening with their individual task, which can also contribute to the development of the team’s task.

Sales teams also do reports on their sales status in order to describe any particular achievements or failures for the week. This is done in order to help the team visualize its strengths and weaknesses, enabling the team members to devise a plan that can boost the team’s strengths and eliminate the weaknesses.

Sales reports are also done by business teams in order to present qualitative and quantitative data about the sales the team has made in a day or a week. These data will help team members analyze the sales trend, allowing them to make necessary adjustments to maintain positive sales results and boost sales values that are low or declining.

Reporting for sales team enables the team to declare their plans on their tasks. Planning is very essential in business, since it holds the direction of the team’s activities and strategies. Evaluation of outcomes depends on the implementation of activities. Based on the information in the reports made by the team members, the team will be able to formulate a concrete plan for them to follow in the course of the project.

How Sales Teams usually do Reports

Sales reports prepared by sales teams are essential to helping the team gauge how they are meeting their sales goals. In addition, they present trends in the sale figures. Reports are effective means of communication within a team, so it has to be complete and accurate.

Sales teams should update information on their sales at least per day. This is to fill in the categories necessary in monitoring the sales of the team. Information that can be entered may include the quantity of products that have been sold, the number of contact phone calls made that day, the number of follow-up calls done, the quantity of the expected incoming sales calls, and the sum of the sales of each salesperson and the collective amount of sales made by the department. The daily sales reports can be synthesized in order to generate a weekly report. Regular reporting helps the team determine the sales trend if there is an increase or decline, allowing them to implement appropriate action to adjust with the trend.

The sales figures are also necessary in the sales reports, since these values also help the team see the trend in sales. The numbers may present either ascending or descending values, enabling the team to find ways to boost their sales. In line with this, the team can also add an explanation at the bottom of the page for any value that look questionable or abnormal. For instance, the team had zero sales on a particular day, since that day is a holiday. The team can include a note on the report that the day was a holiday and no one was working; hence, a reason for not having sales for the day. In addition, this can help the team in comparing the sales on a weekly or monthly basis, because a number of holidays fall on various days of the year.

Template & typical questions of a Sales Report

  • What deals (sales volume, quantities, vale) did you close today/this month?
  • How many leads did you follow up (overall,successful,pending) today/this month ?
  • What new opportunities/leads opened up today/this month?
  • What deals will you close tomorrow/next month?
  • Any comments on internal services affecting sales and customers?

Advantages & Best Practices of doing Reporting for Sales Teams

Reporting for sales teams is very essential to the team in some reasons.

First, reporting gives an update to the whole sales team, allowing all team members to be informed about the status or progress of the project. Knowledge of the project standing and development is important in sales because it allows the project to move forward to attain success.

Writing business reports also allows the team to discover both its strong and weak points. By presenting this knowledge, strengths can be further harnessed by the team while the weaknesses can be focused on to become strengths. This also allows team members to think of ways on how to improve their performance.

Another advantage of reporting for sales team is to present good news to the team. Positive information such as achievements of a member or of the entire team can inspire and motive other team members who feel that their performance is not at best. Other team members can also boost their momentum by becoming inspiration to others. Inclusion of accomplishments in sales reports can also help recognize top performers from the team or the company, helping members to increase their confidence to do better in their task.

Being a good contributor to the team is another benefit of doing reporting for the sales team. By providing information to the team, each team member acts as a catalyst toward the success of the entire team.

Problems & Pitfalls Reporting for Sales Teams usually has

While reporting to sales team can be beneficial, it also presents some disadvantages.

Writing business reports usually utilize considerable amount of time and money. Preparing sales reports require intensively accurate and complete data, as specific figures involved should reflect in the report. However, there are circumstances in which the team member is already busy doing his other tasks, minimizing the available time in generating a sales report. In addition, generating a report may get the time intended for doing listing prospects, contacting them, and closing a sale. Some team members are also focused on hitting their target sales, failing to produce a complete and comprehensive sales report.

Some members of the sales teams tend to focus on the present, failing to forecast or anticipate changes in the trend as well as the factors that affect the trend. This may result to unexpected emergence of threats or problems that can put the team into a struggle. A team’s lack of prediction can also adversely affect the future outcome of sales, as possible strategic measures to counter a conflict will not be done by the team.

Why Teamreporter is great in doing Reporting for Sales Teams

Teamreporter is an application that replaces status meetings & calls with scheduled report mails. It can accommodate small groups of up to four members for free and signing up just takes up to one minute.

Teamreporter helps sales teams generate sales reports by briefly sending report updates to all team members. The application notifies all team members via e-mail to send information on their achievements, problems, and plans. Based from the responses they sent to Teamreporter, synthesized information will be sent to all team members the following day. As an effect, the team members will also be inspired and motivated by the teams’ accomplishments, allowing them to perform better in the future. In addition, the team will be able to formulate a plan to effectively direct their path to success. Moreover, the team’s problems will be sent to all the team members, allowing them to discuss effective and possible solutions to the presenting problems.

The application allows fast communication within the sales team as it can share positive news like accomplishments and progress as well as negative ones such as problems, using its user-friendly and automated system. This way, the team can also use Teamreporter as a substitute for the status meetings, allowing it to save a lot of time and money.

Teamreporter’s valuable performance is beneficial to sales team leaders, project managers, and chief executive officers. The application helps them to monitor their team’s progress while identifying actual and potential problems together. Project managers can gather information from their subordinates without the having to track them down. In addition, CEOs can get a clear oversight of their business by getting the synthesized report of what have transpired in the business within a specific timeframe.

Overall, Teamreporter stands as an efficient means of communication within the team, allowing the group to grow into a more engaging and solid group.

Learn more about Teamreporter

Teamreporter is free for small teams (up to 4 members)