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Best Practice:

Campaign Management for


Marketing Professionals
Campaigns Best Practices

 Business Driver
 Best Practice Overview
 Best Practices: Campaign Management
– Campaign Preparation
– Campaign Execution
– Campaign Tracking

 Tools & Resources

NOTE: Campaigns are included with Enterprise Edition, and available for an additional cost with Professional Edition. In
the Professional Edition, one campaign license is consumed for each user that has the "Marketing User" box checked.
Business Driver

 As the leader in on-demand customer relationship


management (CRM), salesforce.com understands the
importance of integrated sales and marketing
 Our closed-loop marketing automation application,
Salesforce Marketing, empowers you to centrally manage
multi-channel campaigns, manage and track search
campaigns, manage leads, collateral, e-mail templates
while providing real-time analytics to your success
 With so many moving parts, where do you start?
Best Practice Overview

 Campaign Management is a series of marketing tactics


and programs that are all designed to achieve a specific
business goal (increase revenue, leads, customer
adoption, etc).
 Learn best practices for planning, executing and
tracking marketing campaigns that generate demand
for your products and services
 Note: This deck does not cover the Lead Management process in
detail. Please request our Lead Management best practice
presentation for more details.
Campaign Management
Agenda
 Campaign Preparation
– Campaign Goals
– How to Target Campaigns
– Determine Campaign Programs
– Define Campaign Responses
– Define Campaign Access
 Campaign Execution
– Build Campaign
– Campaign Tools
– Campaign Members
– Mass E-mail
 Campaign Tracking
– Campaign Responses
– Campaign Measurement
Campaign Preparation
Goal of the campaign: Define your goals and objectives

 Increase sales revenue


– Enhance pipeline on open opportunities
– Track customer interest
 Acquire new customers
– Promotions on your website (e.g. free trial, demo center, contact me)
– Track search engine marketing
 Increase customer retention
– Awareness events that drive PR and brand awareness for the company (e.g.
product launches)
 Enhance up-sell/cross-sell opportunities
– Pricing promotions to current customers
– Webinar banner on the website for “add-on” products or services
– Add-on products targeted to call down campaign with Sales-Pat
Campaign Preparation
How to target campaigns: Define who you want to target
 Existing Customers
– Your Marketing and Sales organizations should collaborate to capture essential customer information
in the application to assist with defining your targets
• Define and configure the necessary custom fields to help with segmentation definitions;
consider using picklists, dependent picklists etc. to make your targeting, customer
segmentation and reporting more effective
 Existing Leads
– Consider lead scoring and lead status with customer segmentation in mind
• For example, a series of archived status definitions (e.g. No Interest, Future Interest, Nurture)

 New Leads - Adding 3rd Party Lists in Salesforce


– Some companies incorporate 3rd party prospect/lead lists inside of Salesforce with a specific 3 rd party
designation (e.g. by record type, or assign to queue, or specific pre-qualification process before
passed to Sales)
• De-dupe against existing records in your Salesforce database to determine which are existing Customers,
existing Prospects or Net New names
– Some companies purchase 3rd party lists containing “suspect” names which are not added to your
Salesforce application until a response has been received or the name has been qualified
• Consider de-duping this list outside of Salesforce with partner tools (e.g. PeopleImport by CRM Fusion) then
importing into Salesforce
Campaign Preparation
How to target campaigns: Information to use when creating targets

 Common Criteria
– Geography
– Title (e.g. CFO, Director of Sales)
– Industry
– Company Size
– Product Interest
– Installed products/services
– Previous campaign and response history
 Create fields to record what you need on Lead and Contact
records
– Consider using Assets on Account or Contact objects or a custom
product tracking object
Campaign Preparation
Determine campaign programs: Decide your channels and process

Phone/Telemarketing
Search Engine/
Google Ad Words

Inside Opportunities

Website Lead Capture/


PR/Events Lead Qualify

Field Opportunities

Email
Events

Tips & Tricks


Be sure to have a process
defined for your programs
and Campaigns
Campaign Preparation
Define campaign responses: Prepare what a response means

Why are member status


values so important?
 Every campaign has a specific
outcome. Member Status
captures this outcome
 What does a response mean to
you? Multiple actions can result
in a response
 What happens after a response?
Be sure to map out your process
 Well defined Member Status
values:
– Can make reporting much
easier
– Sales can understand exactly
what their prospect or customer
did
– Helps measure the success of
your campaign!
Note: We will get into more detail with Campaign Setup.
Campaign Preparation
Define campaign access: Who should have access to campaigns?

 Determine who should have access to Campaigns


– Be default, all users have view access to campaigns, advanced setup and run
campaign reports
 The Marketing User check box on the user profile page indicates whether or
not a user has the right to create and manage campaigns including:
– Create a new campaign
– Edit or delete an existing campaign
– Update campaign statistics
– Import leads into a campaign**
– Mass update the status for members of a campaign**
– Configure advanced campaign setup to define member status values
– Run campaign reports across multiple campaigns

** In order to use the campaign import wizards, Marketing Users must also have the Marketing User
profile (or the "Import Leads" permission in Enterprise Edition organizations).
Agenda
 Campaign Preparation
– Goal of the Campaigns
– How to Target Campaigns
– Determine Campaign Programs
– Define Campaign Responses
– Define Campaign Access
 Campaign Execution
– Build Campaign
– Campaign Tools
– Campaign Members
– Mass E-mail
 Campaign Tracking
– Campaign Responses
– Campaign Measurement
Campaign Execution
Build campaign: Include key fields for tracking

Tips & Tricks


Have a naming convention:
e.g. EMEA – FY08Q3 –
Success Tour - Brussels

Tips & Tricks


Update the Type picklist field
and keep the total number of
values to no more than 10 and
include general types

Tips & Tricks


Define your lead
source
values so they tie back
to budget dollars

Tips & Tricks


Tie campaigns together
with the “Parent
Campaign” field
Campaign Execution
Build campaign: Categorizing for campaign measurement

 Products and services


– Create a campaign picklist field for Product or Focus Area
 Advertisements and publications/media
– Create a picklist field for Ad Type with values such as Magazine,
Newspaper, Online, etc.
– Create another picklist for specific publication so you can report on
both levels
 Agencies creating materials
– Track which agencies are tied to your successful campaigns by
creating a Creative Source or Creative Piece picklist field
 Offers made in campaigns
– Track the different types of high-level offers (e.g. whitepapers, demos,
web seminars) to track overall effectiveness
Campaign Execution
Build campaign: Set up member response status values
Campaign Execution
Build campaign: Set up member response status values

Tips & Tricks


Member Status tells Sales
exactly what their prospect or
customer did

Tips & Tricks

You can have more than one


“Responded” value!

Tips & Tricks


# Responses metric is the sum
of all members with a status
checked as “responded”

17
Campaign Execution
Build campaign: Understand campaign statistic calculations first!

1) Total Leads = SUM of all leads 2) Total Contacts = SUM of all


associated with this campaign contacts associated with this
 Includes converted leads that campaign
you can’t see in the app  # Contacts will decrease if two
 # Leads will decrease if two lead contact records are merged, or if
records are merged, or if a lead a contact is deleted
is deleted

4) Total Responses = SUM of all


visible records associated to
this campaign that have a
3) Converted Leads = SUM of all member status with the
leads associated with this “Responded” box checked
campaign that have been
** Best metric for success of
converted to a contact
campaign – when member
 Includes leads converted to new
statuses are set up correctly!
or existing contacts
Campaign Execution
Build campaign: Understand campaign statistic calculations first!

1) Total Value Opportunities = 3) Budgeted Cost = Amount of


Calculated field for the amount of money budgeted for the
all opportunities associated with campaign
this campaign incl. closed/ won  This field is not required to
 For organizations using multiple calculate the ROI of the
currencies, amounts are campaign
converted to campaign currency
 Does not include opportunities
that influenced campaign
4) Actual Cost = Amount of
money spent to run the
2) Total Value Won campaign
Opportunities = Calculated  Field needed to calculate ROI
field for total amount of all
** The ROI is calculated as the
opportunities associated with the
net gain (Total Value Won
campaign hierarchy, including
Opportunities - Actual Cost)
closed/won opportunities
divided by the Actual Cost.
 All campaigns in a hierarchy The ROI result is expressed
must use the same currency as a percentage.
Campaign Execution
Build campaign: Understand campaign statistic calculations first!

The Campaign ROI Analysis Report


calculates the return on investment and
average costs for your campaigns

Tips & Tricks


Be sure to fill out the Actual
Cost field so your ROI will be
calculated for you
Campaign Execution
Build campaign: Consider using Campaign Hierarchies

 Campaign hierarchies provide a powerful categorization


tool that enables you to analyze/report on the health of
your related multi-channel, integrated campaigns
– It is important that marketing managers use a Parent
Campaign1 to tie these elements together and enable reporting
across all tactics

Example:
Tips & Tricks
The naming convention should
include the quarter and fiscal
year of the campaign

Parent Campaign field is hidden; you need to change FLS.


1
Campaign Execution
Build campaign: Consider using Campaign Hierarchies cont.

 When using Parent Campaign, you can see the whole picture!
Campaign Execution
Build campaign: Consider using Campaign Influence!

 Because opportunities are usually influenced by more than one campaign,


the campaign influence feature allows you to manually or automatically
associate multiple influential campaigns to a single opportunity
– Enable Campaign Influence for automatic association
– Configure Time Frame and/or Association Rules
• Influential campaigns are automatically added to opportunities when a campaign is related to a
contact that is assigned a contact role on an opportunity prior to the close date of the opportunity
• Campaign Influence Time Frame, if specified, is the maximum number of days between the campaign
first associated date and opportunity created date. Campaigns associated to a contact prior to this
timeframe will not be considered influential

– Add the Campaign Influence related list to Opportunity Page Layout


– Primary Campaign Source on Opportunity is the “most” influential
• When Lead is converted, their campaign is automatically inserted into this field
• If the Lead is linked to multiple campaigns, most recently updated member status wins
• Can update field manually or through Campaign Influence related list
Campaign Execution
Build campaign: Best practices for Campaign Influence

 Consider the following rules when setting up and using


Campaign Influence:
– Add Contact Roles to your Opportunity page layouts
– Instruct Sales to add key contacts in Contact Roles associated
to their deal so campaigns are automatically correlated
– If using Sales to send e-mail templates for a specific Campaign:
• First, ensure you have a good Contact de-dupe strategy
• Instruct Sales to send e-mail from Contact record but change the
“Related To” to Campaign and include the name so it’s easy OR
just ask Sales for their top Contacts and you do the work!
Campaign Execution
Campaign tools: Set up HTML E-mail Templates

E-mail Templates are easy to


set up!
 Set up your Letterhead to
standardize the look and feel of
HTML email templates
 Include graphics through the
Documents tab
Campaign Execution
Campaign tools: Start off with a unique landing page using Web-2-Lead

Web-to-Lead

Tips & Tricks Tips & Tricks


Key fields are hidden like Brand the form to match the
Campaign ID, Member Status, offer they received and keep
Product Line, Lead Source, etc. your fields short

Tips & Tricks


Leverage Apex code to assist
With Web-to-Lead, you can gather information from your
with de-duping before creating company’s website and automatically generate leads. Web-to-
Lead form can be used for contact me requests, registration
Lead record in Salesforce pages, or campaign landing pages. De-duping logic can be included!
Web-to-Lead Form
Campaign Execution
Campaign members: Mass add Campaign Members

Note: You can use other import sources!

Tips & Tricks


Salesforce provides a variety of ways in which you can manage
When adding NEW members via the leads, contacts, and person accounts that you are targeting
with your campaigns. You can choose which method to use
importing a file, it’s important to based on your business needs; for example, you can add and
have a de-dupe strategy update up to 50,000 campaign members at a time through lead or
Manage Members
contact.
Campaign Execution
Mass Email: Consider using email marketing partners

Tips & Tricks


You can send mass email to a
maximum of 1000 external email
addresses per day, consider our
e-mail marketing partners

Email Marketing Partners

Tips & Tricks


Consider an Email Marketing
Task Force to ensure customers
and prospects are not being
emailed too frequently
Agenda
 Campaign Preparation
– Goal of the Campaigns
– How to Target Campaigns
– Determine Campaign Programs
– Define Campaign Responses
– Define Campaign Access
 Campaign Execution
– Build Campaign
– Campaign Tools
– Campaign Members
– Mass E-mail
 Campaign Tracking
– Campaign Responses
– Campaign Measurement
Campaign Tracking
Campaign responses: How does one respond?

Phone/Telemarketing
Search Engine/
Google Ad Words

Website
Website Response
PR/Events

Individual
Response
Manual
Update

Email
Mass
Events
Update
Tips & Tricks
Set up the processes you need
each response channel to
follow for your Call to Action
Individual
Campaign Tracking Manual
Campaign responses: Individual manual update Update

1. Search for Lead or Contact, update status

2. Add Lead to Campaign

For campaigns that elicit responses one-by-one, for example, via


3. Pick correct Member Status a phone call to a sales rep, you can manually link a contact, lead,
or person account to a campaign and update that individual’s
campaign status. Any user can do this via the Campaign History
related list on a contact, lead, or person account.
Campaign History
Mass
Campaign Tracking
Update
Campaign responses: Mass update

Tips & Tricks


Salesforce provides a variety of ways in which you can manage
When adding members via the leads, contacts, and person accounts that you are targeting
with your campaigns. You can choose which method to use
importing a file, it’s important to based on your business needs; for example, you can add and
have a de-dupe strategy update up to 50,000 campaign members at a time through lead or
Manage Members
contact.
Campaign Tracking
Campaign measurement: Salesforce campaign reports

 Utilize the 8 standard pre-built Campaign Reports


 Customize your own!
Campaign Tracking
Campaign measurement: Salesforce e-mail campaign report with integration
Campaign Tracking
Campaign measurement: Measure overall campaign effectiveness

 Build your own


 Leverage

for Pre-built
Dashboards

Marketing Metrics Dashboard 1.0


Marketing Targets Dashboard 1.1
Campaign Tracking
Campaign measurement: Proven customer success

Measuring and Improving Business

Reduced
Reducedtime
time for
for
100%
100% increase
increase in
in preparing
preparingemail
email
lead
lead conversionrate.
conversion rate. campaigns
campaigns by
by 95%.
95%.

Campaign
Campaign
Lead Analysis
Revenue
Management

Went
Wentfrom
frommanaging
managing
Increased
Increasedlead
lead 11 to 16 simultaneous
to 16 simultaneous
conversion by 400%.
conversion by 400%.
Campaign Lead campaigns.
campaigns.
ROI Tracking
Leads
Analysis

“40 percent reduction in time “Increased lead generation by “40 percent reduction in time
to build email marketing 20 percent and reduced follow- to build email marketing
sends” up time by 50 percent” sends”
Tools & Resources
Tools & Resources
Consider using Salesforce for Google AdWords

 Advertise Online
 Generate Leads
 Track Keyword
Effectiveness
For more information, visit our website:
http://www.salesforce.com/products/marketin
g-automation/campaigns/search-marketing.js
p
Tools & Resources
What else is out there that I can use?

Tips & Tricks


 E-mail Marketing Partners You can utilize partner tools to
execute various types of campaigns,
 Demand Generation Partners generate new leads and integrate
the data directly with
Salesforce.com
 Sales Intelligence Partners
 Data Cleansing Partners

AppExchange:
http://www.salesforce.com/appexchange
Tools & Resources
What else is out there that I can use?

Recommended
AppExchange
Marketing (free)
Components

Campaign Membership
Report
- Installs a single web link to
show everyone
associated with the
campaign

Campaigns Related to
Opportunities Report
- Creates a campaign
contact report accessible from
a custom link on the
Opportunity detail page
Tools & Resources
What else is out there that I can use?

 Marketing Professionals on Community


– http://www.salesforce.com/community/crm-best-practices/marketing-pr
ofessionals/

 Salesforce.com Marketing Blog


– http://blogs.salesforce.com/marketing

 Sales and Marketing process maps and additional best


practice information in the Salesforce.com Community
– http://www.salesforce.com/community/crm-best-practices/sales-profes
sionals/sales-process-and-methodology/sales-mktg-process-map.jsp
Tools & Resources
What else is out there that I can use?

 Campaigns to Cash: Best Practices for Tracking Campaign Effectiveness:

http://www.salesforce.com/community/crm-best-practices/marketing-professionals/c
ampaign-management/detail87.jsp

 Become An Expert: Campaign Management & Website Integration:

http://www.salesforce.com/community/crm-best-practices/marketing-professionals/c
ampaign-management/detail227.jsp
 How Salesforce.com uses Marketing:
http://www.salesforce.com/community/crm-best-practices/marketing-
professionals/campaign-management/detail228.js
 Salesforce for Google AdWords Overview:
http://www.salesforce.com/community/crm-best-practices/marketing-
professionals/demand-generation/search-marketing/sfga-overview.jsp
Sales Process Map, Campaign to Customer
Two tier sales process typically found in high volume B2B sales organizations where marketing campaigns generate
leads, a tier one team qualifies leads to pass on to a tier two sales team that manages the sales cycle.

Accounts
Salesforce.com Tabs
Campaigns Leads Contacts

Opportunities

Lead Generation Lead Management Opportunity Management

Lead Capture Mechanisms


Marketing Marketing Lead • Online Registration Forms
Campaign Capture • Import Lists From Excel
Manager The lead is converted into
• Manually Enter Business Cards
an opportunity with an
associated contact and
account. Often the lead will
be handed off to the tier 2
Tier 1 Sales: yes sales person to work it
Lead Check for Work Lead & Adjust Lead
Qualify Lead through the sales cycle.
Sales Reps or Assignment Duplicates Lead Status Qualified? Conversion
Inside Sales
no

Common Reasons for Duplicate Leads


• Bogus info
Types of Campaigns • Duplicate lead
• Email Campaigns • Current customer
• Advertising • New contact, current opportunity
• Direct Mail
Tier 2 Sales: • Trade Shows
Sample Lead Status yes
Account • Open: Followed up on within 48 hours Sales Cycle
Active
Executives or • Working: Day 1 through day 30 Win? Customer
Field Sales • Developing: Scheduled follow up beyond 30 days no
• Archive: Non-responsive or No Current Interest
Sample Sales Stages
• Lead
Sample Qualification Questions • Needs Analysis Account becomes an
• Current Situation • Confirmed active customer.
• Pains • Objection Handling
• Opportunity Size • Selected
• Timeframe • Negotiating
Sample Routing Rules • Closed/Won
• Budget
• Territory Based Routing • Closed/Lost
• Decision Maker
• Product Based Routing
• Main Competitor
• Pick Off Queues
• Manual Assignment of Leads
Keep a historical record of Keep a historical record of
archived leads and set up Archived archived opportunities and Archived
email campaigns or follow up set up email campaigns or Opportunities
Leads
reminders to regenerate follow up reminders to
interest. regenerate interest.

Management Campaign Lead


Lead Opportunity Closed
Reports & Effectiveness Lead Status Conversion
Source Pipeline Business
& ROI
Dashboards
Lead Neglected
Lead Quality Competitive
Type Leads
Win/ Lose
Sales and Marketing: Tools and Terminology
Below you’ll find the tools and terminology used in the application and online training. For more information visit Salesforce Community, the Salesforce.com Online User Community.
You can search the site, browse around, and see what the community is interested in.

A campaign is an outbound marketing project that you want to Accounts are your organization's customers, competitors, and
plan, manage, and track within Salesforce. It can be a direct mail partners. Each account stores information such as name, address,
program, seminar, print advertisement, email, or other type of and phone numbers. For each account, you can store related
marketing initiative. information such as opportunities, activities, cases, partners,
contracts, and notes.
Campaigns
Accounts

Google AdWords™ is an online advertising service used to Contacts are all of the individuals associated with your business
create advertisements that display on major search engines, accounts that you need to track in Salesforce. You can store
including Google. Many Salesforce customers advertise online various information for a contact, such as phone numbers,
with Google AdWords as a mechanism to generate leads. addresses, titles, and roles in a deal.
Google AdWords
Contacts

Opportunities are the sales and pending deals that you want to
With Web-to-Lead, you can gather information from your track. By adding opportunities, you are also building your
company’s website and automatically generate leads. Web-to- “pipeline,” which will contribute to your forecast. You can also
Lead form can be used for contact me requests, registration link opportunities to campaigns to help measure the ROI of your
pages, or campaign landing pages. marketing programs.
Opportunities
Web-to-Lead Form

A lead is a prospect or potential opportunity - a person you met Products are the individual items that you sell on your
at a conference who expressed interest, or someone who filled opportunities. You can create a product and associate it with a
out a form on your company’s website. price in a price book. Each product can exist in many different
price books with many different prices. A product that is listed in
a price book with an associated price is called a price book entry.
Leads Products
Sales and Marketing: Tools and Terminology
Below you’ll find the tools and terminology used in the application and online training. For more information visit Salesforce Community, the Salesforce.com Online User Community.
You can search the site, browse around, and see what the community is interested in.

A forecast is your best estimate of how much revenue you can Tasks are to-do items that need to be followed up on. They can
generate in a quarter. This amount is divided between Commit be associated with accounts, contacts, leads, or other custom
Amount - the amount you can confidently close - and Best Case objects. You can follow up on the task yourself, or assign it to
Amount - the total amount of revenue you might possibly another user.
generate. A manager’s forecast should include the amount of
Task
Forecasts revenue the entire team can generate together.

Maintain a historical record of all activities related to an account,


contact, or opportunity. Your activity history includes emails,
call notes, and calendar events, so everyone is on the same page.
A contract is a written agreement between two or more parties.
Many companies use contracts to define the terms for doing
business with other companies. Track the contract through your Activities
organization’s approval process and use workflow alerts to notify
yourself when to initiate contract renewals.
Contracts
Reports are lists, summaries, and analyses of your data, which
you can display or print. To help you monitor your organization,
Salesforce offers a wide range of standard reports, accessible in
A document library is a place to store files without attaching the Reports tab. You can also create new custom reports to access
them to accounts, contacts, opportunities, or other records. Each exactly the information you need. You can subtotal and limit
document in the document library resides in a folder. The Reports your data to help you analyze trends and get a concise picture of
folder’s attributes determine the accessibility of the folder and what is happening in your organization.

Documents the documents within it.

Dashboards give you a real-time snapshot of corporate metrics


Group calendaring will helps you better collaborate as a team, and key performance indicators. A dashboard is a group of
and arrange meetings with prospects and customers. different charts (or components) that graphically display your
custom report data. You can select up to 20 different custom
reports to display data graphically as charts in each dashboard.
Calendar Events Dashboards
Sales and Marketing: Tools and Terminology
Below you’ll find the tools and terminology used in the application and online training. For more information visit Salesforce Community, the Salesforce.com Online User Community.
You can search the site, browse around, and see what the community is interested in.

Make searching data and interacting with the results of your With Salesforce you can create email templates for common
searches simple, smooth, and highly effective. Inline paging and emails such as web-to-lead responses, sales prospecting,
sorting features simplify the task of working with large sets of announcements, and internal workflow. You can even
search results. Powerful filtering and scoping functions narrow Email Templates personalize parts of the email with information from the contact
searches and results. Customization options enable users to or account record.
Search design search results layouts that are tailored for the way they
work.
Plan and execute email campaigns targeted at prospects and
customers. Enterprise Edition customers can send 500 emails per
Outlook users enjoy high levels of productivity with Apex mass mailing, while Unlimited Edition customers can send 1,000
Connect Outlook—formerly called Outlook Edition—which Mass Email emails per mass mailing. Salesforce can also integrate with third-
makes it easy to synchronize important customer data between party marketing solutions and offers out-of-the-box integration
two commonly used applications. With Connect Outlook 3.0 in with several top email marketing vendors.
Connect Outlook Spring ’07, productivity for Outlook users gets another boost
with several enhancements. Users can add emails with
attachments, create contacts and leads directly in Outlook, and
create relationships between calendar events and associated  Evaluate the success of email campaigns with integrated response
tracking and easy monitoring of key campaign metrics, such as
objects such as accounts and opportunities.
whether recipients open the messages, when they open them, and
Email Tracking more.
You can set up a Web-to-Lead form to capture contact me
requests from your company’s website. With a lead de-dupe
solution you can automatically route those requests to the person The ability to easily import data into Salesforce is one of the
who owns the account. application's key benefits. Import excel worksheets or CSV
Web-to-Lead Form (comma separated value) files. Map the information to leads,
contacts, accounts, solutions, and custom objects. Search Import
Tools on Salesforce Community for more information.
With computer-telephony integration (CTI) capabilities, you can Import Wizard
directly integrate your telephone network into Salesforce and
access it entirely through the familiar, browser-based Salesforce
interface. With the combined power of CTI and the new
Salesforce Console, salesforce.com delivers unlimited
CTI Integration productivity to your call centers.

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