How Sales Reps Should Organize Their Time

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“Success is simple.
Do what’s right, the right way,
at the right time. ” – Arnold Glascow

How Sales Reps Should Organize Their Time

I can’t tell you how many times I’ve heard a sales rep say, “I would love to sell more but I just
don’t have the time to prospect.” Or how often someone says, “I would love to be healthier
but I don’t have the time to work out.”

Please! When we say we don’t have the time to do something, what we are really saying is
that we chose not to do it. We all have the same number of hours in a day. The only
difference is how we spend them. If top producing sales people can find the time to
prospect, so can you!

Let’s face it. To survive in sales, finding the time to prospect is not optional. You simply must
commit the resources you need to achieve your goals. For most of us who earn a living by
selling, that means scheduling our time properly so that we focus on what is truly important.

Time Management Tips for Sales Reps

The key to your schedule is to concentrate on the upcoming week, not the week past. You
want to focus on what is to be done, not what has already happened and cannot be
changed. Your objective is to arrive at the office Monday morning with your week already
booked with sales calls, not scrambling to fill up your day.

In other words, you want to work this week to book next week!

Use a calendar which shows a whole week on one page. Seeing the whole week at a glance
is critical. If your Smart Phone can’t show this, you can download the Weekly Calendar
Template that I use in this white paper for free from the B2B Sales Connections Free
Download Centre.

Personally, I use Google Calendar. It’s also free, I can access it from all my devices, and it
allows me to colour code my business, personal and charity work appointments, as well as
share them online with those that need to know my schedule.

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 How Sales Reps Should Organize Their Time
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Next Week's Appointment Calendar

Sales Representative
Name Sam Sales Rep
Week Ending Friday, February 14, 2020

Time Monday Tuesday Wednesday Thursday Friday

Date 10-Feb-20 11-Feb-20 12-Feb-20 13-Feb-20 14-Feb-20
7:00 AM
7:30 AM
8:00 AM
8:30 AM
9:00 AM
9:30 AM
10:00 AM
10:30 AM
11:00 AM
11:30 AM
12:00 PM
12:30 PM
1:00 PM
1:30 PM
2:00 PM
2:30 PM
3:00 PM
3:30 PM
4:00 PM
4:30 PM
5:00 PM
5:30 PM
6:00 PM
6:30 PM
7:00 PM

To Do List To Do List To Do List To Do List To Do List

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 How Sales Reps Should Organize Their Time
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Now that you have selected your time tracking device that shows one week at a time, go to
next week’s schedule and enter your booked appointments, including meetings with
customers, sales meetings and personal appointments. When doing this, also write in the
geographic location of each appointment using the zip or postal code. That way, when you
schedule new appointments, you can schedule them near each other, reducing travel time.
Time spent in the car is not productive, so why not minimize it. This also has the added
benefit of saving on gas too!

Next Week's Appointment Calendar

Sales Representative
Name Sam Sales Rep
Week Ending Friday, February 14, 2020

Time Monday Tuesday Wednesday Thursday Friday

Date 10-Feb-20 11-Feb-20 12-Feb-20 13-Feb-20 14-Feb-20
7:00 AM
7:30 AM
8:00 AM
8:30 AM
Sales Meeting
9:00 AM
9:30 AM
10:00 AM
10:30 AM 123 Profit Corp My Retirement Group
11:00 AM ABC Company Fact Presentation (K2G) Fact Find (K4V)
11:30 AM Find (K2J)
12:00 PM
12:30 PM
Trade Association
1:00 PM Wants-to-Buy Inc.
Networking Lunch
1:30 PM Contract Signing (K4Z)
(K1P)
2:00 PM
2:30 PM
3:00 PM
3:30 PM
4:00 PM
4:30 PM
5:00 PM
5:30 PM
6:00 PM
6:30 PM
7:00 PM

To Do List To Do List To Do List To Do List To Do List

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 How Sales Reps Should Organize Their Time
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Book in time for office duties next. This should be in non-peak selling hours like either first
thing in the morning or after 4 in the afternoon. Preparing quotes, answering emails, and
completing sales paperwork should be completed in this scheduled time, but only in this
scheduled time and not during peak selling hours. Just because technology allows us to
answer emails on a moment’s notice, doesn’t mean we should. You should also schedule
personal development time where you can increase your product knowledge and improve
your sales skills. Remember, as John Wooden once said, “It's what you learn after you know
it all that counts.”

Next Week's Appointment Calendar

Sales Representative
Name Sam Sales Rep
Week Ending Friday, February 14, 2020

Time Monday Tuesday Wednesday Thursday Friday

Date 10-Feb-20 11-Feb-20 12-Feb-20 13-Feb-20 14-Feb-20
7:00 AM
7:30 AM
8:00 AM
8:30 AM Office Work Office Work Office Work Office Work
Sales Meeting
9:00 AM
9:30 AM
10:00 AM
10:30 AM 123 Profit Corp My Retirement Group
11:00 AM ABC Company Fact Presentation (K2G) Fact Find (K4V)
11:30 AM Find (K2J)
12:00 PM
12:30 PM
Trade Association
1:00 PM Wants-to-Buy Inc.
Networking Lunch
1:30 PM Contract Signing (K4Z)
(K1P)
2:00 PM
2:30 PM
3:00 PM Self Directed Product
3:30 PM Knowledge Training
4:00 PM
Office Work Office Work Office Work Office Work Office Work
4:30 PM
5:00 PM
5:30 PM
6:00 PM
6:30 PM
7:00 PM

To Do List To Do List To Do List To Do List To Do List

Prepare Quote for Submit Order from

ABC Company Wants-to-Buy

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 How Sales Reps Should Organize Their Time
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Lastly, book at least one hour per day for prospecting, preferably at the same time each day
so you can develop a routine. It doesn’t matter how you prospect, telephone, email,
LinkedIn, or a combination, the important thing is to make time to do it. Remember, think of
your prospecting time as a scheduled appointment just like a meeting with a prospect. You
wouldn’t cancel on a customer, so don’t cancel on yourself and your future sales success.

Next Week's Appointment Calendar

Sales Representative
Name Sam Sales Rep
Week Ending Friday, February 14, 2020

Time Monday Tuesday Wednesday Thursday Friday

Date 10-Feb-20 11-Feb-20 12-Feb-20 13-Feb-20 14-Feb-20
7:00 AM
7:30 AM
8:00 AM
8:30 AM Office Work Office Work Office Work Office Work
Sales Meeting
9:00 AM Lead Generation and Lead Generation and Lead Generation and Lead Generation and
9:30 AM Lead Generation and Prospecting Prospecting Prospecting Prospecting
10:00 AM Prospecting
10:30 AM 123 Profit Corp My Retirement Group
11:00 AM ABC Company Fact Presentation (K2G) Fact Find (K4V)
11:30 AM Find (K2J)
12:00 PM
12:30 PM
Trade Association
1:00 PM Wants-to-Buy Inc.
Networking Lunch
1:30 PM Contract Signing (K4Z) LinkedIn Networking
(K1P)
2:00 PM Follow Up Sales Calls
2:30 PM
3:00 PM LinkedIn Networking LinkedIn Networking LinkedIn Networking LinkedIn Networking Self Directed Product
3:30 PM Follow Up Sales Calls Follow Up Sales Calls Follow Up Sales Calls Follow Up Sales Calls Knowledge Training
4:00 PM
Office Work Office Work Office Work Office Work Office Work
4:30 PM
5:00 PM
5:30 PM
6:00 PM
6:30 PM
7:00 PM

To Do List To Do List To Do List To Do List To Do List

10 Prospecting Emails 10 Prospecting Emails 10 Prospecting Emails 10 Prospecting Emails 10 Prospecting Emails
Prepare Quote for Submit Order from
ABC Company Wants-to-Buy

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 How Sales Reps Should Organize Their Time
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How much time you schedule to prospect depends on your numbers. What is one customer
or one sale worth to you and what are the marketing activities required to generate one?
How many sales do you need to meet your objectives? Does it take 10 prospecting first
contacts to make a sale or does it take fifty? It doesn’t matter what the numbers are, as long
as you know YOUR numbers! Once you know this information, you can schedule enough
prospecting time each day to reach them.

To help you calculate your numbers, step by step, check out our webinar video, How to
Define Sales Success On Your Own Terms and Then Achieve It! You can also track your
progress by downloading our Goal Setting and Action Planning Worksheet from the B2B
Sales Connections Free Download Centre.

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 How Sales Reps Should Organize Their Time
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Remember that workout routine you never seem to have time for? Schedule it! As well as
any other personal appointments you have for next week. Soccer games, piano recitals, a
round of golf, whatever it is, schedule it. Remember, we work to live, not live to work. As a
cancer survivor myself, I cannot stress enough the importance of making time for yourself
and your family.

Next Week's Appointment Calendar

Sales Representative
Name Sam Sales Rep
Week Ending Friday, February 14, 2020

Time Monday Tuesday Wednesday Thursday Friday

Date 10-Feb-20 11-Feb-20 12-Feb-20 13-Feb-20 14-Feb-20
7:00 AM
7:30 AM Workout Workout Workout Workout Workout
8:00 AM
8:30 AM Office Work Office Work Office Work Office Work
Sales Meeting
9:00 AM Lead Generation and Lead Generation and Lead Generation and Lead Generation and
9:30 AM Lead Generation and Prospecting Prospecting Prospecting Prospecting
10:00 AM Prospecting
10:30 AM 123 Profit Corp My Retirement Group
11:00 AM ABC Company Fact Presentation (K2G) Fact Find (K4V)
11:30 AM Find (K2J)
12:00 PM
12:30 PM
Trade Association
1:00 PM Wants-to-Buy Inc.
Networking Lunch
1:30 PM Contract Signing (K4Z) LinkedIn Networking
(K1P)
2:00 PM Follow Up Sales Calls
2:30 PM
3:00 PM LinkedIn Networking LinkedIn Networking LinkedIn Networking LinkedIn Networking Self Directed Product
3:30 PM Follow Up Sales Calls Follow Up Sales Calls Follow Up Sales Calls Follow Up Sales Calls Knowledge Training
4:00 PM
Office Work Office Work Office Work Office Work Office Work
4:30 PM
5:00 PM
5:30 PM
6:00 PM
Billy's Hockey Practice
6:30 PM
Dinner Out
7:00 PM

To Do List To Do List To Do List To Do List To Do List

10 Prospecting Emails 10 Prospecting Emails 10 Prospecting Emails 10 Prospecting Emails 10 Prospecting Emails
Prepare Quote for Submit Order from
ABC Company Wants-to-Buy

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 How Sales Reps Should Organize Their Time
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Now as your week progresses, fill the gaps in your schedule with other sales activities in
the same geographic locations as your appointments. You could spend some time and do
first contact visit the business neighbours around the companies you have appointments
with. When you think about it, that equates to 5 calls every time you park the car!

You could also some customer visits in the area to show your superior customer service
skills. These visits are also excellent opportunities to ask for referrals!

Next Week's Appointment Calendar

Sales Representative
Name Sam Sales Rep
Week Ending Friday, February 14, 2020

Time Monday Tuesday Wednesday Thursday Friday

Date 10-Feb-20 11-Feb-20 12-Feb-20 13-Feb-20 14-Feb-20
7:00 AM
7:30 AM Workout Workout Workout Workout Workout
8:00 AM
8:30 AM Office Work Office Work Office Work Office Work
Sales Meeting
9:00 AM Lead Generation and Lead Generation and Lead Generation and Lead Generation and
9:30 AM Lead Generation and Prospecting Prospecting Prospecting Prospecting
10:00 AM Prospecting
10:30 AM 123 Profit Corp My Retirement Group
Other sales calls in
11:00 AM ABC Company Fact Presentation (K2G) Other sales calls in Fact Find (K4V)
K1P here
11:30 AM Find (K2J) K4Z here
12:00 PM Other sales calls in
12:30 PM K4V here
Other sales calls in Trade Association
1:00 PM Other sales calls in Wants-to-Buy Inc.
K2G here Networking Lunch
1:30 PM K2J here Contract Signing (K4Z) LinkedIn Networking
(K1P)
2:00 PM Follow Up Sales Calls
2:30 PM
3:00 PM LinkedIn Networking LinkedIn Networking LinkedIn Networking LinkedIn Networking Self Directed Product
3:30 PM Follow Up Sales Calls Follow Up Sales Calls Follow Up Sales Calls Follow Up Sales Calls Knowledge Training
4:00 PM
Office Work Office Work Office Work Office Work Office Work
4:30 PM
5:00 PM
5:30 PM
6:00 PM
Billy's Hockey Practice
6:30 PM
Dinner Out
7:00 PM

To Do List To Do List To Do List To Do List To Do List

10 Prospecting Emails 10 Prospecting Emails 10 Prospecting Emails 10 Prospecting Emails 10 Prospecting Emails
Prepare Quote for Submit Order from
ABC Company Wants-to-Buy

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 How Sales Reps Should Organize Their Time
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Essentially you are prospecting this this week to book appointments next week and the
entire time management process begins again.

As I mentioned, customer site visits are an excellent opportunity to ask for what many
consider the most effective lead source available, that being referrals. If you are not taking
advantage of the use of referrals, or you haven’t been trained on when and how to properly
ask for them, my video, How Should Sales People Ask For Referrals will show you exactly
how.

The Bottom Line

A calendar like this is included in our Weekly Sales Activity Tracking Tool. The workbook also
includes activity tracking worksheets you can use to ensure how you organize you week
keeps you on track towards your yearly objectives. It’s the same sales management tool I
use to coach sales managers in my book, Action Plan for Sales Management Success as part
of a complete sales rep time management system.

With some proper planning and time management techniques, you can fit more into your
sales day. It will also free up some personal time as well.

Remember, plan your work and then work your plan. As the Sales Wizard Brian Jeffrey once
said, “We can't manage time, but we can manage ourselves. So time management is self
management.”

Aim Higher!

Susan A. Enns, B2B Sales Coach and Author

Schedule a free sales coaching strategy session with Susan here.

Susan A. Enns is a professional sales coach, consultant and author with

B2BSalesConnections.com. She has a proven track record of sales excellence
over her 30 plus year career, including consecutively being the top sales rep
in Canada, managing the top sales branch, and achieving outstanding sales
growth in a national channel sales organization. A sales and management
training expert, her work has been published in several locations numerous times and her
books have sold on five separate continents. A passionate community volunteer and cancer
survivor, Susan lives and works in Ottawa, Canada.

Check out Susan’s latest book, Ask The Sales Coach - Practical Answers to the Questions
Sales People Ask Most

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About B2B Sales Connections

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services for business to business sales professionals.

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