Sales Associate

Job Workflow
Version 0.1

Prepared by: Dennis M. Hilario

Last Modified:

Reference:

Status
Review Type Date Completed
Quality Review
Acceptance
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Revision History
A Change
Location of
Version Date M Detailed Description of Change [Author] Request
Change
D Number
0.1 Initial Draft [Dennis M. Hilario] N/A

*A = Added M = Modified D = Deleted

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Table of Contents
1. JOB DESCRIPTION 4
1.1 OBJECTIVES 4
1.2 SCOPE 4
1.3 DEFINITION OF TERMS 5

2. FLOWCHART 6

3. WORKFLOW & WORK INSTRUCTIONS 7

4. MEASUREMENT MATRIX 8

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1. Job Description

1.1 Objectives
1.1.1 To execute client engagement processes from Internet marketing, leads generation, sales presentation, proposal
drafting, appointment setup, follow ups.
1.1.2 To ensure a smooth sales process.

1.2 Scope
1.2.1 Prospect for business within the agreed geographical boundary, review sites, magazines and other sources to
identify potential sources of new business; get contacts for all prospects and qualify leads. Schedules initial meetings
with the client and prepares contact reports.
1.2.2 Help efforts in internet marketing by social networking sites, blogs and SEO.
1.2.3 Email, phone sales, make sales calls on qualified product or service prospects, develop and participate in
presentations and proposals for business, negotiate and close business. Establish strong relationships with clients
through different forms of communication.
1.2.4 Maintain an up-to-date database of all potential clients and partners and contacts at those companies.
1.2.5 Develop and maintain strong industry knowledge about the software business, including information on the key
players, the key platforms, the key titles and the dynamics of different software business models.
1.2.6 Write timely call reports to document the progress with various accounts.
1.2.7 Assists the client service partner in following-up collection based on the agreed payment terms.
1.2.8 Drafts proposals, contracts and secure approval from AMP/PS/MGP and client. This includes outlining project
background, scope, approach, deliverables and payment/payment terms.

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1.3 Definition of Terms

1.3.1 MP – Managing Partner
1.3.2 KYC – Know-Your-Client Profiling Tool
1.3.3 DSR – Daily Sales Report
1.3.4 CDS – Corporate Data Sheet
1.3.5 IMP – Implementation Partner
1.3.6 CAL- Calendar
1.3.7 KF – Kick-off Form
1.3.8 AMP – Accounts Management Partner
1.3.9 PS – Product Specialist
1.3.10 CCR - Client Contact Report
1.3.11 BDG - Business Development Group - CRM
1.3.12 SOW - Statement of Work
1.3.13 BDP - Business Development Partner

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2. Flowchart

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3. Workflow & Work Instructions

WF No. Activity Interface Source Work Instructions
1 Execute daily leads generation and MP, AMP, Client DSR 1. Acquire new leads from the Internet, magazines, etc.
social media. 2. Target at least 10 calls (2 calls for every business
industries such as: retail, manufacturing, import and
export, etc.) or 10 emails everyday.
3. Target at least 10 FB/day, 1 blog topic/day, two
tweets/day, two fb status/day, 1 ad/day, 5
comments/day, 1 article/week
4. Copy furnished AMP and GM every email.

2 Receive Client Inquiry MGP, AMP, 1. Make sure KYC form is ready anytime.
Client
3 Make Phone Call Client 1. Practice standard phone call script.
4 Conduct Phone Interview CSP, Client 1. Follow KYC template and fill-out while conducting
interview
5 Send Marketing Collaterals MGP, AMP CDS1, KYC 1. Complete KYC and email to interface CDS and KYC.
Client
6 Secure MGP’s Approval (Demo) MGP, AMP 1. Secure MGP’s Approval via email, text or phone call.
7 Set Demo Schedule Client, Reseller, CAL, CSP 1. Contact interface via email, call, text to ask for availability.
CSP, MGP 2. Coordinate with CSP for Demo Preparation and/or trial
setup.
3. Confirm date by rolling-out shared calendar online.
8 Prepare and Submit CCR Client, Reseller, BDG(CRM) 1. Draft CCR and email to interface with filename format
CSP, MGP CCR-<Client Acronym>-<yyyy/mm/dd>
9 Update BDG(CRM) Log Contact Report MGP, AMP BDG(CRM) 1. Update BDG(CRM).
(Indicate Lead) 2. Indicate what has transpired during the inquiry and
indicate status as lead.
3. Email to interface.
10 Conduct Follow Up Every Week (Post MGP, AMP, BDG(CRM) 1. Conduct follow-ups every Wed morning or receive possible
Inquiry) Client feedback from client for the week.
2. Update BDG(CRM) and indicate what has transpired
during the contact report and email to interface.

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11 Update BDG(CRM) Log Contact Report MGP, AMP BDG(CRM) 1. Update BDG(CRM) and indicate as Archived when client is
(Indicate Archived) not responding after third follow up.
2. Email BDG(CRM) to MGP and AMP for update.
12 Update BDG(CRM) Log Contact Report MGP, AMP BDG(CRM) 1. Update BDG(CRM) and indicate what has transpired
(Post Demo) during the demo and indicate status as Hot Lead.
13 Draft/Update and Send Quotation (Post MGP,AMP, SOW, 1. Draft and/or Update SOW.
Demo) Client BDG(CRM) 2. Secure AMP and MGP’s review and approval.
3. Send to client and update BDG(CRM) sent to MGP and
AMP.
14 Update BDG(CRM) Set Client Status as MGP, AMP BDG(CRM) 1. Update BDG(CRM)BDG to “Archived” when client is asking
“Archived” for fourth demo.
15 Conduct Follow Up Every Week (Post MGP, AMP DSR 1. Conduct follow-ups every Wed morning or receive possible
Demo) feedback from client for the week.
2. Submit BDG(CRM) to MGP and AMP for update.
16 Update BDG(CRM) set Client Status as AMP, MGP BDG(CRM) 1. Submit BDG(CRM) to MGP and AMP for update.
“Active”
17 Print and Secure SOW Signature MGP, AMP, SOW 1. Rollout SOW for signature.
Client, Reseller 2. Safe keep contract to client folder.
18 Roll-out Project to Involved Personnel MGP, AMP, KF 1. Prepare KF and roll-out/submit to interface.
Client CSP
17 Other Work Instructions Status Reporting
1. Attend to monthly sales review.
2. Daily update of BDG(CRM)

5.

4. Measurement Matrix
KRA Weight Activity Target Actual Tracking Source
Leads 20% Cold calls and email blast 50 new emails/calls per week DSR
Acquisition social media indicated above
Sales Generation 50% Leads Conversion 10 new deals a month BDG(CRM)
Productivity 15% Documentation Complete sales process KYC,DSR

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documentation
Speed 15% Timely documentation Document preparation should DSR
not exceed 24 hours

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