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What’s Your Perfect Number? The Automatic Sales Touch Planner

Yesware’s Sales Touch Planner helps sales leaders to identify the right prospecting plan for their team size, lead flow, and touch pattern.

It all comes down to quick math.

Let the numbers work themselves with this easy-to-use spreadsheet.

How do I use it?

Enter into the spreadsheet the following…

Number of reps on your team—how many people are actively prospecting to book meetings

Call per day per rep—how many calls one rep could make a day if that’s all they had to work on.  Just divide the total number of minutes in a work day by the number of minutes an average call takes. (Hint: If you use Yesware Click-to-Call, your number will be higher because you spend less time finding numbers, dialing, and adding notes to CRM)

Emails per day per rep—How many emails can one rep get through if writing and sending emails is all they do that day? (Hint: If you use Yesware Templates, your number will be higher because you spend less time writing but maintain the end goal of personalization)

Current leads per day—If you combine any inbound and outbound lead that reps contact, on average, how many new leads does a rep receive and start contacting each day?

Current touch pattern—based on what you recommend new hires follow, you illustrate your team’s touch plan. In the spreadsheet, add a “1” to in the column for emails if you want your reps to email on that day, and a “1” to the call column if you want them to call. If they should call and email on the same day, add a “1” to each column in the row. If they should call twice, put a “2,” and so on.

And you’ll get:

  • A percentage for how much of your team’s capacity is being used currently
  • Suggestions for how to optimize your touch pattern and assigned leads number

How the sales planner works

Calls and emails don’t all start and finish within the same number of minutes.

They vary.

So we compare them in ratios and turn them into units.

Let’s say, for example, you have six reps, who can typically send out either 200 emails in one day using a tool like Mail Merge or who can dial and talk to 50 prospects in one day.

Our spreadsheet would calculate that the team can do 1,200 “points” of work a day, where writing/sending an email counts as one point, and making a call counts as four points. So the team allocates 200 emails x 1 point x 6 reps = 1,200 points if just emailing, or 50 calls x 4 points x 6 reps = 1,200 points.

The planner helps you measure the balance of calls with emails and how it compares to your team’s capacity based on the touch plan you plan for the team to use.

If we take the scenario above, where we have 6 reps who can make 50 calls a day or send 200 emails a day, let’s add that they are expected to take on 65 leads each per day, and use the following touch plan:

Day 1: Cold Call + Email

Day 3: Email

Day 5: Call + Email

Day 8: Email

Day 11: Call + Email

Day 13: Breakup Email

The sales planner shows me that this is within my team’s capacity. After 13 days of ramping up, the touch plan will require 585 touches per day across the team—390 emails per day and 195 calls per day (you can divide each of these numbers by 6 to find the average number of emails or calls per rep).

Important note: our model assumes that leads are assigned to your team each day. If, in reality, your reps are responsible for prospecting for their own leads, you’ll need to factor that in.

Here’s how:

Adjust your inputs until the % of team capacity used = the % time your team can spend on true selling in a given day.

For example, if reps are spending 20% of their time tracking down prospect information, then tweak either your touch pattern to fewer touches or your leads added to a lower number until the planner tells you that the pattern uses only 80% of your team’s capacity.

get-the-planner-2

What to expect

Once you calculate your team’s base performance, you can measure their increase in productivity by introducing an automation tool like Touchpoints.

Say your reps are able to send 100 more emails in a given day and make 50 more calls by introducing automation into their process and removing manual tasks like setting reminders.

You can plug in these updated numbers, and tweak the touches your reps make per lead or adjust the number of leads added per day, until your team’s capacity reaches anywhere from 90% to 100%. 

This shows you how many additional touches per lead or leads per day each rep can handle. From there, you can use other reporting to determine changes in prospect engagement and any increase in meetings booked.