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Lead Report Creation & Delivery Process

Overview

TSL’s Opportunity Identification (Lead) deliverable includes the Lead Report, which includes key information about the prospect, their environment, project budgets, and more. This page includes the specific information that should be captured from initial discovery conversations with the prospect, which will ultimately be used to populate the Lead Report. This page also includes the Lead Report QA process that follows. 

  • An example of a high quality Lead Report can be downloaded here. 

 

Creating a High Quality Lead Report

In general, the BDTM should first understand the TSL campaign’s qualification details to ensure they can cover all requirements in the discovery call and produce a strong lead report. This information will be provided via the Call Guide and training with the campaign manager.
  • Background details needs to talk about what their need is or improvements. 
  • The Environment surrounding the problem: 
    • Explain the prospect’s CURRENT environment and what technology they are using now.
    • Include brand focus (IBM, Cisco, etc.) and ensure that the contact is open to evaluating the services for that specific brand and is willing to discuss with TSL’s business partner.
    • If the prospect has physical and virtual servers, confirm the numbers of each type. 
  • Needs:
    • If storage - If storage- identify age, storage capacity vs amount of data currently being stored, amount of storage desired, and if on-premise or cloud.
    • If server(s) - how many servers, brand, age, how many virtual vs. on-premise. 
  • The Pain Point: Do not just capture a request for pricing. If high pricing is discussed as a barrier, figure out what its lacking and how they can save money, etc.  
  • Outstanding questions, numbers/figures, etc. Capture specific details from the prospect that can be shared with the TSL partner. 
  • Company Revenue: Sometimes it will be found through VanillaSoft. PM to verify through ZoomInfo or other data sites. 
  • Employee Count: Sometimes it will be found through VanillaSoft. PM to verify through LinkedIn. 
  • Direct number to reach the prospect (will be populated from VanillaSoft) 
  • Business description: Found on the company’s website or on LinkedIn. 

 

Step # Owner Time (mins) Action
 1  BDTM   Hold discovery call with the prospect and capture notes in VanillaSoft or Hubspot, depending on where the contacts are being called from. 
 2  BDTM   If notes were captured in VanillaSoft, move to step X. If notes were captured in Hubspot, follow the process “How to Create a Contact in VanillaSoft” to first populate the information in VanillaSoft.
3  BDTM  

Follow steps in VanillaSoft to download:  

Make sure you are in the “Caller View” 

NOTES FROM BELOW

Click on the “Documents” Tab on the top bar 

Click on the link for “New Opportunity File” to download it. 
4  BDTM  

Save the lead report document to Desktop and rename the file if needed to follow the standard naming convention as follows.

NAMING format: BDTM saves it as ProspectCompanyName-TodaysDate-CampiagnName-StateOfCampaign
5  BDTM   Send the conference call invitation to the prospect, for a minimum of 5 days in the future. 
6      
      Email the Lead Report to the manager of the related campaign.
7  BDTM    
  Lead QA   Receive the lead report emailed from the BDTM and open the document.
8  BDTM   Receive invite acceptance from the prospect to take the conference call.
9  BDTM   Forward the invite acceptance to the manager of the related campaign. You may copy your direct/supervising manager if desired.
10  Lead QA  

Review all sections of the lead report, and make direct edits as needed, to ensure:

All fields are filled in 

All information is specific to the section requirements 

There are no typos, punctuation, grammar, or spelling errors 
11  Lead QA   If you have questions about missing or unclear information, send an email to or message the BDTM with questions. Enter the confirmed information into the lead report document.
12  PM   Save the final version of the document and check that name follows standard convention. 
13  PM   Send the calendar invite to the business partner with the Lead Report attached. Add the BDTM to the meeting invitation.

 

Steps for Making a Call and Inputting Notes:

Complete information in tabs from Left to right as follows (Overview tab, Lead Status tab, Hardware-Software, PM Corner, BANTE)

  1. Start in VanillaSoft. Tabs are in the VS view.
  2. Make call and code it as a PCC 
    1. Overview tab 
      1. Sales Stage > 04- Validated/Qualifying (if already on the contact list)
      2. Employees > # of employees (fill in if new contact)
      3. Revenue > How much are they making each year  (fill in if new contact)
      4. Website > www.abc.com  (fill in if new contact)
      5. Business Description > Pulled from company website  (fill in if new contact)
    2. Lead status tab 
      1. Fill it out (if not auto filled) 
      2. Next step details (pick from drop down) 90% of the time is conference call  
      3. Fill out the next details section: cc is scheduled for DATE AND TIME (including time zone) and TSL will confirm and facilitate call 
      4. Opportunity status: initially is pending 
      5. Facilitation notes: fill in on call  
        1. BDS Name  
        2. Initial Interview Date (todays date of the date when the call happened) 
        3. Next Step - what type of opportunity is it? > (Conference call) 
        4. Next Step details - when is the call set for? > Spell out date & time 
        5. Opportunity status - pending for a PCC or PF2F, N/A for DFU or RSVP 
    3. Hardware-Software: Enter all known details
    4. PM Corner tab (move this to where manager is reviewing; not in BDTM views)
      1. Ensure that it is filled in. Usually is auto filled if it’s from a campaign. If it’s a responder or new project, you'd need to enter PM info.
        1. PM Name
        2. PM Phone
        3. PM Email
    5. BANTE tab (budget, authority, need, time, environment) Use dropdown menus for selections.
      1. Proper person: influencer or above (if influencer, want to know who they report to, name and title)  
      2. Under NEED Classification: choose which needs the prospect has. Can choose multiple.
      3. NUP details: auto populates to report once filled in. Key part is what they want to improve on. Not the broad problem but something specific within the problem.  
      4. Budget: select from drop down  
      5. Timeline: Select timeframe prospect is planning on a solution (currently evaluating, vendor starts in the next 3 months, or within next 10 months. No greater than 12 months)
      6. Environment: select from drop down (should always be known) 
      7. Environment details: fill in to auto populate  
        1. Proper person (Authority) > Contact is the decision maker  
        2. NUP (Need understanding pain) > prospect has a defined need or pain and is looking to discuss 
        3. NUP Details (what is the compelling reason for change, what is the project) > Letting the client know why they are taking the call 
        4. Budget (is there a budget) > Budget has been allocated 
        5. Timeline (when are they evaluating solution for this) > Evaluation 3-6 months 
        6. Environment (what are they running on now) 
        7. Add Comments (explain more about budget, authority or timeline) 
  3. Go to “Documents” 
  4. New opportunity report will download once you click on the link for file 
  5. Auto populates all info if you typed it up. 

 Writing the Report: 

    1. Add new corporate contact  (NEW CONTACT ONLY)
      1. Contact owner - your email 
      2. Lead source and lead source email (lead source = PM) 
      3. Contact details (first name, last name and title) 
      4. New contact change to yes (In overview tab) 
      5. Direct line/ext. and prospect email  
      6. Save 
    2. Write opportunity report 
      1. Over view tab 
        1. Sales Stage > 04- Validated/Qualifying 
        2. Employees > # of employees 
        3. Revenue > How much are they making each year 
        4. Website > www.abc.com 
        5. Business Description > Pulled from company website 
      2. Lead status 
        1. BDS Name  
        2. Initial Interview Date (todays date of the date when the call happened) 
        3. Next Step - what type of opportunity is it? > (Conference call) 
        4. Next Step details - when is the call set for? > Spell out date & time 
        5. Opportunity status - pending for a PCC or PF2F, N/A for DFU or RSVP 
      3. BANTE 
        1. Proper person (Authority) > Contact is the decision maker  
        2. NUP (Need understanding pain) > prospect has a defined need or pain and is looking to discuss 
        3. NUP Details (what is the compelling reason for change, what is the project) > Letting the client know why they are taking the call 
        4. Budget (is there a budget) > Budget has been allocated 
        5. Timeline (when are they evaluating solution for this) > Evaluation 3-6 months 
        6. Environment (what are they running on now) 
        7. Add Comments (explain more about budget, authority or timeline) 
      4. PM Corner 
        1. PM Name 
        2. PM Phone 
        3. PM Email 
    3. Populating an Opportunity Report and Saving 
      1. Click on Documents  
        1. Select the lead report link 
        2. Once it opens, check to make sure everything populated 
        3. Save the document  
      2. Send a copy of the report to your PM 
        1. Click file 
        2. Save and send 
        3. Send as an attachment (this will open it up on your outlook) 
      3. Enter your PM's email and click send THIS HAPPENS AFTER THE CALL FACILITATES - SEPARATE PROCESS PAGE

    1. X out of the document and go back to your page in VanillaSoft 
      1. Code your contacts 
        1. Result the call of the person you set the opportunity with 
        2. If it is a conference call, code it as a PCC 
        3. Set date and time for the call to take place 
        4. Put in comments 
      2. After you have coded them, it will take you to your previous contact 
        1. Code them as DNFA 
        2. In the comments field put refer to who (who is the correct contact) 
      3. Facilitating a call in VanillaSoft 
        1. To get back to the contact, go to your calendar and click on your call 
          1. This will open that contacts page 
        2. Changing the field in the Lead Status tab 
          1. Opportunity Status: Change from Pending to Facilitated if the call occurred 
          2. Facilitation notes: What happened during the facilitation (when we introduce the client to the prospect) 
        3. Result the Call 
          1. FO - Facilitated 
          2. Add comment and save