How to Track outstation sales people - fool proof process?

We are a new organization and have salespeople working all over India. Though we have the system of sending a daily sales report (DSA) at the end of the day, there is no valid proof of their actual work on the job. For example, we found in one instance that a person was not actually working, and we terminated their services. Now, we want to implement a foolproof process to ensure whether the salesperson is actually working or not. Can anybody help us with suggestions?

Manashi,

Sales and Business Development are typical roles where they are responsible for acquiring clients. Checking the performance data can show improvements and provide better results. Why are you worried about whether they are conducting business or not? Tracking this information could lead to additional stress and expenses.

VJ

Mr. Dinesh,

The issue is that we are involved in Channel sales, i.e., the salespeople are required to appoint Master Distributors, Areas, or even retailers. When we refer to retailers, these are usually shops and small business units. I doubt if any shopkeeper will take the time to fill out the Sales Call forms.

Dear Manashi,

Please review my post carefully. I mentioned "Sales Call Evaluation Sheet" and not "Sales Call Forms".

The "Sales Call Evaluation Sheet" should be completed by the sales executive immediately after the sales call. However, in your situation, dealing with small shopkeepers and retailers, you will need to provide a detailed DSA report.

Thanks,

Dinesh V Divekar

If you just want to track their movement or policing, there can be many ways:

1. Give them GPS, providing their actual location. This is available on mobile phones also by certain mobile companies.
2. Make arrangements with mobile companies to provide particular numbers' location from their calls made.
3. Talk to at least one of the dealers concerned in his presence whom he is visiting.
4. Take camera pictures with dates and mail them to the HQ.
5. Make arrangements with hotels where the salesperson has to stay.
6. Of course, other common methods include vouchers, train tickets, etc., but these may not be genuine.

Hi Manashi,

Instead of worrying about whether the person is on the job or not, you should be more concerned about his output. Is he meeting the sales targets assigned to him? Whether he is able to bring in business?

First and foremost, you have to build the company's culture. It is HR's responsibility to convey to him the importance and implications of his job. If he performs well, the company's sales would increase, leading to higher profits, and consequently, an increase in his salary.

You need to define strong performance parameters for this role instead of implementing an employee tracker. Of course, to execute this job effectively, you should have robust processes in place, as discussed by the team members.

What I mean to say is that we should emphasize more on the results and outputs to be achieved within ethical limits.

Regards,
Mayuri

Dear Sir,

We are a new organization with salespeople working all over India. Although we have a system in place for sending daily sales reports (DSA) at the end of the day, there is no concrete proof of whether they are actually working on the job or not. For example, we have encountered instances where individuals were not actually working, leading to the termination of their services.

Now, we want to establish a foolproof process to ensure whether the salesperson is actively working or not. Can anybody provide us with suggestions?

Thanks,
Manashi

Hello Dinesh ji,

Sorry, I did not see this link before, but I too have the same worry. I need to have a sales tracking process for my company. Is there any template through which we can get guidance to create one for our company? My Company - Aesthetic Solutions, Vadodara. We are into reflective coatings for Roofs & walls, providing complete exterior protection.

Regards,

Neetu Jain
Vadodara

I fully agree with both Dinesh and Mayuri. Sales is a process rather than just work. In sales, the best tracker for any performance is the periodical performance. If we look at ourselves in the salespeople's shoes, it is difficult to write notes, DSR, or sales call evaluation sheets. The best way of monitoring sales is to give a specific journey plan and targets based on the journey plans. If the sales team is not motivated themselves, any monitoring system will fail because it will be beaten by them. I think the Pharma industry has the best monitoring system. Here, each manager has to work with their immediate junior at least 2 days a month. This rule applies up to the regional head level. If a salesperson is not going to the market, they will get caught immediately. You can always get support from experts/coaches/mentors to address the issue specifically. Best wishes.

I am working in the field of Marketing Administration in the FMCG Industry. So, my suggestion is: don't try to follow them as they will fail every time. Just make them aware of your product sales targets and achievements month-wise and put pressure on their manager.

If you motivate and channelize them towards sales product orientation, they will automatically achieve targets, and you won't have to worry about their leaves or gaps in the market.

Thank you.

Regards,