HONKA SALES FUNNEL REPORTING

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HONKA SALES FUNNEL REPORTING Quick Start Guide Updated Version (Jun 3, 2011) Introduction Honka Sales Funnel Reporting is a simple web application for tracking sales activities and benchmarking them

1 HONKA SALES FUNNEL REPORTING Quick Start Guide Updated Version (Jun 3, 2011) Introduction Honka Sales Funnel Reporting is a simple web application for tracking sales activities and benchmarking them with others. The data input to the system gives both the sales and the manufacturing management valuable information about the state of sales throughout all market areas within the Honka sales network. Login In order to start the system, browse to Note the capital letters in the internet address. Unless you are able to start the system, try adding the page name, index.php, in the end of the web address. Enter your address and password into the form and click the OK button. Main Menu Once logged in the main menu appears on the black bar of the user interface. The following functions are available on the main menu. Input Weekly Data Click this link to open the weekly data input form. This is the main view of the system and it is opened by default. Reports Sales Target Help Click this link to open your personal reports and benchmarking view. Click this link to open your personal sales target values view. Click this link to open this document (you already have!).

2 Download Worksheet Click this link to download the Sales Funnel Reporting worksheet. See more details below. Next to the main menu you find the language drop-down menu on the top right corner of the user interface. You may change your personal language into German, French, Russian, or Japanese by selecting it from the list. Once you wish to exit from the system, click the Logout link on the left of the language drop-down menu. Your session will then be safely ended and you will be taken to your personal home page. Input Weekly Data Form The main view of the system is the Input Weekly Data form. Use this form to update your sales data within the system.

3 Week First, select the week from this drop-down menu. Note that you cannot edit the data of the passed weeks. The current week is selected by default. Each week locks down at Sunday midnight (Finnish time). Then, in the Contacts boxes, input each contact according to the initiative. Calls In In this box, input the number of the individual people that have initially contacted you by phone. Internet/ s In In this box, input the number of the individual people that have initially contacted you by filling in a form on your web site or sending you an . Visits In In this box, input the number of the individual people that have initially contacted you by walking up into your sales office. Calls/ s Out In this column, input the number of the individual people that you have initially contacted by calling or sending an . Next, input the data in the Activities boxes. Meetings at Office In this box, mark input the number of the individual scheduled meetings at your office during the respective week. Meetings at Client In this box, input the number of the individual scheduled meetings at your clients premises during the respective week. Scheduled Calls In this box, input the number of the individual scheduled calls you have taken during the respective week. Conversations In this box, input the number of the individual correspondences you have had with your contacts during the respective week. Note that if you, for example, send three s to and receive two from the same client during the week, it does only count as one conversation. Then, input the data in the Qualified Leads box. Qualified Leads In this box, input the number of contacts you have qualified as leads during the respective week. Qualifying is based on your experience, but in general it means contacts that have been analysed to be potential customers (have a plot of land, budget, and interest in Honka products).

4 Next, input the data in the Offers by Logs boxes. In these boxes, input the number of offers you have made according to the log dimension. There are five log types mentioned: MLL 182, MLL 204, VLL 112, VLL 134, RL 210, FXL 128, FXL 204, and Duo 200. Each one comes with its own respective box. If your offer is made for another type of round log or laminated log, other than mentioned above, input the number in the respective other log type box. If you make your offer for multiple types of log, you must choose which one is the primary selection, the most likely pick. Do not input one offer into many boxes. Then, input the data in the Offers box. In this box, input the total Ex Works value of the offers in Euros. That is, the value of trade between the representatives and Honka, not the value for the customer. You don t need to separate the value according to the log types. Next, input the data in the Results boxes. Expired Rejected Contract In these boxes, input both the number and the Ex Works value of the offers in Euros that have expired during the respective week. In these boxes, input both the number and the Ex Works value of the offers in Euros that the client has unambiguously turned down during the respective week. In these boxes, input both the number and the Ex Works value of the offers in Euros that has turned out to be actual deals during the respective week. Once you have completed the form, click the Save button. Note that you don t have to complete the form in one time. As soon as the time has not expired, you can edit the numbers and save the form again. If it suits your way of working, you can keep the application open all day and keep your form up-to-date all the time. Just remember to save after each round of input. Reports Form The second view of the system is the form of your personal reports. First, select the report type. At the moment, there are ten reports to select from. See the report type explanations below. Second, select the week range. That is, you need to select the week you want to start the data from, as well as the week you want the report to end. The both weeks are included in the selection. If you want to display the data of only one week, set the same for the both of the drop-down menus.

5 Third, select the level of benchmark you want to compare your data to. See the benchmark level explanations below, too. Once you have made your selections, click the View button in order to get the report. Report Types Sales Funnel This report sums up the personal number of contacts, the number of qualified leads, the number of offers, and the number of contracts within the selected time range. The system also shows the target number for each level in parenthesis next to the value. If the realized value within the selected period of time is equal or higher to the target value, it is shown in green. If it is less than the target value, it is shown in red. In addition, the system computes the conversion rates between the process points, so you will be able to see how successful you have been. The sales funnel report is the only one you get only graphic output. All the other reports come with both graphic presentation as well as values in a table.

6 Contacts by Initiative This report shows the contacts separated by initiatives within the selected time range. The initiatives and the indication colours are the following: Calls/ s Out Visits In Internet/ In Calls In Benchmark The benchmark values are the sums of the all initiatives of the selected target within the selected time range. Actions by Type This report shows the actions separated by type within the selected time range. The actions and the indication colours are the following: Conversations Scheduled Calls Meetings at Client Meetings at Office Benchmark The benchmark values are the sums of the all activities of the selected target within the selected time range. Qualified Leads This report shows the number of qualified leads within the selected time range. The benchmark values are the sums of the qualified leads of the selected target within the selected time range. Offers by Logs (Units) This report shows the number of offers separated by log types within the selected time range. The log types and the indication colours are the following: Other type of laminated log Other type of round log Duo 200 FXL 204 FXL 128 RL 210 VLL 134

7 VLL 112 MLL 204 MLL 182 The benchmark values are the sums of the offers by log types of the selected target within the selected time range. Offers (EUR) Contracts (Units) This report shows the total value of offers in Euros within the selected time range. The benchmark values are the sums of the offers in Euros of the selected target within the selected time range. This report shows the number of contracts within the selected time range. The benchmark values are the sums of the contracts of the selected target within the selected time range.

8 Contracts (EUR) This report shows the total value of contracts in Euros within the selected time range. The benchmark values are the sums in Euros of the contracts of the selected target within the selected time range. Expired/Rejected Offers (Units) This report shows the number of expired and rejected offers within the selected time range. The benchmark values are the sums of the expired and rejected offers of the selected target within the selected time range. Expired/Rejected Offers (EUR) This report shows the total value of expired and rejected offers in Euros within the selected time range. The benchmark values are the sums of the expired and rejected offers in Euros of the selected target within the selected time range. Note that in all graphic presentations, when you move the mouse cursor on a bar, you will see the respective data name and value in a tool tip. The report displays the results in a table. You may copy the values from the table into an Excel sheet for further study, if you wish. In addition, if you want to print the active report page, you will most probably get an empty graph. This is due to the selected technique and the properties of web browsers. As web browsers do not print background graphics by default, you need to set it on first. In Internet Explorer you can do it by selecting Tools > Internet Options, then on the Advanced tab, check Print background colors and images. Benchmark With the benchmark selection you determine how you want to compare your results. Sales Area Country Sales Office Select the sales area you want to compare your results with. The selection includes: All, West, East, Far East, and New Markets. If you select All, the benchmark is towards the entire Honka world-wide network, excluding Finland. Select the country you want to compare your results with. If you select All, the benchmark is towards all the countries in the selected Sales area. Select the sales office you want to compare your results with. If you select All, the benchmark is towards all the sales offices in the selected Country. In the countries with only one sales office, this selection is meaningless.

Sales Person Select the sales person you want to compare your results with. If you select All, the benchmark is towards all the sales people in the selected Sales office.

9 Sales Person Select the sales person you want to compare your results with. If you select All, the benchmark is towards all the sales people in the selected Sales office. For the sales offices with only one sales person, this selection is meaningless. Sales Target In this view you can see your sales target. The values are based on the discussions between you and your sales director. If you need changes in your sales target, you need to contact your sales director. The starting values are the following: Annual Budget This is your annual budget for the current year in Euros. Average Contract Sale This is an estimation of the average value of a single contract, ex works, in Euros. Contacts-to-Leads Ratio This is an estimation of the conversion ratio, how you re able to turn contacts into qualified leads.

10 Leads-to-Offers Ratio This is an estimation of the conversion ratio, how you re able to turn qualified leads into offers. Offers-to-Contracts Ratio This is an estimation of the conversion ratio, how you re able to turn offers into contracts. Based on these values, the system calculates specific targets for the year, and each month, week and day, that you need to achieve in order to reach your budget. The weekly target values are ones shown also in the Sales Funnel report. Note that the possible variation in the values is due to rounding. Worksheet If you find it easier to keep up your records on paper, you may download and print out a special worksheet. Keep the sheet always at hand and check a box immediately any of the events occur. In the end of the day you may sum up all the actions. Likewise, in the end of the week sum each line in the Total column and input the data in the system. Additional Information For more information, contact your sales director.

11 Change Log The following changes have been made to this Quick Start Guide (by release date): Apr 8, 2010 Apr 28, 2010 Jun 21, 2010 Jun 24, 2010 Jun 3, 2011 The original Quick Start Guide Updated and introduced the improved Weekly Data Input Form with less boxes and log-type-related data inquiries. Introduced the worksheet for offline book keeping. Updated and introduced the improved report pages. Clarified the definition for Euro data. Updated the Input Weekly Data form, Reports form, and the benchmarking; added Sales Target page.

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