Discover how Lean Layer's fractional RevOps team optimized a cumbersome Salesforce process, reducing manual data entry time by 93%, improving team collaboration, and increasing operational efficiency across sales, research, and RevOps teams.
Our client’s sales team was bogged down by a cumbersome and time-consuming component of their process in Salesforce.
Sales reps were responsible for submitting a lengthily forms to qualify prospects eligibility for a product, a task better suited for the research team, and the process involved duplicative fields and inefficient workflows.
The process resulted in sales spending up to an hour per submission, slowing down the sales cycle.
Additionally, communication between sales, research, and RevOps teams was fragmented, relying on Slack and email, which often led to miscommunication and lack of visibility into the status of requests.
To address the inefficiencies, Lean Layer conducted a comprehensive audit of the existing Salesforce setup, identifying redundant fields and time-consuming processes. We simplified the process for submission by renaming it to "Sales Request" and consolidating fields to eliminate duplicative work.
A status bar was implemented to improve visibility, allowing teams to track the progress of requests more effectively. In addition, rules were put in place to prevent same-day due dates, ensuring requests were planned more realistically.
To further optimize roles, the responsibility for recommending research vendors was shifted from sales to the research team, leveraging their expertise and improving collaboration between teams. Finally, stakeholder feedback was incorporated throughout the process to ensure the new system met the needs of all teams involved.
Learn more about our approach on how we solved this for our client below:
Audit of Current Process: Lean Layer began by conducting a comprehensive audit of the existing Salesforce system. This audit focused on identifying inefficient workflows, repetitive fields, and unnecessary steps in the research assessment process, which was slowing down sales reps and creating friction between teams.
Stakeholder Interviews: We interviewed key stakeholders across the sales, research, RevOps, and media strategy teams to gather insights on their pain points and challenges with the current system. Each team had different concerns, so it was crucial to capture their unique needs, ensuring that the final solution would address everyone’s priorities.
Vision for an Optimized Process: Based on our findings, we outlined a vision for a simplified and streamlined process. One of the major changes was renaming the 'research assessment' object to 'sales request,' which made it easier for the sales, research, and RevOps teams to coordinate and track requests. We also consolidated duplicative fields and eliminated unnecessary steps in the process, simplifying submission for sales reps.
Enhanced Tracking with Status Bar: To improve visibility, we introduced a status bar that allowed all teams to track the progress of their requests. This transparency ensured that nothing was left in a "black box" and allowed team members to follow up promptly when needed.
Revamped Role Assignments: We shifted the responsibility for recommending research vendors from the sales team to the research team, ensuring that recommendations were made by subject-matter experts. This reduced role misalignment and friction between teams.
System Rollout and Enablement: After building the optimized process in a sandbox environment, we deployed it to production. We conducted office hours with the team to walk them through the changes and answer any questions, ensuring smooth adoption of the new process.
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