Pre-meeting sales preparation is the first step in guiding prospects through your sales funnel. While widely recognized as important, it’s also a stage that many reps still get wrong, risking a poor first impression of their company and jeopardizing potential deals.
Cirrus Insight found that 91.6% of respondents agreed that pre-meeting research significantly impacted their calls’ success rates. But on the flipside, 82% of B2B decision-makers felt sales representatives were unprepared for their meetings, according to SirisResearch.
How to close this gap? Thankfully, there are some easy-to-adopt steps that sales managers and account executives can take to improve pre-meeting sales processes.
Keep reading to discover how you can refine your team’s sales preparation by adopting better research strategies, leveraging CRM data, and automating critical tasks.
Sales leaders often remind their teams of the importance of researching their prospects before that crucial first meeting. But what can go unspoken is the necessary quality of that research.
Simple data appends that tell the sales rep what industry their prospect is in, barely scratch the surface.
To tailor their pitches, sales reps need to go beyond basic details and uncover specific pain points.
AI-powered tools can streamline this process. Rather than gathering all this data by hand, sales teams can leverage solutions like Meeting AI to automatically compile and deliver crucial insights, reducing the time spent on prospecting research.
Your CRM can offer more than individual client insights. CRMs like Salesforce also aggregate data across multiple customers and deals within sectors, enabling sales teams to identify broader industry trends that may not be evident from client-specific research alone.
As a result, it’s crucial to keep your CRM data updated. When records are inaccurate or left incomplete, your sales team risks making decisions based on the wrong information. But entering data manually can eat up hours each week, reducing reps’ ability to focus on their prospects.
According to Zippia, sales reps spend about 17.9% of their time—roughly 1.6 hours per day—using CRM systems. If half of that time is spent on manual data entry and admin tasks, that’s around 48 minutes lost daily. For a mid-sized team of 50 reps working 250 days per year, this adds up to almost 10,000 hours wasted each year.
Sync Salesforce with Your InboxAutomate data entry with Salesforce Sync to keep your CRM records up-to-date while freeing up valuable time for your team. This Cirrus Insight solution syncs all your Gmail or Outlook emails, calendar meetings, and tasks with Salesforce, ensuring information on contacts and leads is always accurate and fully recorded. |
Achieving strong outcomes depends on the guidance of sales leaders and account executives, tasked with instilling good habits in their teams.
Let’s explore some key preparation strategies for coaching your reps through the pre-meeting stage. Boost your sales KPIs by turning more hot leads into the company’s newest customers.
Encourage your sales team to map out the organizational structure of prospects that are in the opportunity stage to identify key stakeholders and decision-makers. This process, known as ecosystem mapping, enables your team to strategically target the right people and craft more personalized pitches.
Effective mapping should also explore these individuals’ short- and long-term goals, allowing your reps to tailor their messaging to address specific objectives.
Understanding a prospect’s existing tech stack is also crucial. By showing how your product integrates with their software and systems, you can position it as a natural fit within their current ecosystem and highlight integration points that add value.
Conduct a SWOT analysis of your competitors to evaluate their strengths, weaknesses, opportunities, and threads (as the acronym suggests). When targeting leads, this type of research empowers sales teams to understand where market opponents excel—and where they fall short.
Armed with this information, sales reps can better position your product to prospects and emphasize how it addresses gaps that the competition can’t fill.
Sales intent is essential—but how that data is presented could make the difference between a successful pitch and a missed opportunity.
Encourage your team to weave data into a compelling narrative that addresses their prospect’s pain points, showing how your solutions are uniquely suited to resolving them. Engaging leads on an emotional level can make your pitch more memorable and impactful.
Using buyer personas can further enhance this process. Developed through audience and market research, these personas are detailed profiles of your ideal customers and key stakeholders, often including demographics, behaviors, interests, and challenges.
Referencing your company’s buyer personas before their calls can help reps in targeting their messaging and strategy.
Pre-call preparation should also involve anticipating objections. To field potential concerns and doubts from leads, try developing a detailed set of sales scripts to cover both good and bad scenarios that might arise.
Encourage your team to practice these scripts in pairs or small groups, focusing not only on objection handling but also on refining their closing techniques. By rehearsing how to transition objections into opportunities for closing the sale, they can build confidence in their ability to secure deals.
Make this a regular exercise, revisiting scripts quarterly or when new scenarios emerge, to ensure these skills remain sharp and top-of-mind during high-stakes conversations.
Sales teams often complain they don’t have the work hours to properly prepare for their high-volume of calls.
How can you free up more time? Adding AI-driven sales enablement tools to your software stack is one option. Integrating these solutions into your sales process can help automate time-consuming tasks, like data entry and research, allowing for more breathing room to prep between calls.
Indeed, 54.6% of sales researchers that Cirrus Insight surveyed said they planned on implementing AI solutions for their pre-meeting research in the next 12 months.
Sales Preparation Meets AIFeel prepared for any prospecting call with Meeting AI. Powered by artificial intelligence, this sales enablement tool automates pre-meeting research and prep by identifying relevant data, organizing it, and delivering the summary by email or via an interactive dashboard. |
Many leads quickly go cold from being left without a timely follow-up. After all, we’re all seen that oft-quoted Lead Connect stat: 78% of prospects buy from the first company that replies to their inquiry.
But many sales teams aren’t equipped for speedy responses. Help mitigate this issue by adopting and following a comprehensive follow-up strategy with your sales team, complete with prepared email templates and clear timelines.
Additionally, implementing a sales lifecycle solution that captures prospect touchpoints and assigns scores to their actions can also be beneficial.
How to Spot High-Value ProspectsCirrus Insight’s Buyer Signals tool can help sales teams prioritize leads based on engagement. Each time a prospect opens an email or books a sales call, their interaction is scored to help reps decide who to follow up with first. |
Engaging in thorough sales preparation is the first step toward building a strong pipeline and closing more deals. However, time constraints remain a major challenge, with 65.1% of sales professionals citing limited time as their biggest obstacle when preparing for meetings.
By automating prospect research and CRM tasks with AI-powered tools like Meeting AI and Salesforce Sync your representatives can spend less hours on busy work and devote their focus to selling. Beyond just streamlining workflows, these advanced solutions also improve the quality of interactions with prospects, resulting in better sales outcomes.
Interested in upgrading your sales preparation? Reach out to Cirrus Insight for a personalized demo of our sales solutions and insight into how we can help optimize your pre-call processes.