Strategy Mapper Meeting Templates & Executive Sponsor · 2017-05-24 · Strategy Mapper – Meeting Templates & Executive Sponsor May 24, 2017 Is Mobile Template Checking this box

Strategy Mapper – Meeting Templates & Executive Sponsor

www.pointntime.com May 24, 2017

Table of Contents

Meeting Templates ................................................................................................................ 2 Template Perquisites .....................................................................................................................2 Creating a Meeting Template ....................................................................................................... 10

Call Plan ............................................................................................................................................... 11 Goal ..................................................................................................................................................... 12 Internal Notes ..................................................................................................................................... 13 Active................................................................................................................................................... 13 Is Mobile Template ............................................................................................................................. 14 Is Instant Meeting Template ............................................................................................................... 14 Related Object..................................................................................................................................... 14 Meeting Button Configuration ............................................................................................................ 15 Meeting Insights .................................................................................................................................. 17 Meeting Prerequisites ......................................................................................................................... 17 After Actions Review ........................................................................................................................... 18 Follow Up ............................................................................................................................................ 18 Objectives ............................................................................................................................................ 19

Executive Sponsorship ......................................................................................................... 21

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Meeting Templates

Template Perquisites This section will ensure your meeting templates have all the fields and related lists necessary to create meeting templates for your organization.

1. Click Setup -> Build -> Expand Create -> Objects -> click on Meeting Templates (Figure 1).

Figure 1

2. In the Page Layouts section click on Edit (Figure 2)

Figure 2




3. In the Meeting Template Details remove Objective 1 – 5 by hovering over and clicking the ‘-‘ sign (Figure 3). These are no longer required, this function has been moved to related list.

Figure 3

4. Click on Meeting Prerequisites in the Related List section -> click on the pliers’ icon

(Figure 4).

Figure 4

5. From the Available Fields -> select Prerequisites (Figure 5) -> move to Selected Fields

(Figure 6) -> click Ok.




Figure 5




Figure 6

6. Click on Related List -> select Follow Up (Figure 7) -> drag to Related List section (Figure

66).

Figure 7




Figure 8

7. Click on the pliers icon -> select the following fields from the Available Fields (Figure 9):

Details Follow Up How Long How Long Type Send Email Sequence




Figure 9

8. Move to Selected Fields (Figure 10) -> click Ok.




Figure 10

9. Click Save (Figure 11) -> Click Yes on ‘Overwrite Users’ Related List Customizations?’

(Figure 12).

Figure 11




Figure 12




Creating a Meeting Template

1. Click on Meeting Templates in All Tabs window (Figure 13).

Figure 13

2. Click on New (Figure 14).

Figure 14

3. Enter in the name for the Template (make as descriptive as possible) (Figure 15). 4. Enter in a Prefix (this will allow the ability to run reports to determine what templates

are being used most often).




Figure 15

Call Plan The Call Plan allows you to add in a script, questions or other information you want to present to the user in the meeting (Figure 16). NOTE: Call Plan is optional, if there is no information in the Call Plan it will not be presented to the user in the meeting.




Figure 16

Goal Enter in the Goal of the meeting (Figure 17). NOTE: Goal is optional, the user can enter in their own goal during the meeting. It will not effect the template only the current meeting.




Figure 17

Internal Notes

Internal Notes provide you the ability to display information to the user, for example questions to ask, links or other information (Figure 18).

Figure 18

Active Click in the check box to make the template active for your users. This will allow them to use this template. Only check active once the template has been completed (Figure 19).




Is Mobile Template

Checking this box identifies this template to be used when a meeting is sync’ed from Meeting Mapper iPad (Figure 19). NOTE: There can only be one Mobile template per Salesforce Object (Account, Opportunity, Case, Contact or Campaign).

Is Instant Meeting Template

Checking this box identifies this template to be listed when a user selected Instant Meeting (Figure 19). NOTE: There can be more than one meeting template selected as an Instant Meeting Template.

Related Object

Select the object the meeting template will be linked to. This allows you to select the fields to display in a meeting linked to a template (Figure 19). NOTE: Meeting Templates will only be displayed for the object the meeting is linked to. For example: When a user creates, a meeting linked to an opportunity, only meeting templates linked to the opportunity object will be displayed.




Figure 19

Meeting Button Configuration This section allows you to specify which buttons and therefore functionality is available in each meeting created with this template. There are 23 buttons available buttons, 22 of which can be displayed on the meeting page. The “Sync Attendee Events” will prompt the user when a meeting is created asking if attendee events should be synced from a previous meeting. By default, there are 17 buttons displayed along with Sync Attendee Events (Figure 20).

Best Practice – When Strategy Mapper is initially deployed, it’s best to limit the functionality. This can help with user adoption. As the organization evolves the use of Strategy Mapper, additional buttons (functionality) can be added to the existing templates. The additional buttons will be displayed on all meetings using this template including past meetings.

Best Practice – When you have a template that is configured correctly, clone it to build additional templates.

Figure 20

Back (default) - Takes you back to the associated Salesforce object (e.g. Opportunity) Save (default) - Saves the current meeting information. Notes (default) - Allows you to take meeting notes and view notes from previous meetings associated with this object (e.g. Opportunity). Tasks (default) - Allows you to assign tasks to meeting attendees. These are standard Salesforce tasks.




Clone (default) - Allows you to create a new meeting clone of the current meeting. Ensure you change the name of the new meeting, buy default it will have the same title. Political Map/Org Map (default) - Gives the ability to display and manipulate the organizational hierarchy of the customer/partner organizations Score Meeting (default) – No longer used in Meeting Mapper. Object (default) – Reserved for future use. Meeting Insights - Allows you to specify from a list of items what resonated in a meeting. Opportunity Mapper - Takes the user to the associated Opportunity Mapper page. Related Opportunity - Allows the user to update an additional opportunity in a meeting. NOTE – If you make edits to the fields selected, they will not affect current meetings using the template, only new meetings. Table – Allows you to specify the table displayed on the meeting page, by default no table is displayed on the meeting page. Add Attendee (default) - Add an attendee to the meeting, both contacts (customer team) and users (account team). Send Invites (default) - Allows you the ability to send meeting invitations and include meeting agendas. Individual Take Away (default) - Allows you to specify "take aways" for each meeting attendee. Actionable Intelligence (default) - Allows the user to collect information about the Opportunity, Account, etc. Export Report (default) - Allows you to export a public and internal meeting report. Schedule New (default) - Allows you to create and schedule a new meeting. Related Object Settings (default) - Allows the ability to populate fields. Sync Attendee Events (default) - This pulls forward tasks from previous meetings that have not been completed. Attachments (default) - Allows you to attach items as part of the meeting record.




After Actions Review (default) - Allows you to specify and describe a follow up item after the meeting. Account Mapper - Takes the user to the Account Mapper page associated with the meeting.

Meeting Insights Meeting Insights is a great way to capture what is resonating in customer meetings. Meeting Insights are linked to individual templates and there is a maximum of ten that can be linked to a template (Figure 21).

Figure 21

Only Meeting Insight Name must be completed for each Meeting Insight (Figure 22).

Figure 22

Meeting Prerequisites




Meeting Prerequisites allow you to specify task(s) or information that must be performed before the meeting (Figure 23).

Figure 23

There are two fields that must be completed. Meeting Prerequisites Name – select from the dropdown. Prerequisites – additional information regarding the meeting prerequisite (Figure 24).

Figure 24

After Actions Review After Actions Review allows you to discuss critical items after an opportunity has closed (Figure 25). The review will be linked to the opportunity.

Figure 25

Follow Up Follow Up allows you to configure tasks that are required after a meeting is completed. This ensures teams are following up with prospects and customers after meetings (Figure 26).




Follow Up also creates an event/task in Salesforce and is placed on the users Salesforce calendar.

Figure 26

There are 7 fields with 6 needing completed for each Follow Up (Figure 26) . They are: Sequence – indicate numerically the order Follow Up must be completed. Follow Up – select the follow up from the picklist. Details – included any additional details to the user Meeting Template – prepopulated How Long – indicated numerically how long after the meeting is complete the Follow Up must be completed by the user. How Long Type – select either hours or days. This works in conjunction with How Long. For example; you select 1 in How Long and day in How Long Type. This Follow Up would be put on the users calendar with a completion date of one day after the meeting is completed (Figure 27).

Figure 27

Objectives “Objectives” allows you to prepopulate the objectives of the meeting for the user (Figure 28).




Figure 28

There is only one field required for an Objective. This should be a detailed description of the objective (Figure 29).

Figure 29




Executive Sponsorship Executive Sponsorship is used to align your executive team to the customer’s executives. This can create a relationship outside of the opportunity and provide a competitive advantage and ensure your executive leadership is involved in large or complex opportunities. NOTE: The Executive Sponsor is only available and visible when a meeting is linked to an Opportunity.

5. Click on Executive Sponsors tab (Figure 30). 6. Click New. 7. Enter in the Executive Sponsors name, this will be displayed in the email generated to

the Executive Sponsor (Figure 31). 8. Enter in the User name or click the search button. 9. Click Save, or Save & New to add another.

Figure 30

NOTE: The Executive Sponsor must be a user in your Salesforce organization.




Figure 31


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Strategy Mapper Meeting Templates & Executive Sponsor · 2017-05-24 · Strategy Mapper – Meeting Templates & Executive Sponsor May 24, 2017 Is Mobile Template Checking this box