Much has changed in the world of sales, but the importance of managing sales prospects remains high. An active interaction between the sales manager and his outside sales reps (OSR) should occur monthly. OSRs must be able to discuss specific details, including expected close dates, regarding their Top 10 prospective accounts.
These prospective accounts should be listed in a funnel, as depicted in this spreadsheet format.
Account Name
Strategy: Goal, Next Step, Date
Estimated Sales
Estimated Margin
Strategy
In managing sales, I recommend using the strategy described below.
Goal: Identify the specific product or service goal that will cause your prospect to buy from you. Successful sales professionals are consultative partners. With today’s digital tools, your CRM, aided by AI, can help you understand what the prospect expects/needs before agreeing to buy.
For example, AI finds that a prospect has a recorded safety violation. You can offer to help remedy that with your products. In another instance, AI reveals a manufacturing company in your territory is expanding and will need the newest innovative production equipment your company sells.
Next Step: Digital tools can assist the OSR in identifying prospect behavior, engagement patterns, and buying signals. AI can track email opens, website visits, content downloads, and social media interactions to gauge and tailor your next step. Your next step is to be sure the decision maker will buy your solution to their problem.
Date: Each next step must be completed by the date presented to the sales manager. Your monthly reviews with the OSRs are strategic for assisting them in developing and maintaining a solid game plan.
Estimated Sales and Margin: Use predictive AI analytics to estimate customer and prospect sales and margin reliably. The total of your active funnel sales and margin must be at least 4 times the dollars you need to meet your new account growth for the year.
What is required for success
Managing sales prospects is required for success. Monthly personal sales management reviews allow the professional salesperson to know what is needed to achieve this. Lastly, the key to today’s sales prospect management lies in combining technology with genuine relationship building, ensuring prospects feel and understand valued throughout their buying journey.
Artificial intelligence is revolutionizing time management, and AI planners are leading this transformation. Moreover, these intelligent systems go beyond traditional scheduling methods by learning your patterns, predicting your needs, and optimizing your time for maximum productivity.
Revolutionizing Time Management with AI Calendars
Smart Scheduling and Optimization: How much time do you lose trying to schedule meetings? AI calendar assistants reduce scheduling headaches by automatically optimizing meeting times with customers, suppliers, and team members—saving hours every week.
Enhanced Goal Achievement: Do you struggle to achieve the goals you set? AI can break down large projects into smaller, actionable steps and schedule them directly into your calendar. While making progress easier and more consistent.
Reduced Stress and Anxiety: Staying organized shouldn’t feel overwhelming. By planning your work and working your plan, AI-powered calendars create structure, reduce last-minute chaos, and give you peace of mind.
Smarter Sales Planning: In today’s fast-moving digital world, sales reps face constant pressure to manage activities and appointments. As well as, traditional digital calendars improved efficiency by replacing paper systems, but AI calendars go even further. They confirm appointments, track sales history, plan schedules, and adapt in real time, making sales planning faster, smarter, and more effective than ever before.
AI Calendar Tools for Smarter Scheduling and Productivity
Stay on Track: Are your projects running behind schedule? AI scheduling tools can automatically find the best times, block them into your calendar, and even add buffer time for unexpected delays.
Predictive Planning: Struggling to prioritize a busy schedule? Additionally, AI can color-code appointments by category: family, customers, prospects, suppliers, personal, or company—so you instantly see what matters most.
Personalized Insights: Want a personal assistant who understands your work style? AI learns your habits and preferences, adjusting your calendar for the best times to handle tasks, meetings, breaks, and downtime, helping you maintain work-life balance.
Seamless Integration: Need to keep up with multiple platforms? An AI calendar integrates with your social media, email, webcasts, podcasts, and messaging tools, ensuring you never miss what’s most important.
Maximizing AI calendar benefits
Lastly, your AI calendar planner evolves with you, becoming more sophisticated as it learns your patterns. To get the most from it, feed your calendar accurate data about your preferences, goals, and constraints. Also, the more information you provide, the better it becomes at anticipating your needs and making intelligent suggestions. This partnership transforms scheduling from a reactive chore into a proactive tool for success.
Managing your Reps — Setting Expectations and Providing Reviews
This is the first in a series of articles I am writing on AI’s impact on managing the next generation of outside sales reps (OSR). I will be focusing on managing by using effective monthly one-on-one reviews. I believe the best (OSR) or inside sales rep (ISR) is only as effective as the expectations set by their company leaders. This makes management’s reviews of reps important to everyone’s success.
Call reporting
With the rapidly increasing efficacy of AI, collecting accurate data is paramount. For maximum customer and prospective account growth, call reporting is becoming increasingly relevant. Whether it is closing new business, measuring the top 4 to 6 key indicators on a dashboard, or results in monthly sales, margin, and new account margins, reps must input proper data in their client call reports for AI to be effective.
Key Elements
What are the key elements in an effective AI call report?
Why — As noted above, AI is only as effective as the data collected. The timely reporting of activity in a customer or prospective account sets AI in motion. It can determine the most effective direction for the next call. Today’s clients will research the product information necessary to solve their need before engaging with a rep. If today’s OSR isn’t bringing new consultative solutions to grow the customer’s sales and profit, that customer won’t want or need to see them.
When — It is no longer appropriate to enter a call report at the end of a day. That time lapse is too long and results in reps missing a significant detail in their reports. Information should be voiced to the agentic AI as soon as the OSR gets back into their car. Your agentic AI is best defined as your agent who autonomously achieves specific goals with minimal human supervision. What a great new friend!
What — The content in the report must include the purpose of the call, the results, suggested next steps, requested quotes, and date and time for the next call. Within minutes, the agent will tell the OSR’s suggested content for an email back to the customer. The email will include contact information and an appropriate pricing and delivery quote. AI will also generate a confirmation request for the next appointment.
With this information, the agent will update the OSR the day before the next appointment with any new information it has collected on the customer. Any possible change in the call purpose will be noted. AI will also send a reminder to the customer and to the OSR on any quote activity.
The call report
A timely call report is the central basis for the sales manager’s monthly OSR reviews. Every sales rep appreciates a good review of how well they are meeting company expectations and what they need to accomplish to be more effective.
Do you know who your buyers are and what they expect? According to LinkedIn’s 2025 B2B Buyers Report, Millennials now make up 73% of all B2B buyers and 44% of final purchasing decision-makers. Mark Broham reports in Digital Commerce 360: “The B2B commerce landscape is undergoing a generational transformation; Millennials – those born between 1981 and 1996 – have firmly taken control of corporate buying decisions, driving a new era defined by digital expectation, streamlining purchasing, and marketplace dominance.”
Four principles
Millennials were raised on the Amazon experience — fast and easy purchasing. They expect the same type of service from their suppliers. Here are four important principles guiding buyer expectations today.
A personalized experience – A recent study shows that 73% of buyers expect to receive a personalized Amazon B2C experience in their B2B transactions. Many companies now utilize AI technology to track customers’ purchasing habits and online searches, enabling them to send targeted ads based on demand.
Buyer enablement – Commercial success now hinges on the ease, speed, and convenience of sales. Distributors must create a simplified pathway to their technical expertise. The buyer must be able to access your added value differentiator with the ease of a simple transaction. If he/she can purchase what sets you apart conveniently, they will favor you.
A Self-Guided Digital Channel – Gen Y and Gen Z (TikTok generation) are known for their self-reliance and research habits. Many customers prefer to find detailed product information, compare options, and make purchases independently, without needing to contact a sales representative. They also use AI tools in their personal lives and expect similar innovations to be available in the B2B purchasing process.
A partnering relationship – AI will continue to advance the customer-supplier relationship by making it easier to identify customer needs. Its presence changes the responsibilities of the outside sales rep (OSR). The relationship of the OSR to the client is now one of consultative collaboration. Today’s reps need to work with clients to increase their profitability. Interactions should enhance work efficiency by helping the customer get the right things done. The relationship must move past a focus on products and services to client success. As the late Zig Ziglar expressed so well, “You can get anything in life you want if you just help enough other people get what they want.”
Meet buyers’ expectations
It is an exciting time to be meeting your customers’ expectations. Lastly, spend time engaging the next generation of buyers by providing a personalized buying experience, easy access to your products, a self-guided digital channel, and sales that focus on client success.
Early in my career, I worked for an international distribution company with a steep corporate ladder to climb. As a sales manager, I oversaw a quarter of the country — from Colorado to Florida. This required a lot of travel. I met weekly with 8 different reps at various airports. When the corporation reorganized, I was offered a Vice President’s position. I aspired to eventually run a major enterprise. Would accepting the VP position help me meet that goal? Would that be a good decision for a balanced life?
First things first
The VP offer represented a big step up the corporate ladder. I was 35 and happily married with three young children. This was a big life decision. As suggested by Steven Covey in his book The Seven Habits of Highly Successful People, I looked at my “first things first” priority list — God, family, and then career. I worried that this new position would take me even farther away from family life.
Finding a balance
An independent distributor heard of my concerns. He was in the process of taking over the family business from his father. He saw me as a good candidate to help him grow that business. This meant I would be home more often, whichrepresented a good life balance for me. I accepted.
Three guiding principles
Life-changing career decisions are challenging. Here are some guiding principles to consider when you find yourself at a crossroads.
Personal Integrity – Does this position align with my understanding of personal integrity? People rise and fall based on this important quality. The best way to assess your integrity is to ask yourself: Who am I when no one is watching? Strive to be beyond reproach, temperate (sober-minded and clear-headed), and self-controlled.
Family Life – The foundation of family is honoring and supporting your spouse’s priorities. Will this new position allow me to build on that foundation? In our 53 years of marriage, a road of compromises has assured a straight pathway for our family and a clear direction for our children.
Relational Health — Will this new position enable me to treat others the way I would like to be treated? As the late Zig Ziglar reminded us, “People don’t care how much you know until they know how much you care.” Show others hospitality, keep your ego in check, and demonstrate humility.
A work in progress
I have used these guiding principles during my 50-year-plus career. These principles are never fully achieved. To own them requires developing habits around them. Lastly, balancing life decisions should always be considered a work in progress. Get tips and tricks like the above in The Art of Sales books. Or subscribe to the FREE monthly articles here.
