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One particular resource that many managers lack is time. Therefore it is important to have tools that help to use the available time effectively. At the top of the list are KPI's (Key Performance Indicators) for fast and fact-based decision-making. These can usually be found in reports or in visually prepared dashboards.

In Microsoft Dynamics 365 you have the possibility to create visually appealing dashboards that are also interactive. Either use the numerous OOTB (Out-Of-The-Box) charts and diagrams or create customized reports according to your needs.

Other teams also benefit from the visual presentation of the key figures. The sales team sees at a glance which sales opportunities are most promising and what the focus should be. Therefore we would like to present some of the most important OOTB KPI's for sales in the following article.

Sales Pipeline in Dynamics 365 for Sales

Also called a sales funnel. This sales funnel exists in different versions with a different number of levels. Regardless of which Sales Funnel is used in the company, they all have something in common - the representation of which level a sales opportunity is at and how far it is from the closing.

In Microsoft Dynamics 365 there are 4 levels by default. The number and name of the levels can be adjusted as desired.

In the standard system the levels are:

  • Qualify
  • Develop
  • Propose
  • Close

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There is the possibility to click on the steps in the sales pipeline and get further insights. Almost all fields that are available on the entity "Opportunity" can be used for further granulation. All chart types are available for display. Whereby not every combination makes sense. But here, the rule is "the proof of the pudding is in the eating".

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Kennzahlen Dynamics 365

For example, a bar chart can be used to show which account manager has the most trades.

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Rated leads with pie chart in Dynamics 365 for Sales

There are two common ways to evaluate leads. With the points system or lead scoring, a certain number of points are distributed for certain actions or reactions. With this method, there is more leeway in the evaluation options.

The other method is to evaluate the leads based on the terms

  • Cold
  • Warm
  • Hot

This valuation method is usually applied manually and is subject to the subjective assessment of the sales employee. Both methods are also combined with each other. First, the automated evaluation takes place via lead scoring. If certain values are reached or exceeded, the lead is given the rating cold, warm or even hot.

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Of course, there is also the possibility to further granulate the data by clicking on the cake diagram. In this case, it makes sense to show the source of the leads.

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Number of leads created per month in Dynamics 365 for Sales

A good performance indicator in sales is the number of leads created per month.

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Here you have again the possibility to check how the leads were evaluated in the respective months.

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By the way, you can evaluate the data more and more finely. For example, you can click on the bar for the warm leads and see the owners of the leads.

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In theory, you can continue to do this until you have reached the desired granulation.

Top customers in the open sales opportunities in Dynamics 365 for Sales

You should also always keep an eye on the customers with the highest potential. In this case, you can get a list of the customers with which you can expect the highest revenue. These customers should receive special attention from the sales team to increase the probability of a deal. Maintain the relationship with the customer and maintain the opportunity at the same time.

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Look at which sales opportunities are open for this customer and which sales opportunity you should keep a close eye on.

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Target-performance comparison with goals in Dynamics 365

Before interactive dashboards and diagrams in flashy colors were introduced, reporting in many companies was a simple target-performance comparison. In some cases, however, this simple comparison is exactly what is needed. For example, when assessing whether a certain turnover, profit or sales targets have been achieved. To make such a KPI visible on a dashboard, you must first set the goals.

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For a sales target it is sufficient to fill in the fields under "General", "Time frame" and "Target".

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Kennzahlen Dynamics 365

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Provided you have added the goals to one of your dashboards, you can see at a glance how far away you are from your revenue goal or have already reached it.

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Conclusion of the Reporting Possibilities in Dynamics 365 for Sales

All the evaluation options mentioned here are already available in Microsoft Dynamics 365. However, there are (almost) no limits to the evaluation of data records in CRM. However, you should keep in mind that the best dashboards are kept simple and should always have a specific goal:

  • Should the lead conversion be driven forward?
  • Should customers with a high turnover be better targeted?
  • Should lost sales opportunities be minimized?

It is also important not to display too much data on your dashboards. "Keep it simple" is the motto. A dashboard should give you a quick overview of the current situation in relation to your desired goal.

The best way is to create a dashboard and the corresponding KPI's and to optimize it continuously over time. In practice, most optimization possibilities can be identified.

Do you have further questions? Contact one of our consultants or leave a comment.