Master Outside Sales Automation: 5 Essential Steps for 2024

Jason Gong
June 28, 2024

Use automation to boost outside sales productivity.

By the way, we're Bardeen, we build a free AI Agent for doing repetitive tasks.

If you're in outside sales, check out our AI for sales. It helps with prospecting, lead generation, and follow-ups, saving you time and increasing efficiency.

Are you an outside sales representative looking to boost your productivity and close more deals? In today's fast-paced business world, leveraging automation can be a game-changer. According to recent statistics, companies that implement sales automation see an average increase of 14.5% in sales productivity and a 12.2% reduction in marketing overhead. But what exactly is outside sales automation, and how can you make it work for you?

In this comprehensive 5-step guide, we'll dive deep into the world of outside sales automation. We'll explore the key components, benefits, and tools you need to know to take your sales game to the next level. Whether you're a seasoned pro or just starting out, this guide will provide you with actionable insights and real-world examples to help you master the art of outside sales automation.

But that's not all! We'll also introduce you to the power of AI agents like Bardeen, which can automate repetitive tasks and save you countless hours of manual work. Imagine being able to focus on building relationships and closing deals while your AI assistant handles the tedious stuff behind the scenes. With outside sales automation, that's not just a dream - it's a reality.

So, are you ready to discover the secrets of outside sales automation? By the end of this guide, you'll have the knowledge and tools you need to work smarter, not harder, and crush your sales targets like never before. Let's get started!

5 Fundamentals of Outside Sales Automation

Outside sales automation is the process of using technology to streamline and optimize the activities of sales reps who primarily sell in the field through face-to-face meetings. Implementing outside sales automation can help reps be more efficient, build stronger relationships, and ultimately close more deals. Here are 5 key fundamentals to understand about outside sales automation:

1. Mobile Access to Customer Data

Outside sales reps need instant access to customer information, sales collateral, and their pipeline from their mobile devices while on the go. A mobile CRM makes it easy to view contact details, record notes from meetings, and move deals through the pipeline stages from anywhere.

For example, a rep could use the mobile app to quickly review past interactions and pain points right before walking into a client meeting, ensuring the conversation picks up right where it left off.

2. Optimized Meeting Scheduling

Efficiently scheduling meetings is crucial for maximizing an outside rep's time in the field. Sales automation tools can help by:

  • Automatically suggesting meeting times based on the rep's calendar availability and location
  • Providing links for prospects to easily book meetings
  • Sending automated reminders to reduce no-shows

This eliminates back-and-forth emails trying to find a time that works and prevents missed meetings.

3. Streamlined Administrative Tasks

Outside sales reps often get bogged down with repetitive administrative work like logging activities, updating the CRM, and creating follow-up tasks. But many of these tasks can be automated.

For instance, a rep could use a voice assistant to dictate meeting notes that automatically sync to the CRM. Or a tool could scan the rep's inbox to log sent emails and create reminder tasks.

4. Intelligent Lead Prioritization

Knowing which leads to focus on is key for outside sales reps who have a limited number of meetings they can take per week. Predictive lead scoring models analyze factors like company size, industry, and prior engagement to rank the leads most likely to convert.

This allows reps to prioritize meetings with the hottest opportunities. Some tools even map out the optimal route to take when visiting multiple prospects in a day.

5. Personalized Sales Content

Outside sales reps need to tailor their demos and proposals to address each prospect's unique needs. Content automation tools can dynamically generate customized sales assets by combining approved messaging with prospect-specific data from the CRM.

This saves reps hours of time personalizing content while still letting them deliver targeted pitches that resonate. The right content at the right time helps deals progress faster.

By understanding these fundamentals, companies can implement outside sales automation to supercharge their field sales efforts. The key is leveraging tools that eliminate busywork and provide intelligent insights, empowering reps to focus on building relationships and closing more deals.

3 Essential Tools for Outside Sales Automation

Equipping outside sales reps with the right automation tools is crucial for maximizing productivity and efficiency. A well-tailored CRM system streamlines data management and provides mobile access to key information. Complementary apps and devices keep reps connected and agile in the field. Route planning software optimizes travel and helps prioritize high-value prospects. When these tools work in harmony, outside sales teams can focus on what they do best - building relationships and closing deals.

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1. Mobile-Optimized CRM Systems

A CRM system designed for outside sales must prioritize mobile accessibility. Reps need to view and update account details, log interactions, and advance deals through the pipeline, all from their smartphone or tablet.

For example, Salesforce offers a mobile app that provides full CRM functionality on the go. Reps can prepare for meetings, log notes, and complete follow-up tasks from anywhere. Mobile-first CRM tools are essential for keeping outside sales teams informed, organized, and agile.

2. Integrated Communication Apps

Outside sales automation is not complete without tools for seamless communication. Integrated apps for email, video conferencing, and messaging keep reps connected to prospects, customers, and colleagues.

For instance, RingCentral integrates with Salesforce to enable click-to-dial, auto-logging of calls, and real-time prospect insights. This saves reps time on admin tasks and provides a more complete view of interactions across channels. By streamlining communication within the outside sales automation stack, reps can engage prospects more effectively.

Discover how to automate sales with AI and boost your team's efficiency.

3. Intelligent Route Planning Software

Outside sales reps spend much of their time traveling between meetings. Intelligent route planning software automates the process of scheduling and prioritizing visits to maximize efficiency.

Tools like FastRoute optimize multi-stop itineraries, factoring in prospect value, distance, and real-time traffic. Reps receive turn-by-turn directions and can adjust plans on the fly. Automated route planning ensures reps are meeting with the right prospects and minimizing time on the road.

Effective outside sales automation requires a strategic combination of tools tailored to the unique needs of field reps. While a mobile CRM forms the foundation, integrated communication and intelligent route planning are also essential for maximizing rep productivity.

4 Steps to Implementing Outside Sales Automation

Implementing outside sales automation is a multi-step process that involves assessing current practices, selecting the right tools, training your team, and continuously optimizing. By carefully evaluating your sales processes, you can identify areas ripe for automation. Choosing tools that integrate seamlessly with your existing systems is key to a smooth transition. Proper training ensures your team embraces the new technology and leverages it effectively. Regular monitoring allows you to fine-tune your automated processes for maximum impact. With a strategic approach, outside sales automation can transform the way your field reps work.

1. Assess Current Sales Processes

Before diving into automation, take a close look at your current outside sales processes. Map out each step, from lead generation to closing the deal. Identify manual, time-consuming tasks that could be streamlined with technology.

For example, if reps spend hours each week manually entering data into the CRM, that's a prime opportunity for automation. Or, if they struggle to prioritize leads, lead scoring could be a game-changer. By pinpointing inefficiencies, you can determine where automation will have the greatest impact.

2. Select the Right Automation Tools

With countless outside sales automation tools available, it's crucial to choose those that align with your specific needs. Look for solutions that integrate with your existing CRM and other key systems. This ensures a seamless flow of data and minimizes disruption to your team's workflow.

Consider the user-friendliness of each tool as well. The goal is to simplify reps' lives, not add complexity. Opt for intuitive platforms with mobile-friendly interfaces that empower reps to work efficiently on the go. Before committing, take advantage of free trials to ensure the tool is a good fit.

3. Train Your Sales Team

Even the most powerful outside sales automation tools are only effective if your team knows how to use them. Invest time in thorough training to help reps master the new technology. Start with the basics, like logging in and navigating the interface, then move on to more advanced features.

Encourage reps to ask questions and provide feedback throughout the training process. Address any concerns they may have about the transition to automated systems. Emphasize how these tools will ultimately make their jobs easier and help them close more deals. With proper training, your team will be equipped to leverage automation to its fullest potential.

4. Monitor and Optimize Automated Processes

Implementing outside sales automation is an ongoing process, not a one-time event. Regularly monitor how your automated systems are performing and look for areas of improvement. Are deals progressing through the pipeline more quickly? Are reps saving time on administrative tasks?

Use the insights gleaned from your CRM and other analytics tools to continually optimize your automated processes. If something isn't working as expected, don't be afraid to make adjustments. The beauty of automation is that it's flexible and can be adapted to your evolving needs.

Outside sales automation has the power to revolutionize the way your field reps work, but successful implementation requires a strategic approach. By assessing your current processes, selecting the right tools, training your team effectively, and continuously monitoring and optimizing, you can harness the full potential of automation.

3 Common Challenges of Outside Sales Automation

Implementing outside sales automation can transform the way your field reps work, but it's not without its challenges. Resistance to change, data security concerns, and striking the right balance between automation and personal touch are common hurdles companies face. For example, some reps may feel threatened by new technology, fearing it will replace their role. Ensuring sensitive customer data remains secure in automated systems is another valid concern. And while automation can streamline processes, it's crucial not to lose the human element that builds strong relationships. By proactively addressing these challenges, you can set your team up for success with outside sales automation.

1. Overcoming Resistance to Change

Change is never easy, and introducing outside sales automation is no exception. Some reps may view new technology as a threat to their job security or fear it will diminish their value. They may resist learning new systems or worry about becoming overly reliant on automation.

To combat this resistance, it's essential to communicate the benefits of automation clearly. Emphasize how it will make reps' lives easier and enable them to focus on high-value activities like building relationships and closing deals. Provide thorough training and support to help reps feel confident using new tools. Celebrate successes and share positive results to build momentum and buy-in.

2. Prioritizing Data Security and Privacy

With outside sales automation comes the responsibility of safeguarding sensitive customer data. As you integrate new systems and tools, it's crucial to ensure proper security measures are in place. This includes secure data storage, encryption, and access controls.

Work closely with your IT team to assess potential vulnerabilities and implement best practices for data protection. Regularly train reps on security protocols and emphasize the importance of handling customer information with care. Stay up-to-date on relevant regulations like GDPR and CCPA to ensure compliance.

3. Finding the Right Automation Balance

While automation can work wonders for efficiency, it's important not to lose the personal touch that builds strong customer relationships. Overautomating can lead to generic, impersonal interactions that turn buyers off.

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Strive for a balanced approach that leverages automation for repetitive tasks while still allowing reps to bring their unique personality and expertise to the table. Use automation to streamline processes like lead prioritization and meeting scheduling, but encourage reps to personalize their outreach and tailor their approach to each customer's needs. Regularly assess your automation strategy and make adjustments as needed to strike the right balance.

Embracing outside sales automation is a journey, and navigating these common challenges is part of the process. By tackling resistance to change head-on, prioritizing data security, and finding the right balance between automation and human touch, you'll be well on your way to success.

Thanks for sticking with us through this deep dive into outside sales automation! While it may seem like a lot to tackle, the payoff is well worth it. Just imagine - without automation, your reps could be stuck in an endless cycle of manual data entry and scheduling snafus. Talk about a productivity killer!


Understanding outside sales automation is crucial for optimizing your field sales processes and driving revenue growth. In this comprehensive guide, you learned:

  • The fundamentals of outside sales automation, including its core components, benefits, and how it differs from traditional methods
  • Essential tools for automating outside sales, such as CRM systems, mobile apps, and route optimization software
  • A step-by-step approach to implementing outside sales automation, from assessing current processes to monitoring and optimizing
  • Strategies for overcoming common challenges, like resistance to change, data security concerns, and balancing automation with personal touch

By mastering the concepts and techniques covered in this outside sales automation guide, you'll be well-equipped to automate sales prospecting and boost productivity. Don't let inefficient processes hold you back - embrace automation and watch your sales soar!

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