Optymyze Improves Process, Cures Pharma Manufacturer’s Quota Constraints

Situation

Our client, a national pharmaceutical manufacturer, creates therapies for the treatment of respiratory diseases and disorders of the central nervous system, such as anxiety, depression, epilepsy, and schizophrenia.

In 2017, the company launched several new products, doubling its product portfolio – a change accompanied by commensurate increases in the organization’s size and the complexity of its commercial processes, sales teams, and quota-setting process.

Almost overnight, they had gone – in the words of their Executive Director of Commercial Process Optimization – “from playing checkers to three-dimensional chess.”

Challenges

Due to the combination of their forecasted growth and their heavily manual and labor-intensive process, our client knew that quarterly quota-setting was about to become an even greater struggle.

After all, their sales directors were already investing an excess of time and effort into arranging calls with each sales team to set cascading quotas for the quarter. Coordinating these meetings across differing working hours and around other critical responsibilities was difficult, frustrating, and time-consuming. Inevitably, some stakeholders would be absent, necessitating numerous follow-up meetings along with the stressful task of tracking and updating multiple Excel workbooks. Only after weeks of catch-up and hours of labor would quotas finally be set.

These inefficiencies led to significant delays in providing salespeople with guiding data and feedback, in turn damaging their ability to achieve company-wide goals.

Solution

Upon diagnosing this organizational roadblock, the company looked to Optymyze to help automate its quota-setting process. This began with a discovery period in which Optymyze’s sales ops experts worked with the client’s Commercial Director to identify inefficiencies and pain points in this crucial business process.

As it turned out, the company’s approach at the time meant that crucial data about team performance, quotas, and compensation was siloed among the sales team leaders, who were manually rolling their high-level data up to Excel spreadsheets. Thus, deep insights into their quota data were generally unavailable to company leadership – a massive strategic disadvantage.

Often, Optymyze’s experts need to come up with detailed plans for how to improve our clients’ business processes, but this was one of those happy cases where we had a ready solution. Adding the Optymyze Quotas App – customized to our client’s needs – to their existing implementation of our centralized software platform eliminated the need for those time-consuming, company-wide meetings, and all the inefficiencies that came with them.

The Quotas App integrates seamlessly with the Optymyze Compensation and Data Visualization apps that our client was already using, and they felt the benefits immediately. Gaining the ability to communicate updated quota information to the field instantaneously and deliver in-the-moment coaching transformed the entire sales process.

Now, the company’s sales directors and administrators can log in to Optymyze at their leisure and add their input to their teams’ quotas; that’s then rolled up automatically to team and territory-spanning quotas across the country. Rather than juggling individual availabilities, differing time zones, and endless document versioning, the company’s sales leaders now enjoy real-time, simultaneous reviewing and editing of quotas.

Outcomes

Implementing the robust quota-setting application provided by Optymyze has enabled our partner to achieve major reductions in overhead and time to value. Leaner processes and more consolidated quota data have resulted in:

  • Savings of 3.2 full-time equivalent weeks per quarter, freeing up employees to pursue other organizational initiatives
  • A 43% reduction in time from receipt of inputs to final delivered quotas, which has increased responsiveness throughout the sales organization
  • Quarterly performance reports being delivered a full week earlier than was previously possible, leading to more targeted coaching

By automating our partner’s quota-setting process, Optymyze minimized the impact of changing circumstances and positioned the organization for long-term success. The accomplishments of that first engagement led the pharmaceutical manufacturer to expand and deepen its partnership with Optymyze, utilizing our sales operations expertise to streamline more business processes, and the two companies still work hand in hand today.

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