Presentation on theme: "The Sales Function This is a vital function in every business. The role varies depending on the industry. Most businesses have sales targets as part of."— Presentation transcript:
1The Sales FunctionThis is a vital function in every business. The role varies depending on the industry. Most businesses have sales targets as part of their aims and objectives. Meeting these targets is the responsibility of the sales staff or sales team.
2Sales Function Organising sales promotions Responding to customer enquiresSelling the product or service to customers, either over the telephone or face to facePreparing quotations or estimates for customersNegotiating discounts or financial terms for business customersProviding technical adviceKeeping customer records up to date
3The Production Function Production refers to the manufacture or assembly of goods. Production staff must ensure that goods are produced on time and are of the right quality.
4Production Function Ordering Storing and checking the stocks of raw materialsPlanning production schedules to maximise machine capacity and staff levelsProducing or assembling the finished productChecking the quality of the product throughout the production processChecking production is on schedule and resolving delays or problemsPacking and storing the final products before distributionScheduling routine machinery inspections and maintenanceCarrying out repairs to machinery and equipment as required
5The purchasing Function All businesses need to buy a wide variety of items on a routine basis.In large businesses they will buy consumable items.Purchasing staff are responsible for making sure they pay the best price for goods this is not necessarily the cheapest price
6Purchasing functionsOrdering new stock and consumable items from suppliersSolving supply problems, for example changing supplierEvaluating alternative sources of supply in relation to price, reliability, quality, payment terms, terms of delivery and so onAgreeing stock levels with managers and stock controllersFinding suppliers to meet new requirementsMonitoring new sources to achieve cost savingsDealing with problems on deliveryMaintaining good relationships with suppliers
7The Administration Function Administrators carry out a variety of support activities in order to help business operations run smoothly.In a small business the administrator is normally a ‘jack of all trades’ who can turn their hand to anythingIn larger businesses they will be working for a department offering all the assistance required
8Administration functions Collecting, distributing and dispatching the mailStoring and retrieving paper and electronic recordsOrganising meetings and preparing meeting documentsResponding promptly to enquiresPreparing documents using word processing, spreadsheet and presentation packagesResearching informationSending and receiving messages by telephone, fax andMaking arrangements for visitorsMaking travel arrangementsPurchasing supplies of office stationery and equipmentMaking arrangements for events, such as interviews or sales conferences
9The Customer Service Function Customer service looks after the customer from an enquiry, concern to complaint.They make sure that the customer leaves with everything they wanted and have had a good experienceThey also deal with complaints and problems and make sure they are dealt with quickly and consistently
10Customer service functions Answering customer enquires about products and servicesProviding specialist information and advice to meet customer needsSolving customer problemsProviding an after sales serviceDealing with customer complaintsUsing customer feedback to improve customer service and satisfaction
11The Distribution Function Distribution means ensuring that goods are delivered to the right place, on time and in the right condition.
12Distribution functions Ensuring all goods are appropriately stored before dispatchEnsuring goods for dispatch are securely packed and correctly labelledChecking vehicle loads are safe and secureEnsuring goods are despatched at the right timeChecking that all deliveries match orders precisely and notifying sales if there is a discrepancyCompleting the delivery documentsPlanning and scheduling vehicle routesNotifying sales staff of delivery schedules so that customers can be informedDealing with distribution problems
13The finance FunctionFinance staff support the accounts by keeping financial records, chasing up late payments and paying for items purchased.Some finance departments prepare the payroll and pay staff salaries
14Finance functionProducing invoices, checking payments are received and chasing up overdue paymentsRecording money receivedChecking and paying invoices receivedPreparing the payroll and paying staff salariesMonitoring departmental budgets to check managers are not overspendingIssuing regular budget reports to all departmental managersProducing cash flow forecasts and regular financial reports for senior managersAdvising senior managers on sources of finance for capital expenditureProducing the statutory accounts each year
15Human Resources Function Hr is responsible for recruiting new employees and ensuring that each vacancy is filled by the best person for the job. Hiring the wrong person can be costly and cause problems both for the individual and the firm
16Human resource function Advertising job vacanciesNotifying staff of promotion opportunitiesReceiving and recording all job applications, arranging interviews and notifying candidates of the resultSending a contract of employment and their essential information to new staffArranging staff training and encouraging continuous professional developmentMonitoring the working conditions of staffChecking health and safety and keeping accident recordsRecording sick leave and reasons for absence
17The ICT FunctionThey maintain servers, installing new software and additional hardware, such as printers and scannersICT specialists are responsible for system security. They ensure only authorised users have access to the system.They also assist other users, from solving problems to advising on the use of new software or updating the intranet
18ICT functionRecommending new/updated systems and software to keep abreast of technological developments and the needs of the businessBuying and installing new hardware and software and providing information or training as appropriateAssisting users who have computer problemsRepairing the computer system when requiredAdvising on/obtaining/issuing computer supplies and consumablesConnecting new or additional equipment to the systemInstalling a security system which limits access to authorised users and protects against hackers and virusesTechnically maintaining the company websiteMonitoring staff computer use for compliance with the IT policy
19The Marketing Function Marketing is all about identifying and meeting customer needs.Marketing staff identify future customer needs. Products are developed to meet the needs of customersThey will also promote all the company’s products through different media
20Marketing functionCarrying out market research to obtain feedback on potential and existing products and/or servicesAnalysing market research responses and advising senior managers of results and implicationsPromoting products and services through a variety of advertising and promotional methods, e.g. Press, TV and onlineObtaining and updating a profile of existing customers to target advertising and promotions appropriatelyProducing and distributing publicity materials, such as catalogues or brochuresDesigning, updating and promoting the company website
21The research and development Function Involves new product development as well as improvements to existing productsR&D staff work with designers to develop a usable product that can be manufactured at a reasonable cost
22Research and Development Function Note that the exact activities will depend upon theIndustryIn the pharmaceutical industry, scientists research and develop new medicines and drugsIn the food industry, technologists work with chefs to prepare new products such as ready meals, sauces or flavouringsElectronic and IT companies concentrate on new technology products and software, such as HD televisions, the X Box 360 and Sony PS3In the aerospace and car industries, engineers focus on improving performance and safety whilst reducing emissions or noise. Designers concentrate on the shape and look, both internally and externally