Frustrated with 1:1s that leave you wondering if you're making an impact? 

They're either a rushed overview of metrics, a generic motivational speech, or an awkward exchange of pleasantries. You leave feeling unfulfilled, questioning if you're making a difference on your team's performance and your own leadership growth.

The truth is, effective 1:1s are not just about checking numbers. They're about building trust, understanding your reps' unique strengths, and fostering a culture of continuous growth. It's about ditching the generic advice and getting down to the nitty-gritty of what your team needs to succeed.

In this article, we’ll highlight five strategies that’ll show you how to improve sales performance with 1:1 meetings.

1. Create Personalized Coaching Plans Based on Activity Trends

Each sales representative is unique—with their own strengths, weaknesses, communication styles, and preferred ways of learning. 

Salesroom’s 2024 State of B2B Sales Performance Report highlighted that 16% of reps believe inadequate sales coaching is the main challenge in reaching sales quotas.

Personalized sales coaching tailors advice to each rep’s preferences and needs. It also shows them their managers value their unique talents. Altogether, it boosts confidence, motivation, and job satisfaction.

Tailored coaching plans also address the root causes of underperformance. The result? Increases in key metrics like conversion rates, deal size, and overall revenue.

But where do you start?

Use your CRM and activity data from Saleboat to gain insights like:

Communication preferences:

• Channel Usage: Which channels do reps prefer to use (email, phone, social media)? Are they using all available channels?
• Frequency: How often are they communicating with prospects? Are they consistently following up with cold leads?
• Messaging Style: What language and tone do they use? Is it personalized, engaging, and relevant?

Successful Tactics:

• Content Sharing: What type of content resonates most with prospects (case studies, product demos, webinars)? Are reps using content to educate and nurture leads?
• Prospecting Strategies: Which prospecting methods yield the best results (cold calling, social selling, referrals)? Are reps focusing on the best strategies?
• Objection Handling: How do reps handle common objections? Are they overcoming them successfully or getting stuck?

For example, you may notice that a rep has high email open rates but struggles with phone conversations. Or that they’re great at building rapport but could improve their objection handling.

During the 1:1 meeting, discuss the activity data with the rep and create a coaching plan. Focus on setting specific, measurable goals and action steps that align with their strengths and address areas for improvement. Consider their learning style and preferences when deciding on coaching methods, like role-playing, shadowing, or online courses.

The most important part? Make the coaching plan achievable and realistic. Break down larger goals into smaller milestones and regularly check in on progress. 

Provide ongoing support as well. Celebrate successes along the way and adjust the plan as needed based on the rep's development and changing needs.

2. Use Pipeline Information to Get a Realistic View of Deal Progress

Sales pipelines are the lifeblood of any sales organization, but they can quickly become clogged with stagnant or unrealistic opportunities. 

Before 1:1 meetings, evaluate pipeline information. Pipeline data identifies issues like bloated pipelines and single threading. It also sheds light on engagement levels, deal velocity, and stage progression, so you can spot troubled deals.

Look for key indicators like the frequency and quality of communication with prospects, the time deals spend in each stage, and any deviations from expected progression. Identify deals that require additional attention or support.

During the 1:1 meeting, review the pipeline data with the rep and discuss specific deals in detail. Ask probing questions to uncover potential obstacles like budget constraints, competitor presence, or decision-maker alignment. Work together to develop action plans to address these challenges and keep deals progressing.

It's important to use pipeline information to adjust forecasts and resource allocation based on real-time insights. If a deal is at risk, consider increasing support or exploring alternative strategies. If a deal is progressing faster than expected, ensure the rep has the resources needed to capitalize on the opportunity.

Pipeline reviews backed by evidence also enable proactive problem-solving. Early identification of potential issues allows sales managers and reps to develop contingency plans and minimize revenue impact. 

3. Manage Rep Engagement on Specific Deals

Not all deals are created equal. Some require more attention, finesse, and strategic engagement than others.

Deal-level activity data gives insights into how reps interact with prospects and provides the "legit info" needed to provide targeted coaching to increase the chances of closing deals. It allows you to address deal-specific engagement in real-time to course-correct and prevent potential lost opportunities without micromanaging reps.

It goes beyond simply asking, "How's that deal going?" It requires a deep dive into the specific actions your reps are taking to nurture each opportunity. 

Effective deal management is not just about monitoring the progress of a deal, but also about understanding the rep's intuition and thought process behind their actions. John Runyon, Sales Manager at Overpass adds:

"I would say how I manage the rep engagement is both based on any relevant deal related activities which should be preserved + consistent 'talking' together to see if the rep can answer two questions. First why will this deal close (and give me their intuition as to the odds) and second why wouldn't it close. If they cannot answer that, they know too little."

Here's what you need to examine:

• Communication Frequency: Are reps maintaining consistent contact with prospects? Are they following up promptly on inquiries or concerns?
• Content Relevance: Are reps sharing tailored content that addresses the prospect's specific pain points and needs? Are they providing value beyond just pushing for a sale?
• Prospect Responses: How are prospects reacting to the rep's outreach? Are they engaged and responsive? Or are they showing signs of disinterest or skepticism?

During the 1:1 meeting, discuss the rep's engagement on key deals. Review the activity data together and ask questions to understand their approach while avoiding time-tracking. 

Are they following the agreed-upon sales cadence? Are they personalizing their outreach based on the prospect's needs and interests? Give specific examples of where they're excelling and where they can improve.

Use these insights to provide actionable feedback and guidance.

For example, if a rep is not consistently following up with prospects, work with them to develop a more structured follow-up plan. If their emails lack personalization, provide templates or coaching on how to tailor their outreach. 

The goal is to help reps optimize their engagement and build stronger relationships with prospects. As John points out, "The more talented the rep is means you need to gravitate more to the 'coach' mentality with them, the newer they are or less skilled, you need to be the 'teacher'."

Managing rep engagement on specific deals also helps to identify best practices and successful strategies to share across the team. Highlighting reps engaging with prospects promotes a culture of continuous learning and improvement.

4. Address Gaps in Reps' Schedules to Focus on High-Impact Activities

Time is the most valuable asset for any sales rep, yet it's often squandered on low-impact tasks that drain productivity and hinder success. HubSpot’s research highlights that sales reps only spend two hours every day selling.

1:1 meetings provide a chance to address time management challenges and find efficiency gaps in your team’s schedules.

Using time management data and helping reps optimize their schedules ensures your reps spend their time on the most valuable, revenue-generating activities.

Here's what you need to consider:

• Are there specific times of day or days of the week where productivity dips? Are reps bogged down in meetings or administrative tasks?
• Are reps spending too much time on tasks they could delegate, automate, or eliminate altogether?
• Are reps dedicating enough time to prospecting, following up with leads, building relationships, and closing deals?

During the 1:1 meeting, review the data with the rep and collaborate to streamline their schedule. Help them identify tasks they should prioritize.

Work with the rep to create a structured plan for prioritizing high-impact activities. This may include setting specific time blocks for prospecting, following up with leads, and building relationships with key accounts. Encourage reps to protect these time blocks and treat them as non-negotiable appointments.

Addressing gaps in reps' schedules and focusing on high-impact activities allows you to improve sales productivity. 

Maximizing time on revenue-generating activities also leads to improved job satisfaction and reduced burnout among reps. When reps feel they’re using their time in a productive way, they’re more likely to stay engaged and motivated.

5. Evaluate and Resolve Rep Engagement

Lack of engagement manifests in decreased productivity, lower morale, and ultimately, lost revenue. 1:1 meetings offer a unique opportunity to address this challenge head-on by evaluating rep engagement and taking proactive steps to re-engage and re-energize your team.

It goes beyond just checking whether reps are logging into the CRM. It requires a holistic assessment of their interactions with the platform, their overall attitude, and their emotional well-being. 

Start by using metrics that track their interactions with the sales platform like time spent on key activities and participation in team meetings or training sessions. Look for changes in behavior or patterns that may indicate disengagement or burnout, such as a sudden drop in activity or a lack of enthusiasm in their work.

• Initiate open dialogue: Start the conversation by sharing your observations based on the data. "I've noticed a decline in your activity levels lately. Is everything okay?"
• Listen actively: Give the rep space to share their thoughts and feelings. Listen attentively without judgment and validate their concerns.
• Offer support and resources: If the rep is struggling with burnout or other challenges, offer support and resources to help them. This could include additional training, coaching, or access to mental health resources.
• Collaborate on a plan: Work together with the rep to create a plan for re-engagement. This could involve setting new goals, adjusting their workload, or finding ways to make their work more meaningful and enjoyable.
• Follow up and monitor progress: Schedule regular check-ins to monitor the rep's progress and provide ongoing support. Celebrate their successes and address any new challenges that arise.

During the 1:1 meeting, create a safe and supportive environment for an open and honest conversation about the rep's engagement level. Ask questions to understand their perspective and any challenges they may be facing, like a heavy workload, personal stressors, or a lack of clarity in their role.

Make Impactful 1:1 Meetings a Regular Practice

The process of how to improve sales performance with 1:1 meetings requires consistent effort and time to materialize. Consistency is key. Schedule weekly or bi-weekly meetings with each rep, ensuring they have dedicated time to discuss their progress, challenges, and goals.

You want to create a culture of continuous improvement, growth, and collaboration. Your reps will feel empowered, motivated, and equipped with the tools they need to thrive. 

Of course, you need the right data as a foundation. Sign up for a free Saleboat account and get granular data insights into your reps' activities.

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