#Japan #Shinjuku #Hammock #Sales Professionals #Sales Efficiency

The Reality of Sales Preparation: Challenges and Solutions

In a rapidly changing business landscape, the efficiency of sales activities has become paramount. Recent research conducted by Hammock Co., Ltd., based in Shinjuku, Tokyo, sheds light on the challenges faced by sales professionals during the preparation phase of negotiations.

Background of the Study

With an increase in the complexity of customer needs and a more competitive environment, the quality of preparation before negotiations has emerged as a crucial factor for success. Sales representatives are increasingly pressured to deeply understand their customers and deliver precise proposals. However, time-consuming tasks like information gathering and material preparation often encumber these sales professionals, negatively impacting productivity. Additionally, as sales digital transformation (DX) progresses, the effectiveness of sales support tools and AI is being recognized, yet the specific burden of various tasks and the degree of improvement felt from efficiency efforts remain unclear. To fill this knowledge gap, Hammock conducted a survey aimed at understanding the time spent on negotiation preparation, the burdens faced, the perceived improvements, and future efficiency expectations of sales professionals and sales planning staff.

Survey Overview

• - Survey Name: Reality of Sales Preparation Among Sales Professionals
• - Methodology: Internet survey using the self-survey tool “Freeasy”
• - Duration: October 23, 2025
• - Respondents: 1,000 individuals

Note: The proportions in the findings may not sum to 100% due to rounding.

Survey Results Summary

• - Approximately 70% of respondents complete their preparation in less than one hour, yet some require over two hours.
• - The primary activities in negotiation preparation are material creation and information gathering.
• - About 80% report feeling burdened by the proposal preparation process.
• - Roughly 80% perceive improvements in their operational efficiency.
• - The most anticipated efficiency improvement is in predicting customer needs.

Detailed Findings

Time Spent on Preparation

When asked about the average time spent on negotiation preparation, results showed that 28.7% of participants take less than 30 minutes, and 43.2% finish in 30 minutes to under an hour. In contrast, 18.6% took between one to two hours, and 9.5% of respondents reported taking more than two hours. This indicates variability across companies, with many completing preparations quickly, while others spend considerable time.

Main Activities in Preparation

Upon inquiry about the primary tasks in negotiation preparation, 58.1% cited the collection and organization of customer company information, and the same percentage indicated the preparation of proposal materials. Following these, 36.4% reviewed past negotiation histories, while 35.2% engaged in preparing anticipated questions, and 29.3% checked significant transactions of customers.

Burdens Experienced

Asked about challenges in negotiation preparation, 44.7% identified the time-consuming task of creating proposal documents as the most significant burden. This was followed by concerns about the time taken to gather customer information (29.2%) and the quality inconsistency of preparations (24.6%). Notably, only 23.4% felt that they faced no challenges, highlighting that many sales representatives experience substantial pressure in their preparation efforts.

Perceived Impact of Efficiency Improvements

When queried about changes resulting from efficiency enhancements in negotiation preparation, respondents noted various benefits. Among them, 12.3% reported an increase in negotiation sessions, 17.4% observed improved closing rates, 25.4% remarked on enhanced customer engagement quality, and 22.9% found that their time spent on tasks decreased. Comparatively, 20.5% experienced no noticeable changes, indicating that a significant percentage of participants felt the positive impact of efficiency improvements on their work.

Future Efficiency Expectations

When asked about desired support or features to drive future efficiency in negotiation preparation, 46% of respondents highlighted the importance of predicting customer needs, with 44.2% later emphasizing the automatic generation of proposal materials. Other responses included visualizing past interactions with customers (35%) and automating summaries and analyses of past negotiations (26.1%). This emphasizes a heightened expectation for AI and automation tools to lessen the workload.

Conclusion

This study indicates that while many sales representatives feel burdened by negotiation preparation tasks, they are actively working towards enhancing their efficiency and experiencing tangible improvements. Time-consuming activities like data gathering and document preparation stand out as significant hurdles. Thus, efforts to reduce these tasks could substantially enhance overall sales performance. Looking forward, the focus should not only be on streamlining operations but also on elevating sales quality through better customer needs predictions and advanced proposal development. As the demand for AI and data utilization grows, sales assistance tools will need to incorporate more sophisticated capabilities for information analysis and proposal support. The improvement of both efficiency and quality in negotiation preparations constitutes a critical factor for strengthening a sales organization’s competitive edge. In responding to identified needs and challenges, companies must pursue further sales DX initiatives to create environments where representatives can focus on generating actual proposal value.

About Hammock and Hot Profile

Hammock offers innovative solutions such as the Hot Profile business card management and sales support tool, which simplifies the process of gathering customer data by integrating AI analysis to offer actionable insights. With Hot Profile, businesses can streamline negotiations and enhance the quality of sales proposals, enabling better preparation and ultimately improving sales outcomes.