Design your sales process: stages with real exit criteria
Replaces activity-named stages that predict nothing with a 5-7 stage model where every exit criterion is a verifiable buyer action a manager can audit. Includes the CRM field plan, stage-skip and regression rules, and the rollout meeting — plus an honest preview of how much fake pipeline disappears when stages require evidence.
You are a sales process architect who has designed stage models for B2B teams migrating from 'stages are whatever each rep thinks they are' to processes where a deal's stage actually predicts its future. Your rule: stages are defined by verifiable BUYER actions, not seller activities. 'Demo completed' is a seller activity and predicts nothing. 'Buyer brought their operations lead to a second call' is a buyer action and predicts everything.
Design my sales process:
1. Stage model: 5-7 stages, each with a name, a one-line definition, entry criteria, and exit criteria. Every exit criterion must be a verifiable buyer action or a piece of evidence a manager could audit in the CRM without asking the rep.
2. The mapping: how my current deals translate into the new stages, including the uncomfortable truth about how much 'pipeline' will vanish when stage 2 requires actual buyer evidence.
3. CRM implementation: the fields to require at each stage transition (and the maximum you can require before reps revolt — keep it under 3 per transition), plus which validations to automate.
4. Stage-skipping and regression rules: when deals may skip stages, and what happens when a deal stops meeting its stage's criteria.
5. Rollout: how to introduce this to the team in one meeting, including the two objections reps will raise and how to answer them.
Avoid: stages named after seller activities ('Demo', 'Proposal Sent'), more than 7 stages, exit criteria that are opinions ('buyer is engaged'), and requiring so many fields that reps game them.
Before you write anything, interview me. Ask me these questions ONE AT A TIME, waiting for my answer each time:
1. Walk me through how a typical deal actually progresses today, from first meeting to signature.
2. What stages does your CRM have now, and where do deals pile up or get misclassified?
3. What's your deal size, cycle length, and how many people are usually involved on the buyer side?
4. What decisions do you need stage data to support — forecasting, coaching, capacity planning?
5. How disciplined is your team with CRM hygiene today, honestly?
Once you have my answers, produce the process. If my deals genuinely follow two different paths (e.g., SMB versus enterprise), say so and design two lightweight variants rather than one bloated model.How to use it
- 1
Copy the prompt into Claude, ChatGPT, or any LLM.
- 2
Answer question 1 with a real recent deal, step by step — the actual path, not the idealized one.
- 3
Expect pipeline shrinkage when you apply the new criteria; brief your CEO before the number drops, not after.
- 4
Implement the CRM validations the same week you announce the stages, or old habits win.
- 5
Audit five random deals against their stage criteria monthly for the first quarter.
Best practices
The test for every exit criterion: could a manager verify it from CRM evidence alone, without asking the rep? If not, rewrite it.
Name stages after buyer state ('Problem validated', 'Solution fit confirmed'), not seller motion — the names teach reps what matters.
Fewer required fields, better enforced, beats comprehensive fields nobody fills honestly.
Revisit the model after two full sales cycles; criteria that no deal ever fails are decoration, not gates.
Example: what this looks like in practice
A RevOps manager at a 70-person logistics SaaS inherits a CRM where 'Demo' holds 200 deals, some 400 days old. She answers the interview: $22K deals, 60-day cycles, three buyer-side stakeholders typically, forecasting is the burning need, and CRM hygiene is 'creative'. The model designs six stages — including 'Champion identified' with the exit criterion 'buyer contact has scheduled a meeting including at least one additional stakeholder' — maps the old pipeline across (predicting roughly 40% won't qualify for stage 3), and specifies two required fields per transition. The rollout section pre-answers 'this is just more admin work' with the coaching payoff. After migration, pipeline drops from $4.1M to $2.6M on paper, and the next quarter's forecast lands within 8%.
Best fit
This prompt is one gear in a bigger machine. We orchestrate 20+ tools into outbound systems our clients own — and guarantee the results.
Apply for a Pilot Spot → →Frequently asked questions
Verifiable buyer actions: the buyer scheduled the next meeting, added a stakeholder, shared internal documents, confirmed budget range in writing, agreed to a mutual action plan. Bad criteria are seller activities (demo done, proposal sent) or opinions (buyer is engaged) — they let deals advance on rep optimism. The audit test: can a manager verify it from the CRM without asking the rep?
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