Tracking · Forecast / Deal Hygiene Rules

Write a Deal Hygiene Policy for Agency Reps

Generate a written deal hygiene policy that every rep at your digital agency must follow to keep CRM data trustworthy.

foundermanagerIntermediate⏱ 3-4 hours
When to use
Use this when your forecast is unreliable because reps are leaving fields blank, letting close dates slip silently, or carrying zombie deals quarter after quarter. Run it once to draft the policy, then again whenever you change your stage definitions, CRM, or services mix.
The prompt
You are a sales manager who has run forecast calls at multiple digital agencies (SEO, paid media, web design) and authored CRM hygiene policies adopted by 10+ rep teams.
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Quarterly quota: [QUOTA] | Avg sales cycle: [SALES_CYCLE_DAYS] days | Team size: [REP_COUNT] reps | Current pain: [HYGIENE_PAIN].
Write a one-page Deal Hygiene Policy that every AE at [AGENCY_NAME] must follow. Cover required fields per stage, max stage age in days, close-date update cadence, and what happens when a rep is non-compliant.

- Specify numeric thresholds for stage age (e.g., Discovery 
One-page policy doc with sections: Purpose, Required Fields by Stage (table), Update Cadence, Non-Compliance Consequences, Manager Audit Cadence. Plain text, no fluff.
Variables
  • [AGENCY_NAME] — Your agency name
  • [SERVICES] — e.g., SEO, paid media, web design, creative retainers
  • [CRM_TOOL] — HubSpot, Pipedrive, Salesforce, Close, etc.
  • [QUOTA] — Quarterly quota per rep in $
  • [SALES_CYCLE_DAYS] — Average days from first call to close
  • [REP_COUNT] — Number of AEs on the team
  • [HYGIENE_PAIN] — The specific symptom — e.g., 'reps skip Next Step field'
Example input
Agency: Northbound Digital — SEO + paid media retainers | CRM: HubSpot | Quota: $180K/qtr | Cycle: 38 days | Reps: 6 | Pain: half of pipeline has close dates in the past.
Example output
NORTHBOUND DIGITAL — DEAL HYGIENE POLICY

Purpose: Every forecast call relies on clean HubSpot data. This policy defines the minimum bar.

Required Fields by Stage:
- Discovery (15% dirty pipeline lose accelerator eligibility that month.

Manager Audit: Every Friday 3pm, sales manager runs the "Dirty Deals" HubSpot view and posts the leaderboard in #sales.
Pro tips
  • Make the policy 1 page max — anything longer gets ignored by reps.
  • Build the [CRM_TOOL] saved view BEFORE you announce the policy, so enforcement is automatic on day 1.
  • Re-run this prompt every time you add a new service line or change pricing tiers.
Works with
ClaudeChatGPTGemini
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