Tracking · Lead Scoring & Qualification

Build a Decision-Process Mapping Worksheet

Map every gate, stakeholder, and approval a prospect needs to clear before signing — and score how complete your map is.

repmanagerAdvanced⏱ Avoids 30-60 days of deal slippage
When to use
Use on deals over $30K ACV that involve more than one stakeholder, especially when the prospect mentions procurement, legal, IT, or board approval. Run after your second discovery call and update before each forecast cycle.
The prompt
You are an enterprise sales coach who specializes in agency sales motions and has watched hundreds of "sure thing" deals die in procurement.
Agency: [AGENCY_NAME] — [SERVICES] | Deal: [DEAL_NAME] — [DEAL_SIZE] | Discovery notes: [DISCOVERY_NOTES] | Known stakeholders: [STAKEHOLDERS] | Target close date: [TARGET_CLOSE]
Build a decision-process mapping worksheet showing every gate the deal must clear from now until signature, and score how complete the map is.

- Identify every gate: technical evaluation, security/IT review, procurement, legal/MSA, finance approval, EB sign-off, board approval where relevant
- For each gate include: gate name, owner, typical duration in business days, NUMERIC confidence 0-10 it will pass, and the ONE question to ask
- Map completeness score 0-100 = sum of confidence scores ÷ total possible × 100
- Any gate you cannot confirm exists or who owns it must be marked "Unknown — needs validation" with confidence 0
- Work backward from [TARGET_CLOSE] — flag any gate sequence that mathematically can't fit
- Recommend the next stakeholder to engage to close the biggest gap
Table: Gate | Owner | Days | Confidence /10 | Next Question. Then a Timeline check (does it fit?), Map Completeness /100, and Next Stakeholder to Engage.
Variables
  • [AGENCY_NAME] — Your agency
  • [SERVICES] — Services sold
  • [DEAL_NAME] — Prospect company
  • [DEAL_SIZE] — Deal value
  • [DISCOVERY_NOTES] — Notes on the prospect's buying process
  • [STAKEHOLDERS] — Known people in the buying group with roles
  • [TARGET_CLOSE] — Target close date or quarter
Example input
Agency: Helix Performance — paid media for ecom | Deal: BrightLeaf Coffee, $180K ACV | Notes: Sarah said procurement is 6 weeks, legal reviews any contract over $100K, CFO Mike has final sign-off | Stakeholders: Sarah (Director, champion), Mike (CFO/EB, not met), Procurement TBD, Legal TBD | Target close: end of Q3
Example output
| Gate | Owner | Days | Confidence | Next Question |
|---|---|---|---|---|
| Technical fit confirmation | Sarah | 5 | 8 | "Anything still open from your side?" |
| CFO economic review | Mike | 10 | 3 | "Sarah, can we get 20 min with Mike?" |
| Procurement intake | Unknown | 30 | 0 | "Who in procurement owns marketing contracts?" |
| Legal/MSA | Unknown | 15 | 0 | "Do you have an MSA template or do we use ours?" |
| Final signature | Mike | 5 | 4 | "What format does Mike sign in — DocuSign?" |

Timeline: 65 days needed, 70 days to Q3 close — TIGHT, no buffer
Map Completeness: 30 / 100
Next Stakeholder: CFO Mike — every downstream gate depends on his buy-in.
Pro tips
  • If procurement and legal are both 'Unknown,' your deal is at least 3 weeks longer than the prospect told you
  • Run this map with your champion live — they'll fill in gates you didn't know existed
  • Re-score weekly during late stage — confidence going DOWN means you're losing the deal even if no one has said no
Works with
ClaudeChatGPTGemini
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