Tracking · Forecast / Deal Hygiene Rules

Build a Mid-Quarter Pipeline Cleanup Checklist

Give every rep a 30-minute checklist that flushes dead deals, fixes dirty data, and resets the pipeline halfway through the quarter.

managerrepBeginner⏱ 30 min/rep, hours saved on bad forecasts
When to use
Use this at the start of week 7 of every 13-week quarter (or week 3 of a month). Forces every rep to spend 30 focused minutes pruning the pipeline before the back-half push starts.
The prompt
You are a sales operations lead at a digital agency who has run mid-quarter pipeline scrubs across 4+ sales teams.
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Quarter length: [QUARTER_WEEKS] weeks | Reps: [REP_COUNT] | Avg pipeline per rep: [PIPELINE_PER_REP] | Stage ageing thresholds: [STAGE_AGEING_THRESHOLDS].
Write a 30-minute mid-quarter pipeline cleanup checklist that every rep completes on Week 7. Include the exact [CRM_TOOL] saved view or filter for each step, the action required, and the time-box per step.

- Total time must fit in 30 minutes — be ruthless about scope.
- Every step must reference a [CRM_TOOL] filter, view, or report — not "look through your pipeline."
- Use numeric thresholds from [STAGE_AGEING_THRESHOLDS].
- End with a deliverable the rep submits to the manager (e.g., updated forecast in CRM + 3-bullet summary).

Numbered checklist with: Step | Filter/View | Action | Time-Box (mins). End with a "Submit to Manager" section listing the required deliverable.
Variables
  • [AGENCY_NAME] — Your agency
  • [SERVICES] — Services
  • [CRM_TOOL] — CRM in use
  • [QUARTER_WEEKS] — Length of your quarter — usually 13
  • [REP_COUNT] — Number of reps
  • [PIPELINE_PER_REP] — Avg # open deals per rep
  • [STAGE_AGEING_THRESHOLDS] — Max days per stage (e.g., Discovery 14, Proposal 21)
Example input
Agency: Modus Growth — SEO + CRO retainers | CRM: HubSpot | Quarter: 13 weeks | Reps: 4 | Pipeline/rep: ~35 deals | Thresholds: Disco 14d, Proposal 21d, Verbal 10d.
Example output
MODUS GROWTH — MID-QUARTER CLEANUP CHECKLIST (30 MIN)

1. (5 min) View: "Close Date in Past" — re-date or mark Lost.
2. (5 min) View: "Discovery > 14 days idle" — book next step or downgrade.
3. (5 min) View: "Proposal > 21 days no activity" — send champion-check email or mark Lost.
4. (5 min) View: "Verbal > 10 days, no contract sent" — escalate to manager.
5. (5 min) View: "Missing Next Step" — populate with date.
6. (5 min) Update Forecast Category for every open deal using current evidence.

Submit to Manager (by Friday EOD):
- Updated forecast in HubSpot.
- 3 bullets: what's now Commit, what dropped from forecast, what you're chasing in back half.
Pro tips
  • Block this 30 minutes on every rep's calendar as a recurring event — don't leave it to willpower.
  • Run it as a team sprint at 9am Tuesday week 7 — peer pressure dramatically improves completion.
  • Manager reviews submissions in a single 1-hour block, not 1:1s, to keep it fast.
Works with
ClaudeChatGPTGemini
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