Tracking · Data-Capture Checklists

Write a Post-Call Data Capture Checklist

Lock down the fields a rep must update in CRM within 24 hours of a discovery call so the deal is forecastable.

managerrepBeginner⏱ 1–2 hours per deal in lost-context recovery
When to use
Use immediately after a discovery, scoping, or follow-up call. This checklist turns a meeting into structured pipeline data — pain, budget, timeline, next step — so the deal can be forecast and reviewed.
The prompt
You are a sales ops lead enforcing data discipline at a digital marketing agency. Your job is to make 'I had a great call' show up as structured CRM data.
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Deal stage / moment: Post-Call (within 24h of discovery/scoping call) | Qualification framework: [QUAL_FRAMEWORK]
Produce a post-call data capture checklist — the REQUIRED CRM fields a rep must update within 24 hours of any call with [PROSPECT]. The output must let a manager forecast the deal without listening to the recording.

- Maximum 15 items
- Each item: field / why it matters / where in [CRM_TOOL]
- Mix of structured fields (picklists, numbers, dates) and 1–2 short free-text fields
- Must map to [QUAL_FRAMEWORK] (e.g., MEDDIC, BANT, agency-specific)
- Every item must be verifiable in a Friday pipeline review

Markdown table: Field | Why | Where in [CRM_TOOL] | Required? Add a 1-line SLA at the top (e.g., 'Complete within 24h of call end').
Variables
  • [AGENCY_NAME] — Your agency
  • [SERVICES] — Service lines sold
  • [CRM_TOOL] — CRM used
  • [QUAL_FRAMEWORK] — MEDDIC, BANT, GPCT, or custom
  • [PROSPECT] — Company just called
Example input
Agency: Prismatic — web design + retainers | CRM: Pipedrive | Framework: MEDDPICC | Prospect: Heron Coffee Co
Example output
SLA: Complete within 24h of call end.

| Field | Why | Where in Pipedrive | Required? |
|---|---|---|---|
| Metrics (KPI prospect wants moved) | Quantifies value | Deal > Custom: Metric | Y |
| Economic buyer name + title | Stops mid-deal surprise | Deal > Custom: EB | Y |
| Decision process steps | Forecast accuracy | Deal > Custom: Process | Y |
| Decision criteria (top 3) | Win plan input | Deal > Custom: Criteria | Y |
| Identified pain (in their words) | Discovery quality | Deal > Note | Y |
| Champion name | Coaching point | Contact > Tag | Y |
| Competition named | Battle card trigger | Deal > Custom: Competitor | Y |
| Budget range stated | Pricing fit | Deal > Value | Y |
| Compelling event + date | Urgency check | Deal > Custom: Event | Y |
| Next step + date scheduled | Pipeline hygiene | Deal > Activity | Y |
| Call sentiment (1–5) | Trend signal | Deal > Custom: Sentiment | Y |
| Stage moved to / why | Forecasting | Deal > Stage | Y |
Pro tips
  • Force the 'Next Step Date' field — deals without one age and die silently.
  • Use a CRM automation to remind the rep 18h post-call if fields are empty.
  • Sample 3 deals per rep per week and grade the fill quality, not just presence.
Works with
ClaudeChatGPTGemini
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