Structure · Playbooks & SOPs

Write a Weekly CRM Hygiene SOP

Codify a 30-minute weekly CRM cleanup ritual so your pipeline reports are actually trustworthy.

foundermanagerIntermediate⏱ 3-4 hours weekly across the team
When to use
Use when your CRM data is unreliable, forecasts feel like fiction, or deals sit in stages for weeks without updates. Best run as a Friday afternoon or Monday morning ritual. Also useful before any board meeting, partner sync, or commission calculation.
The prompt
You are a RevOps lead at a digital marketing agency writing the SOP for weekly CRM hygiene.
Agency: [AGENCY_NAME] — services: [SERVICES] | CRM: [CRM_TOOL] | pipeline stages: [STAGES] | typical deal volume per rep: [DEALS_PER_REP] | known data issues: [DATA_ISSUES] | weekly meeting cadence: [MEETING_CADENCE]
Write a Weekly CRM Hygiene SOP for [AGENCY_NAME] that any rep can complete in 30 minutes and a manager can audit in 10.

- This is an SOP, not a dashboard spec.
- Must include: when it runs and how long, required-field checklist per stage, stale-deal rule (days-in-stage threshold per stage), close-date sanity check, next-step requirement, owner accountability, and what manager reviews.
- Reference [CRM_TOOL] and [STAGES] explicitly.
- Under 550 words.

Markdown. Sections: Cadence & Time-Box, Required Fields, Stale-Deal Rules, Close-Date Check, Next-Step Rule, Rep Accountability, Manager Audit.
Variables
  • [AGENCY_NAME] — Your agency's name
  • [SERVICES] — Services sold
  • [CRM_TOOL] — Your CRM
  • [STAGES] — Your pipeline stages in order
  • [DEALS_PER_REP] — Roughly how many active deals each rep carries
  • [DATA_ISSUES] — What's broken today (e.g. missing close dates, no next steps)
  • [MEETING_CADENCE] — When the team meets, e.g. Monday 9a pipeline review
Example input
AGENCY_NAME: Cedar Strategy | SERVICES: SEO + content + paid search | CRM_TOOL: HubSpot | STAGES: New Lead, Discovery Scheduled, Discovery Complete, Proposal Sent, Negotiation, Closed Won, Closed Lost | DEALS_PER_REP: 25-40 active | DATA_ISSUES: missing close dates, vague next steps, deals stuck in Proposal Sent for 30+ days | MEETING_CADENCE: Monday 9a pipeline review
Example output
## Cadence & Time-Box
Every Friday 3:00-3:30p MT. Manager audit Monday 8:30-8:40a before pipeline review.

## Required Fields by Stage
Discovery Scheduled: meeting date, decision-makers, source.
Discovery Complete: BANT notes, recording link.
Proposal Sent: deal value, send date, proposal URL.
Negotiation: blockers, expected close date.

## Stale-Deal Rules
Days-in-stage thresholds:
- Discovery Scheduled: 7
- Discovery Complete: 5
- Proposal Sent: 14
- Negotiation: 10
Beyond threshold = surfaced in Monday review for action or re-stage.

## Close-Date Check
Every open deal must have a close date within 60 days. Any past-due close date is updated or the deal is reclassified.

## Next-Step Rule
Every open deal carries a next-step description AND a next-step date in the future. 'Follow up' is not acceptable — must name action and channel.

## Rep Accountability
Reps mark the HubSpot 'Hygiene Complete' checkbox by 3:30p Friday. Comp tied to hygiene streak quarterly.

## Manager Audit
Monday 8:30a: spot-check 5 deals per rep against the checklist. Issues raised in the 9a meeting, not via DM.
Pro tips
  • Make hygiene part of comp, not a vibes-based ask — what gets measured gets cleaned.
  • Build a saved CRM view per rep that surfaces stale deals automatically; don't make them hunt.
  • If three weeks pass with the same offenders, the issue is the SOP or the manager — not the rep.
Works with
ClaudeChatGPTGemini
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