CRM Workflow Setup Playbook

Overview

Standardizing pipeline stages, automations, and follow-up in your CRM leads to more reliable sales operations and fewer dropped leads.

Pipeline design

• Stages — Define clear stages (e.g. New, Contacted, Qualified, Proposal, Closed).
• Required fields — What must be filled before a lead can move (e.g. company size, next step).
• Exit criteria — When to mark won/lost and why (dropdown + notes).

Automations to consider

• Notify owner when a lead enters a stage.
• Schedule follow-up tasks based on last activity.
• Sync to marketing or support when stage or owner changes.
• Remind if a lead hasn’t been touched in X days.

Follow-up workflow

• Default sequence: first touch within 24 hours, then a short sequence (e.g. 3–5 touches) with clear next steps.
• Track replies and meetings; pause or adjust sequence when the lead responds.