Defining Deal Creation and Pipeline Management

Tyler Goss, from Tampa, has two critical sales questions: 1) How do we achieve those "crazy" prospecting numbers I talk about in my books? 2) When should a lead become a pipeline opportunity? In this podcast, I break down these answers in plain English. When to Create a Deal: Finding the Sweet Spot There's no shortage of opinions on when to create a deal in your CRM. Some sales leaders will tell you to create a deal before you even make the first call (ridiculous). Others won't let you create one until the contract is practically signed (equally absurd). Here's my take: Both extremes are problematic. You need a pipeline that gives you meaningful data. Here's how we handle this at Sales Gravy: For Inbound Leads: We categorize inbound leads into three distinct groups: 1. List Leads These are people who sign up for our newsletter or download basic resources where we only ask for a name and email address. They're joining our community, and while some might become customers down the road, they're not pipeline opportunities yet. 2. MQLs (Marketing Qualified Leads) These folks have given us more detailed information through webinars or content downloads. They've provided their phone number, email address, company, role, etc. There's an implicit understanding that we might reach out, but they haven't expressed a direct interest in buying. I don't want these in my pipeline just yet. 3. Hot Leads These people come to us with their hands up, saying things like: "We've got a team of nine and want to do sales training" or "Our SKO is in February, and we want to hire Jeb. How much does he cost?" These leads have an open buying window and go straight into the pipeline. We'll close 95% of these because they've already self-identified as buyers. For Outbound Prospecting: When prospecting outbound we only put opportunities into the pipeline after the prospect has agreed to a first-time appointment (FTA). Here's why: First-time appointments are your Money Ball metric—they indicate the health of your prospecting efforts. When an FTA is in your pipeline, you can measure critical data points like: Show/no-show rates by rep Advancement rates from FTA to next stages Conversion rates from FTA to closed business If I have a rep setting tons of FTAs with only a 10% show rate, I need to diagnose that problem. If another rep is advancing 50% of their FTAs to the next stage, that tells me something completely different. The qualification point is simple: Both parties have agreed to step into the sales process. That's when it becomes a pipeline opportunity. Some organizations resist this approach because they only want "fully qualified" opportunities in their pipeline. I get it, but you're missing valuable data if you wait too long. Consider this example: If you work in an industry where everyone's under contract, and you know contract expiration dates, you might be tempted to automatically add prospects to your pipeline as their contract end dates approach. I wouldn't do that. Wait until you've had a conversation where they agree to meet with you to discuss options. That agreement to step into the process is your trigger. If you're putting everything into your pipeline, you're diluting your data. If you're waiting until deals are practically closed, why even have a pipeline? The sweet spot is somewhere in between—and for most B2B sales organizations, it's at the first-time appointment stage. Maximizing Prospecting Efficiency: How We Make So Many Calls Tyler also asked about those "crazy" prospecting numbers I mention in my books. How do my teams make hundreds of calls during designated call blocks? The answer boils down to three key principles: 1. Separate List Building from Prospecting Research and building lists is NOT prospecting. When we're prospecting, we're just chopping wood. We have our lists ready in advance, and when it's time to prospect, that's all we do.