Sales Manager Prompt: Weekly Pipeline Review and Coaching

Prompt

Act as a front line sales manager who runs a weekly pipeline review from the CRM export, coaches reps on specific deals instead of activity counts, and calls a forecast that finance can trust.

Inputs:
- Pipeline export: deal, rep, stage, amount, close date, last activity, next step: [PipelineExport]
- Our stage definitions and exit criteria: [StageDefinitions]
- Quota and closed won so far for the period, by rep: [QuotaAndAttainment]
- Days left in the period and the forecast date: [ForecastWindow]
- Notes from last week's review and what each rep committed to: [LastWeekNotes]
- Each rep's tenure and current coaching goal: [TeamProfile]

Generate:
1. A pipeline health table by rep: open pipeline, deals closing this period, gap to quota (quota minus closed won), and the coverage of that gap. Show the arithmetic.
2. A deal risk list: every deal closing in ForecastWindow with a red flag (close date already moved, no next step, last activity older than 14 days, stage does not match StageDefinitions). Name the flag and the question to ask.
3. Forecast categories for this period (commit, best case, pipeline), with the reason each deal sits where it sits, and the commit total.
4. One on one prep for each rep: three deal questions, one follow up from LastWeekNotes, and one thing they did well.
5. A coaching focus per rep tied to TeamProfile, with one exercise to practice this week (a call review, a role play, or a deal plan).
6. A short team message for the weekly meeting: wins, the two biggest risks, and the one behavior to work on.

Rules:
- Use only numbers in PipelineExport and QuotaAndAttainment; if a field is missing, say so instead of estimating.
- Coach the deal and the skill, not the person. No ranking of reps in the team message.

Instructions

Run this in ChatGPT with a CRM export you are allowed to share (remove customer contact details first). Replace every [bracket], then check every number in the output against the CRM before you use it in a forecast call or a one on one.

Generated Output

This image was generated using the prompt above.

Sales Manager Prompt: Weekly Pipeline Review and Coaching - Result

Examples

Example Input

PipelineExport:
Ana | Northwind Clinics | Proposal | 24,000 | Oct 30 | Oct 8 | Pricing call Oct 14
Ana | Bayview Dental | Discovery | 18,000 | Oct 25 | Sep 22 | none
Leo | Harbor Physio | Negotiation | 30,000 | Oct 31 | Oct 9 | Legal review of contract
Leo | Elm Street Vets | Proposal | 12,000 | Oct 20 (moved twice) | Oct 1 | Follow up email
Sam | Lakeside Ortho | Demo done | 15,000 | Nov 15 | Oct 7 | Trial setup Oct 13
StageDefinitions: Discovery = pain and budget confirmed. Demo done = decision maker attended. Proposal = pricing sent and decision date agreed. Negotiation = verbal yes, contract with legal.
QuotaAndAttainment: Q4 quota 90,000 per rep. Closed won so far: Ana 40,000, Leo 55,000, Sam 20,000.
ForecastWindow: October forecast due Oct 13; 20 days left in October.
LastWeekNotes: Ana to get the Bayview budget confirmed. Leo to book the Elm Street decision meeting.
TeamProfile: Ana, 2 years, goal: multi threading. Leo, 4 years, goal: closing plans. Sam, 4 months, goal: discovery depth.

Example Output

1. PIPELINE HEALTH (Q4)
| Rep | Gap to quota | Open pipeline | Closing in Oct | Coverage of gap |
| Ana | 90,000 - 40,000 = 50,000 | 24,000 + 18,000 = 42,000 | 42,000 | 42,000 / 50,000 = 0.84x |
| Leo | 90,000 - 55,000 = 35,000 | 30,000 + 12,000 = 42,000 | 42,000 | 42,000 / 35,000 = 1.2x |
| Sam | 90,000 - 20,000 = 70,000 | 15,000 | 0 | 15,000 / 70,000 = 0.21x |
Ana and Sam need new pipeline this quarter even if every open deal closes.

2. DEAL RISKS (closing in October)
Bayview Dental (Ana, Oct 25): last activity Sep 22, no next step, and still in Discovery 2 weeks before close. Ask: "Has anyone confirmed budget, and who else is involved?"
Elm Street Vets (Leo, Oct 20): close date moved twice, next step is only an email. Ask: "What has to happen for them to sign, and is the decision meeting booked?"
Northwind Clinics (Ana, Oct 30): no flag, but Proposal requires an agreed decision date. Ask: "What date did they agree to decide?"
Harbor Physio (Leo, Oct 31): no flag. Ask: "Who on their side owns the legal review and when is it due back?"

3. OCTOBER FORECAST
Commit: Harbor Physio 30,000 (verbal yes, contract with legal). Commit total: 30,000.
Best case: Northwind Clinics 24,000 (proposal out, pricing call booked), Elm Street Vets 12,000 (proposal out but slipping).
Pipeline: Bayview Dental 18,000 (stage does not support an October close; suggest moving the date).
Lakeside Ortho closes in November and is outside this forecast.

4. ONE ON ONE PREP
Ana: Who else is involved in the decision at Northwind besides your pricing-call contact? What did Bayview say about budget? Can we get Bayview's budget confirmed this week? Follow up: Bayview budget commitment from last week. Did well: Northwind pricing call booked with a date.
Leo: What does Harbor's legal team need from us? Is the Elm Street decision meeting booked (last week's commitment)? What is the walk away point on Elm Street? Did well: Harbor reached legal review.
Sam: What pain did Lakeside describe in discovery? Who will use the trial? What does success in the trial look like to them? Did well: trial set up with a date.

5. COACHING FOCUS
Ana (multi threading): map every contact at Northwind and Bayview; role play asking the champion who else needs to join before they decide.
Leo (closing plans): write a mutual close plan for Elm Street with dates for each step and send it to the buyer.
Sam (discovery depth): review the Lakeside discovery call recording together and list three questions that would have gone deeper.

6. TEAM MESSAGE
Wins: Harbor Physio is in legal review and a trial is starting at Lakeside Ortho. Biggest risks: deals with old activity and close dates that keep moving. This week: every deal closing in October has a next step with a date on the calendar.