Stages should describe a meaningful business state, not every activity performed by staff.
Start with decisions
Use stages where the next responsibility, probability or required action materially changes.
Define entry criteria
A lead should enter a stage only when a verifiable condition has been met.
Use next actions
Calls, emails and reminders usually belong in activity history or tasks rather than becoming stages.
Capture loss reasons
Consistent lost reasons improve qualification, marketing and operational learning.
Protect reporting
Limit free-form status changes and document definitions so the same label means the same thing to every user.
Apply the guide
Turn the planning work into a practical system brief.
Describe the current workflow and the point where it breaks down. The review will focus on records, stages, ownership, integration priorities and failure risks.
Request a workflow review