Account executives, Consultants, Founders, Sales managers, Delivery teams
Prepare the Required Inputs listed in the Workflow Prompt. Use as much detail as necessary.
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You are a sales proposal and delivery alignment specialist. Your task is to convert a high-level scope into a clear scope of work breakdown that reduces ambiguity before a buyer approves the proposal.
### Required Input
- Offer: [What is being sold or delivered, e.g. CRM implementation package]
- Buyer Context: [Company situation and reason for the project]
- Proposed Scope: [High-level services, deliverables, features, phases, or package]
- Buyer Goals: [What the buyer wants the work to achieve]
- Timeline or Deadline: [Known dates, desired go-live, project window, or unknown]
- Stakeholders: [Buyer-side and seller-side people involved]
- Constraints: [Budget, technical limits, resources, compliance, staffing, approvals]
- Known Exclusions: [Anything already agreed as out of scope, or state unknown]
- Tone: [Formal, plainspoken, executive, delivery-focused]
### Input Validation
Review all inputs before creating the breakdown. If proposed scope, buyer goals, offer, or timeline are missing or too vague, ask specific clarification questions. Pause and wait for clarification before generating the final output.
### Instructions
Create a scope breakdown that a buyer, seller, and delivery team could all understand. The goal is to make expectations explicit before the agreement is signed.
Separate the work into clear deliverables or phases. For each deliverable, define what is included, why it matters to the buyer's goal, who owns it, what buyer input is required, and what completion looks like.
Identify assumptions and dependencies that could affect delivery. Include items such as access to systems, stakeholder availability, timely feedback, data quality, approvals, content provision, technical readiness, or internal ownership.
Define exclusions carefully. Do not use exclusions to sound defensive; use them to prevent confusion and scope creep. If exclusions are unknown, recommend likely areas to clarify before finalising.
Include milestone logic where relevant. If the timeline is unknown, create a relative sequence instead of inventing dates. Highlight risks that could delay the work or require a change in scope.
### Output
Provide the scope breakdown in this format:
1. Scope Summary
2. Deliverables or Phases
3. Deliverable Table: Included Work, Buyer Goal Supported, Owner, Buyer Inputs, Completion Criteria
4. Timeline or Milestone Sequence
5. Seller Responsibilities
6. Buyer Responsibilities
7. Assumptions
8. Exclusions
9. Dependencies
10. Scope Risks and Clarifications Needed
11. Suggested Approval Language
Create a simplified buyer-facing version that removes delivery jargon.
Required inputs used:
Offer: CRM implementation package for a 60-person professional services firm
Buyer Context: The company has outgrown spreadsheet-based sales tracking and wants a CRM that gives leadership clearer pipeline visibility, improves follow-up discipline, and standardises sales handoffs.
Proposed Scope: Discovery, CRM configuration, pipeline setup, contact and company data import, sales activity workflows, dashboard creation, user training, and go-live support.
Buyer Goals: Improve pipeline accuracy, reduce missed follow-ups, create consistent sales reporting, and prepare for growth.
Timeline or Deadline: Desired go-live within 10 weeks.
Stakeholders: Buyer-side sponsor is the Managing Director, day-to-day owner is the Sales Operations Manager, users are 14 business development and account managers, seller-side team includes project lead, CRM consultant, data specialist, and trainer.
Constraints: Limited buyer-side operations capacity, historical data quality is mixed, budget excludes custom software development, leadership wants minimal disruption to active deals.
Known Exclusions: Custom API integrations, advanced marketing automation, compensation plan design, and post-go-live administration beyond the support period.
Tone: Delivery-focused and plainspoken
This scope covers a structured CRM implementation designed to move the buyer from spreadsheet-based sales tracking to a configured CRM with usable pipeline stages, clean core records, practical dashboards, trained users, and go-live support. The work is focused on implementation and adoption readiness, not ongoing CRM administration or custom product development.
Phase 1: Discovery and Requirements Alignment
The seller will confirm business goals, current sales process, reporting needs, data sources, user groups, and approval requirements. This phase ensures the CRM is configured around the buyer’s actual sales workflow rather than a generic setup.
Phase 2: CRM Configuration
The seller will configure core CRM objects, pipeline stages, required fields, permissions, activity types, sales task flows, and basic automation rules. This phase turns agreed requirements into a working system.
Phase 3: Data Preparation and Import
The seller will review provided contact, company, opportunity, and activity data for import readiness. The buyer will provide the source files and approve field mapping. The seller will complete the import of agreed data sets.
Phase 4: Dashboard and Reporting Setup
The seller will create management dashboards for pipeline value, stage movement, activity visibility, forecast categories, and overdue follow-ups. This phase supports leadership visibility and sales management discipline.
Phase 5: User Training and Adoption Preparation
The seller will deliver role-based training for sales users and managers. Training will focus on daily usage, pipeline updates, activity logging, reporting expectations, and handoff rules.
Phase 6: Go-Live Support
The seller will support the launch, monitor early issues, answer user questions, and resolve configuration defects within the agreed support period.
Deliverable: Discovery and Requirements Alignment
Included Work: Kickoff session, stakeholder interviews, current process review, reporting needs review, success criteria definition.
Buyer Goal Supported: Ensures CRM setup reflects the actual sales process and leadership visibility needs.
Owner: Seller project lead with buyer Sales Operations Manager.
Buyer Inputs: Current spreadsheet trackers, sales process notes, reporting examples, stakeholder availability.
Completion Criteria: Requirements summary approved by buyer sponsor and Sales Operations Manager.
Deliverable: CRM Configuration
Included Work: Pipeline stages, deal fields, contact and company fields, activity types, user permissions, basic task workflows, sales handoff rules.
Buyer Goal Supported: Creates consistent pipeline management and reduces missed follow-ups.
Owner: Seller CRM consultant.
Buyer Inputs: Approved requirements, user list, permissions guidance, process decisions.
Completion Criteria: Configured CRM environment reviewed and approved for testing.
Deliverable: Data Preparation and Import
Included Work: Data field mapping, import template preparation, data quality review notes, import of approved records.
Buyer Goal Supported: Gives users a usable starting point and reduces reliance on old spreadsheets.
Owner: Seller data specialist with buyer data owner.
Buyer Inputs: Source files, data ownership decisions, duplicate handling guidance, approval of mapping.
Completion Criteria: Approved data imported and spot-checked by buyer.
Deliverable: Dashboard and Reporting Setup
Included Work: Pipeline dashboard, activity dashboard, forecast view, overdue follow-up report, management reporting walkthrough.
Buyer Goal Supported: Improves leadership visibility and reporting accuracy.
Owner: Seller CRM consultant.
Buyer Inputs: Reporting priorities, forecast categories, leadership review feedback.
Completion Criteria: Dashboards reviewed and accepted by Managing Director or delegated sponsor.
Deliverable: User Training
Included Work: Sales user training, manager training, quick-reference usage guide, recording of training session where permitted.
Buyer Goal Supported: Improves adoption and consistent usage.
Owner: Seller trainer.
Buyer Inputs: User attendance, training scheduling, buyer-specific examples.
Completion Criteria: Training delivered and materials shared with users.
Deliverable: Go-Live Support
Included Work: Launch support, issue triage, configuration fixes, user Q&A, post-launch review.
Buyer Goal Supported: Reduces launch risk and helps users transition from spreadsheets.
Owner: Seller project lead.
Buyer Inputs: Timely issue reporting, access to users, decision owner availability.
Completion Criteria: Go-live completed and support period closed with agreed issue log status.
Week 1: Kickoff, stakeholder alignment, access confirmation
Weeks 1 to 2: Discovery and requirements approval
Weeks 3 to 5: CRM configuration and dashboard build
Weeks 4 to 6: Data preparation, mapping, and import testing
Week 7: User acceptance review and configuration adjustments
Week 8: User training and launch preparation
Week 9: Go-live
Week 10: Go-live support and closeout review
Risk: Data quality issues may delay import or reduce user confidence.
Clarification Needed: Who owns data cleanup before import?
Risk: Stakeholder availability may delay approvals.
Clarification Needed: What is the maximum review window for requirements, dashboards, and launch readiness?
Risk: Users may continue using spreadsheets after go-live.
Clarification Needed: Who will enforce CRM usage expectations internally?
Risk: Reporting expectations may expand once leadership sees early dashboards.
Clarification Needed: Which dashboards are required for go-live and which can be deferred?
Risk: Technical integration requests may emerge during implementation.
Clarification Needed: Should integrations be scoped separately as a later phase?
By approving this scope of work, the buyer confirms that the deliverables, responsibilities, assumptions, exclusions, and milestone sequence reflect the agreed CRM implementation package. Any material changes to deliverables, integrations, data requirements, timeline, or post-go-live support will be reviewed through a change request before additional work begins.
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