How do you set up a business process flow for sales?

Required tools

• Dynamics 365 Sales — With the ability to customize processes.
• An agreed sales process — Draw it on paper before you build it.

Define the process

1. 1.Write down the phases first

   Four to six stages, each with an exit criterion. Do this together with the sales reps—if you build first and ask questions later, you'll have to rebuild.

2. 2.Define the criteria for the customer's actions

   “The customer has confirmed the budget” rather than “quote sent.” The former indicates likelihood, while the latter merely says that someone did something.

3. 3.Select a few required fields

   No more than two or three per phase. Any more will result in fields being filled with nonsense just to move on.

Build and implement

1. 4.Create the flow in a solution

   Build it in a separate solution, not in the default solution. This makes moving it between environments manageable.

2. 5.Test the entire process with real data

   Go through an agreement from start to close. Most errors in required fields appear here rather than in the configuration.

3. 6.Explain why before you turn it on

   Salespeople who understand that the stages drive the forecast use them correctly. Those who see it as reporting just click through.

4. 7.Keep track of where the agreements stall

   If everything piles up in a single phase during the first month, the criterion is either too strict or unclear. Adjust it early rather than waiting for it to become entrenched.