TLDR
Run a single 7‑day sprint tailored to a 25–50 person pool/spa installer. Ingest and score new leads within 1 hour, route top candidates into a focused queue, assign owners with tight SLAs, and use modular packages plus automated briefs to send the first proposal within 72 hours. Target: 72h time-to-value, 35% week‑close, and ≥60% prob‑to‑close.
Executive snapshot
- Time-to-first-value target: 72 hrs from a qualified lead
- Quote-to-close rate goal: 35% for the week-sprint cohort
- Median decision time per decision-maker: ≤ 24 hrs
- Forecast confidence (median probability-to-close): ≥ 60%
- prob-to-close
- Numeric score that ranks a lead by the chance it will convert within the sprint window.
- RAG (retrieval-augmented generation)
- Technique that combines fast retrieval of field data with short, evidence-based texts to brief the team.
- embeddings
- Compact vectors that match intent signals to past wins and packages.
- modular package
- Pre-built scope-and-price bundles made for rapid proposal generation and clear trade-offs.
Problem and hypothesis
Problem: signals arrive but are noisy and slow to act on. This delays quote, lengthens decision time, and drops week-close odds.
Hypothesis: focus on procurement rhythm and schedule-fit signals over vanity metrics. Prioritized signals plus fast proposal templates reduce friction and push decisions inside seven days.
Timely intel — raw signals
Observed signals (click to expand)
- Search-to-quote uptick for turnkey spa and pool modules after quarter milestones
- Inbound questions from facilities staff that stress low-maintenance prefab options
- Field pilot notes that schedule windows match procurement timelines — high intent
Signal notes: only signals tied to procurement windows and install schedule are high-value. Tracking signal source, timestamp, and schedule window tightness yields better prioritization.
How to validate a signal quickly:
- Confirm schedule window with the facility contact.
- Check existing procurement cycles (purchase orders, budget approvals).
- Match intent text to top-three modular packages.
Prioritize procurement rhythm and schedule fit to raise week-close probability.
Automation architecture
Routing logic: assign a prob-to-close score for each new lead and route top-scoring items into a focused sprint queue. Keep SLA for ingestion under one hour.
Implementation notes
- Event stream for new leads and field updates.
- Scoring model that uses schedule fit, procurement signal, and past module-fit.
- Automated brief generator that pulls relevant past quotes and objections.
- Message templates with variable trade-offs (speed vs cost).
Field activation — roles and handoff
Roles must be clear and rapid. Each role has a single owner and an SLA.
- Data-ingest owner: publish new signals by 09:00 (SLA: 1 hr ingestion latency)
- Routing lead: update top-10 prioritized list and prob-to-close by 10:00
- Messaging/proposal owner: confirm personalized sequence and proposal template by 12:00
- Compliance guard: sign off on claims; record audit trail
Handoff checklist (deeper)
- Lead record contains contact, schedule window, procurement signal, intent phrase.
- Score attached, modular package recommended, brief auto-generated.
- Owner confirms time-block for field tech or remote evaluation within 24 hours.
- All interactions logged for compliance and learning.
Governance: owner, SLA, and audit trail for each decision. Follow short, daily decision rights and record why an item was deprioritized.
Outcomes — KPI summary
| Metric | Baseline | Week-sprint target |
|---|---|---|
| Time-to-first-value | 120 hrs | 72 hrs |
| Quote-to-close rate | 20% | 35% |
| Avg decision time per decision-maker | 48 hrs | ≤24 hrs |
| Median prob-to-close | 40% | ≥60% |
| Notes: Measure time from qualified lead to first delivered value, track decision times by named DM, and monitor median score trend. Useful keywords: procurement rhythm, schedule-fit, modular packages, evidence briefs. | ||
Evidence: pairing modular packages with short evidence briefs reduces time spent on price-only negotiation and increases closure probability inside seven days.
Reproducible playbook
Downloadable YAML (flows and triggers):
data_flow: ingest: "CRM event stream / webhooks / mobile field updates" scoring: "Custom prob-to-close model (schedule fit + procurement signals)" messaging: "Template sequences with modular package links" briefs: "Embeddings + retrieval for one-page evidence briefs" compliance: "Moderation checks + immutable audit log"
How to run the first 7-day pilot
- Select 15–25 recent high-intent leads with schedule windows inside 30 days.
- Run automated scoring; pick top 10 for the sprint queue.
- Assign roles and set SLAs for the week.
- Use brief generator and modular packages; aim to send first proposal within 72 hours.
- Log outcomes and retrain scorer with outcome labels after sprint end.
References: industry guidance on agile decision rights, event-driven CRM patterns, scoring models, messaging automation best practices, and retrieval-based brief generation for rapid evidence delivery.
Call to action
Assemble the sprint team. Align data sources. Run one 7-day pilot to validate the KPI targets and the prob-to-close model.
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