Forecasting Process Implementation - Project Details / Task List
Tag: forecasting-process
Total Hours: 30h
Structure: Single Milestone (<=50h)
Milestone: Forecasting Process Implementation
Description: A structured implementation project that establishes a repeatable, data-driven sales forecasting process including methodology selection, CRM configuration, forecast categories, submission cadence, and accuracy tracking mechanisms.
Task List: (Forecasting Process) 1. Assessment, Methodology & Configuration
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Conduct Stakeholder Discovery Interviews | 2h | Interview key stakeholders to document current forecasting practices, pain points, and desired outcomes. End state: Clear understanding of current state gaps and stakeholder expectations documented. • Schedule and conduct 45-60 minute interviews with CRO, VP Sales, and RevOps lead • Document current forecasting methods (spreadsheet-based, CRM-native, third-party tool) • Identify specific pain points (inconsistent submissions, sandbagging, last-minute surprises) • Capture desired outcomes and success criteria from each stakeholder • Map forecast consumers (who uses the forecast and for what decisions) • Document current meeting cadence around forecasting (weekly calls, QBRs, board meetings) |
| 2. Audit Historical Forecast Accuracy | 2.5h | Pull last 4 quarters of forecast vs. actual data to calculate baseline accuracy and identify patterns. End state: Baseline accuracy metrics established with patterns documented. • Extract historical forecast submissions from CRM or spreadsheets (last 4 quarters minimum) • Calculate forecast accuracy by period (Monthly, Quarterly) using formula: 1 - |Actual - Forecast| / Actual • Segment accuracy by rep, team, and deal size to identify systematic patterns • Document over-forecasters vs. under-forecasters (sandbagging pattern) • Identify specific deal types or stages where forecasts consistently miss • Create baseline accuracy scorecard to measure improvement against |
| 3. Assess CRM Data Quality and Pipeline Hygiene | 2h | Audit existing CRM fields, opportunity stages, and close date hygiene to identify data quality gaps that will undermine forecast accuracy. End state: Data quality gaps documented with remediation plan. • Pull opportunity report with key fields: Stage, Close Date, Amount, Last Activity Date • Identify stale opportunities (no activity >30 days) as percentage of total pipeline • Audit close date accuracy (how many deals pushed close dates in last 90 days) • Review stage definitions and exit criteria documentation (if exists) • Check for required fields enforcement on opportunities • Document critical data gaps that must be fixed before forecast process can be trusted |
| 4. Select Forecasting Methodology | 2h | Evaluate methodology options against client's data maturity, team size, and tool preferences to recommend approach. End state: Methodology selected with stakeholder alignment. • Present methodology options: weighted pipeline, rep judgment (bottom-up), manager overlay, AI-assisted (Clari/Ebsta) • Assess data maturity requirements for each method (weighted pipeline needs reliable stage probabilities) • Evaluate team size and sales cycle length fit for each approach • Consider hybrid approach (rep judgment + manager overlay is common) • Get stakeholder alignment on selected methodology • Document methodology decision with rationale for future reference |
| 5. Create Forecast Category Definitions | 2h | Define forecast categories with clear, specific criteria that eliminate ambiguity in rep submissions. End state: Documented category definitions with examples that all reps can consistently apply. • Define 3-4 categories: Commit, Best Case, Pipeline, Omitted (avoid over-engineering with more) • Create specific criteria for each category (e.g., "Commit requires: verbal yes, pricing agreed, close date within 30 days, decision-maker confirmed") • Document concrete examples for each category using recent deals as reference • Define what does NOT qualify for each category (exclusion criteria) • Create visual one-pager for rep quick reference • Get VP Sales sign-off on category definitions before CRM configuration |
| 6. Configure CRM Forecast Fields and Hierarchy | 3h | Set up forecast fields, category picklists, and forecast hierarchy in CRM to match org structure. End state: CRM forecast module configured and ready for submissions. • Create or configure Forecast Category picklist field on Opportunity object • Set up forecast hierarchy matching sales org structure (Rep → Manager → Director → VP) • Configure forecast settings (forecast period, submission windows, adjustment permissions) • Set up manager override capability with audit trail • Create forecast submission record type or object (if needed for historical tracking) • Test hierarchy roll-up with sample data to verify accuracy |
| 7. Build Forecast Submission Workflow | 2.5h | Establish submission cadence with automated reminders and deadline enforcement. End state: Automated workflow that prompts timely forecast submissions. • Define submission cadence (weekly roll-up typical, with monthly/quarterly close dates) • Create automated email/Slack reminders for submission deadlines • Configure submission deadline rules (lock forecasts after X date) • Build manager notification for incomplete team submissions • Set up exception handling for new hires or territory changes • Document submission process in one-pager for rep reference |
| 8. Create Forecast Dashboards and Reports | 3.5h | Build forecast vs. actual dashboard with accuracy tracking by rep, team, and period. End state: Executive-ready dashboard showing current forecast, trends, and accuracy metrics. • Build current period forecast summary dashboard (Commit, Best Case, Pipeline totals) • Create forecast vs. actual comparison report with accuracy calculation • Segment accuracy tracking by rep, team, and manager for accountability • Build forecast trend chart showing changes over time within period • Create deal-level drill-down report for forecast review meetings • Set up scheduled dashboard refresh and distribution to leadership |
Task List: (Forecasting Process) 2. Enablement, Launch & Handoff
Contains: Parts 3-4
| Task | Est | Description |
|---|---|---|
| 9. Train Sales Reps on Forecast Process | 2h | Conduct training session with sales reps on category definitions, submission process, and expectations. End state: All reps trained and capable of submitting accurate forecasts. • Schedule 30-45 minute training session (live or recorded for async viewing) • Walk through category definitions with real deal examples • Demonstrate submission process in CRM step-by-step • Cover common mistakes and how to avoid them (optimism bias, stale deals, close date pushing) • Address questions and concerns from reps • Distribute quick-reference guide and FAQ document • Send recording and materials to team post-session |
| 10. Train Managers on Forecast Review Workflow | 2h | Enable managers to conduct effective forecast reviews, apply appropriate scrutiny, and use override authority appropriately. End state: Managers equipped to run weekly forecast reviews and coach reps on accuracy. • Conduct manager-specific training session (separate from rep training) • Cover forecast review meeting structure and required data views • Demonstrate manager override functionality and when to use it • Train on coaching conversations for chronic over/under-forecasters • Review accuracy accountability expectations for their teams • Provide forecast review meeting template with discussion prompts • Document escalation path for forecast disputes or concerns |
| 11. Run First Live Forecast Cycle | 2.5h | Execute first forecast submission cycle with hands-on support and real-time coaching. End state: Successful first cycle completed with issues identified and addressed. • Announce forecast process go-live to full sales team • Provide office hours or Slack channel for real-time questions during first cycle • Monitor submission compliance and follow up with non-submitters • Review first submissions for category consistency and coaching opportunities • Conduct first forecast review meeting with managers using new process • Document issues and questions that arose for FAQ updates • Capture quick wins and early adopters to highlight |
| 12. Create Documentation Package | 1.5h | Compile all process documentation into a comprehensive package for ongoing reference and new hire onboarding. End state: Complete documentation package delivered to client RevOps. • Consolidate category definitions, submission process, and FAQ into single document • Create troubleshooting guide for common issues (sync errors, hierarchy problems) • Document CRM configuration settings for future admin reference • Build new hire onboarding checklist for forecast process • Create manager playbook for forecast review meetings • Package all materials in client's preferred format (Notion, Confluence, Google Drive) |
| 13. Establish Accuracy Improvement Cadence | 1.5h | Set up ongoing forecast accuracy review rhythm to drive continuous improvement. End state: Scheduled reviews and improvement process in place. • Schedule 30-day post-launch accuracy review meeting • Create quarterly forecast retrospective template (what worked, what didn't, patterns identified) • Build accuracy improvement tracking to measure progress over time • Define accuracy thresholds that trigger coaching conversations • Set up automated accuracy alerts for managers when reps miss by >20% • Document process for adjusting category definitions based on learnings |
| 14. Transfer Ownership to Client | 1.5h | Complete formal handoff of forecast process ownership to client RevOps team. End state: Client self-sufficient with clear ownership and support path. • Conduct admin handoff session covering configuration, troubleshooting, and maintenance • Transfer all credentials and access to client team • Review open items and known issues with mitigation plans • Schedule 90-day check-in to assess long-term adoption • Provide contact information for escalation support if needed • Close out project in tracking system |
Summary
- Total Task Lists: 2 (consolidated from 4 Parts)
- Total Tasks: 14 (one per Step)
- Total Hours: 30h
- Generated from: playbook_forecasting-process-implementation.md
- Generated on: 2025-12-31