Choose stages that reflect a buyer's progress
Build the pipeline around observable events: requirements discussed, proposal issued, review arranged or agreement reached. For each stage, decide what evidence is needed before a deal moves forward. Record the expected value, likely timing and next action without treating an estimate as a commitment. A prospect waiting for an internal decision needs a different follow-up from one still exploring options. Consistent stages make weekly reviews more useful than a conversation about colours or percentages.
Review movement as well as value
A large opportunity can distort the forecast if it has no recent activity or clear decision date. Look at time in stage, overdue actions and changes in scope alongside the headline total. Record why an opportunity closes without a sale so the team can learn from fit, timing or price concerns. Agree how reassignment works when an owner is away, and keep sensitive commercial information visible only to the appropriate people.