If your sales forecasts always seem a little off, or your pipeline’s cluttered with deals that never close, you’re not alone. Getting accurate forecasting out of any CRM is tough, but it’s way harder if your pipeline stages don’t match the way your team actually sells. This guide is for anyone using Nektar who wants to cut through the noise, set up pipeline stages that fit reality, and get forecasts you can actually trust.
Let’s break down what matters, what doesn’t, and how to set up Nektar’s custom pipeline stages the right way—without turning it into a never-ending project.
1. Start by Mapping Your Real Sales Process (Not the “Ideal” One)
Before you even touch Nektar, sit down and figure out how your deals really move from first contact to closed-won (or lost). Don’t just take what’s in the CRM now at face value.
Here’s how to do it:
- Ask your reps: “What actually happens at each step?” Not what should, but what does.
- Write it out: Use a whiteboard, Google Doc, napkin—whatever. The point is to get the steps out of people’s heads.
- Look for dead zones: Where do deals get stuck? Where do they skip stages? That’s where your process and reality are out of sync.
Pro tip: If you have more than 7 pipeline stages, you probably have too many. More stages don’t mean more accuracy—they usually just add confusion.
2. Define What “Done” Means for Each Stage
Vague stage names like “Evaluation” or “Negotiation” are a trap. If nobody knows exactly what it takes to move a deal forward, your data will be a mess.
For each stage, answer:
- What’s the concrete event or criteria to move into this stage?
- What’s the “exit criteria” to move out?
- Who’s responsible for moving deals forward (rep, manager, someone else)?
Example (for a B2B SaaS team):
- Stage: “Demo Scheduled”
- Entry: Prospect has agreed to a specific demo date/time.
- Exit: Demo completed as scheduled.
Keep it black-and-white. If there’s debate, tighten up your definitions.
3. Keep Stage Names Short, Clear, and Actionable
Don’t overthink the naming. Your stages should make sense to a new hire on day one.
- Use verbs (“Demo Scheduled”, “Proposal Sent”) over vague states (“Engaged”, “Qualified”).
- Avoid internal jargon or acronyms that’ll confuse anyone outside your team.
- Skip “fancy” stage names from sales books—clarity beats cleverness.
4. Set Up Custom Stages in Nektar
Now, it’s time to build your stages in Nektar. Don’t just copy what you had in your old CRM—this is your chance to reset.
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Go to Pipeline Settings
Find the Pipeline or Deal Stages section in your Nektar admin menu. -
Add Your Stages in Order
Enter your stages, in the order deals typically move. Use the names and clear definitions you just created. -
Set Entry & Exit Criteria (if supported)
Some CRMs let you add notes or requirements to each stage. Use this—future you will thank you. -
Limit Stages to the Essentials
Don’t add “just in case” stages. If it doesn’t happen to at least 10% of deals, leave it out. -
Assign Stage Owners (optional)
If your process hands off deals at certain stages (e.g., SDR to AE), make that clear in Nektar.
Honest take: Don’t bother with “Probability” percentages for each stage unless you’ve got years of reliable data. Gut-feel percentages usually make forecasts worse, not better.
5. Test the Stages With Real Deals
Before rolling this out, test your new pipeline setup with actual deals—not just dummy data.
- Take 5-10 closed-won and closed-lost deals from the last quarter.
- Map each one to your new stages. Did they fit? Or did you have to fudge it?
- If something doesn’t fit, adjust your stages or definitions. Don’t force reality to match your process—fix the process.
Pro tip: Involve a couple of frontline reps in this test. They’ll spot issues you won’t see from an ops perspective.
6. Train the Team (and Explain the Why)
If you just announce “New pipeline stages in Nektar, go update your deals,” expect a mess. Instead:
- Show the new stages and what each means. Use real deal examples.
- Explain what’s in it for them: More accurate forecasts mean less fire-drill meetings and fewer “Why is this deal here?” emails.
- Set expectations: Make it clear that deals should only move forward when the exit criteria are met. No sandbagging, no skipping.
What doesn’t work: Forcing everyone to backfill months of old deals. Start fresh; let the historical data stay as-is, unless you really need to clean it up.
7. Audit and Adjust—But Don’t Overreact
The first version of your pipeline is just that—a first draft. Set a monthly reminder to check how deals are flowing:
- Are stages being skipped?
- Are deals bunching up in one spot?
- Are reps still confused about what belongs where?
If you see consistent issues, tweak your stages or definitions. But don’t change things every week—give the new process a real chance.
8. What to Ignore (and Why)
There’s a ton of advice out there about pipeline stages. Here’s what you can safely skip:
- Fancy automations that move deals between stages automatically. They break, and someone always ends up cleaning up the mess.
- Custom fields for every possible scenario. Less is more—track only what you actually use.
- “Stage-based” forecasting models if your stages aren’t rock-solid. They’ll just amplify any confusion in your process.
Stick to the basics, and only add complexity when you’re sure you need it.
Summary: Keep It Simple, Iterate Often
The best pipeline is the one your team actually uses—and that gives you a forecasting view you can trust. Skip the bells and whistles. Focus on clear, actionable stages that match your real sales process. Once it’s live, check in often and don’t be afraid to adjust. You’ll get more accurate forecasts—and a lot fewer headaches.
Now, go clean up that pipeline. Your future self will thank you.