If you’re running a sales process, you know that a messy pipeline means deals fall through the cracks. This guide is for people who want practical, no-nonsense advice on building and managing pipeline stages in Mote so you’re not stuck in spreadsheet hell—or overpaying for bloated CRMs. Whether you’re new to Mote or just want to tighten up your pipeline, this is for you.
Why Pipeline Stages Matter (and Why People Overcomplicate Them)
Let’s get the obvious out of the way: pipeline stages are just the steps a deal goes through, from first contact to closed-won (or lost). The main reason to set them up in Mote—or anywhere else—is to keep things moving and spot bottlenecks early.
Here’s what actually matters: - Clarity: Everyone knows what stage a deal is in, no guessing. - Focus: You see where deals stall and what needs attention. - Consistency: Processes don’t fall apart when someone’s out sick.
What doesn’t matter? Fancy stage names, a dozen micro-stages, or making your pipeline look like a flowchart from a consulting deck. Keep it simple.
Step 1: Map Out Your Real Sales Process
Don’t open Mote yet. First, grab a piece of paper or whiteboard and write down the actual steps your deals go through. Not what the textbook says—what actually happens.
Example basic pipeline: - New Lead - Contacted - Discovery/Needs Analysis - Proposal Sent - Negotiation - Closed Won/Lost
Pro tip: If you have more than 7 stages, you’re probably making it harder than it needs to be.
What to Ignore
- Stages for “Follow-up call #2” or “Waiting for Bob.” If it’s not a meaningful step, don’t make it a stage.
- Stages just for reporting’s sake. If you don’t act differently at that step, skip it.
Step 2: Set Up Pipeline Stages in Mote
Now you’re ready to use Mote. Here’s how to turn your mapped process into a working pipeline.
1. Go to Your Pipeline Settings
- Log in to Mote.
- Navigate to your sales pipeline dashboard.
- Find the settings or configuration section. (Usually a gear icon or “Settings” in the sidebar.)
2. Add, Edit, or Remove Stages
- You’ll see a list of existing stages. Edit them to match your process or start fresh.
- To add a stage: Usually there’s an “Add Stage” or “+” button. Click it, name your stage, and save.
- To edit: Click on a stage name, change it, and save.
- To reorder: Drag and drop to rearrange. Put the most common path from left to right (or top to bottom, depending on Mote’s layout).
3. Keep Stage Names Short and Obvious
- Use verbs if possible (“Contacted”, “Proposal Sent”).
- Skip jargon or internal nicknames. Everyone should understand what each stage means.
Honest take: If your team debates what a stage means, it’s probably too vague.
Step 3: Make Stages Work for You (Not the Other Way Around)
The tool shouldn’t dictate your process. Here’s how to avoid common pitfalls:
Set Clear Criteria for Each Stage
For every stage, write down (in Mote’s notes or elsewhere) what has to happen for a deal to move forward. This isn’t busywork—it stops finger-pointing later.
- Example: “Proposal Sent” = the prospect has received your actual proposal, not just a verbal quote.
Don’t Create Stages for Every Scenario
It’s tempting to make a stage for every possible outcome (“Waiting for Legal,” “Needs Budget Approval,” etc.). Resist. Use tags, notes, or custom fields for edge cases. Stages should be the main milestones.
Use Automation, But Don’t Rely on It
Mote might offer automations (like moving deals when a task is checked off). Use them if they save clicks, but don’t assume automation fixes a broken process.
Step 4: Train Your Team and Set Expectations
If you’re solo, you can skip this step. But if you have a team—even a small one—alignment matters more than software features.
How to Get Everyone On Board
- Explain the Why: Tell your team why you picked these stages and what each means.
- Show, Don’t Just Tell: Walk through a deal from start to finish in Mote.
- Document It: Even a quick internal wiki or Notion page is enough.
Watch out for: People skipping stages or backfilling deals. That’s usually a sign the process doesn’t match reality—or the fields are a pain to update.
Step 5: Review and Refine Your Pipeline Regularly
Even the best pipeline setup will get messy over time. Deals get stuck, stages become obsolete, or your process changes.
Run a Monthly Pipeline Review
- Look for stuck deals: If a stage is always jammed, figure out why.
- Check for irrelevant stages: If a stage never gets used, drop it.
- Ask the team: What’s working? What’s not? Don’t wait for a crisis to fix problems.
Don’t Be Afraid to Simplify
It’s easy to add stages, but harder to remove them once everyone’s used to them. Err on the side of less.
What’s Worth Your Time (And What’s Not)
Focus On:
- Keeping your pipeline stages clear and actionable.
- Making sure everyone knows what the stages mean.
- Reviewing and cleaning up stages as your process changes.
Don’t Waste Time On:
- Customizing colors, icons, or making your pipeline look “cool.”
- Building a separate pipeline for every product or region—unless your process is truly different.
- Obsessing over automation before the basics work.
Common Pitfalls and How to Avoid Them
- Overengineering: More stages ≠ more control. If you’re clicking five times to move a deal, something’s wrong.
- Vague Stages: If your team argues about when to move a deal, get specific or rename the stage.
- Ignoring the Pipeline: If deals only get updated before a meeting, your pipeline isn’t helping. Make updating stages part of daily work.
Wrapping Up: Keep It Simple, Keep It Useful
The best pipeline in Mote is the one people actually use. Start simple, focus on clarity, and tweak as you go. You don’t need every bell and whistle—just a process that helps you close more deals with less hassle. If you’re spending more time managing the pipeline than selling, it’s time to trim the fat.
Remember: the goal isn’t to impress anyone with your process. It’s to make sure you (and your team) know where every deal stands—and what needs to happen next. That’s where sales efficiency really comes from.