Sales Pipeline Management: 5 Best Practices to Boost Revenue

Sales Pipeline Management: 5 Best Practices to Boost Revenue

Sales pipeline management is at the core of everything we do in sales. Your sales reps are staring at their funnels all day, everyday. Mastering the sales pipeline is an extremely effective way to increase revenue because it allows sales reps to remain organized and focused on selling. This is undeniably a critical part of the sales process.

What is a Sales Funnel?

sales pipeline management best practices

The sales funnel is a visual representation of your team’s open opportunities. The result of sales prospecting, lead generation, sales calls, outbound emails, meetings, and processes all come together to create the sales pipeline.

What is Sales Pipeline Management?

Sales pipeline management is the organization and tracking of prospects, goals, and quota – as well as understanding whether certain deals need special attention.

Effective pipeline management allows salespeople to keep track of deals by knowing exactly which stage the deal is in, and whether there are enough deals on the board to hit goals and quota.

Without further delay, here are our 5 best practices for effective pipeline management:

1. Live and Breathe Sales Metrics

sales pipeline metrics

Mastering the sales pipeline is all about understanding the numbers and components of the sales funnel. If sales managers know the averages they are able to better predict and create predictable revenue.

Here’s what you must know:

  • New leads created per month by source
  • Conversion rate of leads to opportunities
  • Conversion rate of opportunities to closed deals
  • Average Won Deal Size
  • Average Sales Cycle Length
  • Win Rate
  • Total # of Open Opportunities

The right data matters! Inaccurate data can hinder any organization’s sales process.

Getting better data requires making sure reps are putting quality data into the sales CRM.

Obviously sales managers need to make data quality a priority in order for this to work. History, solid data, and previous trends will help you better predict future results.

Let’s look at an example using the Pipeline Velocity metric. This formula can be interpreted as dollars earned per day by the sales team. The key point with pipeline velocity is to focus on each input not the final output metric.

The equation for Pipeline Velocity is:

Screen Shot 2015-07-08 at 2.46.03 PM

Each of the 4 components of Pipeline Velocity is a lever that can be pulled to impact business results. Below is an example that illustrates how improving any 1 of the 4 metrics can lead to sales growth.

sales pipeline velocity formula

2. Execute Regular Pipeline Reviews

The best way to increase Pipeline Velocity is through increasing the number of qualified, open opportunities.

This is partially due to the fact that the lead generation system, once well-defined, can be scaled rather easily. While increasing the win rate requires focusing on a variety of interrelated factors and activities that can be harder to systemize and improve.

Every Sales Manager conducts regular forecast meetings. Unfortunately, like most things in sales, forecast meetings only focus on opportunities that are expected to close by the following week.

Although forecast meetings can be helpful, Pipeline Reviews are more beneficial. Pipeline Reviews focus on opportunities that are at the top and in the middle of the funnel. In Pipeline Reviews:

  • Sales teams can review the quality of opportunities recently added to the funnel
  • Managers can have a greater influence on the outcome because these are newer opportunities
  • Sales reps and managers have a more comprehensive view of the entire pipeline

According to Aaron Ross author of Predictable Revenue:

“In pipeline reviews or one-on-one coaching sessions, be merciless.”

Grill your reps on the quality of their leads, the decision-makers involved, and their sales pipeline management processes.

predictable revenue course

3. Focus On Small Improvements at Each Stage of The Sales Funnel

As you may have heard 🙂 sales is a numbers game, and teams using a Predictable Revenue system have high volumes of leads to take advantage of. This often causes reps to focus less on quality opportunities.

Limited focus on quality opportunities can be detrimental to their pipelines. Small improvements in pipeline management by funnel stage can lead to some promising results:

sales pipeline management best practices

4. Keep That Sales Pipeline Squeaky Clean

If reps increase conversion rates by 5% in 2 macro funnel stages, there is a potential 50% increase in the number of won deals. Just like with a marketing funnel, a sales funnel must be optimized and measured. The evolution of the SaaS Sales Stack is making sales more like marketing each day. Know the apps, know the funnel metrics, and keep an eye on the pipeline conversion funnel.

Use Pipeline Reviews as an opportunity to eliminate weak sales opportunities. This is a critical component for effective sales pipeline management.

Salespeople are inherently optimistic. This can cause them to waste time on TOFU opportunities because they truly believe these new opportunities are “definitely in our strike zone.”

The reality is a percentage of the opportunities in your team’s funnel are WAY outside of your strike zone. According to Aaron Ross,


Predictable Revenue ensures steady lead flow. Steady lead flow allows your salespeople to focus on the best qualified opportunities that are in line with your ideal customer profile and strike zone.

5. Create a Formalized Pipeline Management Operations Manual

Create case studies of specific opportunities from open to close. Give reps scripts and specific activities to do at each stage of the funnel.  Sales Managers should ask themselves:

What does the buyer journey look like?

If an opp gets stuck in a specific stage what is the rep supposed to do? What has worked in the past?

What is the average conversion rate by each funnel stage?

All Sales Managers can do a better job of helping their salespeople manage their pipelines. Each sales team member plays a crucial role in building sales pipeline. Sales Development Reps are responsible for the number of opportunities, Account Executives are responsible for win rates, but it is up to the sales manager to manage the machine that is creating the pipeline. Don’t work in the system, work on the system to create a Predictable Revenue pipeline machine.

Editors Note: Guest Post by Matt Smith creator of The Predictable Revenue Bundle. The bundle offers anyone the tools and training of Silicon Valley’s best sales teams.

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    • Awesome post!

      • Thanks Joshua. Was a fun one to study.

        • We preach a lot of these same things internally. Love the calculation in the “know thy #’s” section. We go even further to break down separate sales process for different types of sales….etc… SMB sales cycle time as apposed to an enterprise sale.

    • Solid post, Matt! Great all around. I’d love for you to expand more on #3: Focus On Small Improvements at Each Stage of The Funnel. Everyone has a different process for approaching this, and ours is great too. But I’m always interested to see how others approach this. Where do you start? How do you prioritize? Should you be running multiple tests at once? Etc. Thanks!

      • I would say for 1 month focus exclusively on optimizing one part of the sales funnel. Typically reps focus on bottom of the funnel activities so spend time focusing on top of funnel activities. Try switching up email templates for TOFU emails.

        I would not run multiple tests at once. Pick one conversion stage like Calls –> Demos and spend the entire month trying to improve this conversion rate.

    • @Tom
      ( 0 POINTS )
      4 years ago

      Great article Matt if you need more ideas in order to add more tips to your awesome article, you should open this link: https://righthello.com/sales-pipeline-management/ – you find a there interesting point of view on sales pipeline and a lot of tips.

    • Profile picture of Omarr Daylaq
      ( 290 POINTS )
      8 months ago

      The more quality time/effort is put into prospecting, the less work is needed in pipeline down the line (proposing, negotiating, closing).

    • […] podcast so gripping is that he shares real personal stories about how to find potential clients and fill your pipeline with qualified leads. This podcast offers a ton of practical advice for any salesperson who finds it difficult to start […]

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