Weekly Pipeline Review: Meeting Playbook
A structured weekly review keeps your pipeline healthy and your team aligned. This guide provides agendas for both solo freelancers and teams, plus frameworks for making decisions.
Two Versions
Choose the version that fits your situation:
- 30-Minute Solo: For freelancers and solopreneurs
- 60-Minute Team: For agencies and sales teams
30-Minute Solo Review
Run this every Monday morning (or your first work day) to set up the week:
Solo Agenda
1. Overdue Follow-Ups (5 min)
0:00-0:05Open overdue filter. For each: send now, reschedule, or close as no-response.
2. This Week's Follow-Ups (5 min)
0:05-0:10Review what's due this week. Flag high-priority items. Block time on calendar.
3. Stale Lead Cleanup (5 min)
0:10-0:15Filter leads with no activity in 14+ days. Decide: one more try or close?
4. Pipeline Health Check (5 min)
0:15-0:20How many active opportunities? Enough to hit your goals? If not, plan sourcing time.
5. Last Week Outcomes (5 min)
0:20-0:25What closed last week? Any patterns in wins or losses? Quick note for future reference.
6. Set Weekly Focus (5 min)
0:25-0:30Based on review, what's the #1 thing to improve this week? Write it down.
60-Minute Team Review
Run this weekly with your outreach team. Best on Monday or Tuesday morning.
Team Agenda
1. Quick Wins & Losses (10 min)
0:00-0:10Each rep shares: 1 win and 1 loss from last week. What worked? What didn't?
2. Metrics Review (10 min)
0:10-0:20Manager shares team dashboard. Where are we vs. targets? What's the biggest gap?
3. Overdue & Stale Review (10 min)
0:20-0:30Pull up overdue and stale leads. Make decisions together. Assign actions.
4. Stuck Deals Discussion (15 min)
0:30-0:45Each rep can raise 1 stuck deal for group input. Timebox to 5 min each, max 3 deals.
5. This Week's Priorities (10 min)
0:45-0:55Each rep states their top 3 priorities. Manager confirms alignment with goals.
6. Process Improvement (5 min)
0:55-1:00One improvement idea from the team. Decide: try it, defer it, or reject it.
Decision Frameworks
When to Keep Following Up
✓ They responded at least once with interest
✓ Less than 3 follow-ups sent so far
✓ Less than 21 days since last activity
✓ The opportunity is still valuable enough
If 3+ yes: Keep following up. If 2 or fewer: Consider closing.
When to Drop a Lead
✗ 3+ follow-ups with no response
✗ 30+ days since last activity
✗ They explicitly said no or "not now"
✗ Red flags emerged (budget, fit, behavior)
If any apply: Close the lead. Record the reason. Move on.
Template Agenda (Copy This)
Weekly Outreach Review - [Date]
Attendees:
[Names]
1. Wins & Losses (10 min)
- [Rep 1]: Won [X], Lost [Y] because [reason]
- [Rep 2]: ...
2. Metrics vs. Targets (10 min)
- Proposals: [X] vs. [target]
- Response rate: [X%] vs. [target]
- Win rate: [X%] vs. [target]
3. Overdue/Stale Actions (10 min)
- [Lead 1]: [Decision]
- [Lead 2]: [Decision]
4. Stuck Deals (15 min)
- [Deal 1]: [Situation] → [Advice/Action]
5. This Week's Priorities
- [Rep 1]: 1. __, 2. __, 3. __
- [Rep 2]: ...
6. Process Improvement
- Idea: [X] → Decision: [Try/Defer/Reject]
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