Opportunity Setup for General Contracting
Opportunity Setup defines how a qualified lead is converted into a structured sales opportunity that the team can pursue. It covers creating the opportunity record, standardizing naming, setting key fields like size and probability, organizing files, documenting stakeholders, and outlining a basic pursuit strategy. The process connects discovery and site visit information to the tools estimating and operations will rely on later. When followed, every opportunity enters the pipeline in a clean, consistent way that supports forecasting and execution.
Create opportunity record from qualified lead
Step 1: Open the qualified lead in the customer relationship management system
Locate the lead that has been approved for pursuit. Confirm that its status shows it has passed qualification and that there are clear notes from discovery and any site visits.
Step 2: Use the “convert to opportunity” or equivalent function
If your system supports conversion, use the built-in function so that contact, account, and basic information are automatically copied into a new opportunity record. If not, create a new opportunity manually and link it back to the lead.
Step 3: Verify account and contact linkage
Check that the opportunity is linked to the correct client organization and primary contact. If multiple contacts are involved, identify the main decision-maker and set them as the primary contact on the opportunity.
Step 4: Copy over key details from the lead
Make sure project description, location, sector, and any critical notes from the lead are visible on the opportunity. Adjust wording if needed so that the description is clear to people who were not part of earlier conversations.
Step 5: Close or update the original lead
Update the lead status to show it has been converted to an opportunity, according to your company’s process. Add a note with a link to the new opportunity so future users can follow the history.
Step 6: Save and confirm opportunity record creation
Save the new opportunity and confirm it appears in your opportunity list or pipeline view. Open it once more to ensure all key fields and linkages look correct before moving on.
Standardize opportunity name and basic attributes
Step 1: Apply company naming convention to the opportunity
Name the opportunity using your standard pattern, such as “Client – Location – Project Type” (for example, “ABC Properties – 5th Avenue – Office Renovation”). Avoid vague names like “New Project” or “Build-Out.”
Step 2: Set the opportunity type and sector
Choose the correct opportunity type (for example, new construction, renovation, tenant improvement, maintenance) and the sector or market (healthcare, industrial, office, retail). Use the predefined options in the system rather than inventing new labels.
Step 3: Define the primary service offering
Indicate whether this opportunity is for general contracting, construction management, design-build, or another defined service. This field will help operations and estimating understand expectations later.
Step 4: Set the current stage to match pipeline definitions
Choose the pipeline stage that matches where this opportunity sits now (for example, “Early Pursuit,” “Budgeting,” or “Proposal Development”) based on your company’s stage definitions. Avoid skipping stages just to move it forward.
Step 5: Confirm ownership and internal visibility
Set the opportunity owner to the correct salesperson or business development lead. Add any key operations or estimating contacts as team members or followers so they can view and update the record as needed.
Step 6: Save changes and verify naming consistency
After saving, compare the new opportunity to a few existing opportunities in the system. Confirm that the naming and basic attributes follow the same pattern and adjust if needed for consistency.
Estimate and enter preliminary opportunity value and dates
Step 1: Review discovery notes and site visit information
Look at your notes from discovery calls and site visits for any hints about square footage, scope, budget range, and desired timing. Use this information as the starting point for your estimates.
Step 2: Estimate preliminary contract value
Based on project type, size, and similar past projects, enter a preliminary contract value or value range in the opportunity. Clearly mark this as an estimate and avoid presenting it as a quote to the client.
Step 3: Set key milestone dates
Enter expected dates such as proposal due date, anticipated award date, and desired construction start. If dates are not yet known, use your best estimate based on client comments and industry norms, and note that they are provisional.
Step 4: Define expected project duration
Estimate the construction duration in weeks or months based on scope, phasing, and similar projects. Enter this duration or an expected completion date in the appropriate field.
Step 5: Note assumptions behind value and dates
In the opportunity notes, write a short explanation of what assumptions you used for value and schedule (for example, “budget based on 25,000 square foot office renovation with standard finishes”). This helps others interpret the numbers.
Step 6: Update fields as new information arrives
Mark a reminder to revisit these values once you have more detailed plans, drawings, or client direction. Update the opportunity whenever you receive significantly better information.
Set initial win probability and priority level
Step 1: Review qualification summary and decision process
Revisit your qualification notes, including client relationship strength, fit, competition, and how the client plans to select a contractor. Consider how these factors combine to influence your chances.
Step 2: Apply company probability guidelines
Use your company’s guidelines for setting probability at early stages (for example, 10–20 percent for early pursuit, 30–50 percent for shortlisted opportunities). Choose a number within the recommended range that reflects current information.
Step 3: Assign an internal priority level
Decide whether this opportunity should be treated as high, medium, or low priority based on strategic importance, potential revenue, and timing. Consider whether it is an anchor project, a good filler, or something you will handle only if capacity allows.
Step 4: Record rationale for the probability and priority
In the notes, briefly explain why you chose this probability and priority (for example, “repeat client, negotiated opportunity, strong fit,” or “cold lead, competitive bid with unknown competitors”). This explanation will be useful in reviews.
Step 5: Confirm probability and priority with sales leadership if needed
For larger or more strategic pursuits, quickly review your proposed probability and priority with a sales or business development leader. Adjust them based on their input and experience with similar clients.
Step 6: Update probability and priority as the pursuit evolves
Set a reminder to revisit these values at major milestones, such as after a site visit, after submitting a proposal, or after an interview. Keep the opportunity record aligned with reality over time.
Set up digital opportunity folder and structure
Step 1: Create a new opportunity folder using standard naming
In your shared drive or document management system, create a folder using the same naming convention as the opportunity (for example, “ABC Properties – 5th Avenue – Office Renovation”). Place it in the correct year or sector directory.
Step 2: Create standard subfolders
Add standard subfolders such as “Client Documents,” “Internal Notes,” “Site Visit,” “Estimates,” “Drawings,” “Proposals,” and “Contracts.” Use the same structure your company uses for other opportunities so people know where to look.
Step 3: Move existing documents into the new structure
Transfer any client documents, discovery notes, site visit notes, and preliminary sketches that currently live in ad-hoc locations into the appropriate subfolders. Avoid leaving key files only in email inboxes.
Step 4: Set appropriate permissions for the folder
Assign access rights based on who needs to work on the opportunity, such as sales, estimating, and operations leads. Ensure permissions protect sensitive information while allowing the right people to collaborate.
Step 5: Link the folder in the opportunity record
Add a link to the root opportunity folder in the customer relationship management system so anyone viewing the opportunity can quickly access the files.
Step 6: Communicate folder location to the core team
Send a short message to the people involved in the opportunity, sharing the folder link and asking them to save all new opportunity-related documents in this structure going forward.
Document client stakeholders and roles
Step 1: List all known client contacts
From discovery and site visits, list everyone on the client side who has been involved so far, including owners, facility managers, user representatives, and consultants such as architects or project managers.
Step 2: Identify decision-makers, influencers, and users
For each contact, decide whether they are a decision-maker, an influencer, or an end user. If you are unsure, use notes from the discovery call and ask clarifying questions in future conversations.
Step 3: Record roles and responsibilities in the system
In the opportunity record, add each stakeholder with their role and relationship to the project (for example, “facility director – prioritizes keeping building operational,” or “finance – concerned with budget and risk”).
Step 4: Capture individual priorities or concerns
Note what each person has expressed as important, such as schedule, disruption, budget, design quality, or safety. These details will help you address their concerns in proposals and meetings.
Step 5: Note any internal politics or sensitivities
If you become aware of internal dynamics (for example, tension between departments, past contractor issues), write a brief, factual note in a place that internal staff can see but that is not shared externally.
Step 6: Keep stakeholder list updated as new people appear
As you interact with the client and their partners, add any new stakeholders to the opportunity record and update roles and concerns as you learn more.
Capture pursuit strategy and positioning notes
Step 1: Review what you know about client needs and concerns
Look at your notes on client drivers, constraints, and frustrations with past projects or contractors. Use these points as the foundation for your positioning.
Step 2: Identify your key strengths for this opportunity
List the two or three strengths that matter most here, such as experience in that facility type, success with occupied renovations, or strong local trade partners. Avoid generic strengths that could apply to any firm.
Step 3: Consider likely competitors and their strengths
Think about which other firms the client may be considering and what they are known for. Note where they might be stronger or weaker so you can plan how to stand out.
Step 4: Write a short “why us” statement
Draft two or three sentences that express why your firm is a good fit for this project and client, using specific, concrete reasons. This statement will guide proposal and presentation messaging later.
Step 5: Record initial strategy notes in the opportunity
Enter your strategy notes and “why us” statement into the opportunity record in a clearly labeled section. Make the language clear so others can understand it without extra explanation.
Step 6: Review and refine strategy with sales or business development leadership
For significant opportunities, share your initial strategy summary with a sales or business development leader and adjust based on their own experience with similar clients.
Align opportunity with marketing and lead source tracking
Step 1: Verify lead source on the opportunity
Check that the opportunity has the correct lead source set, matching the original lead. If it is missing or incorrect, update it to match how the client first engaged with your company.
Step 2: Link to any specific marketing campaign
If this opportunity came from a specific campaign, event, or referral program, select that campaign in the appropriate field or record it clearly in the notes using the standard naming convention.
Step 3: Confirm referral information if applicable
If a client, architect, trade partner, or employee referred this opportunity, make sure their name and company are recorded in the referral fields. This will support proper recognition later.
Step 4: Ensure data is consistent with lead record
Compare the opportunity’s source and campaign fields to the lead record. Correct any mismatches so reports do not show conflicting information for the same pursuit.
Step 5: Note any cross-sell or account development context
If this opportunity is part of a broader relationship expansion with the client, write a brief note in the opportunity explaining how it fits into the overall account strategy.
Step 6: Save and test basic reporting views
After updating, quickly run or refresh a simple report or dashboard that shows opportunities by lead source or campaign. Confirm that this opportunity appears where expected.
Schedule internal opportunity review or handoff meeting
Step 1: Decide whether a formal review is required
Based on project size, complexity, and company policy, determine whether this opportunity requires a formal review meeting or a lighter, informal handoff. Larger or higher-risk jobs usually need a more structured review.
Step 2: Identify required internal participants
List who should attend the review, such as the salesperson, estimating lead, potential project manager, and an operations or preconstruction leader. Include finance or leadership for very large or strategic pursuits.
Step 3: Prepare a brief opportunity summary
Create a one-page or slide summary that includes client name, project description, location, estimated value, timing, decision process, and your initial strategy notes. This summary will keep the meeting focused.
Step 4: Schedule the meeting or call
Send a calendar invitation with a clear title (for example, “Opportunity Review – ABC 5th Avenue Office Renovation”) and attach the summary and a link to the opportunity folder. Choose a time that allows enough lead time before any proposal or budget deadlines.
Step 5: Set a simple agenda for the review
In the invite description, outline the agenda: review opportunity facts, confirm fit and capacity, discuss pursuit strategy, and agree on next steps and owners. This prevents the meeting from becoming a loose discussion.
Step 6: Update the opportunity with meeting details
In the opportunity record, note the date and time of the review and who will attend. After the meeting takes place, you will later add decisions and action items as part of your ongoing sales process.
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