Team Stoplight Tracking · The Cowboy Sales Process

Objective: To implement a brutally effective daily tracking system that drives sales team accountability, diagnoses performance issues in real-time, and creates a culture of high performance. This isn't about micromanagement; it's about clarity.

Initial Diagnostic: How Clear is Your Current System?

Before you build, let's assess. Answer these questions with a simple Yes or No.

Can you, right now, state the 2-3 most critical KPIs for every sales rep from yesterday without looking them up? ___

Does every single person on your sales team know exactly what numbers constitute a "good day" vs. a "bad day"? ___

Do you have a pre-defined, non-emotional process for handling a rep who is underperforming for a week straight? ___

If you answered "No" to any of these, you have ambiguity in your process. The Stoplight System is designed to eliminate it.

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Part 1: The Philosophy – Measure What Matters

Your team can't improve what they don't measure. The Stoplight System is a daily scorecard that removes all ambiguity about what a "good day" looks like. It forces a daily, honest conversation about performance, centered on a few critical Key Performance Indicators (KPIs).

The system is built on a simple visual cue:

Green: Goal crushed. Automatic win for the day.

Yellow: Progress made, but the ultimate goal was missed.

Red: Goal missed. This is a data point, not a judgment. It signals that something needs to be addressed.

This framework allows you to instantly see who is performing, who is struggling, and why.

Build Your Tracker – Define the Rules of the Game

This is where you design your team's scorecard. An effective system is simple and tailored to your business.

Build Your Tracker

Build Your Tracker

ACTION BLOCK 1: Define Your Core KPIs

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ACTION BLOCK 2: Set Your Stoplight Rules

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Part 2: The Tool – The Acquisition Manager (AM) Stoplight Tracker

The engine of the system is a simple spreadsheet, designed for maximum clarity and minimal administrative work.

Tracker Structure

The tracker is set up with daily columns, with each sales representative (or "Acquisition Manager") having their own set of rows for their specific KPIs.

Who

Mesurable

Goal

Day 1

Day 2

Day 3

Rep 1

Outbound Calls

Appts Completed

Contracts

Rep 2

Outbound Calls

Appts Completed

Contracts

There are no rows in this table

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Defining the KPIs & Goals

These numbers are a starting point. You must adjust them to fit your business model. The key is to identify the 2-3 core activities that directly lead to revenue.

Measurable 1: Outbound Calls

Goal: 60

Purpose: This is a top-of-funnel activity metric. It measures raw effort and consistency. Is the rep putting in the required volume?

Measurable 2: Appointments Completed / Offers Made

Goal: 3

Purpose: This measures the quality of the activity. It's not just about making calls; it's about successfully moving a conversation forward to a tangible next step (in this case, an offer).

Measurable 3: Contracts

Goal: 1

Purpose: This is the ultimate bottom-line result. Did the day's activities lead to a win?

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Part 3: The Battle Rhythm – Daily Implementation

This system only works if it's integrated into your team's daily operations.

Step 1: End-of-Day Reporting (The Rep's Responsibility)

At the conclusion of their shift, every single sales rep must update the tracker with their numbers for the day. No exceptions. This should take less than 60 seconds. This is non-negotiable.

Step 2: Morning Meeting Huddle (The Manager's Responsibility)

The manager reviews the previous day's Stoplight report before the morning team meeting.

The meeting begins with a review of the numbers. This is a direct, data-driven conversation.

"Okay, Jon, I see your numbers from yesterday. Talk me through them."

"You hit 40 calls and 2 offers. We were red. What happened?"

"Why do you think we didn't get to our 60 calls? What obstacles did you face?"

The goal is to diagnose problems, not to place blame. The data facilitates a coaching conversation. The tracker shows what happened; the conversation reveals why.

The Consequences – How Do You Make It Stick?

Accountability requires consequences. If there are no stakes, the system is just a suggestion. This is where you define the "teeth."

ACTION BLOCK 3: Design Your Consequence Protocol

Think like a coach, not a boss. The goal is to correct behavior and improve performance, not to punish.

The Trigger: My Performance Improvement Plan (PIP) is triggered when a rep has ___ red days in a row. (The video suggests 7, but it could be 5 for a faster-paced environment).

The Performance Plan: My PIP lasts for ___ business days. During this time, the expectations are ____________________________________________________________________.

(Be specific. E.g., "The rep must have zero red days and at least one green day during the 5-day plan.")

The Final Step: If a rep fails their PIP, my next step is ____________________________________________________________________.

(This should be the "sit-down conversation" to diagnose the root cause—skill, will, or personal issues—and make a final decision about their role on the team.)

Hitting your KPIs starts with having the right leads. Prexium makes sure your team never runs short. Join Prexium today 👉

The Cowboy Marketer⁠

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