Customizing Deal Stages for Projects Through Staffing Firms

1. Why a Different Workflow for Staffing-Firm Projects?

1. Additional Layer: You’re not dealing with the end client initially; you first interface with the staffing firm’s process. There may be an internal “application” or “submission” step before the client sees your credentials.
2. Different Relationship: You might have minimal direct client interaction until they pick you from a pool of candidates. The staffing firm often pre-qualifies you or arranges the initial pitch.

So while you can reuse many of the standard consulting stages (Identified Opportunity, Submitted Proposal, Contracting, etc.), you’ll add or adapt stages to reflect the unique steps involving the staffing firm.

2. Recommended Deal Stages for Staffing-Firm Opportunities

Below is a suggested set of stages, building on the standard custom stages but including two extra ones for the staffing firm scenario:

1. Identified Opportunity
   • You see the opportunity that the staffing firm (or platform) shared.
   • You haven’t indicated interest or responded yet.
2. Raised Hand (New)
   • You actively show interest in the project. Perhaps you submit a short summary of your fit, your rate, or a brief statement of qualifications.
   • Note: You haven’t yet spoken with the end client—this is still with the staffing firm.
3. Client Interested (New)
   • The end client, after reviewing your profile or the short summary, shows interest. They want to talk or proceed with a formal discussion.
   • The staffing firm sets up a next step—like an interview or “discovery” call.
4. Completed Context Discussion
   • You’ve now had a conversation (virtual or phone) with the end client.
   • If they’re still enthusiastic, you’ll move forward to the next steps.
5. Submitted Proposal
   • Depending on the staffing firm, you might have to submit a more detailed proposal or scope.
   • Once you’ve delivered that, the deal moves here—waiting for the client’s decision.
6. Contracting
   • The client chose you. You’re finalizing contract details. Possibly dealing with the staffing firm for the actual contract or directly with the end client—each firm’s process varies.
7. Won – Active
   • The project is confirmed, and you’re actively working. You’re billing hours or delivering the service.
8. Won – Completed
   • The project wrapped up successfully. A final stage indicating the project is done.
9. Lost
   • You did not get the project, or it was canceled, or you withdrew.
   • Often you record a lost reason, e.g., “Client chose another candidate” or “Client’s project canceled.”
10. On Hold
    • The project is delayed or paused. The client told the staffing firm they’ll revisit in a few months.
    • Keep it here with a reminder to follow up later.

3. How These Stages Fit Into the Existing Framework

You’ll notice these stages closely mirror the “direct client” stages but inserted are Raised Hand (expressing interest to the staffing firm) and Client Interested (the end client responds positively). Everything else—like Identified Opportunity, Submitted Proposal, Contracting, On Hold, Won – Active, Won – Completed, Lost—functions similarly, just with an added layer of staffing firm involvement in the early steps.

4. Creating or Editing Deal Stages in HubSpot

4.1 Accessing Pipelines

1. Go to Settings: Click the gear icon in the top-right of HubSpot.
2. Objects → Deals: In the left sidebar, pick “Deals.”
3. Select or Create Pipeline: If you already have a pipeline, click “Edit.” If you want a separate pipeline for staffing-firm projects, choose “Create pipeline.”

4.2 Adding or Renaming Stages

• Add Stage: Create a new stage for “Raised Hand” or “Client Interested.”
• Rename Stage: If you want to change existing stages (e.g., rename “Proposal Sent” to “Submitted Proposal”), do so here.
• Set Probability (optional): Helps forecasting if you use pipeline analytics (e.g., “Client Interested” might carry a 40% close probability, while “Contracting” might be 80%).

4.3 Saving & Using the New Stages

• Save: Once you’ve added/renamed stages, click save.
• Moving Deals: In the deal board view, drag deals to the correct column—like “Raised Hand” or “On Hold.”
• Managing: Over time, keep these deals updated. If the staffing firm says the client is postponing the project for 3 months, move the deal to “On Hold.”

5. Why Distinguish Staffing-Firm Deals?

1. Separate Pipeline (Optional)
   • If you do both direct projects and staffing-firm projects, you might want separate pipelines to keep each set’s stages distinct and see them at a glance.
   • If you prefer one pipeline, just add the new stages into your main pipeline.
2. Better Reporting
   • Identify your success rate with staffing firms. See how many “Raised Hand” deals ultimately become “Won – Active.”
   • Compare if your win rate is higher or lower than direct client pursuits.
3. Clearer Next Actions
   • “Raised Hand” or “Client Interested” clarifies you’re in that in-between where the staffing firm might be the gatekeeper before you talk directly to the end client.