--- name: stale-deal-reactivation description: Identify dormant deals and trigger re-engagement campaigns to reactivate stalled opportunities. Use when detecting stale deals, creating re-engagement campaigns, reactivating dormant pipeline, identifying at-risk stalled deals, or cleaning up old pipeline. Triggers on phrases like "stale deal", "dormant deal", "stalled deal", "deal reactivation", "pipeline cleanup", "dead deal", "re-engagement campaign", "old opportunity". --- # Stale Deal Detection & Re-activation Identify dormant deals in your pipeline and trigger systematic re-engagement campaigns to revive stalled opportunities before they die. ## Workflow 1. Monitor last activity date on all open deals across pipeline stages. 2. Flag deals with no activity exceeding stage-specific thresholds (Discovery: 30 days, Demo: 21 days, Proposal: 14 days, Negotiation: 10 days). 3. Send automated alert to assigned rep with deal context: days since last touch, last interaction summary, deal value, and suggested re-engagement tactics. 4. Auto-draft personalized re-engagement email for rep review and send. 5. If still no activity after 14 days, escalate to manager for intervention. 6. After 30 days with no activity, recommend moving to "nurture" status or closing as lost. 7. Track reactivation success rates by reason for staleness and re-engagement method. ## Staleness Thresholds by Stage ``` STALENESS DETECTION THRESHOLDS ══════════════════════════════════════════════════════════════════════ Stage-Specific Activity Thresholds: ╔═══════════════════════════╦═══════════════════════════════════════════╗ ║ Pipeline Stage ║ Days Without Activity = Stale ║ ╠═══════════════════════════╬═══════════════════════════════════════════╣ ║ Prospecting ║ 60 days ║ ║ Discovery ║ 30 days ║ ║ Demo/Presentation ║ 21 days ║ ║ Proposal/Quote ║ 14 days ║ ║ Negotiation ║ 10 days ║ ║ Verbal Commit ║ 7 days ║ ╚═══════════════════════════╩═══════════════════════════════════════════╝ Rationale: Later-stage deals have higher urgency and shorter expected cycle times. A deal stuck in Negotiation for 10 days is more concerning than one in Prospecting for 60 days. ACTIVITY DEFINITION (What Counts as "Activity"): → Two-way communication: Email reply from prospect, phone conversation, meeting held → NOT activity: One-way email sent by rep, voicemail left, LinkedIn connection sent → Rationale: Only mutual engagement indicates deal is alive STALENESS SEVERITY LEVELS: → WARNING (80% of threshold): Example: Discovery deal at 24 days without activity (threshold: 30 days) Action: Yellow flag in CRM, gentle reminder to rep → STALE (100% of threshold): Example: Discovery deal at 30+ days without activity Action: Red flag in CRM, alert to rep + manager, auto-draft re-engagement email → CRITICAL (150% of threshold): Example: Discovery deal at 45+ days without activity Action: Escalation to manager, deal review meeting, re-engagement campaign → DEAD (200%+ of threshold): Example: Discovery deal at 60+ days without activity Action: Manager decision: move to nurture or close as lost ``` ## Re-Engagement Campaign Framework ``` RE-ENGAGEMENT CAMPAIGN BY STAGE ══════════════════════════════════════════════════════════════════════ Stage 1 — Prospecting (60+ days stale): → Re-engagement email template: Subject: "[Prospect Name], quick question about [topic from last conversation]" Body: "Hi [Name], it's been a while since we last connected about [topic]. I wanted to check in — is [original pain point] still a priority for you? If timing isn't right, I totally understand and can circle back later. Either way, happy to share [relevant resource] in the meantime." → Follow-up (7 days later): "Hi [Name], I'll close the loop on this — no more follow-ups from my side. If [pain point] becomes a priority again, I'd love to help. Best of luck!" → Expected re-engagement rate: 5–10% → If no response: Close as lost, add to long-term nurture Stage 2 — Discovery (30+ days stale): → Re-engagement email template: Subject: "Following up on [specific pain point discussed]" Body: "Hi [Name], reflecting on our conversation about [pain point], I wanted to share [relevant case study/data point] that might be helpful. [Customer X] had a similar challenge and achieved [result]. Would you be open to continuing our conversation? If now isn't the right time, just let me know when might work." → Follow-up (5 days later): Phone call: "Hi [Name], I sent a note about [topic] — wanted to check if you had a chance to review. Still interested in exploring this?" → Expected re-engagement rate: 15–25% → If no response: Escalate to manager for intervention Stage 3 — Demo (21+ days stale): → Re-engagement email template: Subject: "[Prospect Name], next steps on [product/demo]" Body: "Hi [Name], following up on our demo of [product]. I know things get busy — wanted to check where things stand on your end. Are you still evaluating solutions for [use case]? If you have questions from the demo, I'm happy to jump on a quick call." → Follow-up (3 days later): Personalized video message: "Hi [Name], quick video following up on our demo. Wanted to answer [specific question from demo] and see if you're ready to move forward." → Expected re-engagement rate: 20–35% → If no response: Manager intervention + executive outreach if high-value deal Stage 4 — Proposal (14+ days stale): → Re-engagement email template: Subject: "Quick question about the proposal for [Company]" Body: "Hi [Name], checking in on the proposal I sent on [date]. Do you have any questions or need additional information? I'm happy to jump on a call to walk through anything. Also, [time-sensitive element — pricing expires, implementation slot availability] if helpful for timing." → Follow-up (2 days later): Phone call: Direct outreach to decision-maker, ask for status update → Expected re-engagement rate: 30–50% → If no response: Executive outreach + deal review with manager Stage 5 — Negotiation (10+ days stale): → Re-engagement email template: Subject: "[Prospect Name], quick update on [deal term]" Body: "Hi [Name], I wanted to follow up on [specific negotiation point]. I've [updated term, got approval, added concession] — thought this might help move things forward. Are you available for a quick call to finalize?" → Follow-up (1 day later): Phone call + manager involvement: "Hi [Name], [Manager Name] and I want to make sure we're addressing everything needed to close. Can we schedule a call?" → Expected re-engagement rate: 40–60% → If no response: Executive escalation + legal/finance involvement if needed RE-ENGAGEMENT SUCCESS METRICS: ╔═══════════════════════════╦═══════════════════════════════════════════╗ ║ Metric ║ Target ║ ╠═══════════════════════════╬═══════════════════════════════════════════╣ ║ Stale deals identified/mo ║ 10–30% of active pipeline ║ ║ Re-engagement emails sent ║ 100% of stale deals within 48 hours ║ ║ Re-engagement response ║ 15–25% overall (varies by stage) ║ ║ Deals reactivated ║ 10–20% of stale deals ║ ║ Reactivated deals won ║ 20–35% of reactivated deals ║ ║ Revenue recovered ║ $50K–$200K/month from stale deals ║ ║ Average reactivation time ║ 14–30 days from first re-engagement ║ ╚═══════════════════════════╩═══════════════════════════════════════════╝ ``` ## Edge Cases - **False stale deals**: Deal appears stale but is actually in internal approval process (budget review, legal review, committee decision) - Resolution: Add "internal process" flag to deal record when prospect mentions internal approval; extend staleness threshold by 30 days for flagged deals; check in monthly rather than weekly during internal process; ask rep to identify internal timeline during discovery call - **Prospect ghosting**: Prospect completely stops responding despite multiple re-engagement attempts - Resolution: Implement "breakup email" after 3 re-engagement attempts ("I'll close the loop — no more follow-ups. If timing changes, I'd love to help."); move to nurture campaign with quarterly check-ins; close as lost after 90 days of no response; analyze ghosting patterns (by stage, industry, competitor) to identify root causes - **Competitor interference**: Deal goes stale because competitor entered the picture - Resolution: Detect competitor mentions in CRM or call recordings; update deal with competitor field; trigger competitive battlecard workflow; adjust re-engagement messaging to address competitive differentiation; offer competitive displacement incentives (migration support, switching discount); escalate to manager for competitive deal strategy - **Budget/timing delays**: Deal goes stale due to budget freeze or timing mismatch (not lost, just delayed) - Resolution: Flag deal as "deferred" rather than "stale"; set future re-engagement date based on prospect's timeline (e.g., "Q3 budget cycle"); add to nurture campaign with light touch (quarterly check-ins); track deferred deal re-engagement rates; analyze common deferral reasons to improve qualification process ## Integration Points - **Salesforce CRM**: Staleness detection rules, automated alerts, deal status tracking; $25–$3,000/month per user - **Outreach.io/SalesLoft**: Re-engagement sequence automation and activity tracking; $80–$200/month per user - **Gong/Chorus**: Staleness detection from call activity gaps; competitor mention alerts; $120–$240/month per user - **Tableau/Looker**: Stale deal analytics dashboards; $70–$1,200/month per user - **HubSpot CRM**: Staleness workflows and automated re-engagement; $45–$3,200/month - **Slack**: Stale deal alerts and escalation notifications; custom channels - **Clari**: Revenue intelligence with stale deal detection; custom pricing - **Revenue.io**: Sales analytics with pipeline health scoring; $15,000–$50,000/year - **Gecko Board**: Real-time pipeline dashboards with staleness indicators; $99–$499/month - **PandaDoc**: Proposal view tracking (detects when proposal is viewed but no follow-up); $19–$49/month per user