PagesSales & CRMOfficial

🔬Proof of Concept Plan

Define success criteria, timeline, and stakeholders for a structured product evaluation with a prospect.

by Peopsy

Preview: Proof of Concept Plan

Proof of Concept Plan

⚠️

Agree on this plan with the prospect BEFORE starting the POC. An undefined POC is a free trial with no commitment to buy.

POC Overview

Field

Details

Account

[Company Name]

Executive Sponsor

[Name, Title]

Technical Lead (Buyer)

[Name, Title]

AE (Seller)

[Name]

SE (Seller)

[Name]

POC Duration

[X weeks]

Start Date

[Date]

Decision Date

[Date]

Objectives

What does the prospect want to validate during this POC?

  • [Objective 1: e.g., Validate that the platform can handle their deal pipeline workflow]

  • [Objective 2: e.g., Confirm integration with their existing CRM]

  • [Objective 3: e.g., Demonstrate time savings for the sales team vs. current process]

Success Criteria

💜

Every success criterion must be measurable and agreed upon in advance. Vague criteria like "the team likes it" are not success criteria.

Criteria

Metric

Target

Measurement Method

Pipeline visibility

Time to generate pipeline report

Under 2 minutes

Timed user test

CRM integration

Data sync accuracy

99%+ records synced

Audit comparison report

Team adoption

Active daily users

80% of pilot group

Product analytics dashboard

Time savings

Hours saved per rep per week

3+ hours

Before/after time tracking

Evaluation Timeline

Week

Activities

Milestone

Owner

Week 1

Environment setup, data import, training

Pilot team onboarded

[SE]

Week 2

Active usage against use cases

Success criteria test begins

[Buyer + SE]

Week 3

Integration testing, edge cases

Integration validated

[Buyer IT + SE]

Week 4

Results review, stakeholder demo

POC results presented

[AE + SE]

Technical Requirements

Environment provisioned with sample data by [date]

SSO / authentication configured by [date]

CRM API access granted by buyer IT by [date]

Pilot user accounts created for [X] users by [date]

Training session scheduled for [date]

Risks & Mitigations

  • [Risk 1: e.g., Buyer IT team unavailable for integration] → [Mitigation: Pre-schedule all IT touchpoints]

  • [Risk 2: e.g., Low pilot user engagement] → [Mitigation: Weekly check-ins with team lead]

  • [Risk 3: e.g., Scope creep beyond agreed criteria] → [Mitigation: Refer back to this document]

Post-POC Decision Process

💡

Agree on this upfront. A POC without a defined decision process is just free consulting.

  • Decision maker: [Name and title]

  • Decision date: [Date — no more than 1 week after POC ends]

  • Decision criteria: [Met all success criteria = proceed to contract]

  • If "yes": [Contract negotiation begins by Date, target close by Date]

  • If "no": [Debrief call to understand gaps and determine if retry makes sense]

POC Participants

Name

Company

Role in POC

Email

[Name]

[Buyer Co.]

Executive Sponsor

[email]

[Name]

[Buyer Co.]

Technical Lead

[email]

[Name]

[Buyer Co.]

Pilot User

[email]

[Name]

[Seller Co.]

Account Executive

[email]

[Name]

[Seller Co.]

Solutions Engineer

[email]

About this template

An unstructured proof of concept is where deals go to die. This POC plan template helps your sales and solutions engineering team align with the prospect before a single line of code is configured. Define clear objectives, set measurable success criteria with specific targets, agree on an evaluation timeline with weekly milestones, document technical requirements, and — critically — establish what happens after the POC ends. Who makes the decision? By when? What does a "yes" look like? A well-planned POC converts at 3x the rate of an ad hoc trial. Use this template for every technical evaluation, pilot program, or proof of value engagement.

Tags

proof-of-conceptPOCpilot-programtechnical-evaluationenterprise-sales

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Weekly Planner

💜

Weekly Focus: What is the ONE thing that would make this week a success? Write it here and keep it visible.

Week of: [Date] — [Date]

Monday

Most important task for the day

Second priority task

Third priority task

Tuesday

Most important task for the day

Second priority task

Third priority task

Wednesday

Most important task for the day

Second priority task

Third priority task

Thursday

Most important task for the day

Second priority task

Third priority task

Friday

Most important task for the day

Second priority task

Wrap up loose ends and prep for next week

Weekly Review

✅

Take 15 minutes on Friday afternoon to reflect on your week. This small habit compounds into massive clarity over time.

  • What did I accomplish this week?

  • What didn’t get done and why?

  • What should I carry forward to next week?

  • What’s one thing I could improve next week?

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Plan your week with daily task lists, a weekly focus area, and an end-of-week review.

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Change Order Request

💡

Complete this form for every proposed change to the original contract scope. Attach supporting documents (sketches, specs, photos) before routing for approval.

CO Details

Field

Value

CO Number

[CO-001]

Project Name

[Project Name]

Contract Number

[Contract #]

Date Initiated

[YYYY-MM-DD]

Requested By

[Name / Company]

Priority

[Standard / Urgent / Critical Path]

Parties

Role

Name

Company

Contact

Owner / Client

[Name]

[Company]

[Email / Phone]

General Contractor

[Name]

[Company]

[Email / Phone]

Architect of Record

[Name]

[Company]

[Email / Phone]

Subcontractor (if applicable)

[Name]

[Company]

[Email / Phone]

Description of Change

Reason for Change:

  • [Owner-directed change]

  • [Design error or omission]

  • [Unforeseen site condition]

  • [Code or regulatory requirement]

  • [Value engineering]

  • [Other: describe]

Detailed Description:

[Provide a detailed narrative of what is changing, why, and what areas of work are affected. Reference drawing numbers, spec sections, and RFI numbers as applicable.]

Reference Documents

  • [RFI #___]

  • [Drawing Sheet ___]

  • [Specification Section ___]

  • [Photo / Sketch attached]

Cost Impact

⚠️

All cost estimates must include labor, material, equipment, subcontractor markup, and overhead & profit per contract terms.

Item

Description

Qty

Unit

Unit Cost

Total

1

[Labor — trade description]

[X]

[hrs]

[$XX.XX]

[$X,XXX]

2

[Material — description]

[X]

[ea/lf/sf]

[$XX.XX]

[$X,XXX]

3

[Equipment rental]

[X]

[days]

[$XXX]

[$X,XXX]

4

[Subcontractor — name/trade]

[1]

[LS]

[$X,XXX]

[$X,XXX]

Subtotal

[$X,XXX]

Overhead & Profit (__ %)

[$XXX]

Total CO Value

[$X,XXX]

Net impact to contract value: [+ / - $X,XXX]

Schedule Impact

Field

Value

Days Added / Removed

[+/- X calendar days]

Affected Activities

[List critical path activities impacted]

Revised Substantial Completion

[YYYY-MM-DD]

Concurrent Work Possible?

[Yes / No — explain]

Approval Chain

Step

Role

Name

Date

Status

1

Submitted by (Requestor)

[Name]

[Date]

[Submitted]

2

Reviewed by (PM / Superintendent)

[Name]

[Date]

[Pending]

3

Approved by (GC Principal)

[Name]

[Date]

[Pending]

4

Approved by (Architect)

[Name]

[Date]

[Pending]

5

Approved by (Owner)

[Name]

[Date]

[Pending]

Verification Checklist

Scope clearly defined and not duplicated in other COs

Cost breakdown includes all labor, material, equipment, and markup

Schedule impact reviewed with superintendent

Downstream trade impacts identified (see Cascading Impact page)

Supporting documents attached (drawings, specs, photos)

Insurance and bonding implications reviewed if CO exceeds threshold

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Client Onboarding Hub

💡

Use this hub as your single source of truth for every new client engagement. Complete the overview below, then work through each sub-page to ensure a smooth, professional onboarding experience.

Client Overview

Field

Details

Client Name

[Company Name]

Main Contact

[Name, Title, Email, Phone]

Account Manager

[Your team member]

Start Date

[YYYY-MM-DD]

Retainer Value

[$X,XXX / month]

Services

[SEO, Content, Paid Media, Social, etc.]

Communication Cadence

[Weekly calls, bi-weekly reports, monthly reviews]

Contract Length

[6 months / 12 months / ongoing]

Billing Cycle

[Monthly / Quarterly]

Primary Goal

[e.g., Increase qualified leads by 40% in 6 months]

Master Onboarding Checklist

Work through each item below. Check them off as you go — aim to complete all items within the first two weeks of engagement.

Send welcome email with onboarding packet and team introductions

Schedule kickoff call (all stakeholders from both sides)

Set up shared Slack channel or communication workspace

Collect brand assets (logos, fonts, color codes, style guide)

Configure tools access (analytics, ad platforms, CMS, social accounts)

Create client reporting dashboard with agreed-upon KPIs

Establish content/creative approval workflow and turnaround times

Document escalation paths and emergency contacts

Set up project management board with initial deliverables

Schedule recurring check-in meetings for the first 90 days

Conduct internal team briefing on client goals and sensitivities

Send first check-in summary within 48 hours of kickoff

Key Dates & Milestones

Milestone

Target Date

Owner

Status

Welcome email sent

[Date]

[Name]

Pending

Kickoff call completed

[Date]

[Name]

Pending

All access credentials received

[Date]

[Name]

Pending

Brand guidelines documented

[Date]

[Name]

Pending

Reporting dashboard live

[Date]

[Name]

Pending

First deliverable shipped

[Date]

[Name]

Pending

30-day check-in

[Date]

[Name]

Pending

90-day review

[Date]

[Name]

Pending

💜

Pro tip: Share this hub (or a client-facing version) with your new client so they can see progress and know exactly what to expect during onboarding.

🚀Agency Client Onboarding Hub

A structured multi-page hub for onboarding new agency clients — from kickoff to 90-day success.

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