Make the outstanding decision visible
An inquiry awaiting discovery, a project missing a site measurement and a sent proposal awaiting a response need different follow-up. Record the actual decision or missing input, not simply a generic open status. Keep the selected pergola and relevant quotation revision attached to that commercial record.
Assign ownership and timing
Write a next action that resolves the outstanding question: confirm glass layout with the buyer, request a missing measurement, or discuss the issued proposal on the agreed date. Give it one owner. When another person takes over, transfer the action with the relevant design and quote. If reminders are connected to a CRM, define which system records completion so an email notification cannot leave the underlying task open.
Review overdue work and outcomes
Check unassigned and overdue qualified projects using consistent stage definitions. Record whether the buyer requested another option, postponed the work or declined the proposal. Use these outcomes to improve scope explanation and response practices, while keeping automated reminders separate from proof of an actual customer conversation.
Implementation checklist
- Outstanding decision named
- Current quote attached
- Action owner and date
- Outcomes recorded