Lead Intake & Qualification Workflow Guideline

Department

	Section
1	Purpose
2	Scope
3	Roles & Responsibilities
4	Definitions
5	Operating Model
6	Step-by-Step Process
7	Asana Card Templates
8	Checklist (Marketing Use)

Purpose

This guideline defines how Marketing at Kiluth receives leads, qualifies them, and hands off qualified leads to Sales with clear handoff artifacts. The goal is to keep lead handling consistent, fast, and traceable in Asana.

Outcome
Every lead has one clear owner, one clear next action, and a clean handoff to Sales when qualified.

Scope

This document covers:

	This document covers:
1	Lead intake: creating a single source of truth in Asana for each lead
2	Qualification: verifying fit, urgency, and next action
3	Handoff to Sales: providing Sales with the minimum information required to start the lead-to-deal process

This document does not cover:

	This document does not cover:
1	Scope estimation / proposal creation (see Account Management guidelines)
2	Project delivery (see Delivery guidelines)

Roles & Responsibilities

Role	Responsibility
Marketing	Owns lead intake, qualification, and the handoff package to Sales
Sales	Owns the sales process after handoff (discovery, scoping coordination, proposal, closing)
Business Executive	Oversees escalation/priority decisions when needed (case-by-case)

Definitions

Term	Definition
Lead	A potential client inquiry (inbound or outbound) that may become an opportunity
Qualified lead	A lead that meets minimum criteria and has a clear next step with Sales
Handoff artifact	A minimum set of info/links that Sales needs to proceed without re-asking basics
Checkpoint	A required completion point before proceeding to the next step
Decision point	A branching choice (e.g., qualify vs. disqualify) with an explicit recorded outcome

Operating Model

	Operating Model
1	Asana is the system of record for work tracking, approvals, and handoffs.
2	Use checkpoints and decision points: don’t move forward until the previous step is “done”, and branches are explicit.
3	Handoff order: upstream defines handoff artifacts/exit criteria; downstream defines execution after handoff.

Outcome
At any point, we can answer: what’s the current state, who owns it, and what’s needed to move forward.

Step-by-Step Process

	Step
1	Create/identify the lead record in Asana (Checkpoint): Create a single Asana task for the lead (or confirm one already exists) and link any source context (website form, email thread, message, referral note).
2	Triage and categorize (Checkpoint): Identify the lead source, basic request type, and urgency. If information is insufficient, request missing basics before spending time on deeper qualification.
3	Qualify the lead (Checkpoint): Confirm (at minimum) client identity, what they want, rough budget signal (if available), rough timeline signal (if available), and decision-maker/contact. Capture key constraints and any obvious risks/complexity.
4	Decision point: Qualified? Record the outcome in the Asana task. Use the table below.
5	If qualified → hand off to Sales (Checkpoint): Create/complete the Sales handoff task with the minimum handoff artifacts, then assign to Sales and move the lead to the correct stage/status.
6	If not qualified → close the loop (Checkpoint): Record the reason (briefly), the follow-up action (nurture / waitlist / refer / close), and who owns the follow-up (if any).

Outcome	Action
Qualified	Proceed to handoff. Assign Sales, include required handoff artifacts, and state the next action requested from Sales (e.g., schedule discovery call).
Not qualified (for now)	Record the reason and next step (e.g., revisit in X months, request missing info, decline). Keep the lead task closed or moved to a “Nurture / Waiting” area as appropriate.

Asana Card Templates

	Asana Card Template
Title	Lead intake: [Client/Lead name]
Assignee	Marketing
Description	Source: [Website / Referral / Outbound / Other] Client/Company: [Name] Contact: [Name + role + email/phone] Summary of request: [1–3 sentences] Links: [Form submission / email thread / message link] Next step needed from Marketing: - [e.g., ask for missing info / schedule qualification call]

	Asana Card Template
Title	Qualify lead: [Client/Lead name]
Assignee	Marketing
Description	Qualification notes (minimum): - What they want: [summary] - Budget signal: [known / unknown + what was said] - Timeline signal: [known / unknown + what was said] - Decision maker / buyer: [name/role if known] - Constraints / risks: [bullets] Decision point (record outcome in task): Qualified / Not qualified If qualified: prepare Sales handoff with required artifacts.

	Asana Card Template
Title	Sales handoff: [Client/Lead name]
Assignee	Sales
Description	Marketing handoff summary: - Client/Company: [Name] - Primary contact: [Name + role + contact] - What they want: [summary] - Why now: [urgency / trigger if known] - Budget signal: [what we know] - Timeline signal: [what we know] - Constraints / risks: [bullets] - Source context link(s): [links] Requested next action from Sales: - [e.g., schedule discovery call / confirm fit / start scope discussion] Notes: - If any info is missing, list what Sales should confirm first.

Checklist (Marketing Use)

Lead intake & qualification

	Checklist
1	[ ] Lead has a single Asana task (no duplicates)
2	[ ] Source context links are attached (form/email/message/referral)
3	[ ] Basic lead summary is captured (what they want, who they are)
4	[ ] Qualification notes captured (budget/timeline signals if available)
5	[ ] Decision point outcome is explicitly recorded (Qualified / Not qualified)

If qualified → Sales handoff

	Checklist
1	[ ] Sales handoff task created with minimum handoff artifacts
2	[ ] Sales assigned and next action requested is clear

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