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Qualifying Prospects

Not every prospect is a good fit. This page defines how to identify good versus bad fit early in conversations.

Qualification Decision Flow​

Why Qualification Matters​

  • Misaligned prospects become problem engagements
  • Time spent on bad-fit prospects is time not spent on good ones
  • Saying no early is better than failing mid-engagement
  • Our reputation depends on successful engagements

Good Fit Indicators​

A prospect is likely a good fit if they:

Organizational Characteristics​

  • Are a small or medium business seeking control and flexibility
  • Have internal IT capability or willingness to build it
  • Value ownership of systems and data
  • Are cautious about vendor lock-in
  • Understand that systems require ongoing investment

Attitude Indicators​

  • Ask thoughtful questions about trade-offs
  • Want to understand, not just buy
  • Are willing to invest in training and enablement
  • Accept that they will have operational responsibilities
  • Have realistic timelines and expectations

Technical Indicators​

  • Are open to open-source solutions
  • Have or are willing to arrange hosting infrastructure
  • Understand that software requires maintenance
  • Are not looking for a "set and forget" solution

Poor Fit Indicators​

A prospect is likely a poor fit if they:

Organizational Characteristics​

  • Want a vendor to "just handle everything"
  • Have no internal IT capability and no intention to build one
  • Are looking for the cheapest possible option
  • View software as a one-time purchase, not ongoing investment
  • Have extremely aggressive or unrealistic timelines

Attitude Indicators​

  • Want guarantees about third-party software behavior
  • Resist learning about the systems they'll operate
  • Expect 24/7 support or on-call availability
  • Push back on clear scope definitions
  • Ask repeatedly for things we've said we don't do

Technical Indicators​

  • Need managed hosting but refuse to arrange it separately
  • Have complex requirements but minimal budget
  • Want heavy customization as a first priority

Qualification Questions​

Use these questions early in conversations:

Understanding Their Situation​

  • "Tell me about your current systems and what's driving this change"
  • "What does your internal IT capability look like?"
  • "Who will be responsible for operating this system day-to-day?"
  • "What's your timeline, and what's driving that timeline?"

Testing Alignment​

  • "How do you feel about open-source software?"
  • "Are you comfortable being responsible for hosting and infrastructure?"
  • "What level of ongoing investment are you planning for maintenance and updates?"
  • "How important is it that you can operate independently of any vendor?"

Surfacing Expectations​

  • "What would success look like for this project?"
  • "What are you expecting from a consultant in this engagement?"
  • "Have you worked with consultants before? What worked or didn't work?"
  • "What happens after the initial implementation?"

Handling Misalignment​

When you identify misalignment, address it directly:

"Based on what you've described, I want to be upfront: our model may not be the best fit for your needs. You're looking for [X], and we specifically don't provide that. Would it be helpful if I explained why, or would you prefer I point you toward vendors who do offer that?"

This is not a failure — it's protecting both parties from a problematic engagement.

Escalation​

If you're uncertain about fit, escalate internally before proceeding. See Escalation for procedures.