Define a stage by evidence
Choose a clear action or fact that moves an opportunity forward. For example, qualification might require a confirmed need and a conversation with the person responsible for the decision.
Keep the record useful
Ask for fields the team actually uses in follow-up. Give every active opportunity an owner and a next action so the pipeline becomes a working tool.
Automate a stable step
Once a handoff is understood and used, test an assignment rule or reminder on a small sample. Track exceptions and give the team a way to correct them.