Define the stages
Describe what must have happened before an opportunity advances. Avoid stages based only on internal activity such as "email sent."
Minimum research
Record the likely problem, public signals, people involved, and questions to validate. Separate facts from assumptions.
Conversation
Prepare questions about the current situation, impact, decision process, and constraints. Summarize what you understood before proposing a solution.
Follow-up
Every opportunity needs a next step, owner, and date. Review losses to improve the process, not to assign blame.