How to Make Business Development a Firmwide System, Not a Personality Trait

Many consulting firms depend on the founder or a few charismatic partners to bring in new business. That approach works until it doesn’t. When those rainmakers reach their capacity, get too busy, or fail to evolve their approach, the firm’s growth stalls.

If your business development function is driven by instinct instead of infrastructure, you’re leaving scalability to chance. The firms that grow predictably treat BD as a system, not a personality trait.

Here’s how to build one.

1. Replace Instinct with a Proven Method

A structured process outperforms individual heroics every time. That’s why high-performing firms use The Short List Method to organize and operationalize their business development.

It’s straightforward and effective:

1. Set a SMART goal. Be clear about what you’re trying to accomplish this quarter—whether it’s entering a new vertical, increasing referrals, or moving upmarket.
2. Create your Short List. Identify 9–35 key relationships who are essential to reaching that goal. They should include Clients, Prospects, and Connectors (both internal and external).
3. Nurture intentionally. Stay top-of-mind with personalized outreach and helpful value-adds. Think introductions, insights, and invitations. Avoid high-volume, low-value marketing blasts.
4. Play the long game. It takes an average of fourteen meaningful interactions to move from first contact to first contract.
5. Track everything. Use a CRM, spreadsheet, or relationship management tool to maintain visibility and accountability.

When everyone follows the same playbook, you eliminate randomness and create a firmwide growth engine.

2. Build Business Development into the Culture

Professionals who “get around to BD when there’s time” never grow consistently. The most successful firms make BD part of the culture.

That starts with leadership alignment:

• Compensate for growth. Your incentives should meaningfully reward those who contribute to the top line, not just those who deliver client work. The people in your team will shape their behavior according to the fastest and easiest path to remuneration.
• Normalize accountability. Regular coaching, peer check-ins, or BD pods keep the process alive without micromanagement.
• Make it manageable. Even a 30-minute block per week of proactive outreach compounds into meaningful opportunities over time.

When business development is viewed as a shared responsibility, it stops being a chore and becomes a competitive advantage.

3. Measure the Inputs, Not Just the Outcomes

Lagging indicators like revenue and profit are important, but they’re history. If you want to manage BD proactively, you need to measure leading indicators:

• Number of outreach actions
• Quality and consistency of relationship engagement
• New introductions or cross-sell opportunities generated

These metrics also create early warning signals and help you identify who needs coaching, process tweaks, or better tools.

4. Reinforce Progress with Feedback Loops

Without feedback, your BD system becomes a checklist. People need to see that their outreach efforts matter.

You can build feedback loops by:

• Having senior leaders debrief with team members after pitches or client meetings
• Recognizing consistent effort publicly, not just big wins
• Sharing success stories across the firm to reinforce what good BD looks like
• Using your CRM or relationship tracker to highlight where the pipeline is strongestand where it’s leaking

When professionals can connect their actions to real results, engagement and confidence skyrocket.

5. Coach the System, Not Just the Individual

Strong systems outperform strong personalities. That’s why firm leaders should reinforce The Short List Method at every level—from new hire onboarding to partner development.

That means:

• Embedding BD goals into performance plans
• Teaching every professional to build and manage their own Short List
• Rewarding collaboration and consistency, not just closing deals
• Recognizing when internal efforts aren’t producing results, and bringing in professional BD coaches who can accelerate the process

When the system itself is healthy, individual talent thrives inside it.

Final Thoughts

Scaling business development across a firm requires structure, not superstition.

When you define a clear process, track the right metrics, and coach around consistency, you turn growth into something predictable.

That’s how consulting firms evolve from being founder-driven to system-driven—and realize the full selling potential in their teams.

Author

David Ackert
CEO of PipelinePlus and bestselling author of The Short List: Relationship Building for Professional Growth. His firm enables successful sales functions for proserv firms, generating at least 3X ROI.