If you’re trying to get buyers from “sort of interested” to “where do I sign,” your content can either help or trip you up. A tool like Heybase promises to tidy up the mess, but let’s be honest: it’s only as good as what you put into it and how you organize things. This guide’s for sales, marketing, and enablement folks who want to stop reinventing the wheel every time a deal comes up.
Let’s dig into how you can keep your buyer enablement content in Heybase organized, accessible, and actually useful—no matter how many cooks are in the kitchen.
Why Organization Matters (and What Happens When You Ignore It)
You already know why you’re here: scattered decks, outdated PDFs, and “where did I put that case study?” chaos. If your buyer enablement content is a mess, you end up with:
- Confused buyers who can’t find what they need
- Reps wasting time hunting for the right material
- Old or off-message content getting sent out (and making you look sloppy)
- Deals slowing down—or stalling out completely
Heybase is designed to centralize your buyer-facing content, but it won’t fix a dumpster fire of disorganized files. If you want to actually speed up deals and make things easier for everyone, you need a system.
Step 1: Audit What You’ve Got—And Ruthlessly Declutter
Before you organize, know what you have. Most teams are sitting on a pile of outdated, repetitive, or low-value content.
Do this first:
- Take inventory. List every asset: decks, one-pagers, pricing sheets, videos, case studies, etc.
- Identify duplicates or old versions. Ditch what’s outdated or never gets used.
- Ask your sales team what’s actually helpful (and what’s just noise).
- Be ruthless. If you haven’t used it in months and nobody misses it, archive or delete.
Pro tip: You’re not a museum curator. Don’t keep content just because someone worked hard on it three years ago.
Step 2: Agree on Categories That Make Sense for Buyers (Not Just Your Org Chart)
If you organize content like your company’s internal folders (“Q2 2023 Region West Decks”), you’re going to confuse everyone. Instead, group content in ways that buyers actually experience the process.
Useful categories might be:
- Problem/Challenge Overviews: For early-stage education
- Product Demos: Screenshots, videos, live walkthroughs
- Case Studies/Testimonials: By industry, company size, or use case
- Pricing & Packaging: Clear, up-to-date info (with version control!)
- Implementation/Onboarding: Next steps, rollout guides, support info
- Security & Compliance: For the folks who always ask
What to ignore: Ultra-niche categories or “miscellaneous.” If it doesn’t fit, maybe you don’t need it.
Keep it simple. If you need a legend to explain your categories, they’re too complex.
Step 3: Set Up a Naming System That Doesn’t Suck
You want to find content quickly—so do your buyers. A good naming convention is boring but powerful.
What works:
- Start with the asset type (“CaseStudy”, “DemoVideo”, etc.)
- Add the topic, industry, or use case (“CaseStudy-Fintech-ABCCompany”)
- Include the date/version only if it matters (“PricingSheet-2024Q2”)
What doesn’t:
- Random acronyms nobody remembers
- “Final_v3_reallythisone”
- Super long names stuffed with keywords
Example:
DemoVideo-PlatformOverview.mp4
CaseStudy-Healthcare-MedCo.pdf
It’s not fancy, but you’ll thank yourself when you’re in a rush.
Step 4: Build Your Heybase Structure—Spaces, Folders, or Boards
Heybase lets you organize content in Spaces, Folders, or Boards (the exact terms may change, but the idea is the same). Here’s how to actually make this useful:
- Spaces: Use for big groupings, like “By Industry,” “By Product,” or “By Sales Stage.” Don’t go overboard—3–5 Spaces is plenty for most teams.
- Folders or Boards: Subdivide by use case, region, or persona as needed. If you’re clicking more than twice to find something, it’s too deep.
- Pin or Favorite: If Heybase lets you highlight most-used content, do it. Don’t bury your best assets.
Honest take: Don’t get too clever. The more layers you add, the more likely you are to lose stuff.
Step 5: Set Permissions and Version Control
Nothing derails a buyer conversation faster than sending the wrong file or an old pricing sheet. Use Heybase’s permission settings so only the right people update or see certain content.
- Who can edit? Limit editing to a few trusted folks.
- Who can view? Make sure field reps, partners, or external users only see what they’re supposed to.
- Version control: If Heybase supports it, keep old versions handy but make sure only the latest is front and center.
Pro tip: Assign someone to do a monthly or quarterly sweep for stale content. No system stays clean by accident.
Step 6: Make It Easy for Buyers to Navigate
Your buyers shouldn’t need a map. When you build a digital “room” or share a board, think like a buyer:
- Put the most important stuff up top (don’t make them scroll for basics)
- Use clear, conversational labels—“Getting Started” beats “Phase 1 Enablement Assets”
- Limit the amount of content per room/board. More isn’t better; it’s just more work for the buyer.
- Add short descriptions or context where needed (“Watch this 2-min demo before the deep dive”)
What to ignore: Don’t dump your entire content library into every room. Tailor what you share.
Step 7: Templates Are Your Friend (But Don’t Over-Template)
Heybase lets you save time by creating repeatable templates for common deal types, buyer personas, or sales stages.
- Build a few solid templates for your most common scenarios
- Customize as needed for each buyer—don’t just copy-paste
- Update templates regularly so they don’t go stale
Honest take: Templates save time, but nothing beats a personal touch. Don’t let “template-itis” make your buyers feel like a number.
Step 8: Get Feedback and Iterate
No system is perfect out of the gate. Ask your sales team what’s working and what isn’t. Better yet, ask a few buyers (nicely) if the content rooms you share make sense.
- Run quarterly check-ins with your team
- Track which content actually gets viewed or downloaded
- Ditch or update assets nobody uses
What to ignore: Don’t get hung up on perfection. You’ll never please everyone—just make it better, bit by bit.
A Few Quick Dos and Don’ts
Do: - Keep things simple—fewer clicks, clearer names, less clutter. - Regularly clean up and update your content. - Organize by how buyers buy, not how you sell.
Don’t: - Use jargon or internal lingo as labels. - Let everyone upload and edit content willy-nilly. - Assume what worked last year still fits today’s deals.
Wrapping Up: Keep It Simple, Stay Flexible
The best-organized buyer enablement content is the stuff people actually use—because they can find it, it’s up to date, and it makes sense. Don’t overthink it and don’t build a system so rigid it breaks at the first oddball deal. Start simple. Clean up often. And listen to your team (and your buyers) when they tell you what’s working—or what’s driving them nuts.
Heybase can help you look sharp and move faster, but only if you keep your content house in order. So set up your structure, keep pruning, and remember: messy systems slow down deals, and nobody’s got time for that.