If you’re in sales ops, revenue, or just the poor soul tasked with wrangling sales processes, you know canned playbooks rarely cut it. Teams, targets, and the market change constantly. You need playbooks that can flex and grow without turning into a spaghetti mess. That’s where dynamic playbooks in Pocus come in.
Here’s how to set up dynamic playbooks that don’t just look good in a slide deck, but actually help your team do better work — without driving you nuts. I’ll walk you through the steps, call out common pitfalls, and share what’s worth your time (and what isn’t).
1. Get Clear on What “Dynamic” Really Means
Before you build anything, let’s get real about “dynamic.” In Pocus, a dynamic playbook is more than a checklist. It adapts to context — think different actions based on account type, lead status, or rep role. If your playbook is just a static PDF with a fancy name, you’re missing the point.
What works: - Playbooks that adapt steps based on data (e.g., customer segment, buying stage) - Built-in logic to skip or add steps as needed - Easy for reps to follow, not a maze
What doesn’t: - Overly rigid flows that create more busywork - Playbooks so “dynamic” they’re confusing or inconsistent
Pro tip: Write out a quick scenario: “If X, then Y.” If you can’t map your process this way, you’re not ready to build.
2. Map Out Your Core Process — On Paper First
Don’t jump straight into Pocus’s builder. Take an hour to sketch the main flow. It sounds old-school, but it’ll save you headaches.
- Start with your “happy path.” What happens when everything goes right?
- Add forks: What changes if the lead is inbound vs. outbound? SMB vs. enterprise?
- Mark where data from your CRM or product should change what happens next.
- Keep it simple. Don’t map every edge case on day one.
Honest take: If your flowchart has more than 10 splits before you even start, you’re overcomplicating. Nail the basics; you can always add detail later.
3. Set Up Your Data Foundations
Dynamic playbooks live and die by the quality of your data. Garbage in, garbage out.
- Sync your CRM and product data: Make sure Pocus is pulling the right fields, and that the fields are actually populated.
- Define your segments and triggers: What makes a lead “high intent”? What counts as an active opportunity?
- Test your logic: Before you automate anything, double-check that your data rules match reality. (E.g., Does “last activity date” mean what you think it does?)
What to ignore: Overly complex scoring models. If your “lead score” doesn’t have buy-in from sales, skip it for now.
4. Build Your First Dynamic Playbook in Pocus
Now you can actually get into Pocus and start building. Here’s the step-by-step:
a. Create a New Playbook
- Name it clearly. “Outbound SMB Pipeline,” not “Q2 Initiative V2.”
- Write a one-line description for your team: what’s this playbook for, and when should they use it?
b. Add Stages and Steps
- Use stages for big milestones (e.g., Qualify, Demo, Close).
- Under each stage, list the key actions.
- For dynamic steps, use Pocus’s built-in logic to show/hide steps based on data. For example:
- Only show “Technical Validation” if the deal is over $10k.
- Skip “Send Case Study” if the contact is already a customer.
Pro tip: Less is more. If a step isn’t actionable or measurable, cut it.
c. Set Up Triggers and Automations
- Define what moves a lead/account to the next stage. Is it a field update? A Slack message? A calendar event?
- Automate the boring stuff, but don’t automate personal touches. If your playbook sends 10 generic emails, expect people to tune out.
d. Assign Owners and Permissions
- Decide who can edit the playbook. Too many cooks = chaos.
- Make sure reps know which playbook to use when (e.g., inbound vs. outbound).
e. Test With Real Users
- Walk a rep through the playbook using a real account.
- Ask: Did it make sense? Did it save time? Did anything break?
- Fix the rough edges before rolling out to everyone.
5. Roll Out (and Don’t Overhype It)
You don’t need a launch party. Just get the right people using the new playbook.
- Start with one team or a few reps. Don’t launch to everyone at once.
- Give a 15-minute walkthrough. Keep it practical, not theoretical.
- Ask for feedback, but don’t let every comment turn into a rebuild.
What works: Quiet rollouts, quick feedback loops, and visible quick wins.
What doesn’t: Shiny internal launches with no follow-up, or endless “alignment” meetings.
6. Measure What Matters (and Ignore Vanity Metrics)
It’s tempting to track every click, but most metrics don’t matter. Here’s what you should actually look at:
- Completion rates: Are reps following the playbook, or bailing halfway?
- Deal velocity: Are steps actually speeding up deals?
- Manual overrides: Where are reps skipping steps? That’s a sign your logic needs work.
- Qualitative feedback: Ask reps how it feels. If they’re grumbling, listen.
Ignore dashboard “engagement” numbers if they don’t tie back to revenue or efficiency.
7. Iterate, Don’t Overhaul
No playbook survives first contact with reality. Set aside time every month (or quarter, if you’re sane) to tweak and improve.
- Meet with a few reps and review: what’s working, what’s not?
- Adjust logic based on actual outcomes, not gut feeling.
- Don’t chase every suggestion. Prioritize fixes that save time or close more deals.
Pro tip: Keep a changelog. Small, clear updates beat surprise overhauls.
Final Thoughts: Keep It Simple, Keep It Moving
Dynamic playbooks in Pocus can be a game-changer — but only if they stay grounded in real work, not theory. Don’t overengineer, don’t fall for shiny features, and don’t forget to ask the people using your playbooks if they actually help.
Start simple. Get feedback. Iterate. If you do that, you’ll end up with playbooks that actually make your team’s life easier, not harder. And honestly, isn’t that the whole point?