If you’ve ever watched a big deal slip through the cracks because Marketing forgot to send a case study or Legal took a week to review the contract, this is for you. Deal management is messy—even more so when Sales, Marketing, Legal, and Customer Success are all in the mix. This guide is for people who want to actually get deals done, not just talk about “alignment.”
Below, you’ll find a clear, step-by-step way to use Roinnovation to work with cross-functional teams on deals, without getting buried in email or vague project plans.
1. Get Everyone in the Same Place (and Out of Their Inboxes)
First things first: If your teams aren’t actually using Roinnovation, the rest of this guide is pointless. Don’t assume people will just pick it up because you sent a link.
Do this: - Make sure every stakeholder—Sales, Marketing, Legal, Product, etc.—has access to your Roinnovation instance. - Run a quick live demo (15 minutes, tops) showing how deals are tracked and handed off in Roinnovation. Skip the features nobody uses. - Set a clear rule: “If it’s not in Roinnovation, it didn’t happen.” No more deal info buried in email threads.
Pro tip: People won’t use a new tool unless it solves a real pain. Show them how Roinnovation helps them avoid pointless status meetings or wild goose chases for files.
2. Define What “Deal Management” Actually Means (for You)
Don’t let “deal management” become a buzzword. Every company’s process is different. Before you build anything in Roinnovation, get clear on:
- Who owns each deal stage? (Sales? Legal? Customer Success?)
- What are the key milestones? (Proposal sent, contract reviewed, case study shared, etc.)
- What does “done” look like? (Deal closed? Handoff to onboarding? Signed contract?)
Do this: - Map your deal flow on a whiteboard (yes, really). Keep it simple—no need for 11 stages if you only use 4. - Translate this flow into Roinnovation’s deal pipeline. Rename stages to match how your team actually talks.
What to skip: Don’t copy the default pipeline if it doesn’t fit. You’ll just confuse people and end up managing deals in spreadsheets anyway.
3. Set Up Your Deal Records for Real Collaboration
Roinnovation lets you track deals, attach files, and tag people. But it only works if you set it up to match the way your teams actually work.
Do this: - Custom Fields: Add fields for everything you chase down in email—legal status, marketing assets needed, executive contacts, etc. - File Attachments: Store the latest versions of proposals, NDAs, and case studies with the deal, not in a shared drive or inbox. - Comments & Mentions: Train people to tag the right team member in Roinnovation comments when they need input, not just “@all.”
What works: - Having a single spot for all deal info cuts down on back-and-forth. - No more “who has the latest contract?” moments.
What doesn’t: - If people keep sharing files by email or chat, your deal record is useless. Make it a habit to upload and tag in Roinnovation.
4. Assign Clear Owners for Every Step
Deals stall when it’s unclear who’s supposed to do what. Roinnovation lets you assign owners to each deal or task, but you have to be ruthless about actually doing it.
Do this: - For each stage or major task, assign a single owner. No “shared responsibility” nonsense. - Use Roinnovation’s task or activity features to set deadlines and reminders. - Make it a team norm to update status in Roinnovation—don’t let people hide behind “I thought someone else was doing that.”
Pro tip: Rotate who leads deal reviews. It keeps everyone honest and stops one person from becoming the bottleneck.
5. Use Templates for Repeatable Work, Not One-Offs
Templates in Roinnovation are useful, but only for stuff you do over and over: proposal requests, case study asks, contract reviews.
Do this: - Build templates for common internal requests (e.g., “Need a case study from Marketing,” “Legal review of MSA”). - Include all the info the other team needs up front. This avoids the dreaded back-and-forth (“What’s the deadline? Which customer? Where’s the draft?”). - Save templates for the top 2-3 requests per team. Don’t go overboard or you’ll just create clutter.
What to ignore: Don’t bother templating weird one-off requests. It’s faster to write a quick note.
6. Track Progress and Flag Bottlenecks—Visibly
The flashy dashboards in Roinnovation are only useful if you actually update them. Don’t obsess about reporting, but do use the basics to spot where things get stuck.
Do this: - Set up a weekly deal review with just the key players. Look for stalled deals or overdue tasks. - Use Roinnovation’s filters to see which deals are waiting on another team. If Legal is the holdup, you’ll know. - Don’t sugarcoat problems. If a deal’s stuck, call it out and reassign as needed.
What works: - Visible blockers get fixed faster. Nobody wants their name next to a red flag every week.
What doesn’t: - Fancy charts nobody looks at. Focus on actionable info.
7. Communicate in Context—No More “FYI” Emails
Keep all deal-related communication inside Roinnovation. This isn’t about “reducing email” for its own sake—it’s about having a clear record of who said what, when, and why.
Do this: - Use @mentions to pull in the right people for their input, directly on the deal record. - Add quick notes about decisions, customer asks, or risk flags. It saves headaches later. - If someone tries to move a conversation to email or chat, gently nudge them back to Roinnovation.
Pro tip: Old habits die hard. Don’t expect perfection overnight. Just keep steering the team back to the central deal record.
8. Review and Adjust—Don’t Let the Process Fossilize
No tool or process is perfect out of the box. The whole point of using something like Roinnovation is to make life easier, not add busywork.
Do this: - Every quarter, review what’s working and what isn’t. Are there stages nobody uses? Templates nobody touches? - Ask the team: “What’s annoying about this setup?” Fix the top pain points first. - Kill off unused stages, fields, or templates. Less clutter means deals move faster.
What to skip: Don’t get stuck in process meetings. Adjust as you go—small tweaks beat big overhauls.
Wrapping Up
Deal management with cross-functional teams will always be a bit messy. The goal is progress, not perfection. Set up Roinnovation to match the way your teams actually work, cut the fluff, and keep everything in one place. Start simple, fix what doesn’t work, and keep deals (and people) moving. That’s as good as it gets.