If you’ve ever tried building a “team template” over email or Slack, you know the pain: endless threads, version confusion, and someone’s always working off the wrong doc. It’s even worse if your sales team is remote or moving fast. If you’re tired of the chaos, and your squad uses Lavender, this guide is going to help you actually get your team collaborating on email templates—without losing your mind.
This isn’t about squeezing in another tool for the sake of it. It’s about getting everyone on the same page, sending better emails, and not wasting hours wrangling drafts. Here’s how you do it.
Step 1: Get Your Sales Team Set Up in Lavender
First things first: you can’t collaborate in Lavender if everyone’s not on it (obvious, but you’d be surprised). Make sure:
- Everyone who needs to work on templates has a Lavender account—ideally under the same team/workspace.
- You’re all using the same email provider integration (Gmail or Outlook) to avoid weirdness.
- Whoever’s managing the team has admin or at least “template editor” access.
Pro Tip: Don’t wait for a big rollout. Even if it’s just you and one other rep testing, you can start small and scale up.
Step 2: Know What Collaboration in Lavender Actually Means
Before you start, let’s set expectations. Lavender’s collaboration features aren’t magic. You can:
- Create and share templates across your team.
- Edit templates together (sort of—more “hand off” than true Google Docs-style real-time).
- Comment and give feedback.
- See who’s using what, and how templates are performing (if you’re on a paid plan).
What you can’t do:
- Edit the same template at the exact same time, like in Google Docs.
- Leave in-line, threaded comments (it’s not Microsoft Word Track Changes).
- Assign tasks or approvals (go use a project manager for that).
If you’re imagining a live, multiplayer, all-in-one workflow tool, dial it back. But if you want one place for your team’s best email copy—and a way to keep things organized—it does the job.
Step 3: Decide Who Owns the Template Process
Templates by committee are a disaster. Decide upfront:
- Who can create new templates?
- Who reviews or approves changes?
- Is there a “template owner” for each sequence or use case?
It doesn’t need to be a big deal—just know who’s in charge. Otherwise, you’ll end up with five versions of “Intro Sequence 2024” and no idea which one to use.
What works: Assigning ownership based on roles (e.g., SDRs own cold outreach, AEs own mid-funnel follow-ups).
What doesn’t: “Anyone can change anything, anytime.” That’s how you end up with broken links and off-brand messaging.
Step 4: Build or Import Your First Team Templates
Now, get your actual templates into Lavender. You’ve got options:
- Start from scratch: Create a new template directly in Lavender. Use your real sales messaging, not generic filler.
- Import existing templates: If you’ve got docs or emails you like, copy and paste them in. Clean up the formatting—it’s worth it.
- Use Lavender’s AI (with caution): Lavender will suggest or improve copy. It can help, but don’t let AI write your emails from scratch unless you want to sound like a robot. Use it to tighten up, not replace, your real messaging.
Pro Tip: Name your templates clearly: “SDR - Cold Intro - June 2024” beats “Template 5.” Add a short description so everyone knows when (and when not) to use it.
Step 5: Share Templates with the Team
Once your template’s ready, make sure it actually gets into your team’s hands:
- In Lavender, mark the template as “shared” with your team or workspace.
- Double-check permissions—some templates can be locked for editing, others open for feedback.
- If someone needs to customize the template for a specific vertical or deal, encourage them to duplicate and personalize (rather than wreck the team version).
What works: Central, shared templates everyone can find.
What doesn’t: Emailing .docx files around “for reference.” Just don’t.
Step 6: Review, Edit, and Give Feedback
Here’s where real collaboration happens:
- Leave comments: Add notes on what’s working, what needs tweaking, or where something’s off-brand.
- Tag teammates: If Lavender supports tagging (depends on plan), use it to loop people in. Otherwise, mention in Slack or your group chat.
- Use version history: If someone screws up a template, revert to a previous version rather than piecing things together from memory.
Honest take: Lavender’s feedback tools are basic. If you need in-depth copy review with tracked changes, do it in Google Docs first, then paste the final version into Lavender. That’s not ideal, but it beats the confusion of endless back-and-forth edits.
Step 7: Test Your Templates Before Rolling Out
Don’t just build the “perfect” template and push it live. Instead:
- Pick a small group (or even just yourself) to test the template in real sends.
- Track replies, positive outcomes, or awkward responses.
- Use Lavender’s analytics (if available) to see open and reply rates.
- Tweak the template based on actual results, not just gut feelings.
What works: A/B testing a couple of versions, then rolling out the winner.
What doesn’t: Making changes because “it feels better” without data.
Step 8: Keep Templates Up to Date (and Kill the Bad Ones)
Templates shouldn’t be set-and-forget. Schedule regular check-ins:
- Monthly or quarterly reviews to prune what’s not working.
- Archive or delete old templates—don’t let clutter build up.
- Update messaging as offers, products, or the market changes.
Pro Tip: If a template hasn’t been used in 60 days, ask why. Maybe it’s obsolete, or maybe the team doesn’t know it exists.
Step 9: Communicate Outside Lavender When Needed
Not everything has to live in Lavender. For big-picture feedback, strategy shifts, or group brainstorms, use Slack, a team call, or whatever you already use. Then update the actual templates in Lavender so everyone benefits.
What works: Quick Slack polls or threads to get consensus on a change.
What doesn’t: Letting feedback live in 10 different places and never updating the real template.
Step 10: Ignore the Noise, Focus on What Moves the Needle
You’ll see a lot of “best practices” for sales email templates. Here’s what to actually pay attention to:
- Keep templates short and direct. Nobody’s reading sales essays.
- Personalize where it matters, but don’t overcomplicate (“Hi {{FirstName}}” is table stakes).
- Track what works. Gut feel is fine, but data’s better.
- Don’t chase every new AI tool or “breakthrough” template. Most are just repackaging old tricks.
Bottom line: The best templates are the ones your team actually uses—and that get replies.
Wrapping Up: Keep It Simple, Iterate Often
Collaborating on email templates doesn’t have to be a mess of docs, emails, and endless feedback loops. Use Lavender to get your team working from the same playbook, keep things organized, and focus on what actually gets results. Start simple, improve as you go, and don’t overcomplicate it. The goal is better emails, not more busywork.