If you’re tired of deal “collaboration” meaning a mess of emails, Slack threads, and lost info, you’re not alone. This guide is for folks who actually want to close deals as a team, not just pretend to. If you're new to Ctd or trying to make sense of its shared workspaces, you’ll get clear steps—plus a reality check on what works and what you can probably skip.
Why Shared Workspaces Matter (and Where They Fall Short)
Before we get into the “how,” let’s be honest: most tools promise to make teamwork a breeze, but it’s rarely that simple. Shared workspaces in Ctd actually can help, but only if you use them right—and don’t expect magic.
What shared workspaces do well: - Keep deal info in one place, not scattered across inboxes or sticky notes. - Make it easier for people to jump in and help with context. - Let you see who’s doing what (or not doing anything).
What they won’t fix: - Lack of communication. If your team doesn’t talk, no app will save you. - The urge to overcomplicate things. More features don’t mean more clarity. - People ignoring notifications (yep, still happens).
If you can keep those in mind, you’ll get more out of Ctd—and avoid a lot of busywork.
Step 1: Set Up a Workspace for Each Deal
Don’t just dump everything into one workspace and hope for the best. In Ctd, you can create a shared workspace for every deal or opportunity.
How to do it:
- From your dashboard, hit “New Workspace.”
- Name it after the deal or client. Be specific—“Acme Corp Q2 Renewal” beats “Big Deal.”
- Pick the right template (if you use them). Most teams are fine with the default, but if you have a process, set up a template that fits your stages.
Pro Tip:
Avoid creating a workspace for every little thing. If it’s not a real deal (or at least a warm lead), you’re just making clutter.
Step 2: Add the Right People—And Only the Right People
It’s tempting to invite everyone “just in case.” Resist. Only add folks who actually need to be involved.
- Sales rep(s) working the deal
- Account manager (if handoff is likely)
- A technical expert, if needed for demos or questions
- Your manager, if they’re hands-on (otherwise, skip it)
Don’t add “observers” unless they’re truly there to help. More eyes doesn’t mean more progress.
How to add: - Go to the workspace's “Members” tab. - Search by name or email, and set their permission level (editor, commenter, etc.). - Double-check you haven’t added people just to “keep them in the loop.” That’s what updates and summaries are for.
Step 3: Centralize All Deal Info (Stop the Info Hunt)
The real power of Ctd shared workspaces? Everything’s in one spot:
- Deal summary: A quick description, deal value, expected close date.
- Key contacts: Who’s on the client side, and how to reach them.
- Docs and decks: Upload them directly, or link to Google Drive/Dropbox if you must.
- Notes: Meeting recaps, call summaries, next steps. Don’t let these live in your head.
What to skip:
Don’t use the workspace as a dumping ground for every single email or chat. Bring in what matters—leave the noise out.
Step 4: Assign Clear Tasks (and Actually Use Them)
If you want your team to do things, assign tasks—don’t just write “someone should follow up.”
How to assign tasks in Ctd: - Use the built-in task feature. Each task should have: - A clear owner - A due date - The actual thing to do (“Send updated proposal to Acme” beats “Check in”) - If a task is waiting on something, note it (“Waiting on pricing from finance”).
Pro Tip:
Don’t micromanage with a million tiny tasks. Focus on the 3-5 things that actually move the deal forward.
Step 5: Use Comments and Mentions—But Don’t Overdo It
Ctd lets you leave comments on docs, tasks, or the workspace itself. Use @mentions to get someone’s attention when you need a response.
- Good use: “@Jenny Can you confirm the client’s budget before Friday?”
- Bad use: “@Everyone FYI see above.” (No one reads these.)
Reality check:
If your team’s already drowning in notifications, be thoughtful. Comments are for action, not just for show.
Step 6: Track Progress Without Becoming a Project Manager
Nobody wants to babysit a Kanban board. But you should at least track where things stand.
- Update stages: Most Ctd workspaces let you track deal stages (e.g., “Discovery,” “Proposal,” “Negotiation”).
- Flag blockers: If something’s stuck, call it out so someone can help.
- Review tasks weekly: Don’t let overdue stuff pile up—if it’s not important, delete it.
Pro Tip:
Set a 5-minute “workspace review” before your team’s weekly deal sync. No need for a formal meeting—just check what’s blocking progress.
Step 7: Keep the Workspace Clean (and Archive Old Deals)
When a deal is won, lost, or dead, mark it and archive the workspace. Don’t let old deals hang around.
- Won? Mark it and move any useful docs to your reference library.
- Lost? Note why, then archive.
- Stalled? Set a reminder to revisit in 30/60/90 days.
You’ll be grateful later when you don’t have to sift through junk to find what matters.
What to Ignore (or Use Sparingly)
Ctd offers a lot of bells and whistles. Here’s what you can probably ignore, especially if your team is new to the tool:
- Fancy automation: Unless you’re running 50 deals at once, manual updates are fine.
- Custom fields galore: Use the basics. Too many fields just lead to blank spots.
- Integrations for everything: Start simple. Add integrations only when missing info becomes a real pain point.
A Few Honest Pros and Cons
What works: - Easy to get everyone on the same page—literally. - Cuts down on “where’s that file?” moments. - Decent for keeping a record when reps move on.
What doesn’t: - Still relies on people actually using it. - Can get cluttered if you add too many fields or members. - Not a silver bullet—if your process stinks, Ctd won’t fix it.
Wrapping Up: Keep It Simple, Iterate as You Go
The best teams using Ctd shared workspaces don’t aim for perfection. They start small, keep things simple, and tweak as they learn. Don’t feel like you have to use every feature out of the gate. Get the basics working, then improve from there.
Collaboration isn’t about more tools—it’s about clear info, clear ownership, and a little discipline. Use Ctd as a way to make that easier, not more complicated. And if something’s not working? Drop it, and try something else.
Now, go get your deals moving—together.