If you’ve ever had a deal slip through the cracks because someone missed an email, or you’ve wasted time hunting down the latest version of a proposal, you know that “collaborating” isn’t as easy as it sounds. This guide is for sales teams, account managers, and anyone who actually needs to work together on deals—not just talk about it. If you’re tired of juggling spreadsheets, Slack messages, and endless CCs, this one’s for you.
We’ll walk through how to use Trellus shared workspaces to make real collaboration happen. No fluff, just what you need to know to keep deals moving (and your sanity intact).
Step 1: Set Up Your Shared Workspace
Before you can collaborate, you need a shared place to actually do it. That’s what Trellus shared workspaces are for—think of them as rooms for each deal where your team can keep everything organized.
To set up a workspace: 1. Create a new deal or choose an existing one in Trellus. 2. Click “Add to Workspace” or “Create Workspace” (the button might have one of these names—Trellus changes it sometimes). 3. Name your workspace something clear. “Q2 Renewal - Acme Corp” beats “Acme” or, worse, “New Workspace.” 4. Invite your teammates. You can usually add people by email or pick from your organization’s user list.
Pro tip:
Don’t invite everyone “just in case.” Only add folks who are actually working on the deal. Too many cooks, etc.
What works:
- Keeps all deal info in one spot—no more “where did you save that contract?”
- You control who sees what.
What doesn’t:
- If you don’t set clear workspace names and permissions, you’ll end up with a mess.
- Don’t use workspaces as a dumping ground for random docs; keep it focused.
Step 2: Add All Deal Materials (Without the Clutter)
The biggest win with Trellus shared workspaces is storing everything for a deal in one place—notes, contracts, emails, you name it. But don’t just upload your entire Downloads folder.
How to keep things tidy: - Upload only relevant docs: Proposals, contracts, client emails, call notes, etc. - Use folders if you must: Group by document type (“Proposals,” “Signed Agreements,” “Internal Notes”). - Pin key items: Most platforms (including Trellus) let you pin or favorite important files so they’re easy to find. - Add quick comments: If a doc needs context, write a short note—don’t make teammates guess.
Ignore:
- Old or irrelevant drafts—delete them or move them out of the main view.
- Personal notes that don’t help the team (“Call Sarah about lunch” isn’t for the workspace).
What works:
- Everyone knows where to find what they need, even if someone’s out sick.
- You cut down on duplicate work and “which version is this?” headaches.
What doesn’t:
- Dumping files without naming them. “Scan023.pdf” is useless unless you like chaos.
- Relying solely on chat for critical info—it gets buried.
Step 3: Assign Clear Roles and Tasks
Collaboration falls apart fast if nobody knows who’s doing what. Trellus lets you assign tasks right inside the workspace, so you don’t have to chase people in separate tools.
To assign tasks: 1. In the workspace, look for the “Tasks” or “To-Dos” tab. 2. Create a task with a clear action: “Send revised contract to client” beats “Contract.” 3. Assign the task to a team member (use names, not just “team”). 4. Set a deadline if it matters.
Tips: - Use checklists for multi-step actions (“Prep for client demo” can have sub-tasks like “Update slides,” “Schedule meeting,” etc.). - Tag tasks as “urgent” or “waiting on client” to prioritize.
What works:
- Everyone sees what’s on their plate, so balls don’t get dropped.
- You can track progress without nagging.
What doesn’t:
- Assigning tasks to “everyone” or to no one.
- Leaving vague tasks (“Follow up?”) with no owner.
Step 4: Communicate in Context (Without Spamming Everyone)
Trellus workspaces have built-in chat or comment threads. Use them to keep deal convos in one place, but don’t treat it like a group text.
Best practices: - Keep messages focused: Mention the doc or deal step you’re discussing. - Tag people: Use @mentions so the right folks get notified. - Summarize calls or meetings: Drop one summary note after a call, not 15 disconnected messages. - Use threads: If the platform supports it, reply in threads so conversations don’t get mixed up.
What to ignore:
- Off-topic chatter (save it for Slack or the break room).
- Flooding the workspace with “just checking in” messages.
What works:
- Everyone sees the full context, so you don’t repeat yourself.
- Notifications keep people in the loop (but only when necessary).
What doesn’t:
- Relying on email for updates when the whole team is in the workspace.
- Not muting notifications—if you’re getting pinged for stuff you don’t care about, adjust your settings.
Step 5: Track Activity and Keep the Deal Moving
A shared workspace isn’t just storage—it should show you what’s happening. Trellus automatically logs activity: who uploaded what, when tasks are completed, comments added, etc.
How to use this: - Check the activity feed: See what’s changed since you last checked in. - Review overdue tasks: Follow up directly in the workspace, not in a separate tool. - See who’s engaged: If someone isn’t updating their parts, you’ll know.
What works:
- Real-time visibility—no more guessing if the deal stalled.
- Easy to spot bottlenecks and step in early.
What doesn’t:
- Ignoring the activity feed—it’s there to help, not just for show.
- Micro-managing. Trust people to do their part unless the data says otherwise.
Step 6: Pull in External Partners (When Needed)
Sometimes you need legal, finance, or even the client themselves to review or add something. Trellus lets you invite external users to a workspace, usually with limited permissions.
How to do it: 1. Use the “Invite External User” or “Share Link” feature. 2. Set clear permissions—can they just view, or can they edit/upload? 3. Let them know exactly what you need from them.
Caveats: - Only invite outsiders when it’s necessary. Too many people = confusion. - Double-check permissions. You don’t want a client editing your internal notes.
What works:
- Keeps everything transparent and speeds up approvals.
- No more “Can you send me the latest file?” emails.
What doesn’t:
- Giving full access by accident.
- Relying on external users to “just know” how your workspace works—give them a heads-up.
Step 7: Review, Wrap Up, and Archive
Once the deal is done (won, lost, or on hold), don’t just abandon the workspace.
Wrap it up: - Review what worked: Note key moments or lessons for next time. - Archive the workspace: Keeps old deals accessible but out of the way. - Share results: If there’s a win, let the team know—don’t let hard work disappear into the void.
What works:
- You build a record for future deals—no reinventing the wheel.
- Keeps your workspace list clean.
What doesn’t:
- Leaving dead workspaces open forever.
- Forgetting to capture what you learned.
Final Thoughts: Keep It Simple, Iterate as You Go
Trellus shared workspaces aren’t magic. They help if you use them with a little discipline—clear names, focused docs, real tasks, and context-driven communication. Don’t overcomplicate it. Start small, see what your team actually uses, and tweak from there. The goal isn’t perfect organization; it’s fewer dropped balls and faster deals.
If your workspace starts getting messy or confusing, don’t be afraid to clean house. And remember: tools are only as good as the habits behind them.