If you’re in B2B sales, you know the pain of messy handoffs, scattered notes, and that one person who always has the latest version of something… but won’t upload it. Buyer collaboration tools promise to fix all that. But let’s be honest: most people just want something that works, lets the team stay organized, and doesn’t turn every sales cycle into a project management nightmare.
This guide is for sales teams, account managers, and anyone who’s been “invited to collaborate” but isn’t sure what that actually means. We’ll walk through the real-world way to use shared buyer workspaces in Buyerdeck so you can actually get things done—without the fluff.
Step 1: Understand What a Shared Buyer Workspace Actually Is
Before you invite your whole team, let’s clear up what these workspaces are—and aren’t.
What it is:
A shared buyer workspace in Buyerdeck is basically a central hub for all the stuff you and your buyer need to move a deal forward. Think documents, timelines, notes, and sometimes even chat threads—all in one place. But the “shared” part means you can also bring in your internal team, not just the customer side.
What it isn’t:
- It’s not a replacement for your CRM. You still need Salesforce or HubSpot for pipeline and forecasting.
- It’s not where you should keep every internal brainstorm or gossip. Buyers can see what you share.
- It’s not magic. If your team doesn’t use it, it’s just another tab to ignore.
Pro tip:
If you’re not sure whether something belongs in the workspace, ask: “Would I want the buyer to see this?” If not, keep it elsewhere.
Step 2: Set Up Your Shared Workspace for Team Collaboration
You’ve spun up a new workspace—now what? Here’s how to get it ready for your team to join in.
2.1. Add Your Team Members
- In Buyerdeck, find the option to invite team members (usually a button labeled “Invite” or “Add teammates”).
- Send invites to anyone involved in the deal: sales engineers, customer success, legal, or anyone who’ll add value. But don’t just invite everyone by default—too many cooks, etc.
- Set permission levels. Most tools let you choose who can edit, comment, or just view. Don’t give edit access to the whole team unless you want chaos.
What works:
Small, focused teams. Only invite people who will actually contribute.
What doesn’t:
Inviting the whole sales org “just in case.” It clutters your workspace and confuses everyone.
2.2. Organize the Workspace
- Create sections or folders for different needs: “Docs for Buyer,” “Internal Notes,” “Next Steps,” etc.
- Pin important files and links so people don’t have to dig for them.
- Add a workspace description or “read me” to orient new collaborators. A single sentence is enough.
Ignore:
Overly fancy folder structures. If you need a map to navigate your workspace, you’ve overcomplicated it.
Step 3: Share the Right Information, the Right Way
You want your team to be informed, but not overwhelmed—or worse, to accidentally share the wrong thing with the buyer.
3.1. Internal vs. External Sharing
- Mark files and notes as “internal” if you don’t want buyers to see them.
- Use the commenting feature for internal questions or discussion. Most buyers don’t need to see your debate about pricing strategy.
Watch out for:
Accidentally making sensitive info public. Double-check visibility settings before uploading.
3.2. Assign Tasks and Owners
- Use task features (if available) to assign next steps to team members: “Prep demo deck,” “Confirm legal redlines,” etc.
- Set deadlines—even if they’re just soft targets—to keep things moving.
Honest take:
Task features in these tools are often basic. Don’t expect full-blown project management. If your deal gets complicated, supplement with your usual task tracker.
Step 4: Use Comments and Notifications—But Don’t Overdo It
Collaboration falls apart fast when everyone gets pinged for every little update.
- @Mention teammates only when you need input or action.
- Turn off notifications for routine updates, or set them to “digest” mode if possible. You’ll thank yourself later.
- Use comments to clarify decisions or flag important changes, not to rehash old email threads.
What works:
Short, focused comments. Think “@Jess, can you upload the new case study?” not “Hey team, just a quick note to remind everyone that…”
What doesn’t:
Using the workspace as your main chat tool. That’s what Slack or Teams is for.
Step 5: Keep Version Control Simple
Version chaos is the fastest way to lose trust with buyers—and your own team.
- Only upload the latest version of each doc. If you must keep a backup, clearly label it (“Proposal_Draft_v1_DO_NOT_SHARE.pdf”).
- Use Buyerdeck’s version history feature if you need to roll back or check changes.
- Remove or archive outdated files as soon as possible. Don’t let clutter build up.
Pro tip:
If you’re not sure which doc is the latest, ask before uploading. Nothing kills credibility like a buyer getting the wrong pricing sheet.
Step 6: Review the Workspace Before Sharing with the Buyer
This step gets skipped a lot, but it’s worth the extra minute.
- Do a quick scan: are all internal notes hidden? Are docs up to date?
- Is the workspace organized, or does it look like a junk drawer?
- Double-check permissions for each file and section.
What works:
Having someone else on your team do a double-check. Fresh eyes catch mistakes.
What doesn’t:
Rushing to share because “the buyer is waiting.” One wrong upload can create a headache that lasts for weeks.
Step 7: Iterate Based on What Actually Works (and What Doesn’t)
You won’t get it perfect the first time. Every team’s workflow is a little different.
- After a deal wraps, ask your team what worked and what was annoying about the shared workspace.
- Adjust your process. Maybe you need fewer folders, or maybe external sharing should only happen after an internal review.
- Don’t be afraid to ditch features nobody uses. Not every bell and whistle is worth your time.
Ignore:
Feature FOMO. If your team only uses two features well, that’s better than pretending you use ten.
Wrapping Up
Buyerdeck’s shared buyer workspaces can genuinely make teamwork smoother—if you keep things simple, stay organized, and don’t try to force your team into an unnatural workflow. Invite only who you need, be clear about what’s internal, and check your work before looping in the buyer. Then, improve a little each time. No need to overthink it. Start small, see what works, and build from there.