If you’ve ever tried “collaborating” with your sales team using endless email chains, random chat threads, and files scattered everywhere, you know it’s a mess. Stuff gets lost, nobody’s sure what’s up-to-date, and good luck getting quick answers. If you’re done babysitting spreadsheets and want to actually move deals forward together, this is for you.
This guide walks you through using Flowla shared workspaces to cut through the noise and actually work with your sales team in real time. No fluff—just practical steps, honest advice, and a few warnings about what doesn’t work.
Why Shared Workspaces (And Why Flowla?)
Let’s be honest: most sales “collaboration” tools are just another place for things to go missing. You want something simple, live, and focused on getting deals done—not just another system to update for your manager.
Flowla shared workspaces are designed for real-time collaboration. Instead of everyone working in silos, you get one spot where you can:
- See deal progress without bugging each other
- Share and update documents on the fly
- Assign and track next steps (and actually know who’s doing what)
But that doesn’t mean it’s magic. Shared workspaces only work if you set them up right and actually use them—otherwise, they’re just another tab to ignore.
Step 1: Set Up Your Flowla Workspace
Don’t overthink it. The goal is to get your team into one place fast, not create a new bureaucracy.
Here’s how to get started:
- Sign up and invite your team.
- Get everyone on Flowla. If you’re the guinea pig, start small—just your immediate team.
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Pro tip: Skip the “grand kickoff.” Invite folks with a quick note explaining why you’re trying this (“So we stop losing track of deals, not because I’m bored.”)
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Create your first shared workspace.
- Name it something obvious—“Q3 Deals,” “Enterprise Pipeline,” whatever makes sense.
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Add your sales reps, manager, maybe a sales engineer if you work closely.
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Set some ground rules.
- Agree on what goes in the workspace—and what doesn’t.
- Example: “All live deal updates go in Flowla. No more updating spreadsheets or chasing Slack DMs.”
What to skip: You don’t need endless categories or channels. Start with one workspace, add more if you outgrow it.
Step 2: Add Your Deals and Key Info
Nothing kills a workspace faster than an empty page. Get your pipeline into Flowla ASAP.
Do this:
- Add each active deal as its own “record” or “card” (however Flowla labels it).
- Fill in the basics: Account name, deal stage, value, next steps, owner.
- Attach any key docs—pricing, proposals, contracts—right to the deal.
Pro tips: - Don’t spend hours backfilling old deals. Start with what’s live now. - If you’re coming from spreadsheets, import the minimum details—don’t try to recreate your entire CRM.
Avoid: Over-engineering. If you try to track every tiny data point, nobody will keep it updated.
Step 3: Use Real-Time Collaboration (Not Just Comments)
The whole point of Flowla shared workspaces is working together—live, not just leaving notes for each other.
Ways to actually collaborate:
- Assign tasks: Tag teammates on next steps (“@Jess to send revised proposal by Friday”).
- Live editing: Work on documents together during calls. No more “version_final_v2.pdf” floating around.
- Deal updates: Post quick status changes as they happen, not just during pipeline reviews.
What works: - Short, clear updates (“Call booked for Tuesday. Waiting on legal.”) - Tagging the right people—don’t just spray @everyone.
What doesn’t: - Treating Flowla like email (“FYI, see attached, thoughts?”). If it’s just a notice, use email. - Writing novels. Nobody reads long comment threads.
Step 4: Keep Everyone Accountable (Without Nagging)
Shared workspaces are great for seeing what’s moving and what’s stuck—but only if people actually update them.
How to make it stick:
- Set a quick routine: “Update Flowla before weekly pipeline call.”
- Agree that if it’s not in Flowla, it didn’t happen. (Yes, this takes a little discipline.)
- Use Flowla’s notifications—but dial them back if they get spammy.
Pro tip: Celebrate quick wins—if someone closes a deal and keeps it updated, shout it out. People follow what gets noticed.
What to watch out for:
- If folks start working outside Flowla ("I'll just email you the doc"), politely nudge them back.
- Don't turn the workspace into a micromanagement tool. If people feel watched, they'll resist.
Step 5: Share With the Rest of the Business (When It Helps)
Sometimes, sales needs input from marketing, legal, or product. Flowla lets you loop them in—just don’t invite everyone “just in case.”
Do: - Add stakeholders to specific deals when their input is needed. - Share docs or updates right inside the workspace, so there’s context.
Don’t: - Add people who don’t care about sales updates. That’s how you fill the workspace with noise.
Honest take:
It’s tempting to use these tools for “visibility,” but more eyes doesn’t mean more action. Only include folks who actually help move deals forward.
Step 6: Use Templates (But Don’t Get Carried Away)
Flowla has templates for deal stages, follow-ups, and more. These save time—until you spend more time editing them than just writing what you need.
Best practices: - Pick one or two templates that fit your sales process. Edit them once, then use ‘em. - Update templates only when your process changes, not for every little tweak.
Skip:
- “Custom” templates for every deal type, product, or region. You’ll end up with a mess nobody wants to use.
Step 7: Review and Tweak—Don’t Set and Forget
No tool solves all your problems out of the box. After a couple weeks, ask your team:
- What’s working in Flowla? (Are deals moving faster? Fewer dropped balls?)
- What’s annoying? (Too many notifications? Fields nobody uses?)
- Drop what’s not helpful. Double down on what is.
Pro tip:
If the workspace starts feeling clunky, simplify. Remove fields, cut back on required updates, or split into smaller workspaces if needed.
What To Ignore (For Now)
- Integrations galore: Resist wiring up every tool you use on day one. Get the basics working first. Integration sprawl is real.
- Analytics dashboards: Focus on moving deals, not generating reports for the sake of it.
- Feature FOMO: You don’t need to use every bell and whistle. Stick to what actually helps close deals.
Quick Recap: Make It Useful, Not Complicated
Collaboration isn’t about more tools—it’s about making sure the tools you do use actually help you work together. With Flowla shared workspaces, you can cut out the noise, keep your sales team aligned, and actually see what’s happening in real time.
Keep it simple. Start small, get your team into the habit, and tweak as you go. Don’t be afraid to drop what isn’t working. The goal isn’t “perfect process”—it’s getting deals across the finish line, together.