If you work with a sales team, you know how easy it is for things to get messy. Conversations get lost in email, nobody’s sure who’s doing what, and good leads fall through the cracks. This guide is for anyone who wants to actually get results—not just “improved alignment” but more deals closed, fewer screwups, and less time wasted. We'll walk through step-by-step how to use Getaia to collaborate with your sales team, with a focus on what actually works. Spoiler: Some of the “features” you’ll hear about are mostly fluff. I’ll tell you which, so you can skip the busywork.
Step 1: Set Up a Shared Space That Isn’t a Mess
First things first: If your sales team is still relying on spreadsheets, scattered email threads, or the classic “just Slack me,” you’re setting yourself up for confusion. Getaia gives you a central workspace, but only if you set it up right.
How to do it:
- Create a dedicated sales workspace. Don’t just dump everything into a generic company space. Make a home for sales activity—calls, notes, files, everything.
- Invite the right people. Only add the people who actually need to be there. If you invite the whole company, you’ll get noise, not collaboration.
- Organize by deal, not department. Group work by customers or deals, not by what department is handling it. Sales, marketing, product—put them together around the deal.
What works:
Naming conventions. If you call one deal “Acme” and another “Acme Corp,” you’re asking for confusion. Pick a system and stick to it.
What doesn’t:
Trying to mirror your org chart inside Getaia. Nobody wants to “request access from a manager” just to look at a prospect’s info.
Step 2: Agree on What Actually Needs to Be Shared
You don’t need to share everything. Oversharing creates noise, and pretty soon, nobody’s paying attention to the important stuff. The trick is to decide what’s critical for the whole team to see, and what can live in the background.
What to share:
- Customer notes (meeting summaries, pain points, objections)
- Deal status (where things stand, what’s blocking a close)
- Relevant files (contracts, proposals, pitch decks)
- Tasks and deadlines (who owes what, by when)
What to skip:
- Every single email thread (just link to key ones)
- Internal venting or “random thoughts” (use DMs for that)
- Endless notifications (“Joe updated a comma in the pitch deck”)
Pro tip:
Set up a couple of channels or folders for recurring topics (like Contracts, or Pricing Questions). Resist the urge to make a new one for every little thing.
Step 3: Use Comments and Threads—But Don’t Let Them Become a Second Email Inbox
Getaia lets you comment on deals, files, and tasks. This is great for context—no more “What’s this about?” messages. But if you treat it like email, you’ll just move your old problems into a new system.
How to make comments work:
- Keep it short and clear. Comments should answer a question or make a decision—no rambling.
- Tag people only when it matters. If you tag everyone, you might as well tag no one.
- Use threads for side discussions. If a topic is spinning off into its own debate, thread it so you don’t clutter the main update.
What works:
Summing up meetings or calls right in the deal’s comments. Everyone sees what was decided, nobody’s left guessing.
What doesn’t:
Using comments as a dumping ground for attachments or long back-and-forths that would be faster on a quick call.
Step 4: Track Progress Without Turning Everyone Into a Project Manager
There’s a balance between “we have no idea what’s going on” and “we’re spending all day updating fields.” Getaia’s task and status features help if you use them sparingly.
How to track without overdoing it:
- Use simple status labels. (e.g., New, In Progress, Waiting, Closed) Don’t invent a 10-step process you’ll never update.
- Assign tasks only when necessary. Not everything needs an owner or due date.
- Set reminders for real deadlines. If something’s truly time-sensitive, set a reminder. Otherwise, trust adults to get things done.
Pro tip:
Have a quick daily or weekly check-in where you review statuses together. Don’t rely on the tool to replace all human communication.
What to ignore:
Advanced automation or “AI-powered forecasting” unless you’ve got basic tracking down first. Most of that stuff is smoke and mirrors unless your data is already in shape.
Step 5: Keep Customer Data Clean—Or You’ll Regret It Later
It’s easy to let duplicate contacts, half-baked notes, and old versions pile up. Then, when you actually need info, it’s a mess. The only way to fix this is to make cleanup a habit.
How to keep things tidy:
- Deduplicate contacts regularly. If two people enter “Acme” and “Acme Corp,” merge them before it snowballs.
- Date your notes and files. “Proposal_v2_final_FINAL.pdf” helps nobody. Add dates or use version control.
- Archive dead deals. If it’s not happening, move it out of sight. Clutter kills focus.
What works:
Appointing someone (even if it’s just one person part-time) to do a 10-minute sweep every Friday. You’d be shocked how much it helps.
What doesn’t:
Assuming “the system will take care of it.” Getaia is a tool, not a magic wand.
Step 6: Make Use of Integrations—But Only the Ones That Save Time
Getaia can connect to email, calendars, document tools, and more. This sounds great, until you realize some integrations just add noise.
Worth connecting:
- Calendar: Sync meetings so everyone sees when customer calls are happening.
- Email: Pull in key threads, but set rules so you’re not flooding Getaia with junk.
- Cloud storage: Link files from Drive or Dropbox, instead of uploading versions.
Probably not worth it:
- Pushing every marketing newsletter or Slack channel into Getaia
- Overcomplicating things with CRM integrations unless you’re actually using both tools seriously
Pro tip:
Set up integrations once, then review after a few weeks. If you’re not using them, turn them off. More isn’t always better.
Step 7: Build Trust, Not Just Processes
No tool can fix a team that doesn’t trust each other. Getaia is useful for keeping everyone on the same page, but it can’t replace real conversations.
How to keep the human side strong:
- Have regular, honest check-ins. Use Getaia as a source of truth, but talk through blockers face-to-face (or at least on a call).
- Give feedback on the tool. If something in Getaia is making your life harder, say it. Tweak as you go.
- Share wins and losses. Celebrate deals in the system, but also talk about what went wrong when you lose one.
What works:
Being transparent about what you’re working on—even if it’s not always perfect.
What doesn’t:
Relying on the “activity feed” to replace real communication. It’s a helper, not a substitute.
The Bottom Line: Keep It Simple, Iterate, and Don’t Buy the Hype
Tools like Getaia are only as good as the habits you build. Don’t get sucked into setting up every possible feature or chasing the latest sales “hack.” Start simple, focus on what your team actually uses, and adjust as you go. The best collaboration isn’t complicated—it’s about making it easy for people to do their jobs and actually close deals. And if something isn’t working, don’t be afraid to ditch it and try a different approach. That’s where the real results come from.