If you’ve ever tried working with a sales team in a “shared workspace,” you know how quickly things can get messy. Docs everywhere. Updates lost in chat. People using the wrong version of the pitch deck. Sound familiar? If you’re using Journey and want to actually get work done with your sales team—without losing your mind—this guide’s for you.
Below, I’ll walk you through how to set up and use shared workspaces in Journey, what actually helps sales teams collaborate (and what’s just busywork), and a few honest tips from the trenches.
1. Get Clear on Why You’re Using a Shared Workspace (Don’t Skip This)
Before you even open Journey, answer this: What’s the point of your shared workspace? Is it to track deals? Share content? Review contracts? If you don’t know, you’ll end up with a dumping ground nobody wants to use.
Pro tip: Write down the top 2-3 things you want to do together in Journey. If you can’t list them, you’re not ready to set it up. Some common, actually-useful reasons: - Sharing up-to-date sales materials (decks, one-pagers, case studies) - Tracking deal progress and next steps - Keeping everyone looped in on key client comms
Ignore the urge to “collaborate on everything.” Focus on what matters.
2. Set Up Your Shared Workspace in Journey
Here’s how to avoid the “too many cooks” problem right from the start.
a. Create the Workspace
- In Journey, hit “Create Workspace.”
- Name it something obvious. “Sales Team Q2 Deals” beats “Workspace #5.”
- Add only the people who really need to be there. Resist the urge to invite the whole company.
b. Set Permissions (This Actually Matters)
Journey lets you fine-tune who can see, edit, or just comment. Get this right: - Sales managers: Usually need full access. They’re driving deals. - Marketing: Maybe just commenting, so they don’t rewrite your pitch deck without asking. - Ops or legal: Usually “view only,” unless you want your T&Cs rewritten by accident.
Don’t: Give blanket edit access to everyone. You’ll regret it.
c. Organize by Client or Deal
- Create folders or sections for each major client or deal.
- Inside, keep only what’s relevant: proposals, notes, contracts, and key emails.
- Archive old deals. Nobody wants to dig through last year’s closed-lost folder.
3. Agree on How You’ll Work Together (Set Some Ground Rules)
Shared workspaces fall apart when nobody knows who’s supposed to do what. Take ten minutes to set ground rules. Here’s what actually helps:
- Document naming: Decide on a format (e.g., “ClientName_Project_2024”). Saves hours of “which file?” headaches.
- Commenting etiquette: Use comments for questions, not for rewriting someone’s work.
- Status updates: Agree where these go. Inside Journey comments? Slack? Email? Pick one and stick with it.
- Single source of truth: If it isn’t in Journey, it doesn’t exist. That means no hunting through email threads for the latest numbers.
Ignore: Overly formal processes that nobody actually follows. Aim for “just enough” structure.
4. Add and Share Content the Right Way
Here’s where most shared workspaces go sideways: everyone dumps files in, but nobody knows what’s current.
a. Upload and Organize Sales Materials
- Upload only the latest versions. Archive old ones.
- Use clear file names and dates (“Acme_Proposal_v2_March2024.pdf”).
- Add a short note in the file description—why it matters, what’s changed, or who it’s for.
b. Share with the Right People
- Use Journey’s sharing options to give access only to those who need it (see Step 2).
- If you’re sharing externally (with clients), double-check permissions. You don’t want a prospect seeing your internal notes.
c. Keep a “Read Me First” Section
- Pin a doc or note at the top: “Start Here—What’s in This Workspace.”
- List what’s inside, and where to find key files.
- Update it as things change. Saves a ton of “where’s the latest deck?” messages.
5. Use Comments and Tasks (But Don’t Overdo It)
Collaboration tools come loaded with features—chat, comments, tasks, reminders. Use what helps, ignore what doesn’t.
a. When to Use Comments
- Ask quick questions (“Is this the final contract?”).
- Tag teammates for input (“@Sam, can you review pricing?”).
- Clarify next steps after a meeting.
Don’t: Use comments for long discussions. Take those to a call or a focused chat thread.
b. Tracking Tasks
- Use Journey’s task features to assign follow-ups (“Upload signed NDA by Friday”).
- Keep tasks short and clear. If it needs a paragraph to explain, it’s probably a project, not a task.
- Mark tasks as done. Don’t let old to-dos pile up.
Pro tip: Don’t assign every little thing as a task. If you need to remind yourself to send an email, just do it.
6. Manage Notifications (and Avoid Notification Fatigue)
Nothing kills a shared workspace faster than endless pings. Set up notifications so you’re only interrupted when it matters.
- In Journey, go to notification settings.
- Turn on alerts for @mentions and direct assignments.
- Mute channels or folders you don’t care about.
- Encourage the team to do the same. Nobody needs a ping every time a file is uploaded.
Ignore: Default settings. They’re usually too noisy.
7. Keep the Workspace Clean (and Kill the Clutter)
Shared workspaces get messy fast. Schedule regular clean-ups: - Archive or delete old deals, dead leads, duplicate files. - Every quarter (or month, if you’re ambitious), set aside 15 minutes to clean house. - Remove people who no longer need access. This keeps sensitive info locked down.
Pro tip: If you find yourself searching for stuff more than twice, it’s probably time for a cleanup.
8. What Works, What Doesn’t, and What to Watch Out For
Let’s be honest—no tool fixes bad habits. Here’s what matters most:
What works: - Being clear about the workspace’s purpose - Keeping files organized and named consistently - Actually using comments and tasks (but not for everything)
What doesn’t: - Spamming everyone with notifications - Letting the workspace become a file graveyard - Expecting everyone to adopt new habits overnight
Watch out for: - Version confusion: Always label and date files. - Permission creep: Too many editors means more mistakes. - Overcomplicating: Stick to the basics until you need more.
Wrapping Up: Simple Beats Fancy
If you want your sales team to actually use Journey shared workspaces, keep things simple. Set clear rules, organize only what matters, and don’t be afraid to clean house often. Forget the hype about “collaborative transformation”—you just want a place where everyone finds what they need, when they need it.
Start small, iterate, and ignore all the bells and whistles until you outgrow them. That’s how real teams get work done.