How to collaborate with your sales team using shared workflows in Persana

If you work with a sales team, you’ve probably seen what happens when everyone’s “process” lives in their own head (or worse, their own downloads folder). Deals slip through the cracks, updates get missed, and sooner or later someone’s asking, “Wait, where are we with that account?” This guide is for anyone who’s tired of chasing status updates and wants to make collaboration less painful—and more productive—using shared workflows in Persana.

Why Shared Workflows Matter (and When They Don’t)

Before you jump in, let’s be honest: shared workflows won’t magically fix a team that never talks or a tool nobody wants to use. But if your team actually wants to work together and keep deals moving, putting your process in one place just makes life easier.

Shared workflows shine when: - You need to track handoffs (think SDR to AE, AE to CSM) - Multiple people touch the same account or deal - You want to actually see what’s next, not just what’s done

But don’t bother if: - Your “sales process” fits on a sticky note - Everyone is allergic to updating tools (no software can fix that) - You only need a simple list, not a repeatable process

Assuming you’re in the first camp, here’s how to get started.

Step 1: Map Out Your Real Sales Process (Not the Fantasy Version)

Don’t start by clicking around Persana. First, grab a notepad (or whiteboard, or napkin) and sketch out what actually happens from lead to closed deal. Be honest—don’t write down “weekly pipeline review” if nobody actually does it.

Ask the team: - What are the actual steps we follow? - Who owns each stage? - Where do handoffs fall apart?

Write it out as a sequence, noting who’s responsible for what. You want a list that fits on one page, not a flowchart that needs a PhD to read. This is the backbone for your shared workflow.

Pro Tip: If you skip this, you’ll just automate chaos. Get the team to agree on something before you build anything.

Step 2: Set Up Your Shared Workflow in Persana

Now it’s time to open Persana and turn your process into something the team can actually use. The whole point is to make your workflow visible, repeatable, and hard to ignore.

Creating a Workflow

  1. Log in and find “Workflows.” Don’t get lost in the sidebar—just look for “Workflows” on the main nav.
  2. Create a new workflow. Name it something the team will recognize—“Sales Handoff Process,” “New Lead Flow,” whatever makes sense.
  3. Add each step from your real process. For each, set:
  4. The owner (person or role)
  5. What “done” looks like (a call, a meeting, a signed doc, etc.)
  6. Any key details (like “attach proposal” or “update CRM field”)

Assigning and Sharing

  • Invite your team. If they’re not in Persana yet, send invites. If they ignore them, ask why—seriously, don’t just assume silence means “all good.”
  • Assign roles clearly. Make it obvious who’s on the hook for what. “Team” assignments sound nice but often mean “nobody.”
  • Decide how updates happen. Are people expected to check off steps in real time? At the end of the day? Be specific.

Don’t Overcomplicate It

You don’t need automations and integrations on Day 1. Start with a basic step-by-step flow people can actually follow. You can always add bells and whistles later.

Step 3: Make Handoffs (Almost) Foolproof

Most sales teams trip up when deals move from one person to another. Shared workflows help, but only if you set them up to catch dropped balls.

Use Explicit Handoff Steps

  • Add a “Handoff” stage between owners—e.g., “SDR to AE: Confirm qualification.”
  • Make the receiving person accept the handoff (a simple checkbox or comment beats nothing).
  • If Persana supports notifications, turn them on for handoffs—but don’t spam people with every tiny update.

Document What “Ready” Means

Don’t just move deals with a “good luck” note. Add checklist items like: - “All contact info in CRM” - “Discovery call recorded” - “Decision maker identified”

You want the receiving person to know they’re not inheriting a mess.

Step 4: Keep the Workflow Alive (or It’ll Die Fast)

A workflow is only as good as the team using it. Here’s how to keep yours from gathering dust:

  • Make it part of your regular meetings. Review the workflow, not just a spreadsheet. Ask: “What’s stuck and why?”
  • Update as you go. If a step is always skipped, change it or remove it.
  • Call out wins and misses. When the workflow helps save a deal (or catches a mistake), point it out. When someone ignores it and things go sideways, talk about that too—without blame, just facts.

Warning: If you treat the workflow as “just for show,” so will everyone else.

Step 5: Avoid Common Pitfalls

Here’s what doesn’t work, no matter how slick your tool:

  • Too many steps. If your workflow takes longer to update than to actually do the work, it’ll get ignored. Keep it lean.
  • Ambiguous ownership. “Team” assignments usually mean “not my problem.” Assign steps to specific people or roles.
  • Notifications overload. Notifications are great until nobody reads them. Only turn on what matters, or people will tune it all out.
  • Automating chaos. If your process is broken, automating it just creates faster confusion. Fix the process first.
  • One-size-fits-all. What works for one team might not work for yours. Steal ideas, but customize for your reality.

Step 6: Iterate Based on Real Feedback

After a couple weeks, check in with the team: - What steps are always skipped? - Where do deals get stuck? - Is anyone confused about what to do next?

Tweak the workflow based on actual usage, not what you wish was happening. This is where most teams stumble—they set it and forget it, then wonder why people go back to spreadsheets.

Pro Tips for Getting Buy-In

  • Start small. Pilot with one deal type or team before rolling out everywhere.
  • Show, don’t tell. Demo how a workflow saves time or avoids mistakes.
  • Give people a say. When people help design the workflow, they’re more likely to use it.
  • Don’t force it. If the team hates it, ask why and listen. Sometimes the process is the problem, not the tool.

What to Ignore (for Now)

  • Integrations galore. It’s tempting to wire up Slack, email, and CRM from Day 1. Don’t. Nail the basics first.
  • Fancy automation. Automation is great, but only once you know your process works. Otherwise, you’re just automating bad habits.
  • Micromanaging. The goal is to help, not to create more busywork. Trust the team—just make the process visible.

Wrapping Up: Keep It Simple, Review Often

Shared workflows in Persana can make working with your sales team way less chaotic—but only if you keep them simple, visible, and actually use them. Don’t chase perfection. Start with the basics, tweak as you go, and check in with your team. The best workflow is one people barely notice because it just works.

If you find yourself overthinking it, remember: half a process everyone follows beats a “perfect” workflow nobody touches. Start small, stay honest, and let the real-world results guide you.