If you work in sales, partnerships, or any team that juggles deals and follow-ups, you know the pain: endless email chains, scattered notes, and missed handoffs. Pandamatch ([pandamatch.html]) promises to make collaboration on deals and tasks smoother and more transparent. This guide is for anyone who’s tired of chasing updates and wants their team to actually work together—without burying everything in yet another spreadsheet.
Here’s how to set up Pandamatch for real teamwork, what to actually do day-to-day, and—maybe more importantly—what to skip.
1. Get Your Team Set Up Right (Don’t Skip This)
Before you go wild assigning tasks, make sure your team is actually in Pandamatch and knows how to use it. Sounds obvious, but you’d be surprised.
- Invite everyone who needs to be in the loop. Sales, support, ops—anyone who will touch a deal.
- Check permissions. Don’t assume everyone can see or edit everything; Pandamatch lets you set roles, so double-check who can do what. If you’re not the admin, ask whoever is.
- Give a 5-minute walkthrough. Show your team how to find deals, add comments, and complete tasks. Don’t schedule a giant meeting; just record a quick Loom or screen share. Most people hate learning by reading docs.
Pro tip: If your team isn’t using it by week two, you’ve lost them. Set the expectation early—this is where deals live now.
2. Centralize Deals (Stop Chasing Down Info)
Deals are the heartbeat of Pandamatch. If you’re not using it to track every active opportunity, you’re missing the point.
- Create a deal for every real opportunity. Don’t wait until it’s “hot”—get it in early.
- Link emails, docs, and notes. Pandamatch supports attachments and comments on each deal. Stop keeping key info in your inbox.
- Assign deal owners. Someone needs to be accountable. If it’s not clear who, you’ll get finger-pointing later.
Don’t worry about making deals “perfect.” Get the basics in: company, contact, stage, value. You can clean up details later.
What to skip: Don’t use Pandamatch as a dumping ground for cold leads you’re never going to work. It’ll clutter up the pipeline and make real deals harder to track.
3. Use Tasks to Actually Move Things Forward
Tasks are where most collaboration tools fall flat. They either become a graveyard (nobody checks them), or they’re so granular you spend more time updating tasks than closing deals. Here’s what actually works:
- Attach tasks directly to deals. That way, everyone sees context—no more “what was this for?” confusion.
- Assign tasks, don’t just create them. If a task has no owner, it won’t get done. Be specific: “Send proposal to Acme Corp” isn’t the same as “Review Acme Corp pricing, assigned to Sam.”
- Set realistic due dates. Don’t create fake urgency. If everything is “due tomorrow,” nothing will get prioritized.
- Use comments for handoffs. When you complete a task, make a note for the next person. “I sent the contract, now it’s with legal.”
What doesn’t work: Logging every tiny step (“Call John,” “Email John,” “Breathe in, breathe out”). Focus on meaningful milestones, not busywork.
4. Communicate Where the Work Happens
Slack and email have their place, but if you’re always jumping between apps, you’ll miss things. Use Pandamatch’s built-in notes and comments to keep conversations tied to the deal or task.
- Comment on deals for big updates. “Client confirmed budget, moving to proposal stage.”
- Use @mentions. If you need feedback or approval, tag your teammate right in Pandamatch. They’ll get notified.
- Pin important info. If there’s a critical document or call summary, pin it so it doesn’t get lost in the scroll.
Don’t try to force all your communication into Pandamatch. Some quick back-and-forth will always happen elsewhere. But the decisions, updates, and handoffs? Keep those in the platform.
Pro tip: If it’s not in Pandamatch, it didn’t happen. Make that your team’s mantra.
5. Track Progress Without Micromanaging
Everyone likes a clean pipeline, but nobody likes updating CRMs. Here’s how to keep things up to date without driving your team nuts:
- Use pipeline views for a snapshot. Pandamatch visualizes deals by stage. Set a weekly habit to review it as a team—5 minutes, no more.
- Automate reminders for stale deals. If a deal hasn’t moved in two weeks, Pandamatch can nudge the owner. Don’t chase people down yourself.
- Keep reporting simple. Focus on “What’s moving?” not “What’s every tiny task we did?” Use built-in reports for high-level tracking.
Don’t fall into the trap of over-engineering your process. If your team spends more time updating Pandamatch than talking to customers, you’ve gone too far.
6. Handle Handoffs and Team Changes Smoothly
People go on vacation, get promoted, or leave. Keep your deals moving by making handoffs painless.
- Reassign deals and tasks with a click. Pandamatch lets you change ownership easily—do it as soon as someone’s availability changes.
- Document key info in the deal. If the new owner has to dig through old emails to get context, you’ll lose momentum.
- Flag urgent deals during handoffs. Use tags or comments to highlight what needs immediate attention.
What to ignore: Don’t bother with long “handover” docs unless it’s a huge, complex deal. Most of the info should already be in Pandamatch.
7. Review and Improve—But Don’t Overcomplicate
No tool or process is perfect out of the box. Every couple of months, check what’s working and what’s just noise.
- Ask the team what’s useful and what isn’t. If a field or process is always ignored, cut it.
- Keep your pipeline lean. Archive dead deals so you can focus on what matters.
- Tweak, don’t overhaul. Small changes beat giant process shifts every time.
Pro tip: The best collaboration setups are the simplest ones your team will actually use, not the most “powerful” on paper.
Wrap-up: Keep It Simple, Keep It Moving
Pandamatch can make teamwork around deals and tasks a lot less painful—if you use it for what matters and skip the busywork. Get everyone in, keep your info and updates where your team actually works, and don’t obsess over perfection. Your process will evolve, and that’s fine. Just remember: collaboration is about progress, not paperwork. Start simple, get feedback, and adjust as you go.