Ever worked a deal with your team and felt like everyone’s playing a different game? Notes scattered everywhere. Email threads multiplying. Slack blowing up at midnight. Nobody remembers who last talked to the client, or what was promised. If this sounds familiar, you’re not alone.
This guide is for anyone tired of chasing updates and wants a saner way to move deals forward. I’ll walk you through using Nimbler workspaces to actually collaborate—without turning your life into a never-ending group chat.
Why Nimbler Workspaces (and Why Not Just Use Email or Slack)?
Let’s be honest: email and Slack are fine for quick questions, but they’re a mess for keeping track of deals. Info gets lost, people get left off, and nobody has the full picture. Nimbler workspaces are built for the messy, back-and-forth reality of working deals as a team:
- Everything in one place: Notes, tasks, files, updates, and communication—no need to dig through inboxes or ask “Did you see this?”
- Real collaboration: Multiple people can work on the same deal, see each other’s updates, and avoid stepping on toes.
- Deal-specific: Workspaces are tied to a deal, not a random channel or thread, so context is always clear.
Is it perfect? No software is. But if you’re actually trying to get work done with a group, it’s far better than endless Slack threads.
Step 1: Set Up Your Workspace
Before you do anything, get your house in order.
- Create a workspace for every active deal. Don’t try to cram multiple deals into one workspace. It gets confusing fast.
- Name it clearly. Use the client’s name or project title—whatever makes sense to your team. “Q3 Renewal – Acme Inc.” is better than “Deal 2.”
- Add the right people. Only include folks who actually need to be involved. Too many cooks slow things down.
Pro tip: Set up a simple workspace template if you’re handling similar deals a lot. It saves everyone time and keeps things consistent.
Step 2: Centralize Deal Info (and Stop the Info Hunt)
Once your workspace is set up, make it the one source of truth for the deal. This isn’t just busywork—it saves time later.
- Upload key documents: Contracts, proposals, call notes, whatever matters. No more “Does anyone have the latest version?” emails.
- Pin important info: Client contacts, deadlines, deal value, and next steps should be front and center.
- Keep it updated: Don’t let the workspace become a graveyard. If something changes, put it here.
What works: When everyone knows to check the workspace first, you’ll cut down on status meetings and “just checking in” messages.
What doesn’t: If people keep using email or their own docs, the workspace won’t be helpful. Set the expectation—workspace or it didn’t happen.
Step 3: Assign Roles and Responsibilities
Deals stall when nobody knows who’s supposed to do what. Make it clear from the start.
- Assign owners: Every deal should have a main point person. If the deal is big, split up by task (e.g., one person owns legal, another owns pricing).
- Track tasks: Use Nimbler’s built-in task tracking to assign follow-ups, client requests, deadlines, etc. Don’t rely on memory.
- Set reminders: Use reminders (if available) so nothing slips through the cracks.
Pro tip: Be specific. “Follow up with client” is vague; “Email client about contract changes by Friday” is actionable.
Step 4: Communicate Where It Matters
Don’t treat your workspace like just another chat room. Use it to keep everyone in the loop without the noise.
- Post updates in context: Share updates, questions, or decisions right in the deal workspace, not in a random chat or email. This way, latecomers can catch up easily.
- Tag people: Need input? Tag the right folks so they get notified, rather than blasting everyone.
- Use threads for specific topics: If a discussion is getting long, start a thread instead of clogging up the main feed.
What works: Keeping all deal-related talk in one place means you won’t miss something important because it was buried in a DM.
What doesn’t: Don’t use the workspace to chit-chat. Keep it focused on moving the deal forward.
Step 5: Track Progress Without Micromanaging
You want visibility, not a surveillance state. Here’s how to actually see what’s happening:
- Use the timeline or activity feed: Nimbler shows who did what, when. Use it to spot bottlenecks or see if something’s stuck.
- Check task status regularly: Don’t just assign tasks—follow up on them. Use the workspace to check what’s overdue or done.
- Review before meetings: Instead of wasting meeting time on “status updates,” review the workspace first so you can focus on decisions.
Pro tip: If you find yourself asking “What’s going on with this deal?”—that’s a sign the workspace isn’t being used properly. Call it out and reset expectations.
Step 6: Loop In Stakeholders—But Don’t Overcrowd
Sometimes you need to pull in a manager, legal, or finance. Here’s how to do it without creating chaos:
- Invite as-needed: Don’t add people “just in case.” Invite them for specific reviews or decisions, then remove them if they’re no longer needed.
- Share summaries: Not everyone wants to join the workspace. Use the export or summary features to send key updates.
- Be clear on what you need: If you’re tagging someone for input, spell out the question so they don’t have to guess.
What to ignore: Resist the urge to make every workspace a free-for-all. More people doesn’t mean better collaboration—it usually means more confusion.
Step 7: Wrap Up and Archive Cleanly
When the deal closes (or dies), don’t just abandon the workspace. Do a quick clean-up:
- Document the outcome: Win, loss, or on hold—record what happened and why. This is gold for future deals.
- Archive files and notes: Make sure everything’s saved for reference. You’ll thank yourself later.
- Close out tasks: Don’t leave open tasks hanging around. Mark them complete or canceled.
Pro tip: Use archived workspaces as a learning tool. Before your next big deal, review what worked (and what didn’t) from past deals.
What Actually Matters (and What Doesn't)
Here’s the truth: The tool won’t magically fix your process. If your team isn’t willing to put key info in the workspace, you’ll still be chasing updates. If you try to use every feature just because it’s there, you’ll spend more time managing the tool than closing deals.
What works: - Make the workspace the single source of truth for each deal. - Keep it simple—focus on notes, tasks, updates. - Set clear expectations: if it’s not in the workspace, it doesn’t count.
What doesn’t: - Overcomplicating with too many templates or custom fields. - Adding everyone “just in case.” - Treating it like just another chat tool.
Keep It Simple—Iterate As You Go
The best part about Nimbler workspaces is that they’re flexible. Start simple: set up a workspace for each deal, put all key info there, and actually use it. If your process feels clunky, tweak it. Ask your team what’s slowing them down. Ignore features you don’t need.
You don’t need a perfect system—you need one that your team will actually use. Keep it tight, keep it focused, and spend your time where it counts: moving deals forward, not managing chaos.