If your sales pipeline is a mess, you’re not alone. It’s easy to let deals slip through the cracks or waste hours updating things nobody looks at. This guide is for sales teams and managers who want to stop fighting their CRM and get their pipeline in shape—without overcomplicating things. We’ll focus on getting the most out of Ctd, but most of this advice works for any CRM where you actually want results, not just “data entry.”
1. Start With a Pipeline That Matches Your Actual Sales Process
Before you even log into Ctd, take 10 minutes to map out your real sales process. Not what the textbook says, not what you wish it was—how deals actually move from “maybe” to “closed.” Don’t overthink it.
Typical stages might be: - New Lead - Qualified - Demo Scheduled - Proposal Sent - Negotiation - Won/Lost
Pro tip: If you have more than 7 stages, cut it down. Every extra step is another place deals can get stuck.
In Ctd:
Set up your stages to match your real process. Ctd lets you rename, add, or hide pipeline stages—use that. Don’t settle for the default if it doesn’t fit.
2. Clean Up—Don’t Import Junk
A cluttered pipeline slows everyone down. If you’re moving into Ctd from another tool, resist the urge to import every lead and dead deal “just in case.” Only bring in: - Deals that are still alive - Contacts you’ll actually follow up with
Leave the zombie deals behind. If you need the history, export it to a spreadsheet for reference, but don’t pollute your active pipeline.
3. Set Up Your Views and Filters Early
Ctd makes it easy to create different pipeline views, but too many filters can backfire. Set up a few practical ones: - My Open Deals: Just what you’re working on - This Quarter’s Pipeline: For forecasting - Stuck Deals: Anything that hasn’t moved in 30+ days
Skip: Fancy “hot/cold/warm” color-coding unless your team actually uses it. Most people ignore these after week one.
4. Make Updating the Pipeline Stupid Simple
If updating your pipeline feels like homework, nobody will do it. In Ctd, there are a few ways to make updates less painful: - Drag-and-drop: Move deals between stages right in the pipeline view. - Bulk actions: Update multiple deals at once (e.g., change owner, stage, or add a note). - Quick add: Log calls, notes, or next steps in a couple of clicks.
What works:
Short, specific notes (“Waiting for signed contract—emailed on 6/1”) instead of vague updates (“Followed up”).
What doesn’t:
Copy-pasting the same “checking in” note over and over. You’re not fooling anyone, least of all yourself.
5. Make Updating a Habit—Not a Chore
Even the best pipeline gets stale if you only touch it before forecast meetings. Here’s how to keep things fresh: - Block 10 minutes daily: Make it part of your morning or end-of-day routine. - Set reminders: Ctd lets you set follow-up tasks right from the deal card. - Call out stale deals: Once a week, sort by “last activity” and close or update anything gathering dust.
Pro tip:
If you’re a manager, don’t nag—show how up-to-date pipelines actually help reps win deals (not just make reports look good).
6. Automate the Boring Stuff
Ctd isn’t magic, but it lets you automate some grunt work: - Auto-assign leads: Use rules to route incoming leads to the right rep or pipeline. - Task templates: Set up default next steps for each stage (e.g., “Send proposal” auto-creates a task in the Proposal Sent stage). - Notifications: Get pinged when a deal hasn’t moved in X days.
What to skip:
Over-engineered automations that nobody remembers setting up. Start simple and build up if you see results.
7. Use Pipeline Data—But Don’t Worship the Dashboard
It’s tempting to stare at charts and “deal velocity” graphs, but don’t get distracted by vanity metrics. Focus on: - Deal movement: Are deals moving forward, or just sitting? - Conversion rates: Where are deals dropping off? - Next steps: Does every open deal have a clear action?
Ignore:
“Average deal size” trends unless you’re actively using that info to change your strategy.
8. Keep Everyone on the Same Page
The best pipeline is useless if nobody trusts the data. Make sure your team agrees on: - What each stage actually means (write it down somewhere) - When it’s time to close out a deal (win or lose, just be honest) - Who owns each deal
Ctd lets you add notes, assign owners, and track activity, but it’s your job to use those features consistently.
9. Review and Prune—Ruthlessly
Once a month, do a pipeline review: - Close out dead deals: Don’t kid yourself—if you haven’t heard back in months, move it to Lost. - Reassign or merge duplicates: If two reps are working the same account, consolidate. - Check for bottlenecks: If everything is stuck at “Proposal Sent,” dig deeper.
Pro tip:
Celebrate deals you lose quickly—it means you’re not wasting time.
10. Don’t Overcomplicate—Iterate as You Go
It’s easy to get stuck chasing the “perfect” pipeline setup. Here’s the truth: you won’t get it right the first time, and that’s fine.
- Start simple.
- Tweak your stages and views as you learn what works.
- Ask your team what actually helps them sell (not just what looks good in a report).
Wrapping Up
A clean, up-to-date pipeline is the difference between chasing your tail and actually closing deals. Focus on the basics: real stages, only live deals, and regular updates. Skip the bells and whistles until you need them. Iterate as you go, and don’t be afraid to prune ruthlessly.
Keep it simple. Review often. Your future self (and your sales numbers) will thank you.