If you’re reading this, you probably already know that running a big B2B deal isn’t just about sales. It’s about getting marketing, product, legal, finance, and sometimes your CEO all moving in the same direction—without losing your mind. This isn’t easy. If you’re hoping Prelay will magically fix the chaos, let’s be clear: it won’t. But it can make things a lot less painful if you use it right.
Here’s how to actually manage cross-functional teams in Prelay when the stakes are high, the deals are hairy, and “alignment” is more myth than reality.
1. Set Up Prelay for Realistic Success
Don’t just import everyone and fill out fields. Take 30 minutes to plan how you’ll use Prelay for your deals. Otherwise, you’ll end up with a graveyard of unused templates and confused colleagues.
A. Map Your Actual Deal Process
- Write down the steps your team actually follows, not the ones in the sales playbook no one reads.
- Identify which roles need to jump in at which stages (e.g., legal reviews at contract, IT gets pulled in for security).
- Be honest about bottlenecks—don’t pretend you always get sign-off in 24 hours.
B. Build or Tweak Prelay Templates
- Start with one or two high-value templates. Don’t try to map every scenario.
- Keep tasks and stages clear and in plain language—skip jargon and acronyms.
- Assign owners by role, not just by name. People change; roles are more stable.
Pro Tip: Assign a “Prelay Sheriff”—someone who owns cleaning up templates and keeps things from getting out of date. If it’s everyone’s job, it’s nobody’s job.
2. Get the Right People Involved—Early (But Not Everyone, All at Once)
Too many cooks ruin the deal. Too few, and you’ll miss key details. Prelay can help, but only if you’re intentional.
A. Use Prelay to Add Only Relevant Stakeholders
- Don’t add every VP “just in case”—they’ll ignore notifications and mute the app.
- For each deal, list the functions you know will get involved. Add others later if the deal expands.
- Use groups or tags for common teams (e.g., “Security Reviewers”) to avoid re-inventing the wheel.
B. Clarify Roles and Expectations in Prelay
- Use the description fields to spell out what you expect (“Legal: review NDA by Friday, not just ‘look it over’”).
- Assign owners for each critical task—don’t let things float in “someone else’s problem” land.
What to Ignore: Fancy org charts and every possible stakeholder—keep it lean or people will tune out.
3. Make Communication Explicit (and Traceable)
Cross-functional deals die in vague Slack threads and buried emails. Prelay’s biggest value is keeping the conversation in one spot.
A. Use Comments and Notes for Real Updates
- Don’t just mark a task “done”—add a note if there’s context (“Signed, but with redlines”).
- Tag people only when you need action or input. Don’t use @everyone unless you want to be ignored.
B. Link Docs and Key Info Directly
- Upload or link to the actual docs in Prelay—don’t make people dig through Google Drive.
- Keep all deal-specific conversations in the deal workspace; avoid running side discussions in other tools.
Pro Tip: Set a “single source of truth” rule: If it’s not in Prelay, it didn’t happen.
4. Track Progress—But Don’t Over-Engineer It
You need visibility, not a second full-time job updating statuses.
A. Use Stages and Tasks, Not Overly Detailed Checklists
- Map out major milestones, not every tiny step.
- It’s OK if some tasks are broad (“Security review”)—just make sure owners know what’s expected.
B. Keep Status Updates Simple
- Regularly update deal status—no need for novels, just a line or two on big changes.
- Use Prelay’s summary views to spot blockers and overdue items. Don’t obsess over 100% completion—it’s not homework.
What to Ignore: Building out 20-stage workflows for every variation. Start simple, refine as you go.
5. Handle Handoffs and Escalations Smoothly
The moment a deal gets stuck, everyone blames “bad handoffs.” Prelay can help, but only if you use it to actually document what’s needed.
A. Document What’s Needed for Each Handoff
- Write short, clear handoff notes (“Legal needs these three docs, not just the contract”).
- Assign the next owner directly in Prelay—don’t assume they’ll notice.
B. Escalate with Context, Not Just Panic
- If you need exec help, tag them in the relevant Prelay task with a summary of what’s blocked.
- Don’t escalate everything. Reserve it for real blockers, not “just checking in.”
Pro Tip: Build a “blocker” tag or status. That way, anyone can see at a glance what’s stuck.
6. Close the Loop (and Actually Learn)
Most teams never look back. That’s a mistake.
A. Do a Quick Post-Mortem in Prelay
- After big deals, add a short summary: what worked, what didn’t, what you’d change.
- Tag the relevant teams so they see feedback. Don’t sugarcoat—be honest, but stick to facts.
B. Update Your Templates and Process
- If a bottleneck came up three times, fix the template or add a new step.
- Don’t aim for perfection. Just make it a little better each time.
What to Ignore: Endless “what went wrong” meetings. Write it up, share, and move forward.
Honest Takes: What Works, What Doesn’t, and What to Skip
What Works:
- Keeping all deal context and tasks in one place.
- Assigning real owners—no “team” or “everyone.”
- Recapping key decisions in notes, instead of scattered chats.
What Doesn’t:
- Over-complicating your process. If people spend more time updating Prelay than moving the deal, you’re doing it wrong.
- Assuming Prelay will auto-magically fix politics or unclear priorities. It won’t.
- Adding everyone “just in case.” You’ll lose engagement fast.
What to Ignore:
- Fancy dashboards and reporting (until you’ve nailed the basics).
- Dragging legacy process bloat into Prelay—start fresh.
Keep It Simple, Iterate, and Don’t Chase Perfection
Managing cross-functional teams for big B2B deals is tough—no tool changes that. But if you use Prelay to keep things visible, assign clear owners, and document what actually happens, you’ll cut down on confusion and dropped balls. Don’t try to build the perfect process on day one. Start with what works, tweak as you go, and remember: less is usually more.
If you keep Prelay useful (and not just another checkbox), your team will actually use it—and your deals will move faster, with fewer headaches.