If your sales pipeline in Bloobirds is a mess, you're not alone. Most teams start with good intentions, but a few weeks in, all that data gets out of date, nobody trusts the numbers, and the pipeline becomes more of a graveyard than a tool. This guide is for sales reps, managers, and ops folks who want to actually use their pipeline—to close deals, not just check boxes.
I’ll walk you through how to keep things simple, how to avoid the usual pitfalls, and how to make Bloobirds work for you (not the other way around).
Why Your Sales Pipeline Gets Messy (and Why It Matters)
Let’s be real: most sales pipelines get cluttered because updating them feels like pointless admin. But when your pipeline is messy, you:
- Miss real opportunities because you can’t see what’s actually live
- Waste time chasing dead deals
- Can’t forecast accurately (and your manager is breathing down your neck)
The fix isn’t more features or adding extra fields. It’s better habits, a few smart tweaks, and knowing which parts of Bloobirds to actually use.
Step 1: Set Up Your Pipeline Stages—And Don’t Overcomplicate
First, look at your pipeline stages. Bloobirds lets you customize these, but more isn’t always better. Here’s what actually works:
- Keep stages clear and minimal. Aim for 5–7 stages, max. Typical ones: Prospecting, Qualifying, Demo/Meeting, Proposal, Negotiation, Closed Won/Lost.
- Make sure everyone agrees on what each stage means. If “Qualified” means something different to each rep, it’s chaos.
- Avoid vanity stages. If you have a stage nobody moves deals into (or out of), ditch it.
Pro Tip: Ask your team: “Could a stranger understand what each stage means just by reading the name?” If not, it’s too vague.
Step 2: Build a Routine for Updating—And Stick To It
The only way to keep your pipeline clean is to update it regularly. Not “when you remember.” Not “once a month before the forecast call.” Here’s how to make it stick:
- Pick a daily time (ideally end of day) to update your deals.
- Batch your updates. Don’t try to update as you go—do it in one block, so you can get into a groove.
- Set a weekly pipeline review. Block 30 minutes—alone or with your manager—to clean up stuck deals, update stages, and kill anything that’s truly dead.
What doesn’t work: Relying on email reminders or Slack nudges. If it’s not in your calendar, it won’t happen.
Step 3: Use Bloobirds’ Features—But Ignore the Noise
Bloobirds is packed with features—some are helpful, others just slow you down. Here’s what actually helps:
Use These
- Bulk editing. Update multiple deals at once. This is a lifesaver after a big outbound push.
- Custom fields (sparingly). Only add fields you’ll actually use. “Next Step” and “Deal Risk” are usually worth it; “Favorite Color” is not.
- Tasks and reminders. Good for keeping follow-ups from slipping through the cracks.
Ignore These (Unless You Have a Good Reason)
- Too many custom views. One view for active deals, one for closed—done. Don’t build a dozen filtered lists you’ll never look at.
- Overly detailed activity logging. It’s tempting to log every call, email, and LinkedIn like. But if nobody reads it, don’t bother.
Pro Tip: If you’re not going to use a feature every week, it’s probably not worth setting up.
Step 4: Get Ruthless About Dead Deals
Nothing clutters a pipeline faster than deals that should have been closed out weeks ago. Here’s how to deal with them:
- Set a time limit per stage. If a deal’s been stuck in “Proposal” for 30 days, it’s probably dead.
- Close Lost is your friend. Don’t be afraid to mark deals as lost. You’re not killing your numbers—you’re making your pipeline real.
- Use quick notes when closing. Just a sentence on why it died. You’ll thank yourself later.
What to ignore: Reps who say, “Let’s just leave it open, it might come back.” If it comes back, you’ll reopen it. For now, clear it out.
Step 5: Keep Your Data Real—Not “Optimistic”
Most pipeline data isn’t wrong, it’s just… wishful. Here’s how to keep things honest:
- Update amounts and close dates as soon as things change. Don’t leave a deal at $10k and “closing this month” if you know that’s not true.
- Be specific on next steps. If you don’t have a real next action scheduled, the deal’s not moving.
- Encourage candor. If you’re managing a team, reward accuracy over optimism. The real pipeline is better than a pretty one.
Step 6: Use Filtering and Views to Focus (But Don’t Go Overboard)
Bloobirds lets you filter and save views—this is great, but gets messy fast. Here’s what helps:
- One “My Pipeline” view for your active deals.
- One “Stuck Deals” view—filter by deals with no activity in X days or overdue next steps.
- Managers: one “Team Overview” view to spot bottlenecks.
Resist the urge to create a dozen views for every scenario. More filters = more confusion.
Step 7: Make Pipeline Reviews About Action, Not Status
If your pipeline review calls are just everyone reading what’s already in Bloobirds, you’re wasting time. Instead:
- Focus on what’s blocking deals. Only talk about deals that are stuck or need help.
- Look for patterns. Are a ton of deals dying at the same stage? Is one rep always updating late?
- Set clear next actions. Every deal discussed should have a real next step—owner and date.
Pro Tip: Share your screen and update the pipeline live during the meeting. No “I’ll update that later.” Do it on the spot.
Step 8: Automate What You Can, But Don’t Trust Robots Completely
Bloobirds offers some automation (logging emails, reminders, etc.), and these can save you time—but double-check the results:
- Review auto-logged activities. Sometimes they miss things or log junk.
- Set up auto-reminders for follow-ups. But don’t rely on them to actually move deals forward.
- Export reports regularly. Don’t wait for the end of the quarter to discover a data problem.
Automation is only as good as the habits behind it.
Quick Checklist: What to Do (and What to Ignore)
Do: - Review and prune your pipeline weekly - Be honest about deal status—kill dead deals - Use bulk updates and simple views - Keep custom fields to a minimum - Make pipeline reviews about action
Ignore: - Fancy dashboards you never look at - Over-building custom stages or views - Logging every single interaction - Keeping zombie deals alive for “just in case”
Keep It Simple, Iterate Often
Nobody’s pipeline is perfect, and Bloobirds isn’t magic. The trick is to keep your setup as simple as possible and revisit it often. If something’s not working, change it. If a view or field isn’t useful, cut it. The goal is a pipeline you trust and actually use—not one that just checks a box for your boss.
You’ll save time, close more deals, and finally stop dreading pipeline reviews. That’s as efficient as it gets.