Let’s be honest: most sales pipeline tools are more noise than help. You set them up, everyone promises to use them, and after a month? You’re back to scattered spreadsheets and chasing updates in Slack. If you’re a sales manager or rep tired of clunky tools and wasted time, this guide’s for you. We’ll break down how to actually use Arti to get your pipeline moving—without all the unnecessary bells and whistles.
Why Pipeline Management Usually Fails
Before we get into the how-to, let's be clear about the usual problems:
- Too many required fields: Sales hates admin work. If your pipeline tool feels like tax season every day, reps will avoid it.
- “One size fits all” workflows: Every sales team is different. Copy-pasting someone else’s process rarely works.
- No clear priorities: When everything looks urgent, nothing gets done.
- Data gets stale—fast: If updating the pipeline isn’t dead simple, it won’t happen. Then you’re making decisions on wishful thinking.
Arti can help, but only if you keep things simple and focus on what actually moves deals forward.
Step 1: Map Out Your Real Pipeline (Not Some Idealized Version)
Skip the default stages and templates for now. Gather your team and ask: What actually happens between “new lead” and “closed deal”? Write it out, step by step.
Pro tip: Include the ugly steps—like “waiting for legal” or “rep forgot to follow up.” The more honest you are, the better your workflow will work.
- Don’t add stages you wish happened. Stick to what’s real.
- If a stage only happens once in a blue moon, leave it out for now.
- If your pipeline has more than 7 stages, it’s probably too complicated.
Once you’ve got your actual process, you’re ready to set it up in Arti.
Step 2: Set Up Your Pipeline in Arti—Keep It Lean
Arti lets you customize pipeline stages and deal fields. Here’s what to do (and what to skip):
- Add just the necessary stages. Use the process you mapped out. Ignore “best practice” templates unless they match your reality.
- Custom fields: Only create fields you’ll actually use to filter, sort, or report on. “Nice to have” fields become “never updated” fields.
- Required fields: The fewer, the better. If you force reps to fill out 10 fields to move a deal, the pipeline will become fiction.
What works:
- One or two required fields per stage—tops.
- A clear “next step” field, so everyone knows what’s happening.
- Owner assignment (so nothing falls through the cracks).
What doesn’t:
- Overbuilt pipelines with dozens of fields and stages.
- Mandatory fields nobody cares about (like “deal source” if you’re not tracking it).
Set up your pipeline, test it with a couple of deals, and adjust before rolling it out to the whole team.
Step 3: Make Updates Easy (or They Won’t Get Done)
The best workflow in the world is useless if nobody keeps it up to date. Here’s how to make Arti work for busy salespeople:
- Use bulk actions: Move multiple deals at once when you do weekly pipeline reviews.
- Mobile-first: Salespeople are rarely at their desk. Make sure everyone can update deals from their phone.
- Shortcuts and automations: If Arti supports it, set up shortcuts for common actions (like logging a call or sending a follow-up email).
Pro tip:
Schedule a 10-minute “pipeline cleanup” block each week. No exceptions. If it’s not in the calendar, it won’t happen.
Ignore:
- Fancy automations you’ll never maintain.
- Over-customized dashboards that look pretty but don’t get used.
Step 4: Build Views That Actually Help You Sell
Dashboards are only useful if they help you take action. In Arti, don’t waste time building charts you never look at. Instead:
- Create saved views for each rep: So everyone sees just their deals and priorities.
- Pipeline health: One view showing deals that haven’t moved in X days.
- Forecasting: A simple report showing what’s likely to close this month/quarter.
What works:
- Views that show “what’s stuck” and “what needs attention.”
- Sharing views with the team during pipeline meetings—so everyone’s looking at the same data.
What doesn’t:
- Tracking vanity metrics (like “emails sent”) unless you actually use them for coaching.
- Building a dozen reports nobody reads.
Step 5: Use Reminders and Follow-Ups (But Don’t Overdo It)
Deals die when follow-ups slip. Arti lets you set reminders and tasks—use them, but don’t go overboard:
- Set a follow-up for every active deal. No exceptions.
- Use reminders for critical steps: Like contract signing or demo days.
- Automate repetitive reminders if possible, but keep it simple.
Ignore:
- Setting up reminders for every minor activity. You’ll just start ignoring them.
- Over-complicating task types (e.g., “call,” “email,” “LinkedIn message”) unless you really need that level of detail.
Step 6: Get Real About Reporting and Forecasting
Forecasts are only as good as your data. If people aren’t updating deals, your numbers are fiction. Here’s how to get real:
- Only report on what’s actually in the system. If it’s not up to date, call it out.
- Don’t over-promise: If you’re not sure a deal will close, mark it as such. It’s better to be honest than optimistic.
- Review lost deals: Spend 10 minutes each week looking at lost deals—why did they die? Adjust your process if you see patterns.
Pro tip:
Share the ugly numbers as well as the good ones. Transparency builds trust, and it keeps everyone focused on reality—not wishful thinking.
Step 7: Keep Feedback Loops Short
No workflow is perfect out of the gate. After a month, sit down with your team:
- What’s working?
- What’s annoying?
- What’s getting ignored?
Tweak your pipeline in Arti based on this real-world feedback. Don’t wait for quarterly reviews—fix things as they come up.
What to Ignore (Seriously)
There’s a lot of hype around “AI-powered pipeline management” and “next-gen sales analytics.” Most of it’s just noise, unless you have a massive team and a dedicated ops person. Stick to the basics:
- A clear pipeline.
- Simple fields.
- Easy updates.
- Regular reviews.
That’s what actually gets deals done.
Wrapping Up: Keep It Simple, Review Often
Don’t let your pipeline tool become another source of frustration. In Arti, focus on clarity and ease of use. Start lean, review with your team, and tweak as you go. The simpler your process, the more likely people are to use it—and the more real insight you’ll get. Get the basics right first, and you’ll actually close more deals. Everything else is just window dressing.