If you’re running a B2B sales team, you know the pain: too many messages, scattered docs, half-baked processes, and deals slipping through the cracks. Chasing “perfect” workflows is a waste of time, but working in chaos is worse. Somewhere in the middle is a setup that’s clear, flexible, and doesn’t drive your team nuts.
This guide is for sales leaders, ops folks, and anyone wrangling a B2B sales process. We’ll break down how to actually use Gamma to make collaboration smoother—without getting lost in features you don’t need. Expect honest takes on what works, what doesn’t, and how to avoid busywork.
1. First, Get Real About Your Current Workflow
Before you start dragging tools into the mix, take a step back:
- What’s actually broken? Don’t fix what isn’t a problem. Are deals stalling because of miscommunication, missing info, or something else?
- Who really needs to be involved? Sales, sure. But what about customer success, marketing, or ops? Too many cooks can slow things down.
- What’s non-negotiable? Maybe it’s a deal review, maybe it’s legal sign-off. Map out the “must-haves” before you fiddle with software.
Skip this step, and you’ll just digitize your old mess.
2. Set Up Gamma for Sales Collaboration (Without Overcomplicating It)
Gamma bills itself as a flexible workspace. That’s true, but you can drown in options. Here’s how to keep it sane:
A. Structure Your Workspace
- Create a Sales Hub Space
- Don’t make a separate space for every deal. Start with one “Sales” or “Pipeline” workspace.
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Use folders for major segments (e.g., “Enterprise Deals,” “SMB,” “Renewals”). If you go too granular, you’ll waste time clicking around.
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Templates Are Your Friend
- Build (or adapt) templates for:
- Discovery call notes
- Deal qualification checklists
- Proposal drafts
- Handover docs for customer success
- Don’t get template-happy. Only template stuff you repeat every week.
B. Bring in the Right People
- Set permissions carefully. Not everyone needs to see every detail, especially on sensitive deals.
- Tag in other teams when needed. Use comments or mentions to pull in legal, finance, or product folks—only when their input matters.
C. Integrate, But Don’t Overdo It
Gamma plays nice with other tools, but connecting everything “just because” is a trap.
- Integrate your CRM if it saves time, but don’t force reps to log the same info twice.
- Slack/Teams notifications can help, but if your team is already drowning in pings, skip them.
Pro Tip: If an integration doesn’t make your life easier in the first week, kill it.
3. Run Your Sales Process in Gamma: Step-by-Step
Here’s a practical, no-fluff approach to using Gamma daily with your sales team.
Step 1: Centralize Deal Notes and Updates
- Every new deal gets a page (or doc) using your template.
- All notes, call recaps, and updates go in one place. No more “where’s the latest info?” scavenger hunts.
- Tag teammates for follow-ups right in the doc.
What works: Everyone’s on the same page (literally).
What doesn’t: If people keep using email or side chats, info gets lost. Make Gamma the default place for updates.
Step 2: Track Progress Without Micromanaging
- Use checklists for key stages—qualification, proposal sent, contract review, etc.
- Assign owners to each stage or task. Public accountability beats nagging.
- Set up simple status tags (“In Progress,” “Stuck,” “Won,” “Lost”). Don’t bother with a color-coded masterpiece no one updates.
Ignore: Building a Kanban board for the sake of it. If your CRM already handles this, don’t double up.
Step 3: Collaborate on Docs and Proposals in Real Time
- Draft proposals, SOWs, or slide decks together—right in Gamma, not as attachments.
- Use comments for questions or suggestions, so you don’t end up with a million email threads.
- Version history is nice, but don’t rely on it to fix sloppy habits. Make sure there’s one “final” version before sending to the client.
What works: Fewer back-and-forths, faster edits, and less “which file is latest?” drama.
What doesn’t: If your team still exports to Word/PDF for real work, something’s off with your process.
Step 4: Loop in Other Teams—But Only When Needed
- Tag legal for contract review, or product for technical input. Don’t CC everyone “just in case.”
- Use comments to ask for specific help. Vague requests get ignored or bog down the process.
- When the task’s done, untag folks. Respect people’s time.
Pro Tip: If Gamma becomes everyone’s to-do list, it’ll get noisy. Keep asks focused, and don’t turn it into a dumping ground.
Step 5: Handoff to Customer Success Without Dropping the Ball
- Create a clear handoff doc: deal summary, key contacts, what was promised, and any red flags.
- Link to original deal notes and proposal—don’t make someone dig.
- Set up a quick handoff call if things are complex. Gamma’s great for docs, but not for context you get from a live conversation.
Ignore: Trying to automate every handoff. Humans still need to talk.
4. Keep Your Workflow Lean (and Ditch What’s Not Working)
Most sales workflow fails come from overengineering. Here’s how to avoid that:
- Review your setup every quarter. What’s being used? What’s ignored? Kill the dead weight.
- Ask your team. If they’re bypassing Gamma for parts of the process, figure out why. Don’t blame them—fix the workflow.
- Don’t chase every new feature. Gamma will roll out shiny updates. Unless it solves a real problem, let it go.
Pro Tip: Document your workflow, but keep it short. One page, max. If it needs explaining, it’s too complicated.
5. Common Pitfalls (And How to Dodge Them)
- Trying to replace your CRM. Gamma isn’t a CRM. Use it for collaboration, not pipeline reporting.
- Too many templates. If people can’t find the right doc, you’ve got too many.
- Notification overload. Turn off unnecessary alerts, or your team will tune everything out.
- Ignoring onboarding. Don’t assume everyone “gets” how to use Gamma. Show them—once. Then move on.
Wrapping Up: Keep It Simple, Iterate, Repeat
Optimizing collaboration isn’t about building the fanciest system. It’s about making it easy for your team to find info, work together, and close deals—without extra nonsense. Set up Gamma to fit your real workflow, not someone else’s “best practice.” Watch what actually gets used, trim the rest, and keep tweaking.
Don’t wait for “perfect.” Make one change, see if it sticks, and go from there. That’s how real teams get better—and actually sell.