If you’re tired of messy, outdated sales docs and endless Slack threads, this guide’s for you. Whether you’re leading a sales team or just trying to get everyone on the same page, a clear sales playbook can save time, cut confusion, and actually help reps close deals. This isn’t about buzzwords or throwing the latest SaaS tool at the problem. It’s about building something your team will use—inside Sharefable, since that’s what you’re here for.
Let’s get into it—step by step, with real talk about what works, what doesn’t, and how to avoid overcomplicating things.
Why Sales Playbooks Fall Flat (and How to Avoid It)
Before you start clicking around and building, know this: most playbooks fail because nobody uses them. They’re too long, too vague, or just plain hard to find. If you want yours to work, keep it practical and make it dead simple for reps to find what they need—fast.
What to skip:
- Overly detailed scripts nobody can remember
- Endless “best practices” sections
- Anything written once and never updated
What actually works:
- Short, focused sections
- Clear step-by-step actions
- Real examples and templates
- Links to the exact tools or resources reps need
Step 1: Get Clear on What Your Team Really Needs
Don’t build a playbook just because you “should.” Ask your team (yes, actually ask them):
- Where do deals get stuck most often?
- What questions do reps keep asking you?
- What’s the handoff process between sales and success look like (and where does it break)?
- What info do new hires wish they had faster?
Jot down the top 3-5 problem areas. These are your priorities. If you try to fix everything, you’ll get nowhere.
Pro tip:
If you’re not sure, skim your team’s last month of Slack questions or CRM notes. Patterns jump out fast.
Step 2: Map Out Your Core Plays (Don’t Overthink It)
Most teams only need 3–6 core “plays”—think repeatable actions or sequences that lead to results. Examples:
- How to qualify a lead
- Running a discovery call
- Handling pricing objections
- Moving deals from demo to close
- Handoff to customer success
Write these down. Each play should solve a real, recurring challenge—not just fill space.
What to ignore:
- “Mission statements” or fluffy intros nobody reads
- Pages of product features—link out to your product docs instead
Step 3: Set Up Your Sharefable Workspace
If you’re new to Sharefable, the good news is it’s built to organize playbooks, not just store them. That said, don’t fall into the “let’s make it fancy” trap.
Keep it simple:
- Folders: Create a folder called “Sales Playbook.” Drop everything in there to start.
- Permissions: Set team-wide access. If you have sensitive info (like pricing exceptions), use Sharefable’s permission controls, but default to open unless you have a reason not to.
- Naming: Use obvious names—“Qualifying Leads,” not “The Lead Excellence Initiative.”
Pro tip:
You can always reorganize later. Start basic; you’ll thank yourself when you need to update things.
Step 4: Build Out Each Play Step by Step
Here’s the part everyone overcomplicates. Each play should be actionable, not a wall of text.
What to include in each play:
- Purpose: One sentence. E.g., “This play helps you qualify inbound leads in under 5 minutes.”
- Steps: Numbered, short, and clear. Use bullet points for options or tips.
- Templates/scripts: If there’s a proven email, call script, or checklist, paste it here. No need to write a novel—just what actually works.
- Examples: Real-life, redacted is fine. “Here’s a deal that got stuck—what we learned.”
- Links: Direct links to CRM fields, product docs, pricing calculators, etc.
Example layout:
Play: Handling Pricing Objections
- Purpose: Respond confidently when prospects push back on price.
- Steps:
- Listen—don’t interrupt or argue.
- Ask, “Is price the only thing standing in the way?”
- Use the approved pricing response template (link here).
- If needed, escalate to your manager using the escalation form (link here).
- Template:
“I hear you. Many of our best customers felt the same way at first, but they found that [key value point] made the difference...”- Example:
“Acme Corp pushed back on pricing in Q2. We used the template above, then offered a pilot—deal closed in 3 weeks.”
What to skip:
- Giant blocks of theory
- Lists of “do’s and don’ts” with no context
- Anything you wouldn’t use yourself if you were in a hurry
Step 5: Make It Easy to Find (and Update)
Even the perfect playbook is useless if it’s buried or out of date. Sharefable has some solid search and linking features—use them.
- Link relevant plays: If “Qualifying Leads” often leads to “Handling Objections,” link them.
- Pin the playbook: Use Sharefable’s pin or “favorites” feature so it’s at the top for everyone.
- Assign owners: Each play should have a real person who keeps it up to date. If nobody owns it, it’ll rot.
- Encourage feedback: Add a note—“Spot something missing or outdated? Ping [owner’s name].” Make it normal to update, not a big project.
Pro tip:
Set a 15-minute review on your calendar once a month. If a play hasn’t been touched in 3+ months, it’s probably outdated or not needed.
Step 6: Roll It Out (Without the Eye Rolls)
Don’t just drop a link in Slack and call it a day. Here’s what actually helps:
- Walkthrough: Spend 20 minutes in your next team meeting walking through the playbook. Show, don’t just tell.
- Ask for feedback: What’s missing? What’s confusing? Make it clear you want (and will act on) input.
- Set expectations: “Before you ping me, check the playbook.” But back it up by keeping content useful.
- Reward use: Shout out reps who use the playbook to solve problems or close deals. Nothing fancy—just recognition.
What to ignore:
- Mandatory “read and sign” playbook launches. Nobody remembers them.
- Overpromising how the playbook will “transform” everything overnight.
Step 7: Keep It Alive (Or Kill It)
Playbooks have a shelf life. If nobody’s using a section, archive it. If a step keeps getting skipped—or if it’s flat-out wrong—fix it. Treat your playbook like a living doc, not a sacred text.
- Quarterly gut check: Is each play still relevant? Are there new challenges?
- Ask new hires: What was missing or confusing? They notice gaps fast.
- Cut ruthlessly: Better to have 3 killer plays than 15 nobody trusts.
Pro tip:
Set a “kill date” for any new section—if it hasn’t proven its worth in three months, delete or rework it.
Honest Takes: What Works, What Doesn’t
What actually helps: - Short, focused content that solves real problems - Direct links to tools and templates - Clear ownership and a culture of updates
What to ignore: - Fluff, theory, or “inspirational” sections nobody reads - Copy-pasting someone else’s playbook without adapting it - Overly rigid or complex workflows—keep it practical
Wrap-Up: Simple Beats Perfect
Don’t waste time chasing the “perfect” playbook. Build a simple, useful one in Sharefable, roll it out, and tweak as you go. If your team actually uses it, you’re winning—everything else is just noise.
Ready to get started? Block off an hour, follow these steps, and you’ll have something real by the end of the day. Keep it simple, fix what breaks, and don’t make it harder than it needs to be.