How Sales Executives Can Close More Deals Using Kanban in Google Workspace

Meet Luke: A Sales Executive at Cyberdyne Solutions

Meet Luke, a sales executive at Cyberdyne Solutions. Like most sales executives, he relies heavily on Google Workspace. He uses Gmail for constant communication, Calendar for scheduling client meetings, and Drive for storing presentations and proposals. Initially, he tried managing his sales pipeline in Google Sheets. It seemed simple at first, but as his client list grew, so did the chaos:

• Lost Opportunities: Crucial follow-ups were buried in overflowing email threads.
• Spreadsheet Confusion: Multiple spreadsheets for different clients and products became a nightmare to navigate.
• Scattered Information: Client notes, meeting summaries, and proposals were scattered across various drives and folders.

The result? Missed deals, frustrated clients, and a constant feeling of being overwhelmed.

That's when Luke found Kanban Tasks, a refreshing alternative to spreadsheet mayhem. This Chrome extension integrates seamlessly with Google Workspace, giving him a visual, organized way to manage his sales pipeline, track deals, and collaborate more effectively.

Why Kanban for Sales?

The Kanban method, with its visual representation of tasks moving through stages, is a perfect fit for sales executives working within Google Workspace:

1. Clear Pipeline Visualization: Forget endless spreadsheet rows. See your entire sales pipeline at a glance, from initial contact to closed deal.
2. Improved Deal Tracking: Easily track the progress of each deal, identify potential roadblocks, and prioritize high-value opportunities.
3. Enhanced Time Management: No more wasted time searching for client information or digging through emails. Everything is consolidated in one place, freeing up time for selling.

Step 1: Ditch the Sales Spreadsheets, Embrace Drive

Luke's first step was to reorganize his data:

• Drive for Documents, Kanban Tasks for Deals: Client presentations, contracts, and other documents stay in Drive. Kanban Tasks becomes the central hub for managing the sales process.
• Structured Folders: He created a clear folder structure in Drive, organizing clients by industry or region.

Pro Tip: Use a consistent naming convention for client folders (e.g., "ClientName-Industry-Year") for easy access.

Step 2: Turn Emails into Actionable Tasks

Before Kanban Tasks, Luke struggled to keep up with email follow-ups. Now, he transforms emails into actionable tasks directly within his Kanban board.

How Kanban Tasks Helps

1. Drag and Drop Emails: Luke drags emails from Gmail directly into his Kanban board. Each email becomes a task card, with the original email attached for context.
2. Assign and Prioritize: He assigns tasks to himself or team members and labels them by priority, ensuring timely follow-ups.

Result: No more overlooked opportunities buried in email threads. Every potential deal gets the attention it deserves.

Step 3: Building Your Sales Kanban Board

Installing Kanban Tasks was quick and easy. Within minutes, Luke had a functional sales board:

1. Customized Columns: He created columns representing his sales stages: "Prospect," "Qualifying," "Proposal," "Negotiation," "Closed Won," "Closed Lost."
2. Task Creation: He added tasks directly or imported them from existing Google Tasks.
3. Team Collaboration: He invited colleagues to collaborate on the board, sharing updates and insights in real-time.

This visual board became his single source of truth for all sales activities.

Step 4: Integrating Docs and Chat for Seamless Collaboration

Google Workspace remains essential for communication and content creation, but now it's supercharged by Kanban Tasks:

• Google Docs: Luke creates proposals, contracts, and client presentations in Docs, linking them directly to relevant tasks on his Kanban board.
• Google Chat: He uses Chat for quick updates and internal discussions, mentioning specific tasks for context (e.g., "@Maria, please review the proposal linked to the Acme Corp. deal").

No More Fragmentation: Kanban Tasks brings everything together, ensuring everyone has access to the latest information and updates.

Step 5: Managing Deadlines with Google Calendar

Effective deadline management is crucial in sales. Here’s how Luke stays on top of things:

1. Calendar Integration: He sets due dates for tasks within Kanban Tasks, which automatically sync with his Google Calendar. This provides a unified view of all deadlines.
2. Meeting Scheduling: He schedules client meetings and follow-ups directly in Calendar, linking them to relevant tasks for easy access.
3. "Get Work Done" Board: Luke uses the "Get Work Done" board to prioritize daily tasks based on due dates, ensuring timely follow-ups and preventing missed opportunities.

Result: A clear, consolidated view of all deadlines, eliminating the risk of missed appointments or forgotten follow-ups.

Step 6: Leveraging Advanced Features for Enhanced Productivity

Luke maximizes his productivity using Kanban Tasks' advanced features:

• Attachments: He attaches presentations, contracts, and other relevant files directly to task cards.
• Tags: He uses tags to categorize deals by industry, product, or client type, making it easy to filter and analyze his pipeline.
• Checklists: He breaks down complex tasks into smaller, manageable steps using checklists, ensuring nothing is overlooked.

Step 7: Analyzing Sales Performance with Kanban Analytics

Kanban Tasks provides valuable insights into Luke's sales performance:

1. Identifying Bottlenecks: He analyzes the flow of tasks through his board to identify potential bottlenecks in his sales process.
2. Optimizing Workflow: He adjusts his Kanban board and sales strategies based on these insights, improving efficiency and closing rates.

Outcome: Data-driven insights that empower Luke to continuously improve his sales process and achieve better results.

Wrapping Up

Sales executives like Luke thrive when they have a clear, organized system for managing their pipeline and client interactions. Google Workspace provides the tools for collaboration, and Kanban Tasks provides the framework for bringing it all together. It’s a simple, yet powerful solution that transforms how sales teams work.

Ready to boost your sales performance?

1. Install Kanban Tasks from the Chrome Web Store.
2. Create your sales board, invite your team, and start closing more deals.
3. Say goodbye to spreadsheet chaos and hello to streamlined sales management.

FAQ

1. What support is available for Kanban Tasks?

We provide comprehensive support through email, live chat, and phone during business hours.

2. Tell me about Tooling Studio. Are there other products besides Kanban Tasks?

Tooling Studio offers a suite of Chrome extensions designed to enhance Google Workspace. Kanban Tasks is our flagship product, and we're developing other tools, like a CRM integrated with Google Contacts.

3. Why should I use Kanban Tasks if I already use Google Workspace?

Google Workspace is great for collaboration, but it lacks a dedicated visual project management tool. Kanban Tasks fills this gap, eliminating the need for cumbersome spreadsheets.

4. How do I install Kanban Tasks?

It's easy! Just add it from the Chrome Web Store. It integrates seamlessly with Google Tasks.

5. Are there any new features planned?

We’re always working on new features like advanced reporting, enhanced collaboration tools, and deeper Google Workspace integrations. Check our website for updates.

6. Is my data secure with Tooling Studio?

Absolutely. We use robust encryption, secure authentication, and regular security audits to protect your data.

7. Can I collaborate with my team in real-time?

Yes, you can invite team members to shared boards, assign tasks, and see updates instantly.

8. Will I receive notifications?

Yes, you’ll receive email notifications for new assignments, due dates, and comments.

9. What browsers are supported?

Kanban Tasks is officially supported on Google Chrome. While it might work on other Chromium-based browsers, we recommend Chrome for the best experience.

10. How does Kanban Tasks streamline my sales workflow?

By centralizing tasks in a visual board, you eliminate the need for multiple spreadsheets, reduce confusion, and improve accountability. It provides a single source of truth for all your sales activities.