Deal Room

Deal Room Solution

The Deal Room streamlines sales processes by centralizing business-critical operations and information. Enabling cross-functional collaboration and communication, your Sales team can manage multiple deals knowing all of the conversations, information, documents, and meetings notes are in one location. 

Solution Overview


Business challenges

  • Collaboration (Primary)
  • Communication (Secondary)

Owners and audiences

  • Sales teams (Owners)
  • Management/Executives (Audience)
  • SMEs (Contributors)

Business value

Your Sales team manages multiple deals at a time, each with critical conversations, information, documents, and meetings. The Deal Room provides a destination that’s designed to streamline sales processes on a deal or opportunity, and to centralize the business-critical operations and information that are needed for success. It also provides an area for cross-functional collaboration with employees outside of Sales who typically wouldn’t have access to traditional spaces or tools for Sales teams. Overall, this solution ensures all individuals in an opportunity are aligned on their process and can efficiently complete a deal. 

Deal Rooms are purpose-built to drive value for your Sales team. With functionality like content notifications, task reminders, and calendaring, your Sales team will never miss an update from each Deal Room they’re a part of. Each instance can be tailored individually to the needs of the team involved with the opportunity through integrations such as Salesforce and Microsoft. 

Key features

  • Activities Tasks list
  • Tracking of deal status
  • Shared calendar
  • Communication channels
  • Recent activity
  • Deal-specific files

Screenshot

Solution – Deal Room – Home

Business Outcomes

Measuring success

The Deal Room is designed to solve business challenges related to collaboration. Ensure your Deal Room Solution delivers the results you need by measuring its success using key performance indicators (KPIs). These outcomes should focus on addressing the collaboration needs that are common across your Sales teams’ opportunities.

Key outcomes

Measuring against KPIs specific to the Deal Room allow you to determine: 

  • What are the most recent developments achieved in the opportunity process?
  • What areas need improvement to support better collaboration?
  • What information is important across Deal Rooms for stakeholders such as executives and Sales management?
  • How can your deal process be more streamlined? 
  • How can the Sales team be better prepared for critical meetings, presentations, and deadlines?
  • What business-critical resources are needed in each Deal Room instance to drive success?
  • What process-focused goals will provide more innovative approaches to meeting deadlines and keeping track of milestones and project objectives?
  • What people-focused goals and objectives have helped to strengthen the collaborative relationships required? 

Key goals and objectives 

Some key goals and objectives to keep in mind when determining KPIs for your Deal Room include: 

  • Increase deal win rate
  • Maintain deal momentum
  • Decrease time to close
  • Improve the efficiency of your sales teams

Business processes

You should incorporate the Deal Room Solution into your existing internal business processes. Think about what processes, policies or procedures might have to change or be updated. 

  • Do SOPs need to be updated? (e.g. are certain information topics held in a Deal Room instead of elsewhere?)
  • Are there processes that need to change? (e.g. how to leverage the Deal Room for an opportunity from start to finish)

Key areas 

Some key areas to pay close attention to when measuring the success of your Deal Room include: 

  • Conversation channel
  • Tasks and status widget
  • Deal information
  • Meeting and Deadlines calendar

Recommended KPIs

Below are some recommended KPIs for measuring the success of your Deal Room Solution. Keep in mind that some of these recommended KPIs will align with your organization's goals and objectives, while others may not. It's critical to align KPIs with your unique goals and objectives to accurately measure success. 

  • X% increase in the number of Microblog Articles posted to the Deal Updates channel 
  • X% increase in the number of views of Microblog Articles posted to the Project Updates channel
  • X% of project or stakeholder-related communications occurring in the Deal Room Solution
  • 100% of all deal-related meetings or deadlines are included in the Meetings/Deadlines calendar
  • X% decrease in time to deliver on prospect asks
  • X% increase in the number of documents posted in the Deal Room’s folder channel
  • X% increase in the number of views of the Deal Room’s documents
  • X% increase in the number of prospect deadlines met

Note: KPIs are generally time-based and should be evaluated and/or modified on a specific cadence (e.g. quarterly).

Solution Roadmap

Implement

The Deal Room Solution comes with a pre-configured template. Our Consultants and Configuration Specialists use this template as the baseline for your implementation. The focus of the implementation is on design, configuration, content, and training.

These are the major implementation initiatives for the Deal Room Solution:

  • Site architecture: Review the Solution architecture. 
  • Homepage: Surface the most important content and areas within the Solution on the homepage to provide an at-a-glance view and easy access to relevant content. 
  • Site map: Update the site map based on mutually agreed to modifications (e.g. moving, deleting, adding pages and/or applications).
  • Configuration: Update the Solution configuration settings.
  • Users & Groups: Add groups and users to the Solution. 
  • Content: Add Deal content and apply permissions.
  • Design: Apply the visual design to the Solution (e.g. global CSS changes, header, footer, banners, icons).
  • Testing: Do a quality assurance sweep of the Solution (e.g. broken links, navigation, permissions).
  • Training: Train key stakeholders on the solution (e.g. Sales department and Sales professionals). 
  • Integration: Centralize documents, activities, or conversations within the solution (e.g. Salesforce or Microsoft). 

Drive engagement and adoption

Once your Deal Room is ready to launch, it's time to think about how you'll draw attention to this new Solution, engage users to leverage the Deal Room, and evolve the Solution as your digital workplace grows to meet the changing needs of your organization. Use the tactics below to plan for a successful launch, continuously engage users, and expand your Deal Room in the future. 

Launch

  • Define a deal template: Tailor the solution to meet the standard needs for your Sales teams, to minimize the SLA and configuration time required for each deployment.
  • Simplify the experience: Provide clear and simple instructions and calls-to-action to drive desired experience without the need for formal training. 
  • Manage Deal Room requests: Identify and publicize a single request channel within your Request Center, along with the procedure for requesting a Deal Room. 
  • Keep it clean: Use a clear and concise architecture to keep it simple and easy-to-use.
  • Link to it: Use a homepage link or CTA within your Sales Team Room to link to your Deal Room so employees have it readily available.

Engage 

  • Drive change: As you're introducing your Deal Room, ensure Sales Leadership is directing employees to the new solution to increase adoption.
  • Integrate: Include IT approved tools to increase adoption (Salesforce, Microsoft, etc.) and build on familiarity across the team.
  • Communicate: Encourage your Sales team to use the Deal Room exclusively for key files, information, and communications.
  • Incorporate it into the onboarding experience: Include the Deal Room in your Sales team’s departmental onboarding, to ensure new hires are properly educated.

Govern 

This Solution should be managed by the Sales team and led by the CSO at a strategic level. 

  • Align with your brand: Align the Solution with your corporate branding guidelines. 
  • Communicate updates: Make sure you communicate updates to Deals to employees whenever changes happen (e.g. use the microblog to push out your communication).
  • Provide quarterly assessments: Provide quarterly summaries about changes and updates to the Solution or templates requested by the Sales team (e.g. feedback gathered during departmental meetings).

Evolve

  • Poll widget: Create a mechanism for employee feedback and to take action on suggestions.
  • Reassess metrics: Review objectives and KPIs to refine them and continue to mature and maximize the business value of the Solution. 

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