Opportunity Collaboration with Salesforce and Microsoft Teams

There is no doubt, in today’s business reality companies can no longer compete just on price or product. Instead, they need to focus on customer experience and build strong relationships with customers. Therefore, companies use CRMs and other software to store data and provide their services at the right time, through the right channel. But are you sure your sales teams use these tools effectively? How to improve your sales collaboration between different teams? To answer these questions, today we discuss how to improve your opportunity collaboration with Salesforce and Microsoft Teams.  

Importance of sales deal collaboration  

The effectiveness of sales deal collaboration is a key indicator for closing deals and building long-term relationships with your customers. During the sales process, your sales team interact with other colleagues, for example:  

  • They get information from marketing departments on lead generation and prospect’s needs. 
  • Salespeople interact with the customer support team by offering the support opportunities need every step of the way.  
  • Your sales team has to collaborate with colleagues from the product development department to stay up to date with product updates, newly integrated resources, and so on.  
  • Also, your sales team should be in touch with sales executives and operation managers who introduce new practices and tools and share their individual experiences and skills.  
  • Finally, they should be informed about the entire company news and upcoming events in order not to lose the main vision and strategy. 

Now imagine that you need to put the above examples into practice and implement an effective system of communication using Salesforce and Microsoft Teams. Your sales team stores opportunities’ information, activities, and updates in Salesforce. But at the same time, they need to share everything with other colleagues who work in Microsoft Teams and don’t even have a Salesforce license. Without building an effective sales deal collaboration you may face different challenges, such as:  

Misalignment of different departments 

In fact, you won’t see any progress when your sales team collaborates on opportunities using Salesforce without sharing updates and news with other colleagues. Your team should have a single workspace where they can easily collaborate with each other. 

Loss of information

If the way of sharing important prospect’s information isn’t pre-defined, you may experience information loss. When opportunity details are stored only in Salesforce, it is difficult to work on the same deal with other colleagues. Your sales reps need to have an effective way to share updates and news with their teammates to close deals and provide prospects useful services and solutions. 

No single sales executive process

Without an effective collaborative workplace, you won’t reach the same level of the sales management process. Loss of sales deals, data mess, missing KPIs, and so on. Doesn’t sound great…  

So how do you avoid these challenges? By building an effective integration workspace using both Salesforce and Microsoft Teams you can simplify your salespeople’s work, streamline sales processes and convert opportunities into wins more effectively. Let’s go deeper into this and see the basic capabilities of Salesforce and Teams integration. 

Basic Opportunity collaboration with Salesforce and Teams 

Let’s discuss a real example. Suppose, you have a sales deal team in Microsoft Teams. There, colleagues from different departments collaborate on opportunities, track progress, follow news and product updates, share proposals and agreements, and close deals.  

sales deal room microsoft teams template planner

At the same time, salespeople work with opportunity information inside Salesforce, updating contacts’ information, activities, and insight. So how to align these colleagues? How to build a single workspace for them to drive sales wins? 

salesforce-dashboard

First, you can install Salesforce app for Microsoft Teams. Here are some basic features: 

Mention Salesforce records in a channel or chat  

With Salesforce and Microsoft Teams integration your sales reps can mention Salesforce records right into the team’s channels. Thus, your teammates will see a new post with opportunity details, such as name, contact information, record type, and so on. You can define which information will be displayed on a card. This will simplify opportunity collaboration so your sales reps can start a new conversation, ask for advice, and share updates without loss of information.  

Salesforce with Teams
Salesforce with Microsoft Teams

Add Salesforce Opportunity as a new tab in Teams 

Suppose, you’re about to close a deal and now you need to prepare a new proposal and agreements using information from the Opportunity record. To do this quickly, you can add Salesforce record as a new tab into the right channel. Thus, your colleagues will have quick access to all required opportunity information. Moreover, they can start a conversation or online meeting to discuss strategy and next steps.  

Add Salesforce as Tab Teams
Microsoft Partners with Salesforce to Deliver Microsoft Teams Integration for Sales and Service

Edit records from Teams 

Finally, your sales reps can edit Opportunity records right in the Teams environment. Imagine, they just had a demo call with a prospect. Then, sales reps can add notes and news to the record right from Microsoft Teams. This will allow them to keep all information, insights from the customer and share their issues with teammates. Thus, together your colleagues can find the right solution and provide prospects a needed product.  

salesforce-with-teams

Improving your opportunity collaboration process at scale – Why do you need to integrate Salesforce accounts with advanced Teams templates? 

With the Salesforce app for Microsoft Teams, you’re able to perform basic functions, such as record mentioning and editing. But you still may wonder about collaboration improvements at scale. And your sales team can still have many questions for example:  

  • Do they need to create tabs for each new Salesforce Opportunity?  
  • Who must create these tabs and start conversations in Teams? And if they have the right level of access?  
  • In which channel or team should sales reps start a conversation on new Opportunities?  

To answer these questions and structure the way your teamwork on sales deals you need to create playbacks and guidelines where you can describe your sales process step by step. But there is a more effective solution! With advanced Salesforce integration with Microsoft Teams templates, you can automate team creation from templates for each new deal in Salesforce. And this is not all the capabilities.  

All content included with advanced Teams templates  

So, as we mentioned before, you can automate team creation for each Salesforce Opportunity. A new team will be fully provisioned from the template. This means all content will be copied to the newly created team including:  

  • Standard and Private channels to collaborate on sales deals in a structured way  
  • Pre-built set of sales tasks with copied Microsoft Planner tab  
  • Cloned sales files and folders, such as guidelines, playbooks, proposals and contracts templates, codes of practice, etc.  
  • Tabs with apps, for instance, Forms, Yammer, SharePoint, and so on. 
sales deal room planner Teams template

This will allow your sales team to collaborate on sales deals in a structured way with predefined content. Thus, you can prevent information loss, reduce time spent on manual team creation, and scale the same structure of the sales process across the entire organization.  

Seamless collaboration with other colleagues who do not have Salesforce licence  

Automated team creation gives you also the capability to get the right people in the right team. During the template creation, you can manage permanent membership and automatically add owners and members. Thus, to the opportunity collaboration team you can add:  

  • Outbound and Inbound SDRs- develop sales deals on communicating directly with prospects
  • Marketing managers – prepare marketing content for prospects  
  • Sales operations manager – oversees and guides a team  
  • Service managers – develop product and react to any issues and customer feedback  

Thus, your sales team will collaborate on opportunities in an ideal workspace even if they don’t have a Salesforce license. 

permanent members Sales deal room Teams template

Scaling collaboration with Salesforce and Teams integration

With Salesforce and Microsoft Teams integration you will get the same level of execution from one sales deal to another. Automate collaboration silos creation for dozens of Salesforce Opportunities. This can be an ideal solution to streamline business processes, especially in large organizations. 

sales deal room Microsoft Teams template

Keep everything organized with naming convention 

With Salesforce and Teams advanced integration you will not only get created teams for Salesforce opportunities. You can also manage Governance policies with no-code solutions. For example, you can set up the Naming convention with dynamic categories from Salesforce, such as Opportunity’s name, description, location, etc.  

Thus, you will get dozens of teams with the right names. Which allows your sales team to quickly understand the purpose of a team.  

sales deal room Teams template

Opportunity Collaboration with Salesforce and Teams – how does it work?  

So now that we know the key features of Salesforce and Teams integration, let’s describe how to do it.  

Step 1. Build Sales Deal Room Teams Template.  

First, build the original team you want to be cloned. There you can add:  

  • Standard and private channels to collaborate on opportunities in a structured way. 
sales deal room Teams template
  • Sales documentation and folders, such as guidelines, proposals and contracts templates, playbooks, and so on. 
sales deal room files template
  • Set of sales tasks by adding Microsoft Planner with boards, assigned tasks, checklists and attachments. 
sales deal room planner Teams template
  • Tab with Forms to collect team’s feedback, track sales progress, and share results. 
sales deal room Microsoft Forms template
  • SharePoint site to stay informed about company’s news, product updates, and upcoming events. 
sales deal room SharePoint template
  • Tab with Yammer to allow your sales reps stay in touch with sales experts and get their professional advice. 
sales deal room yammer template

Next, build a Microsoft Teams template from this original team, by clicking on +new template in the Catalog tab (available only for admins and catalog managers)  

create template Microsoft Teams

Step 2. Connect Salesforce and Microsoft Teams.  

Inside the SalesTim app, you will find the Integration Tab. There you can connect Salesforce right to Microsoft Teams. (By the way, other CRMs such as Dynamics 365, HubSpot, Zoho CRM, and others will be soon available for connections).  

salestim-connections

Step 3. Choose the sync options.  

Next, you need to define which scenario fits your organizational needs.  

Create a team for each new Salesforce Opportunity 

With “sync with a team” option you’re able to get teams from the template when a new Opportunity record is created in Salesforce. This will allow your sales team to collaborate in a pre-defined workspace with all content included. Moreover, you will get a team with the right people so there is no need to add them manually and configure the settings. Finally, you won’t miss key prospect’s information by juggling from one software to another – everything is already here, in Microsoft Teams.  

To do this, you just need to choose the template on which a new team will be based. Choose the Sales Deal Room template that we’ve been built before.

Also, you can set up the naming convention to get teams provisioned with the right name. With dynamic content from Salesforce, you can give the name contains Opportunity ID, name, industry, owner, and so on.   

Create a Teams channel for each new Salesforce Opportunity  

If you don’t need an entire team for each new Opportunity record, you can choose another option. By choosing “sync with a channel’ you will get a Teams channel for each new Opportunity in Salesforce. Thus, you will get a new channel where teammates can store information and share updates on a specific Opportunity record.  

You can choose a team where a new channel will be created from your Teams environment. In addition, you can choose the parent Account’s team option – thus, channels for opportunities will be created in the right Account’s team.  

Again, here you can manage naming convention to manage channel’s name and description.  

Define when new collaboration silos should be created     

With Salesforce properties you can setup additional rules for team or channel creation. For example, a new team should be created only for Opportunities from consulting industry. Or if the annual revenue is more then 10000 $. With this feature you can perform any use case that fits your organizational needs.  

Step 4. Create Salesforce Opportunity  

Finally, create a new Salesforce Opportunity. Add all required information, such as name, industry, record type, stage, and parent account if needed. And then, see the magic!  

create opportunity team from Salesforce

In a just few seconds you will get a fully provisioned team with all content included:  

  • Standard and Private channels  
  • Set of Sales tasks  
  • Tabs with Apps 
  • Cloned files and folders  
  • Right team members and settings 
sales deal room Microsoft Teams template

Book SalesTim demo and try Salesforce integration with Microsoft Teams! 

Read Related Blog Posts