1. Choose a few meaningful sales stages
Start with stages that represent real decisions, such as New lead, Contacted, Proposal, Won and Lost. Keep a written definition for each stage so two salespeople do not classify the same opportunity differently.
Use the Kanban template’s phase controls to adapt the board to your process. Avoid creating a separate column for every small action. Calls and follow-ups usually belong on the opportunity as next actions rather than becoming additional pipeline stages.
2. Connect each opportunity to a customer
Give the opportunity a useful title and select the existing customer contact. Create a new contact only when the person or organization is genuinely new. Keep the opportunity distinct from the contact: one customer may have several conversations about different pieces of work.
For example, “Studio lighting proposal” is easier to recognize than “Call customer.” Keep relevant notes with that opportunity so a colleague can understand the context before making the next call.
3. Assign one clear owner and next action
Choose the person responsible for moving the opportunity forward. Record a specific next step such as “Call to discuss the revised proposal” and set the next follow-up date using the item’s date field.
A due date should mean something the team can act on. If the prospect has asked for a response on Thursday, use Thursday rather than an arbitrary end-of-month deadline. Record who will respond instead of relying on everyone watching the board.
4. Move the card when the sales situation changes
After the initial conversation, move the opportunity to the stage that matches the outcome. Keep the note and next follow-up date current as you move it. Dragging a card alone does not explain what was agreed.
When work is won or lost, record the outcome in the appropriate stage. Keep stages consistent across the team. A closed opportunity and an active opportunity awaiting a reply should not look like the same kind of work.
5. Review follow-ups regularly
At the start of the day, review opportunities whose follow-up dates need attention. Ask whether each active card has an owner, a current stage and a next action. Update stale cards before adding another reminder somewhere else.
Use a short weekly review to find opportunities with no clear next step. Confirm separately which notifications or reminder integrations are active; a recorded date is not a promise that an automated message will be sent.
Planning example with fictional data
Worked example: a small-team sales opportunity
| Stage | What happened | Next action |
|---|---|---|
| New lead | A fictional studio asks about lighting | Assign Sales owner A |
| Contacted | Requirements discussed | Prepare a proposal by Wednesday |
| Proposal | Proposal shared with the customer | Follow up on Thursday |
| Won / Lost | Customer gives a decision | Record the outcome and close the opportunity |
Common questions
Is a Kanban board enough to be a full sales CRM?
A board gives a visual working view. VolaCRM connects opportunity cards with contacts, ownership, notes and dates; broader sales automation depends on the configured workflow.
Should every follow-up become a new card?
Keep follow-up context with the relevant opportunity unless it represents a genuinely separate piece of work.
Try the workflow
Explore the matching template and adapt the process to your team, starting with example records.