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How-to — task-oriented recipe.
Last Updated: November 27, 2025 Object Tags: Team Collaboration, Shared Views, Standardization, Workflows, Team Management

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Overview

Create shared saved views that standardize how your team reviews pipeline, prepares for meetings, and manages deals. This workflow ensures everyone uses the same filters, sees the same priorities, and maintains consistent processes across the entire investment team. What you’ll accomplish: Build 3-5 shared views that become team standards for recurring meetings and workflows, reducing meeting prep time and ensuring alignment on deal prioritization. Who it’s for: Team leads, operations managers, list owners, and anyone responsible for team processes and pipeline review consistency. When to use this: Establishing team processes, onboarding new team members, preparing for recurring meetings, or improving team alignment on deal priorities.

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Prerequisites

  • List Owner or List Admin permissions (for pinning views)
  • Understanding of team’s regular meetings and processes
  • Buy-in from team on standardized views
  • Familiarity with filters and saved views

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Workflow Steps

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Step 1: Map Team Processes to View Needs

Identify recurring team activities: Weekly pipeline reviews:
  • What do you review every Monday partner meeting?
  • Which deals need collective attention?
  • What filters help team focus on right deals? Monthly/quarterly reviews:
  • Board reporting needs?
  • Portfolio check-ins?
  • Fund performance reviews? Common team views needed:
1. Monday Pipeline Review:
  • Who: Full investment team
  • When: Every Monday 9 AM
  • Purpose: Review active deals, discuss progress
  • Criteria: Status = Stage 2 OR Stage 3, Sort by Priority 2. Partner Meeting Prep:
  • Who: Partners + presenting analyst
  • When: Before partner meetings
  • Purpose: Review deals going to partner vote
  • Criteria: Status = Partner Review, Sort by Meeting Date 3. New Inbound Screening:
  • Who: Associates and analysts
  • When: Daily
  • Purpose: Triage and assign new inbound leads
  • Criteria: Source = Inbound, Date Added = Last 7 days, Status = New 4. Portfolio Quarterly Check-ins:
  • Who: Portfolio team
  • When: Quarterly
  • Purpose: Review portfolio company health and upcoming renewals
  • Criteria: Lists = Portfolio, Next Meeting = Next 30 days Document team view requirements:
  • Meeting schedule
  • Who uses each view
  • What decisions are made using the view
  • Which fields are critical

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Step 2: Create Monday Pipeline Review View (Team Standard)

Build the view with team input:
  1. Gather requirements (15-minute team discussion):
  • Which stages do we review? (Stage 2 and Stage 3)
    • How should we prioritize? (By Priority field, then Next Meeting)
    • Which columns do we need to see? (Name, Status, Owner, Priority, Next Meeting, Next Steps, Investment Amount)
  1. Create the view:
  • Filters: Stage = Stage 2 OR Stage 3 (Boolean logic)
    • Sorts: Priority (High to Low), Next Meeting (soonest first)
    • Columns: Show Name, Status, Owner, Priority, Next Meeting, Next Steps, Amount
    • Column order: Optimized for meeting discussion flow
  1. Test with team:
  • Share in next Monday meeting
    • Get feedback on filters and columns
    • Adjust based on team input
  1. Save as shared view:
  • Name: “Monday Pipeline Review - Full Team”
    • Permissions: Shared (Everyone)
    • Toggle: OFF (only admins can edit to prevent accidental changes)
    • Click Save
  1. Pin for team:
  • Views navigator → Hover over view → Click Pin icon
    • Now default view when team members open List

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Step 3: Create Partner Meeting Prep View

Build the view:
  1. Filters:
  • Status = Partner Review
  1. Sorts:
  • Owner (alphabetical) - groups by presenting analyst
    • Meeting Date (soonest first)
  1. Columns:
  • Name, Owner, Meeting Date, Investment Memo Link, Deal Champion, Investment Amount, Key Concerns Save and share:
  1. Name: “Partner Meeting Prep”
  2. Permissions: Shared
  3. Edit View Toggle: OFF (standardized for consistency)
  4. Document in team wiki: “Use this view to prepare for Friday partner meetings” Establish routine:
  • Friday morning: All analysts open this view
  • Verify investment memos are linked
  • Confirm deal champions assigned
  • Prepare 2-minute summaries
  • Partners review before meeting

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Step 4: Create New Inbound Screening View

Build the view:
  1. Filters:
  • Source = Inbound (or your lead source field)
    • Date Added = Last 7 days
    • Status = New (or your initial stage)
  1. Sorts:
  • Date Added (newest first)
  1. Columns:
  • Name, Date Added, Lead Source, Initial Contact, Owner (to assign), Sector Save and share:
  1. Name: “New Inbound - This Week”
  2. Permissions: Shared
  3. Edit View Toggle: OFF (standardized for consistency)
  4. Communicate: “Check this view daily, assign yourself as owner, update status after initial screening” Team workflow:
  • Associates check view daily
  • Claim unassigned leads (assign Owner = Me)
  • Update status after screening
  • View automatically filters out older leads (keeps focus on this week)

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Step 5: Create Portfolio Check-in View

Build the view:
  1. Filters:
  • Lists = Portfolio Companies (or your portfolio list)
    • Next Meeting = Within next 30 days
  1. Sorts:
  • Next Meeting (soonest first)
  1. Columns:
  • Name, Next Meeting, Last Contact, Meeting Type, Board Rep, Key Updates, Status Save and share:
  1. Name: “Portfolio - Upcoming Check-ins”
  2. Permissions: Shared with portfolio team
  3. Toggle: OFF (standardized view) Quarterly routine:
  • Start of quarter: Review view for all upcoming check-ins
  • Assign board reps if not assigned
  • Prepare check-in materials
  • Update after each check-in

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Step 6: Train Team on New Shared Views

Communication plan: Week 1: Announcement
  1. Email team explaining new shared views
  2. List each view and its purpose
  3. Document when to use each view
  4. Link to this workflow tutorial Week 2: Demo
  5. 15-minute team demo:
  • Show each shared view
    • Demonstrate view selector usage
    • Explain pinned vs favorited
    • Show how to switch views quickly
  1. Q&A session Week 3: Adoption
  2. Use shared views in actual meetings
  3. Reference views by name: “Let’s look at the Monday Pipeline Review view”
  4. Reinforce in team comms Week 4: Feedback
  5. Survey team: Are views helpful?
  6. Gather suggestions for improvements
  7. Identify missing views needed
  8. Adjust based on feedback

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Step 7: Establish View Governance

Create team standards: Documentation:
  • Create team wiki page: “Standard Pipeline Views”
  • List each shared view with:
  • Purpose
    • When to use
    • Who uses it
    • What decisions are made with it Naming convention:
  • Team views: “[Purpose] - [Audience]”
  • Examples: “Pipeline Review - Full Team”, “Screening - Associates”
  • Personal views: “[Name]‘s [Purpose]” Change management:
  • Before updating team view: Announce to team
  • Major changes: Duplicate first, test, then update
  • Quarterly review: Evaluate if views still serve needs
  • Retire outdated views: Delete or archive views no longer used Permissions policy:
  • Team meeting views: Toggle OFF (admins only edit configuration)
  • Collaborative work views: Toggle ON (team can edit configuration together)
  • Personal variants: Encourage team to duplicate and customize for own use

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Step 8: Monitor Adoption and Iterate

Monthly check-in (first 3 months):
Usage tracking:
  • Ask team: Which views are you using?
    • Observe: Which views referenced in meetings?
    • Identify: Any views not being used?
Pain points:
  • Are team members still creating their own filters?
    • Are shared views meeting needs?
    • Any confusion about which view to use when?
Adjustments:
  • Update underutilized views
    • Create missing views team is manually filtering for
    • Delete views nobody uses
    • Refine filters based on actual meeting discussions Quarterly optimization:
  1. Full team retrospective on views
  2. Vote on most valuable views
  3. Sunset views that don’t serve clear purpose
  4. Create new views for emerging workflows
  5. Update documentation

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Expected Outcome

  • 3-5 shared views that team uses consistently in meetings
  • Standardized pipeline review process across team
  • Reduced meeting prep time
  • Improved meeting efficiency (everyone looking at same filtered data)
  • New team members immediately use standard views (faster onboarding)
  • Consistent prioritization criteria across team
  • Clear team routines built around specific views
  • Better alignment on which deals matter most

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Tips & Best Practices

View Design for Teams:
  • Simple is better: Team views should be easily understood by all
  • Match meeting agendas: Views should mirror how team actually discusses pipeline
  • Include critical fields only: Don’t overwhelm with too many columns
  • Sort strategically: First sort should match discussion order Change Management:
  • Start with one view: Don’t create all team views at once
  • Pilot in one meeting: Test effectiveness before rolling out broadly
  • Gather feedback: Iterate based on team input
  • Communicate changes: Always announce before updating team views Permissions Strategy:
  • Toggle OFF for meeting views: Prevents accidental mid-meeting changes
  • Toggle ON for workflow views: When team collaborates on configuration
  • Pin most important: Only pin views used by majority of team
  • Encourage personal copies: Team members can duplicate and customize Team Adoption:
  • Reference by name: “Open the Monday Pipeline Review view”
  • Demo regularly: Show new team members how to find views
  • Reinforce in meetings: “As you can see in this view…”
  • Celebrate wins: Highlight how views improve efficiency For Small Teams (2-5 people):
  • Need fewer standardized views (informal coordination works)
  • Focus on meeting prep views only
  • More flexibility in permissions (toggle ON okay)
  • Easier to coordinate changes verbally For Large Teams (10+ people):
  • Need more standardized views (can’t coordinate informally)
  • Strict permissions (toggle OFF to prevent chaos)
  • Clear documentation critical
  • Consider sub-team views (associates vs partners)

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Example Use Case

TechVentures, a 12-person investment team, had inconsistent pipeline reviews: The Problem:
  • Every Monday meeting, team members filtered differently
  • Discussions fragmented (“I’m not seeing that deal in my view”)
  • New analysts didn’t know how to prepare for meetings
  • Partners frustrated by lack of standardization
  • Meeting prep: 20 minutes per person = 240 minutes team-wide Month 1 - Created Standard Team Views:
View 1: “Monday Pipeline - Full Team”
  • Filters: (Stage = Stage 2) OR (Stage = Stage 3)
  • Sorts: Priority (High to Low), Next Meeting (soonest first)
  • Columns: Name, Stage, Priority, Owner, Next Meeting, Investment Amount, Next Steps
  • Permissions: Shared, Toggle OFF
  • Pinned: Yes (Sheet view default)
  • Result: All 12 team members see identical view every Monday View 2: “Friday Partner Prep”
  • Filters: Status = Partner Review
  • Sorts: Meeting Date (soonest first), Owner
  • Columns: Name, Owner, Meeting Date, Investment Memo Link, Deal Champion, Amount, Risks
  • Permissions: Shared, Toggle OFF
  • Result: Standardized Friday prep, partners always have context View 3: “New Inbound - Associates”
  • Filters: Source = Inbound, Date Added = Last 7 days, Status = New
  • Sorts: Date Added (newest first)
  • Columns: Name, Date Added, Lead Source, Referral, Owner, Sector
  • Permissions: Shared, Toggle ON (associates assign themselves)
  • Result: Clear daily workflow for associate team Month 1 - Team Training:
Week 1:
  • Announced views in team all-hands
  • Sent documentation with screenshots
  • Individual walkthroughs with analysts Week 2:
  • Used “Monday Pipeline” view in actual meeting
  • Everyone opened same view
  • Discussion flowed better (everyone seeing same data)
  • Meeting time: 45 minutes (vs 60 minutes before) Week 3-4:
  • Reinforced view usage in meetings
  • Added “Friday Partner Prep” to weekly routine
  • Associates adopted “New Inbound” for daily triage Month 2-3 - Iteration:
Feedback gathered:
  • “Monday Pipeline” needed Investment Thesis column
  • “Friday Partner Prep” needed to show Key Risks
  • Associates wanted “This Week’s Closes” view for urgency tracking Changes made:
  1. Updated Monday Pipeline (added Investment Thesis column)
  2. Updated Friday Partner Prep (added Key Risks)
  3. Created new view: “This Week’s Expected Closes”
  • Filters: Expected Close Date = This week, Status = Active stages
    • Shared with full team for visibility Month 3 - New Analyst Onboarding: New hire Marcus joined:
Day 1:
  • Walked through 3 standard team views
  • Explained purpose of each
  • Showed how to access via view selector
  • Demonstrated favoriting for quick access Week 1:
  • Marcus used “New Inbound” view daily
  • Successfully triaged 8 leads
  • Came to Monday meeting prepared (had “Monday Pipeline” view open)
  • Immediately productive (vs 2-3 weeks for previous hires) Marcus’s feedback Week 2: “The shared views made it so clear what I should be looking at. I didn’t have to guess how to filter or what partners care about - it was already set up.”
Results After 6 Months: Process metrics:
  • Team views in use: 5 (Monday Pipeline, Friday Partner Prep, New Inbound, Portfolio Check-ins, This Week’s Closes)
  • Views referenced in meetings: 100% of meetings use at least one team view
  • Personal views created: Average 3 per team member (duplicates of team views with personal tweaks)