Recipe: Deal board for renewals
Create a dedicated renewals deal board in Outdoo AI to monitor all account activity in one place. This setup helps you track key renewals, spot at-risk accounts, and step in with support when needed.
Setting up a renewals deal board
Follow this step-by-step guide to build your renewals board. Customize it to fit your organization. If specific CRM fields are not yet available, start with what you have and ask your Outdoo AI admin to add additional fields later.
Step 1: Filter for relevant opportunities
- In the Create New Board > Filters section:
- Filter by deal status: select "open."
- Filter by opportunity type: set to "Renewal" and/or "Upsell."
- Filter by account health: include accounts with health status "red" and "yellow."
Step 2: Customize board columns
Add columns to give a quick overview of account status. In the Columns section, include:
- Amount
- Close Date
- Next Call
- Warning
- Stage
- Account Health
- Opportunity Owner
- Customer Success Manager (CSM)
Step 3: Configure warnings
Set up warnings to flag potential risks. In the Warnings section, include:
- No Activity for 10 days: track inactivity against expected service levels (SLAs).
- No Prospect Response for 3 days: catch accounts going silent before renewal is complete.
- Close Date in the Past: identify expired contracts or CRM discrepancies.
- Fewer than 2 Active Prospects for 15 days: make sure engagement covers multiple stakeholders.
- No VP-Level Engagement within 30 days of close date: confirm leadership involvement based on renewal size or internal SLAs.
Step 4: Subscribe your team to the board
Keep your sales team updated on renewal progress:
- In the Digest > Subscribers section, select the teams to receive weekly email summaries.
- This digest highlights deals needing attention and keeps the team moving forward.
Step 5: Share updates with key stakeholders
Make sure stakeholders stay informed with weekly board summaries:
- In the Digest > Observers section, add Customer Success leaders, managers, or other relevant stakeholders.
- Tailor visibility to specific teams or regions.
Step 6: Set the board to show upcoming renewals
Focus on deals closing this quarter or next:
- On the Renewals Deal Board, set the timeframe to "Closing this quarter" and/or "Closing next quarter."
- Share the board URL with stakeholders or guide them to adjust their view.
Why use a renewals deal board?
With this setup you get:
- A single view of all renewal activity.
- Proactive risk identification through warnings.
- Context to prioritize and strategize on renewals.
- Better collaboration between sales and customer success teams.
Review and update the board regularly to stay prepared for high-priority accounts and meet renewal goals.