Seven Clever Ways for Using Quip

Seven ways Quip can help your team operate more collaboratively, communicate more effectively, and manage projects more efficiently.

About the Author: Gary Galvin

November 14, 2022

Clever Ways to Use Quip

Quip bills itself as a sales collaboration platform. The Galvin team uses the software for that and so much more. We’ve integrated Quip throughout our business into every department and process. As a result, we operate more collaboratively, communicate more effectively, and manage projects more efficiently. We’ve even eliminated more emails and meeting hours than we can count.

We first wrote about our use of Quip back in 2019. As the platform has evolved, so has how we take advantage of it. Now seemed like a good time to share many of the new ways we use Quip.

Why We Love Quip

Before diving into how we use Quip, it’s important to understand why we’re so partial to the software.

  • Quip is fully integrated with Salesforce. That means we can pull real-time Salesforce data into Quip to access important information like account plans, opportunity notes, and reports. We also can visit any record, opportunity, or contact inside Salesforce and see our Quip documents there too. 
  • Collaboration is easy. Quip allows everyone on the team to work real time inside a document or project. Anyone involved can go to a specific line item to ask a question or tag someone on the work. The process eliminates confusion and wasted time waiting for someone to get up to speed on what’s happening with a project. 
  • Due dates are front and center. We create all tasks in Quip—from sales plays, marketing campaigns, and developer projects—and assign owners and delivery dates. Finding who owns a task, its status, and due dates is easy. The feature boosts productivity and accountability.
  • Searching is simple. Anything inside Quip is searchable, including project chats. The platform makes finding documents simple using a series of tags and keywords. We avoid “reinventing the wheel” by accessing past work and conversations allowing us to work smarter and faster.
  • Clients love Quip too. We bring clients into Quip and allow them to collaborate with our team. They can see a history of comments and updates on their projects. We even assign them tasks or tag them on questions to keep projects moving forward. Quip eliminates project uncertainty by creating a complete trail of expectations, approvals, and completed work.

It’s not an understatement to say Quip has been a game-changer for how we work.

Ways We Use Quip

We migrated to Quip from Google Docs. The transformation has been huge. Quip opened us up to a new way of operating. Over time we moved more of our processes inside Quip and have never looked back. 

Here are just a few ways we leverage Quip for everyday life at Galvin Technologies.

  1. Scope of Work Creation
    We capture all notes inside Quip and tag teammates on items. We include a project summary and define the client’s current situation. The Quip project also captures the objectives and outcomes for the scope of work. By having all this information in one place, we can easily generate a project estimate. Once everything is gathered, we use a Quip template to create a full statement of work. Because we’re all collaborating inside Quip, everyone involved can contribute and sign off. The scope of work then goes to the client, all from inside Quip.
  2. Client status reports
    At Galvin, you’ll never hear “We have a client status report due, so send me an email with updates.” Quip allows us to offer “anytime” status reports that clients can access themselves. Using another Quip template, we show the health of a project and include additional details like status, budget, timeline, tasks, and notes. Hourly data from Salesforce feeds directly into the report. This approach improves our status report accuracy and allows us to generate them more quickly. Clients benefit from a transparent approach to project management.
  3. Project approvals
    Throughout a project we’ll need client approval for certain requirements or additional work. Quip eliminates the back-and-forth emails and waiting that so often accompanies this task. Instead, we simply populate a Quip template with the requirements and hours needed and alert the client. The client then issues a digital approval. The workflow prevents us from doing work without the client’s consent and expedites the approval process to keep projects moving.
  4. Opportunity management
    A common problem we see are sales notes jotted into a notebook and never going beyond that point. To be honest, we were guilty of it too before Quip. Now all sales notes go inside the platform. We also include documents, images, and recordings—anything attached to managing the opportunity. That makes it easy to share them with other partners. When someone enters the deal, regardless of timing, they can easily read all the notes and history. All parties collaborate and communicate on the deal inside Quip. Gone are the days when we had to sit down to “compare notes.”
  5. Account planning
    We embrace the “failing to plan is planning to fail” mentality at Galvin. We use Quip templates to create account plans for every client. The Salesforce integration pulls in customer data, account demographics, contacts, opportunities, and spend. We then use the information inside Quip to develop a SWOT analysis and set customer goals for the year. We include an executive summary, specific action items, and dates. The exercise sets a clear direction for how we want to manage the account.
  6. Case swarming
    Problems are part of life. When an issue arises, we create a Quip document and tag everyone involved. Collectively the team determines the steps needed to create a resolution. Quip allows us to assign an owner and due date to each action item. Included are notes and client conversations to help solve the problem.
  7. Standard operating procedure development
    We don’t just use Quip for client work. The platform improves how we operate internally as well and has become part of our culture. Quip allows us to build and update standard operating procedures inside the platform. Project leads will draft the SOP inside Quip and then bring in teammates to comment, ask questions, and refine the document. We publish the final version as the SOP. The document stays current inside Quip and we can track the changes made and when. This is important for staff training to ensure everyone is up to date with the latest SOPs. That also makes Quip a powerful knowledge management system for our team.

Quip and a Remote Workforce

The pandemic changed work life for nearly everyone. Moving from the office to a home work situation was tough for many companies. Luckily for us, Quip made our transition to a remote operation much easier. 

First, we eliminated the need to pop into someone’s office and ask for project updates. Everything was already inside Quip. Every project has a document and anyone affiliated is tagged on the work. This makes knowing where a project stands in real time possible. Plus, meetings simply for the purpose of status updates are a thing of the past.

Second, by connecting clients to our Quip platform, we save time. Clarifications, questions, approvals, and task updates all happen directly inside the software. That means fewer emails and less meetings. The move also means people can work on their own time beyond the confines of a nine-to-five day. Getting out of the inbox makes responding and collaborating easier. That accelerates projects and makes their goals a reality sooner.

Ready for a “Quip Talk” with Galvin? 

Quip transformed the way we work and it can benefit your business too. Not only does Galvin specialize in making the most of Quip’s Salesforce integration, we also consult with companies on how to maximize the platform. Just a simple “Quip chat” can open countless new opportunities for improving project and process collaboration throughout your company.

WANT TO TALK WITH OUR CONSULTING TEAM?

We’d love to work with you on your Salesforce needs. Our team of certified Consultants can work closely with your team to close more deals. Call us at 317-297-2910 or complete the form below.


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