Flowbird wanted sales momentum to last all week, not arrive in a Friday rush.
The CRM and software automation agency specializes in HubSpot, Pipedrive, and Make implementations. Managing Director Jason Rainbird believes consistent sales activity is what creates opportunities.
“It’s a fact that every sales person knows, if you make enough phone calls, you’ll get some deals.”
The team was already reviewing performance in weekly sales meetings, but that cadence didn’t help reps manage their activity throughout the week.
Jason wanted everyone to see their progress each day, understand how they compared with the rest of the team, and build momentum without waiting for the next meeting.
Weekly reviews came too late to change the week
Before introducing live dashboards, Flowbird’s sales manager prepared a report for the team’s weekly meeting and reviewed each rep’s performance with them.
That gave the team a useful retrospective view, but reps couldn’t see how they were tracking as the week unfolded.
Jason noticed activity becoming concentrated toward the end of the week as people worked to reach their targets before the next review. That last-minute rush affected the consistency and quality of calls.
Reps could see their own numbers, but they couldn’t see how their activity compared with the wider team.
Flowbird needed to shorten the feedback loop. Instead of finding out how the week had gone once it was nearly over, the team needed a live view they could respond to every day.
Making HubSpot activity visible in the office
Flowbird uses HubSpot as its CRM, so Jason initially looked at displaying HubSpot’s internal reporting on the office TVs.
The setup required someone to log in and cast the dashboard to the screen each morning. It also regularly timed out. Flowbird then tried Databox, but the activity measures didn’t update quickly enough for the way the sales team worked.
For Jason, the refresh speed mattered because reps wanted to see their work reflected as soon as they logged it.
“When the team logs activity in HubSpot, they want to see it showing up instantly.”
Flowbird introduced Geckoboard dashboards powered by its HubSpot data. The TVs now display measures including daily and weekly calls, leads created, leads activated, leads pursued, deals won, and deals lost.
The numbers are visible throughout the working day, so reps don’t have to wait for a manager to tell them how they’re doing.
Turning sales activity into daily momentum
Jason introduced daily and weekly leaderboards to give the team a live view of individual performance.
“Gamification is the important thing for us, that’s what drives activity.”
Reps can see their progress and where they sit within the team throughout the day. The daily view creates immediate feedback, while the weekly leaderboard keeps the wider target in sight.
Jason says this has helped spread activity more evenly across the week, with less pressure to cram calls into the final days.
Giving the team some healthy competition
Sales can be a demanding job, and Jason wanted performance visibility to bring some energy to the team rather than feel like another report.
The leaderboards create friendly competition around the work reps are already doing. When someone moves up the board or has a strong day, the whole team can see it.
“The team wants to see the numbers. Sales can be a harsh role so if you can create some competition and some fun, people enjoy having that visibility.”
That openness gives reps a clearer sense of how they’re contributing. It also makes sales activity something the team can share, discuss, and celebrate throughout the day.
Keeping stale deals moving
Flowbird has also used its dashboards to change how the team handles stale deals.
After returning from a Christmas break, Jason saw that a backlog of old deals wasn’t moving. Previously, he’d raise them in the weekly meeting, but the same deals could still be sitting there when the team met again.
He added stale deals to the TV dashboard so they stayed visible throughout the week.
“Since including these on the TV dashboards, they see what needs to be done.”
Reps no longer have to wait for Jason to raise the issue. They can see the deals that need attention and take action themselves.
The stale-deal information was already available. Putting it where the team could see it made it much harder to overlook and easier to act on.
Moving beyond the weekly performance update
Flowbird still uses HubSpot as the system where its sales activity and pipeline are managed. Geckoboard gives the frontline team a shared view of the measures that matter throughout the day.
Weekly meetings can focus on coaching, decisions, and the deals that need discussion rather than being the first time reps see how they’ve performed.
The dashboard stays visible in the office, giving the team a continuous reminder of its activity and priorities.
“The board makes a difference because it’s permanently on display in the office.”
For Flowbird, gamification is a way to make progress visible, create a consistent rhythm of activity, and help reps act before the week has passed them by.
Help your sales team build daily momentum
Geckoboard puts live HubSpot performance where sales teams can see it, helping reps stay on top of activity, keep deals moving, and work toward their targets throughout the week.
