Opportunity Management UX Improvements - Project Details / Task List
Tag: opp-ux
Total Hours: 30h
Structure: Single Milestone (<=50h)
Milestone: Opportunity Management UX Improvements
Description: A CRM optimization project that redesigns the opportunity page layout, streamlines data entry workflows, and improves visual hierarchy to reduce friction for sales reps managing their pipeline.
Task List: (Opp UX) 1. Assessment & Design
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Audit Current Opportunity Page Layouts | 2h | Document all visible fields, sections, and related lists across each opportunity record type. End state: Complete inventory of current layout configuration with field counts and section structure. • Export list of all opportunity page layouts and their profile assignments from Setup • Screenshot or document each page layout section by section (top to bottom) • Count total fields per layout and identify fields above vs. below the fold • Document all related lists displayed and their column configurations • Note any dynamic forms, conditional visibility rules, or record type variations • Map which profiles/roles use which page layouts |
| 2. Analyze Field Usage Data | 2h | Pull quantitative data on field completion rates to identify unused or underutilized fields. End state: Field usage report showing completion percentages for every opportunity field. • Run Salesforce Optimizer or install Field Trip app to analyze field usage • Pull field completion rates for all opportunity fields over last 90-180 days • Flag fields with <10% completion rate as candidates for removal • Identify fields with >80% identical values (potential for defaults) • Cross-reference low-usage fields with active reports and dashboards • Export findings to spreadsheet for prioritization in next step |
| 3. Conduct Rep Friction Interviews | 2h | Interview 3-5 sales reps to identify workflow pain points, unused fields, and time wasters. End state: Qualitative feedback summary with prioritized list of rep frustrations. • Schedule 30-minute interviews with 3-5 reps across different roles/tenures • Ask structured questions: "Walk me through updating an opp after a call" • Count clicks required for common actions (stage change, close date update, add note) • Identify which fields reps skip or fill with placeholder data • Document any workarounds reps use (notes in wrong fields, external trackers) • Capture wish-list items: "What would make this faster?" |
| 4. Document Baseline Metrics | 1.5h | Capture current-state metrics to enable ROI measurement post-implementation. End state: Baseline metrics document with time-to-update, data completeness, and satisfaction scores. • Measure average time to complete a full opportunity update (observe 3-5 reps) • Calculate data completeness rate for key fields (Amount, Close Date, Next Step) • Survey reps on CRM satisfaction (simple 1-5 scale, 3-5 questions) • Pull opportunity update frequency from Activity History • Document current validation rule count and error frequency • Save all baseline metrics in assessment document for comparison |
| 5. Prioritize Fields and Create Layout Blueprint | 2.5h | Design the new field hierarchy based on usage data and rep feedback. End state: Layout blueprint document showing field placement decisions and rationale. • Categorize fields into: Must-Have (top), Should-Have (middle), Archive (bottom) • Apply the "8 out of 10" rule: if a field isn't used on 80% of records, move it down • Group related fields into logical sections (Deal Details, Contact Info, Forecasting) • Decide which fields to remove entirely vs. archive in collapsed section • Document rationale for each field placement decision • Get stakeholder sign-off on proposed field hierarchy before building |
| 6. Configure Compact Layouts | 1.5h | Set up compact layouts to display the 5 most critical fields in record highlights. End state: Compact layouts configured showing Amount, Stage, Close Date, Next Step, and Owner. • Navigate to Object Manager > Opportunity > Compact Layouts • Create new compact layout with top 5 fields (Amount, Stage, Close Date, Next Step, Owner) • Assign compact layout to appropriate record types • Test compact layout appears correctly in record highlights and related lists • Verify mobile display shows correct compact layout fields |
| 7. Design Quick Actions for Common Tasks | 2h | Create quick actions that reduce clicks for frequent rep activities. End state: 3-4 quick actions configured for log activity, update stage, schedule follow-up. • Identify 3-4 most common rep actions from interview findings • Create Quick Action: "Log Activity" with minimal required fields • Create Quick Action: "Update Stage" with stage picklist and next step • Create Quick Action: "Schedule Follow-up" with date picker and activity type • Configure action layouts with only essential fields (no clutter) • Test each quick action in sandbox to verify smooth workflow |
Task List: (Opp UX) 2. Build & Deployment
Contains: Parts 3-4
| Task | Est | Description |
|---|---|---|
| 8. Build Optimized Page Layouts | 3h | Create new page layouts in sandbox with streamlined field groupings and section organization. End state: New page layouts built with reduced fields, logical sections, and clean visual hierarchy. • Clone existing page layout as starting point (preserve audit trail) • Remove fields flagged for removal (verify not breaking reports first) • Reorganize sections following blueprint (Deal Details first, Archive last) • Set section properties (columns, collapsible sections for less-used fields) • Add Quick Actions to page layout action bar • Configure related lists (Activities, Contacts, Products) with relevant columns only |
| 9. Configure Sales Path with Stage Guidance | 2.5h | Set up Sales Path with stage-specific guidance fields and key activities. End state: Sales Path enabled with coaching tips, key fields, and celebration confetti. • Enable Sales Path in Setup if not already active • Create new Sales Path for primary opportunity record type • For each stage, add: stage definition, 2-3 key activities, exit criteria • Configure Key Fields to display (up to 5 fields per stage) • Enable Success celebration for Closed Won stage • Test path progression and verify guidance displays correctly |
| 10. Set Up Kanban Board View | 2h | Configure Kanban view for visual pipeline management with drag-and-drop. End state: Kanban view available in Lightning App Builder for pipeline visualization. • Create new List View filtered for current user's opportunities • Enable Kanban view for the list view • Configure Kanban to summarize by Stage with Amount rollup • Test drag-and-drop functionality for stage changes • Verify any required fields prompt correctly when moving stages • Add Kanban view to relevant Lightning app pages |
| 11. Test with Pilot Users | 2h | Validate new layouts with 2-3 pilot users and iterate based on feedback. End state: Pilot-tested configuration ready for production deployment. • Grant sandbox access to 2-3 selected pilot users • Have pilots complete 3-5 realistic opportunity update scenarios • Observe pilots and time task completion (compare to baseline) • Gather structured feedback: what works, what's confusing, what's missing • Iterate on layout based on pilot findings (adjust field order, fix issues) • Document any changes made during pilot phase |
| 12. Deploy to Production | 2h | Move optimized layouts from sandbox to production with rollback plan. End state: New layouts live in production with successful deployment verification. • Schedule deployment during low-activity window (early morning or weekend) • Document rollback procedure (page layout assignments to revert) • Deploy using Change Set or Metadata API (page layouts, quick actions, Sales Path) • Verify deployment by spot-checking 3-5 opportunity records • Test quick actions and Sales Path function correctly in production • Monitor for immediate issues in first 2 hours post-deployment |
| 13. Conduct Team Training Session | 1.5h | Train sales team on new layout, quick actions, and Kanban view with live demo. End state: Team trained with recording available for future reference. • Schedule 30-minute live training session (Zoom or in-person) • Demo new layout: walk through a complete opportunity update • Show quick actions: how to log activity and update stage in 2 clicks • Demonstrate Kanban view: drag-and-drop stage updates • Highlight Sales Path: stage guidance and celebration • Record session and share with team + absent members |
| 14. Create Quick Reference Documentation | 1.5h | Deliver visual quick reference guide for ongoing support. End state: PDF or Salesforce Help article with screenshots and common workflows. • Create 1-2 page quick reference guide with annotated screenshots • Include: key field locations, how to use quick actions, Kanban instructions • Add troubleshooting FAQ (3-5 common questions) • Upload to Salesforce Files or internal knowledge base • Pin link in team Slack channel or email to all reps • Consider in-app guidance using Salesforce Walk-Throughs (optional) |
| 15. Establish Adoption Champion | 1h | Identify and enable a sales champion to drive peer adoption. End state: Champion identified, briefed, and actively supporting team during rollout. • Select one tech-savvy, respected rep as adoption champion • Brief champion 1-2 days before team launch with extra detail • Provide champion with FAQ document and escalation path • Have champion available on Slack to answer peer questions week 1-2 • Check in with champion daily during first week for issue identification • Recognize champion's contribution to team |
Task List: (Opp UX) 3. Validation & Handoff
Contains: Part 5
| Task | Est | Description |
|---|---|---|
| 16. Monitor Post-Launch Adoption Metrics | 2h | Track adoption and usage metrics for 30 days post-launch. End state: Adoption dashboard showing usage trends and issue areas. • Pull opportunity update frequency compared to pre-launch baseline • Check quick action usage in Setup > Quick Action Audit • Monitor validation rule error rates (should decrease) • Track average time to update opportunity (survey or observe) • Identify any fields with declining completion rates • Document any support tickets or Slack questions related to changes |
| 17. Gather Structured Feedback | 1.5h | Collect rep feedback at 30-day mark to identify refinements. End state: Feedback summary with prioritized enhancement requests. • Send quick survey (5 questions max) to all reps at day 30 • Ask: satisfaction score, time saved, remaining friction points • Schedule optional 15-minute feedback calls with willing reps • Compile feedback into themes and prioritize by impact • Share feedback summary with RevOps and Sales leadership • Identify quick wins vs. backlog items for future iterations |
| 18. Implement Refinements and Hand Off | 2.5h | Make minor adjustments based on feedback and transfer ownership to client. End state: Final refinements deployed, documentation updated, and client self-sufficient. • Implement top 2-3 quick-win refinements from feedback • Update documentation to reflect any post-launch changes • Transfer admin credentials and documentation to client RevOps • Deliver final metrics comparison (before vs. after) • Schedule 90-day check-in to review lagging indicators • Close out project with success summary |
Summary
- Total Task Lists: 3 (consolidated from 5 Parts)
- Total Tasks: 18 (one per Step)
- Total Hours: 30h
- Generated from: playbook_opportunity-management-ux-improvements.md
- Generated on: 2025-12-31