284 - Building Kanban Boards with AI: A Guide to Business Function Charts (Part 3)
The Cash Flow Contractor
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Defining Pipeline Stages with AI Help
They use AI to propose sales stages, iterate to match their sprinkler business, and finalize stage names.
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Transcript
Transcript
Episode notes
Ever felt overwhelmed trying to track multiple jobs across your business? In this final installment of our three-part series on business function charts, Khalil and Martin demonstrate how to build a practical Kanban board system that gives you instant visibility into your sales pipeline. Learn how to transform your workflow chart into a visual tracking system that shows you exactly where your deals stand, without requiring technical expertise.
What You’ll Learn
- How to convert your workflow chart into a visual Kanban board
- The step-by-step process for setting up a deal tracking system in ClickUp
- How to create templates with subtasks that ensure consistent process execution
- Why mapping your business functions creates clarity for your entire team
- How to build process checklists that make delegation effortless
Time Stamps
- 00:37 - Episode Intro
- 01:04 - Mapping the Sales Function
- 02:40 - Understanding Kanban Cards
- 05:48 - Building the Sales Pipeline in ClickUp
- 11:46 - Customizing ClickUp for Sales Stages
- 25:51 - Core Activities for Specific Deals
- 26:50 - Lead Management Tasks
- 27:29 - Subtasks and Customer Qualification
- 28:33 - Creating Checklists for Core Activities
- 29:48 - Implementing Checklists in ClickUp
- 34:35 - Setting Up Task Templates
- 35:36 - Managing Sales Pipeline with Clickup
- 40:45 - Process Recap
- 55:52 - Final Thoughts
Snippets from the Episode
- "If you don't feel organized as a contractor, if you are curious what the status of your jobs are, if you feel like you don't have systems in your business and you don't know where to start... this is how you make sense of it."- Khalil Benalioulhaj
- "A pipeline is the critical path of a workflow. You're not going to say, 'I made a first call and a second call and then sent a text message.' We don't want that in our pipeline. We just want the critical path."- Khalil Benalioulhaj
- "One of the first things is just talk to it. Tell it what the hell you're trying to do."- Martin Holland on using AI
Key Takeaways
- The Function Chart Is Not a Process Chart
- Kanban Boards Create Visual Clarity
- Templates Ensure Consistent Execution
- AI Can Map Your Business Workflows
- Checklists Remove Complexity from Delegation
- Critical Path Tracking Beats Detailed Documentation
- Your Admin Team Can Implement This System
Resources
- CFC 280 - Mapping Your Workflows with AI: A Guide to Business Function Charts Part 1
- CFC 283 - Building Your Business Function Chart with AI: A Guide to Business Function Charts Part 2
- ClickUp
- WisprFlow Referral Link
- Claude Artifact - Sales Workflow
- Claude Artifact - Sales Function Chart
- Claude AI
- PowerPoint/Google Slides
- HTML Flowchart Generators
- Kanban board systems
- 24 Things Construction Business Owners Need to Successfully Hire & Train an Executive Assistant
- Schedule a 15-Minute Roadblock Call
- Check out OpenPhone
- Build a Business that Runs without you. Explore our GrowthKits
- Need Marketing Help? We Recommend Benali
- Need Help with podcast production? We recommend Demandcast
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