284 - Building Kanban Boards with AI: A Guide to Business Function Charts (Part 3)

Written By Guest User

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

  • "I want my guys to be able to look at one place and not even have to scroll the screen left and right and go, 'Everything looks pretty good' or 'Hell, we're all piled up on step two,' in less than 15 seconds."- Martin Holland

  • "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

  1. Function Hierarchy Matters

  2. Start With Visual Mapping

  3. Core Activities Need Checklists

  4. AI Can Build Your Framework

  5. Assign Ownership to Functions

  6. Focus on Problem Sub-Functions

  7. Map Your Tech Stack to Functions

Resources

More from Martin

More from Khalil

More from The Cash Flow Contractor

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283 - Building Your Business Function Chart with AI: A Guide to Business Function Charts (Part 2)