PandaDoc is a powerful tool for managing proposals, contracts, onboarding documents, and other essential documents. However, if you’re rolling it out across a global company or a multi-departmental organization, the process needs to be structured and intentional. Teams in different regions or departments have different needs, and rolling out PandaDoc without a plan can lead to confusion, low adoption, or compliance issues.
A phased approach is key. It allows you to gather feedback, standardize templates, localize content, and train teams step-by-step without disrupting day-to-day operations. Here’s how to roll out PandaDoc across a large, distributed organization successfully.
Why a Structured Rollout is Necessary?
Launching PandaDoc across multiple teams or countries is more than just giving everyone a login. Different users have different responsibilities, document types, and legal requirements. Without a clear structure, you’ll end up with inconsistent documents, process bottlenecks, and missed adoption targets.
A phased rollout ensures that your implementation is organized, scalable, and compliant from day one.
Phase 1: Pilot with a Core Team
Start by launching PandaDoc with a small, focused team. Sales or business development is often the best place to begin, as they rely heavily on proposals and contracts and can provide rapid, relevant feedback.
Allow this group to use a few templates in real sales situations. Monitor how users utilize the platform, identify any issues they encounter, and pinpoint areas where improvements are necessary. Encourage open communication to identify common confusion points or missed opportunities for automation.
This controlled environment gives you space to refine your processes before involving the rest of the organization.
Phase 2: Standardize and Localize Templates
Once the pilot is complete and feedback is collected, shift your focus to templates. This step involves striking a balance between consistency and flexibility.
Lock sections that shouldn’t be altered, such as legal language or branding. Set up tokens to pull in dynamic information, such as client names, contract dates, or pricing, from integrated systems.
If your organization operates in multiple regions, localize templates accordingly. Adjust language, currencies, and compliance sections for each market. This ensures that documents are professional and accurate, no matter where they’re sent from.
Involve legal, sales operations, and marketing to review and finalize templates before they are used company-wide.
Phase 3: Train and Enable Teams by Region
With your templates ready, it’s time to train the broader organization. Don’t train everyone at once. Instead, break it down by team and location. Each department will use PandaDoc differently, and regions may have their own workflows or compliance standards.
Sales teams will need to know how to send proposals and track signatures. Legal teams will need version control and redlining. HR may use PandaDoc for offer letters and onboarding forms.
Use role-based training and real-world examples that align with how each team will actually use the platform. Deliver content in the local language where necessary, and train team-specific doc admins on how to manage access and make minor updates.
This type of targeted training ensures everyone uses PandaDoc correctly from day one and builds confidence across the organization.
Phase 4: Gather Feedback and Expand to Other Departments
After each team has been trained and is using PandaDoc in live environments, gather feedback. Use surveys, interviews, or even usage analytics to identify gaps in understanding, template improvements, or process slowdowns.
Based on this data, update your templates and training guides, and then expand the platform to other teams, such as operations, customer success, finance, and HR.
Each new department brings fresh use cases, like billing authorizations, partner agreements, or internal process documentation. The more departments that adopt PandaDoc, the more valuable the platform becomes.
Assign Regional Doc Admins
To maintain quality and compliance across regions, assign regional document admins. These team members serve as local experts for PandaDoc, responsible for updating templates, managing users, and ensuring that workflows comply with local regulations.
They should work closely with central operations or enablement teams to keep everyone aligned and up to date on any policy or template changes.
By decentralizing some responsibilities, you create a more scalable and responsive document process that adapts to the needs of each team or region.
Final Thought
Rolling out PandaDoc across a global or multi-team organization doesn’t have to be complicated. With a structured plan, localized enablement, and strong admin ownership, you can create a consistent, efficient, and scalable document process across every team. Start with one group, refine your approach, then expand thoughtfully to create long-term success.
Frequently Asked Questions
How long does a global rollout of PandaDoc take?
A complete rollout can take 4 to 12 weeks, depending on the size of your company, the number of teams, and the number of regional offices. The phased rollout helps you go live quickly with key users while scaling over time.
Who should lead the rollout process?
Typically, operations, IT, or sales enablement should lead the project, working in conjunction with legal and marketing to ensure content governance and compliance.
What if different teams need unique templates?
You can create team-specific folders and access controls. Use naming conventions to keep templates organized and avoid duplication.
How do I ensure compliance in different countries?
Assign regional doc admins to review and manage localization. Work with legal teams to adapt templates for region-specific requirements and language.
How do I drive adoption once PandaDoc is live?
Continue hosting Q&A sessions, track document metrics, and reward users for their usage. Highlight time saved or success stories to keep momentum strong across departments.
