If you’re running a go-to-market (GTM) team, you know the drill: too many channels, too many things to track, and not enough time. You’re probably using tools that weren’t built for GTM work, or you’re duct-taping together spreadsheets and Slack threads. If you want to keep your team on the same page—without babysitting every little thing—this guide is for you. I’ll walk through how to assign and manage tasks for your GTM team using Commonroom, so you can actually move work forward instead of just talking about it.
Why bother with task management in Commonroom?
Let’s be honest: most people hate extra process. But if you don’t have a clear way to assign and track tasks, things slip through the cracks. In GTM, that usually means missed follow-ups, dropped customer asks, or duplicate work. Commonroom isn’t a full-blown project management tool, but it is pretty good at keeping all your GTM chatter and action items in one place—especially if you’re sick of switching tabs between ten different apps.
Who this is for: - GTM leads and managers wrangling community, marketing, CS, or sales - Teams using Commonroom as their source of truth for customer and prospect interactions - Anyone tired of “Did you see my Slack?” and “What’s the status on this?”
Step 1: Understand what Commonroom can (and can’t) do
Before you dump all your task management into Commonroom, let’s get real about what it’s built for.
What works: - Assigning and tracking discrete, conversation-driven tasks (like follow-ups, DMs, or content requests) - Keeping context: tasks are linked to specific accounts, users, or conversations - Notifying teammates when work needs doing - Light-weight workflows tied to customer or community activity
What doesn’t: - Complex project plans or timelines (use Asana, Trello, etc. for those) - Deep reporting or burndown charts - Managing totally unrelated work (like HR onboarding or IT tickets)
Pro tip: The sweet spot is using Commonroom to track next steps that come directly from customer or community engagement. Don’t try to run your whole company through it.
Step 2: Set up your workspace for GTM task flow
A little setup saves a lot of pain later. Here’s how to get your team ready:
- Define what counts as a “task” in your GTM world. Is it a follow-up DM? Scheduling a customer call? Creating a deck? Be specific.
- Decide who can assign tasks. Some teams like everyone to pitch in; others want a lead or CSM to triage first.
- Customize your Commonroom views. Build filters for things like “Open Tasks,” “My Tasks,” or “Tasks by Account.” Save these for quick access.
- Connect your channels. Make sure Commonroom is pulling in all the places your team interacts (Slack, Discord, Twitter, forums, etc.) so nothing gets missed.
What to skip: Don’t spend hours color-coding or making fancy tags. It’s more important to have basic filters everyone will actually use.
Step 3: Assigning tasks in Commonroom
Here’s the meat and potatoes: actually getting work onto people’s plates.
How to assign a task
- Find the right conversation or user. Use search or filters to zero in on a post, DM, or account that needs action.
- Create the task. In Commonroom, you’ll usually find a “Create Task” or “Assign” button (sometimes called “Add Action” or “Next Step”).
- Fill in the details.
- What needs to happen: Be clear. “Follow up” is vague; “Send new pricing to Sarah J.” is better.
- Who’s responsible: Assign to a specific person—not “the team.”
- Due date: Optional, but helpful if timing matters.
- Notes or links: If there’s extra context (like a doc or customer ask), add it here.
- Save and notify. The assignee gets pinged in Commonroom (and, depending on settings, possibly by email or Slack).
A few honest tips: - Don’t assign tasks just to “track” things no one will actually do. - If you’re assigning something big or tricky, talk to the person first—don’t just drop a task and hope for the best. - Skip due dates unless they’re actually important. Fake deadlines just clutter things up.
Assigning from a conversation
One of the slickest features: you can assign tasks directly from community or customer conversations—no copy-pasting needed. Just click into the thread, hit “Assign Task,” and all the context stays attached.
Pro tip: Use this for hot leads, customer fire drills, or anything where “who’s got this?” is unclear.
Step 4: Managing tasks as a team
Assigning tasks is the easy part. Making sure stuff gets done is where most teams stumble.
Tracking and updating tasks
- My Tasks view: Everyone should check their own open tasks regularly—ideally, as part of their daily routine.
- Team or account views: Managers can filter tasks by owner, priority, or customer to spot bottlenecks.
- Status updates: Mark tasks as “In Progress,” “Done,” or (if needed) “Won’t Do.” Keep it simple; don’t add a dozen custom statuses.
Communicating about tasks
- Comment in-context: If you need to ask a question or add info, do it on the task itself—not in a random Slack thread.
- @mention teammates: Pull in others only when you actually need their help.
- Close out finished tasks: Don’t let old stuff pile up. If it’s done, mark it done.
What to ignore: Don’t obsess over marking every tiny thing as a task. Use Commonroom for things that matter—actual next steps with impact.
Handling recurring or multi-step work
Commonroom isn’t built for recurring reminders or big project breakdowns. If you need to do the same thing every month, or split work into 10 sub-tasks, use a lightweight project tool and link to it from the task notes. Don’t force it.
Step 5: Keeping the system simple (and useful)
Most GTM task systems fail because they get too complicated. Here’s how to keep yours alive:
- Review tasks in weekly team meetings. A 5-minute scan is usually enough.
- Clean up old or abandoned tasks. If no one’s touched it in a month, archive or delete.
- Ask for feedback. If people are ignoring the system, find out why. Maybe it’s too clunky, or maybe you’re tracking the wrong things.
- Limit who can create new custom fields or statuses. Too much customization = chaos.
Pro tip: The best system is the one people actually use. If your team is defaulting to DMs or email, figure out why and fix it—or admit Commonroom isn’t the right tool for your workflow.
Worth knowing: What doesn’t work (and what to watch out for)
A few honest truths after seeing a lot of teams try this:
- Commonroom is not Jira or Asana. Don’t try to run big, cross-functional projects here.
- Notifications can get noisy. If everyone gets pinged for every task, people will tune out. Tune your notification settings.
- People will forget to update tasks. That’s normal. Build a quick review into your weekly rhythm.
- Not everything needs to be a task. Sometimes a quick reply or emoji reaction is enough.
If you find yourself spending more time updating the task system than doing the work, pull back.
Summary: Make it work for you (not the other way around)
Commonroom can make GTM task management a lot less painful, as long as you keep it tight and focused. Use it to track real next steps, keep context handy, and make sure nothing critical falls through the cracks. Don’t overcomplicate it. Start small, tweak as you go, and remember: the goal is to help your team get work done—not to build the perfect system. Keep it simple, pay attention to what’s actually useful, and don’t be afraid to ditch what doesn’t work.