If you’re running a go-to-market (GTM) project, you know how quickly tasks can spiral out of control—especially if your team’s scattered across spreadsheets, DMs, and random sticky notes. This guide is for anyone tired of chasing status updates and ready to get your team actually moving together. We’ll walk through how to use Kleo to assign and track tasks for GTM projects, without getting bogged down in features you don’t need.
Why bother with Kleo for GTM projects?
Let’s be honest: most tools are either too basic (hello, shared Google Doc) or so complicated your team gives up. Kleo sits somewhere in the middle. It’s made for keeping GTM projects on track—less "project management theory," more "who’s doing what, and when?"
If you’re managing a product launch, partner enablement, or any cross-functional GTM effort, you need:
- Clear ownership for each task
- A place to track progress (not just assign work)
- The ability to see what’s at risk, fast
Let’s get into it.
Step 1: Set up your GTM workspace in Kleo
Before you assign anything, get your workspace in shape.
- Create a new project: Set up a workspace for your GTM effort. Don’t mix it with other random work; keep it focused.
- Invite your team: Only invite folks who’ll actually do the work (or need to keep tabs). The more random observers, the more noise.
- Set roles and permissions: Make sure only the right people can assign, edit, or close out tasks. Otherwise, you’ll end up with a mess of “who changed this?” moments.
Pro tip: Skip the urge to over-organize with too many folders or nested categories. GTM projects move fast—keep the structure flat and simple.
Step 2: Break down your GTM plan into actionable tasks
Here’s where most teams trip up: They dump a huge checklist into the tool and call it good. Resist. Instead, break your GTM plan down like this:
- Milestones first: List out the big moments—e.g. “Messaging finalized,” “Assets approved,” “Sales training delivered.”
- Tasks under each milestone: For each milestone, write out the actual work to get there. Each task should have:
- A clear owner (one person, not “the team”)
- A due date (not “ASAP”)
- A short, specific description (avoid vague stuff like “Align on plan”)
- Dependencies: If Task B can’t start until Task A is done, mark that. Kleo lets you link tasks, but don’t go crazy—most GTM projects only have a few true dependencies.
What to ignore: You don’t need to track every micro-step. “Send email to legal” can be a note, not a whole task. If it takes less than 10 minutes, skip it.
Step 3: Assign tasks (the right way)
Here’s where Kleo can help—or trip you up.
- Assign to people, not teams: Every task needs a single owner. If more than one person’s responsible, nobody really is.
- Set real deadlines: Use actual dates, not “end of week” or “soon.” If you don’t know yet, set a draft date and update it later.
- Add context, but don’t write a novel: Attach briefs, links, or notes so people know what “done” looks like. But skip the temptation to paste your entire launch plan in every description.
Pro tip: Use labels or tags in Kleo for quick sorting—e.g. “Sales Enablement,” “Product,” “Comms.” But don’t build your whole system around tags. They’re for filtering, not structure.
Step 4: Track progress without micromanaging
Now, the whole point: actually tracking if stuff’s getting done.
- Status updates in Kleo: The default “To Do / In Progress / Done” is usually enough. Resist the urge to add a dozen custom statuses; nobody needs “Waiting for Review” vs. “Pending Approval” unless your team’s huge.
- Dashboards: Kleo’s dashboards can quickly show what’s at risk or overdue. Keep an eye on these, not just a list of tasks.
- Notifications: Set up notifications for when tasks you own change status, or when deadlines slip. Turn off anything that spams you with updates you don’t care about.
What doesn’t work: Don’t expect your team to update every task in real time. A quick weekly review is usually enough to keep things honest.
Step 5: Run effective GTM standups and reviews
Kleo can make your meetings shorter—if you use it right.
- Before the meeting: Everyone updates their tasks in Kleo, marking what’s done or blocked.
- During the meeting: Share your screen and look at the live task list. Focus on blockers, not recapping everything.
- After the meeting: Assign any new follow-ups in Kleo right away. Don’t assume folks will “remember.”
Pro tip: If your team hates meetings, try an async update—people comment on their tasks in Kleo instead of talking through it. But this only works if everyone actually does it (rare in practice).
Step 6: Adjust as you go (don’t build a monument)
GTM projects always change. Your task system should, too.
- Archive what’s done: Don’t let your task list clog up with completed work. Archive or hide it, so you only see what matters now.
- Reassign as priorities shift: If someone’s overloaded or a deadline moves, update the owner and due date in Kleo. Don’t let old assignments linger out of politeness.
- Review and clean up: Every couple of weeks, prune stale tasks. If it’s been stuck forever, ask if it’s still needed—or just kill it.
What to ignore: Don’t get fixated on “100% complete” for every checklist. Some tasks just fade away. Focus on the ones that matter for launch.
Common pitfalls (and how to dodge them)
- Over-complicating the setup: Fancy workflows sound good, but most teams just need a simple list.
- Task pile-up: If your Kleo project has hundreds of open tasks, it’s a sign you’re tracking too much or not closing stuff out.
- Vague ownership: “Marketing” or “Product” as a task owner is a recipe for finger-pointing when something slips.
- Relying only on notifications: People miss emails and app pings. Do a quick in-person or async check-in if something’s mission-critical.
Quick checklist: Your GTM task system in Kleo
- [ ] One project per GTM effort
- [ ] Clear milestones and key tasks
- [ ] Every task has one owner and a real deadline
- [ ] Only track what matters—skip micro-tasks
- [ ] Use labels/tags for filtering, not structure
- [ ] Regularly review and clean up tasks
Keep it simple—and keep moving
Most GTM projects fail at the basics: clear ownership, real deadlines, and tracking what actually matters. Kleo can help, but only if you keep your setup simple and actually use it. Don’t build a shrine to process—just make it easy for your team to see what’s next, take action, and move forward. Adjust as you go, and spend your energy getting your project out the door—not managing your task manager.