If you've ever tried to wrangle a go-to-market (GTM) project with more than two people, you know the pain: endless threads, lost files, and that nagging sense someone's working off an old version. If you're using Prezcall and want to stop the chaos (or at least tone it down), this guide is for you. We'll cover the real nuts and bolts of working with your team in Prezcall—the stuff that actually works, and the stuff you can skip.
1. Get Your Team Set Up (Don’t Assume They Are)
Before you get clever with workflows, make sure the basics are covered. If people can’t get in or don’t know where to click, nothing else matters.
- Add your team: Go to the Team or Members area in Prezcall and invite everyone who needs to be in the loop. Don’t just invite your favorites—think sales, marketing, product, anyone who will touch the GTM project.
- Set roles early: Prezcall lets you define roles (admin, editor, viewer, etc). Give people only as much access as they need. More isn’t always better—too many cooks can really mess up your kitchen.
- Pro tip: Don’t assume everyone knows how Prezcall works. If your team is new, do a 15-minute screenshare or record a quick walkthrough. It saves hours of “where is that file?” later on.
2. Set Up Your GTM Project Space
One of Prezcall’s strengths is letting you organize projects in a central spot—assuming you actually use it.
- Create a dedicated GTM project: Don’t dump everything in a generic workspace. Set up a new project for each launch or campaign.
- Structure matters: Use folders or sections for things like messaging, assets, launch checklists, and feedback. If you just pile everything in one spot, it’ll get ugly fast.
- Name things clearly: “V3-FINAL-FINAL2.pptx” is not your friend. Use dates, owner names, and a brief description. Example: “SalesDeck_2024-07-12_JSmith.pptx”.
What works: A little structure up front means less confusion later.
What doesn’t: Overcomplicating with too many layers or rules—no one will follow them.
3. Bring in Content and Assign Owners
GTM projects live or die by clarity. Prezcall lets you upload docs, link files, and assign tasks, but you’ve got to use these features intentionally.
- Centralize assets: Upload your sales decks, one-pagers, and messaging docs. Link to external files (Google Docs, PDFs, etc.) if you have to—but try to keep as much as possible in Prezcall.
- Assign owners: Every file or task needs a name next to it. If “someone” is in charge, no one is in charge.
- Set deadlines: Even rough ones. Prezcall lets you add due dates—use them. It's amazing how things start moving when there's a real date involved.
- Tag for clarity: Use tags or labels for things like “Draft,” “Needs Review,” or “Approved.” It beats guessing what’s ready and what isn’t.
Quick tip: Don’t obsess about getting every asset in on day one. Start with the most critical stuff and fill in as you go.
4. Use Comments and Chat—But Don’t Let It Get Out of Hand
Prezcall gives you ways to comment directly on files, slides, or sections. This is great for feedback, but can quickly spiral into chaos if you’re not careful.
- Keep feedback in context: Comment on the specific slide or section you’re discussing. Don’t just dump thoughts in a general chat—no one will know what you’re talking about.
- Tag people: Use @mentions to make sure feedback reaches the right person. Otherwise, you’re just shouting into the void.
- Summarize decisions: If a thread gets long, drop a quick summary: “We agreed to use the blue background for Slide 5.”
- Don’t overdo it: Not every comment needs a reply. Watch out for “thanks!” and “got it!” messages—they flood notifications and add zero value.
What works: Focused, direct comments tied to specific content.
What doesn’t: Endless chat threads nobody reads again.
5. Manage Versions without Losing Your Mind
One of Prezcall’s more useful features is version control. But you have to use it on purpose.
- Save versions at key milestones: Don’t save a new version every five minutes. Use it when you hit a real checkpoint—first draft, after legal review, before the big meeting.
- Label versions clearly: “Post-Marketing-Feedback” or “Ready-for-Execs” is way better than “Version 2.”
- Restore if needed: If someone makes a mess, Prezcall lets you roll back to a previous version. Don’t be afraid to use this—just tell your team first to avoid confusion.
Pro tip: Have a single person responsible for managing “final” versions. Too many “finals” floating around is a recipe for disaster.
6. Schedule and Run Reviews (But Keep Them Focused)
Getting everyone’s eyes on the latest deck or plan is key. Prezcall helps you schedule and run reviews, but meetings can still waste time if you’re not careful.
- Use built-in scheduling: Prezcall can integrate with calendars—use this to book reviews instead of endless email chains.
- Share the agenda and links ahead of time: Don’t make people hunt for the deck during the call.
- Keep meetings short: Focus on decisions—what needs to be approved, changed, or ditched. Don’t review every word unless you really have to.
- Document outcomes: Drop action items and decisions back into Prezcall immediately after the meeting.
What works: Quick, focused reviews with clear outcomes.
What doesn’t: Meetings that turn into aimless “updates” or status reads.
7. Track Progress (Without Becoming a Spreadsheet Zombie)
Prezcall has dashboards and task-tracking features. Use them, but keep it simple.
- Assign tasks, not just files: For every big deliverable, create a task and assign it. Don’t assume people will “just know” what’s next.
- Keep status updates brief: A one-line update beats a wall of text. Use status tags (“In Progress,” “Blocked,” “Done”) instead of long explanations.
- Check in weekly, not daily: Too much tracking kills momentum. A quick weekly review is enough for most GTM projects.
Pro tip: Don’t let dashboards become graveyards. If something’s blocked, call it out and fix it or cut it.
8. What to Ignore (Or Use Sparingly)
Prezcall, like most tools, comes with bells and whistles. Here’s what’s usually not worth your time:
- Overly complex permission schemes: The default settings are fine for most teams. Tinkering endlessly just leads to confusion.
- Automations for everything: Automate reminders if you want, but don’t try to automate away actual conversations or real work.
- “Fun” features like stickers or reactions: They’re cute, but rarely move the needle on GTM projects.
9. Tips for Smoother Collaboration
- Have a single source of truth: Decide where final docs live, and make sure everyone knows.
- Keep feedback loops short: Fast decisions beat drawn-out debates.
- Don’t wait for perfect: Get drafts in front of people quickly—iteration works better than endless polishing.
- Set expectations up front: If you need feedback by Friday, say so. Vague deadlines are invitations to procrastinate.
Final Thoughts: Keep It Simple, Iterate Often
Tools like Prezcall can make GTM collaboration less painful—if you use them for what they’re good at and don’t get lost in the weeds. Focus on clarity, ownership, and fast feedback. Don’t try to automate or process your way out of teamwork. Start simple, adjust as you go, and you’ll avoid most of the common headaches. No tool is magic, but a little discipline goes a long way.