If your team is winging the same go-to-market (GTM) projects over and over—kickoffs, launches, handoffs, you name it—you're probably wasting time reinventing the wheel. Templates can fix that. This guide is for anyone who wants to actually save time with Charma templates, not just tick a “process” box.
Let’s cut the fluff and get you set up with repeatable, useful templates in Charma that make your GTM work easier, not more complicated.
Why Bother With Templates in Charma?
If you’ve landed here, you already know why you need templates: GTM work is repetitive, but every project gets a little messy in a different way. Good templates help you:
- Avoid missing steps (or inventing them on the fly)
- Get new folks up to speed faster
- Keep meetings and projects from spiraling into chaos
Here’s the thing: most teams either over-engineer their templates or slap together something so basic it’s useless. We’re aiming for that sweet spot—enough structure to save time, not so much you’re stuck in process jail.
Step 1: Map Out What Actually Needs to Be Repeatable
Before you click a single button in Charma, figure out what’s actually repeatable. Don’t just template your entire playbook because “best practices”—that’s how you wind up with templates no one uses.
Do this first: - List out the GTM processes you do over and over (launch plans, sales handoffs, onboarding, etc.) - For each, write down the major steps, key docs, and common pain points - Decide what doesn’t need to be in the template (leave out stuff that changes every time)
Pro tip: Talk to people who actually do the work. Templates built by process nerds in a vacuum never stick.
Step 2: Get to Know Charma’s Template Features
Charma’s template system is pretty straightforward, but it pays to know what you’re working with. Here’s what you can actually template in Charma:
- Meetings: Agendas, recurring meeting structures, talking points
- Tasks: Checklists, action items with owners and due dates
- Notes/Docs: Pre-filled document outlines, standard info fields
What’s missing: Charma doesn’t do full-on project management or complex workflow automation. If you’re looking for Gantt charts and dependencies, look elsewhere. But for GTM teams who need consistent meeting and task structure, it does the job.
Step 3: Build Your First Custom Template
Now, let’s get your first template off the ground. We’ll walk through a basic example for a GTM launch meeting, but you can adapt this to any repeatable process.
1. Navigate to Charma’s Template Section
- Log in to Charma.
- Click on “Templates” in the sidebar. (If you don’t see it, you might need admin access or a certain plan.)
2. Choose the Template Type
- Decide if you want a Meeting, Task, or Document template.
- For most GTM processes, “Meeting” or “Task” is your friend.
3. Fill in the Essentials
- Title: Make it obvious what this is for (“GTM Launch Kickoff Meeting” beats “Template #1”)
- Agenda/Checklist: Add the core steps or talking points. Stick to the basics—don’t try to predict every possible scenario.
- Example for a kickoff:
- Confirm launch date & owner
- Review messaging & assets
- Assign tasks for next steps
- Identify blockers
- Example for a kickoff:
- Add placeholders: Use tags like [TO FILL] or [ADD LINK] where people need to bring something custom.
4. Assign Default Owners (Optional)
- If certain steps always go to specific roles (e.g., “Product Marketing”), you can pre-fill these.
- Don’t get too granular—you’ll end up editing every time anyway.
5. Save and Name Your Template
- Save it with a name the whole team will recognize.
- If Charma supports it, add a short description so people know when to use it.
Step 4: Test Your Template (Don’t Skip This)
Most templates die in the wild because nobody tests them. Do a dry run before rolling out to the team.
- Use the template yourself on a real or hypothetical project.
- Ask a colleague to try it—watch where they get confused or skip steps.
- Tweak anything that slows people down or gets ignored.
What to watch for: - Too much detail = people tune out - Too little = people make stuff up anyway - Missing links, docs, or fields? Add them now.
Reality check: If a step never gets used, kill it. Don’t be precious.
Step 5: Roll Out to the Team the Right Way
Don’t just announce your new template in Slack and call it a day. Make it easy for people to find and use.
- Pin templates in Charma where they’re easy to access (favorites, team folders, etc.)
- Show, don’t tell: Run a short meeting or record a quick Loom video walking through how to use it.
- Ask for feedback: The first version is almost never perfect. Make it clear people can suggest tweaks.
Avoid: Mandating template use with no explanation. People will copy-paste the old way if they don’t see the point.
Step 6: Iterate and Improve (But Don’t Overthink It)
Templates aren’t set-and-forget. As your GTM processes evolve, so should your templates—but don’t fall into the trap of endless tinkering.
- Review templates every quarter or after a big project wraps up.
- Add what worked, cut what didn’t.
- If nobody’s using a template, ask why. Maybe the process has changed—or maybe you never needed it.
Pro tip: Keep a “template graveyard” for stuff you retire. That way, you don’t lose ideas, but you’re not cluttering up your main workspace.
What Works, What Doesn’t, and What to Ignore
What works: - Templates for recurring meetings (kickoffs, handoffs, retros) - Task checklists for launches, onboarding, or campaign steps - Standard doc outlines for things like launch briefs
What doesn’t: - Overly detailed templates—people will ignore them - Templates for things that are truly one-off or always changing - Adding fields just to “cover your bases”
Ignore: - Fancy formatting. People care about content, not fonts. - Trying to force every process into a template. Some work just needs a quick note or chat.
Keep It Simple, Ship It, and Iterate
You don’t need a perfect template on day one. Start simple, focus on the real pain points, and improve as you go. The goal isn’t to create process for process’s sake—it’s to save you (and your team) time and hassle.
Don’t be afraid to ditch what isn’t working, and remember: a template nobody uses is just digital clutter. Start with what helps, keep it lean, and make your GTM work a little less painful every time.