If you’re running B2B projects—especially the kind where you’re onboarding clients, managing implementations, or collaborating across teams—you know the pain of clunky project tools. Everyone promises “seamless collaboration,” but somehow your inbox is still full and nobody knows what’s going on. This guide cuts through the noise and helps you zero in on what matters when picking a go-to-market platform like Rocketlane for project management and client collaboration.
Whether you’re a head of onboarding, a project manager drowning in spreadsheets, or the person who has to actually use this thing every day, this one’s for you.
Why B2B Go-To-Market Platforms Aren’t Just Fancy To-Do Lists
Let’s get this out of the way: B2B project management isn’t just about tracking tasks. You’re juggling: - Internal teams (sales, delivery, support) - External stakeholders (clients, partners) - Milestones, dependencies, and a whole lot of expectations
A “go-to-market platform” in this context means a tool that brings order to this chaos, keeps everyone on the same page, and actually gets projects over the finish line. Not every tool that claims to do this is up to the job.
The Must-Have Features (And the Ones You Can Ignore)
Here’s what actually matters when you’re picking a platform for client-facing project work. If a vendor’s pitch doesn’t touch on these, keep moving.
1. Client Collaboration That Doesn’t Suck
Most project tools were built for internal teams. When you throw clients into the mix, things get weird fast. Look for: - Client-specific portals: Your clients need a place to see status, tasks, and documents—without getting lost in your internal chatter. - Granular permissions: Control what clients can see or do. (No, your client shouldn’t see your team’s “fix this disaster ASAP” checklist.) - Simple updates: Clients should get straightforward updates, not a firehose of notifications. Bonus points for automated status emails.
Skip: Platforms that make clients sign up for another complicated account or expect them to be “power users.” Most clients just want to know what’s next and when you’ll be done.
2. Repeatable, Customizable Project Templates
Unless you’re reinventing your process for every client (please don’t), templates are your friend. Hunt for: - Template library: Can you clone a successful onboarding plan in two clicks? Or are you stuck building from scratch every time? - Dynamic task lists: Projects aren’t always cookie-cutter, so you want templates you can tweak for each client. - Playbooks or workflows: The best tools let you bake your process into the platform—think pre-built checklists, dependencies, and even client comms.
Skip: “Template” features that are just glorified checklists without real flexibility.
3. Easy Task Tracking—For Everyone
If your team and clients can’t figure out what’s next, you’re in trouble. Good platforms make this obvious with: - Clear dashboards: What’s overdue? What’s coming up? Who’s blocked? No detective work required. - Task assignment and notifications: Assign stuff to the right people (including clients), with reminders that are helpful, not annoying. - Progress tracking: See percent complete, milestones hit, and where things are stuck.
Skip: Fancy Gantt charts nobody actually understands, or dashboards that look impressive but hide the real info you need.
4. Document Management That’s Not a Dumpster Fire
You’ll need to share files: contracts, deliverables, status decks, you name it. The best platforms: - Centralize docs: Everyone knows where the latest version lives. - Version control: No more guessing which “Final_v2_REALLYFINAL” document to use. - Permission controls: Share securely with clients without risking leaks.
Skip: Platforms that just link out to Google Drive or Dropbox with no real integration.
5. Automated Status Updates and Reporting
Nobody wants to spend Fridays cobbling together status emails. Look for: - Automated status reports: Pull in updates from tasks and milestones, then send them to clients or execs. - Custom reporting: Slice data by client, project stage, or whatever your boss cares about. - Real-time visibility: Everyone should see the same truth—no more “let me check with the team” delays.
Skip: Rigid, one-size-fits-all reports that force you back into Excel for anything useful.
6. Integration With the Rest of Your Stack
You probably already have tools for email, CRM, and ticketing. Your project platform should play nice with them: - CRM integration (e.g., Salesforce, HubSpot): Pull in client info, sync milestones, and keep your sales team in the loop. - Calendar integration: Tasks and deadlines should show up where you actually look (Outlook, Google Calendar). - APIs or Zapier support: For those one-off automations you’ll inevitably need.
Skip: Closed systems that want to be your “one source of truth” but can’t even sync with your email.
7. Sane Onboarding and Adoption
The fanciest platform means nothing if your team (or clients) won’t use it. Check for: - Intuitive UI: Can you figure it out without a 2-hour training? - Role-based access: Custom views for project managers, execs, and clients. - Support and documentation: Is help easy to find when you hit a wall?
Skip: Platforms that promise to solve every problem but take months to roll out. If you need a consultant to get started, it’s probably overkill.
Pro Tips: How to Actually Choose (and Not Regret It)
- Do a real-world trial. Put your shortlist through its paces with a live (or realistic) client project. Watch for bottlenecks and confusion.
- Get feedback from non-power users. Your clients and less-techy teammates will find the cracks before you do.
- Don’t fall for shiny extras. AI-powered insights and “next-gen dashboards” sound great, but they won’t matter if the basics don’t work.
- Plan for change. You’ll never get the process perfect up front. Pick a platform that adapts as you learn.
What About “Nice to Have” Features?
Here’s where I’d personally pump the brakes: - Chat built into the platform: Sounds great, until everyone ignores it and sticks with Slack or email. - Resource management tools: Unless you’re running massive, multi-team projects, these are overkill. - White labeling: Nice if you’re super brand-conscious, but not worth extra cost for most.
Focus on the basics—collaboration, visibility, repeatable processes. The rest is window dressing until you’ve nailed those.
The Red Flags: What to Watch For
- Vague promises (“seamless collaboration,” “total transparency”) with no demos or specifics behind them.
- Overly rigid workflows that box you in, or totally open-ended tools that require you to invent your own system from scratch.
- Hidden costs for adding clients, users, or integrations.
- Slow, clunky performance—especially if your clients will use the portal too.
Keep It Simple, Iterate Fast
Don’t let the endless feature lists distract you. Pick a platform that solves your real problems, not imaginary ones. Start simple, get your team and clients on board, and tweak as you go. The best tool is the one people actually use—every day, without dreading it.
Skip the hype, trust your gut, and remember: no tool replaces clear communication and a solid process. A good platform just makes both a lot easier.