Setting up team collaboration in Hourone to accelerate GTM project delivery

If you've ever tried to wrangle a go-to-market (GTM) project with half a dozen people in the mix, you know it can feel like herding cats. Messages get lost, assets go missing, and deadlines slip. If you're using Hourone to create videos or content for your launch, setting up proper team collaboration isn't just nice to have—it’s the difference between a smooth rollout and a last-minute scramble.

This guide is for GTM leads, marketers, and content folks who want to actually ship things faster, not just talk about it. You’ll find the honest, step-by-step process for setting up your team in Hourone, what’s worth your time, what’s not, and a few tips to keep your sanity.

Why Bother Setting Up Collaboration in Hourone?

Before we get into the how-to, let’s be real about why this matters:

Centralized assets. No more “Can you send me the latest version?” in Slack.
Clarity on roles. Who’s doing what, and when? No more guesswork.
Faster reviews. Stakeholders can leave precise feedback instead of vague email chains.
Fewer surprises. Everyone can see what’s happening, so you don’t get hit with last-minute changes.

Are there limitations? Sure. Hourone’s team features aren’t as robust as, say, Notion or Google Drive, but for video and AI-generated content, it covers a lot of ground.

Step 1: Get Your House in Order (Before Inviting the Team)

Don’t skip this. The biggest time-waster is inviting everyone before you’ve set up the basics. Do this first:

Define your GTM assets. What exactly will you create in Hourone? (e.g., demo videos, onboarding clips, social teasers)
List your roles. Who’s scriptwriting? Who’s reviewing? Who needs final approval?
Draft a folder structure. Even just “Drafts,” “Ready for Review,” and “Final” is better than a dumping ground.

Pro tip: If you have old projects, archive or organize them now. Otherwise, your new team will be wading through a mess.

Step 2: Set Up Your Hourone Workspace

Assuming you’ve got an Hourone account, here’s how to get your workspace ready:

Create a new team workspace.
In Hourone, find the “Teams” or “Workspace” section.
Create a new workspace for this GTM project. Give it a clear name, like “Q3 Launch Videos” or “Product X GTM.”
Avoid generic names like “Marketing”—you’ll regret it when you have more projects.
Set up your folder structure.
Create folders for each asset type or stage (e.g., “Scripts,” “Draft Videos,” “Approved”).
Don’t go overboard—too many folders just hide things.
Upload templates and examples.
If you’ve got brand guides, voiceover styles, or example videos, upload them now.
This saves endless back-and-forth later.

Step 3: Invite the Right People (and Only the Right People)

Here’s where a lot of teams mess up: they invite everyone with a pulse. Resist that urge.

Start with your core team. Scriptwriter, video editor, PM, reviewer.
Use the right permissions. Hourone lets you set roles—stick to “Editor” for folks making changes, “Viewer” for stakeholders who just need to watch.
Add others as needed. You can always invite more later, but removing people is awkward if you add them too soon.

What doesn’t work: Giving everyone admin access. Chaos ensues. You want just one or two people with admin rights.

Step 4: Set Up Simple, Shared Workflows

Hourone isn’t a project manager, but you can make your own lightweight process:

Define each step. Example: Script → Draft Video → Internal Review → Final Approval.
Use naming conventions. Add “_DRAFT” or “_REVIEW” to filenames so everyone knows what’s what.
Pin or star important assets. Most platforms let you mark files—use it for key deliverables.

Pro tip: Write down how you want feedback to work. (e.g., “Leave timestamped comments in Hourone, don’t email changes.”) Post this in a shared doc or the workspace description.

Step 5: Review, Approve, and Iterate—Without the Drama

Now for the part that usually slows everything down: getting feedback.

Single source of truth. Ask everyone to review and comment in Hourone, not in side threads or email. This keeps feedback actionable.
Set deadlines. Even a simple “review by Friday” helps. Otherwise, you’ll be chasing approvals forever.
Track versions. Hourone keeps track of changes, but make sure you label final versions clearly.

What to ignore: Don’t try to use Hourone for every part of your GTM project—just the video/content creation. Use your project management tool (like Trello or Asana) for timelines and task assignments.

Step 6: Handle Handoffs Without Dropping the Ball

When a video or asset is ready for the next person, make it obvious:

Tag or assign. If Hourone supports tagging, tag the next reviewer. If not, send a short message in your team’s comms channel.
Checklist. For recurring tasks (like localization), keep a basic checklist in the workspace or a shared doc.
Archive old versions. Don’t let the workspace fill up with “final_final_v2_ACTUALLYFINAL” nonsense. Move outdated files to an “Archive” folder.

Pro tip: If you’re looping in outside freelancers or agencies, set them up with “Viewer” or “Commenter” access. Never give full editing rights unless you trust them.

Step 7: Keep Communication Simple (and Out of Email)

Most miscommunication comes from poor channel choice:

Use Hourone for comments on assets.
Use Slack/Teams/your chat for quick questions.
Keep email for formal approvals only, if you must.

What works: Short, clear comments. “Change text at 0:13 to ‘Sign up now’.”
What doesn’t: Vague feedback (“Can we make it pop more?”) or scattered conversations.

Things to Watch Out For

Let’s be honest—no tool is perfect. Here’s what can trip you up:

Limited integrations. Hourone may not play nice with all your other tools. You’ll have to copy links or download files for some steps.
No advanced permissions. If you need granular control (like “view this folder, but not that one”), Hourone is basic.
Notification overload. If your team isn’t disciplined about notifications, you’ll drown in email alerts.

Best workaround: Keep your asset management simple, and use your main PM tool for anything Hourone can’t handle.

Quick Checklist for Hourone GTM Setup

[ ] Decide your asset types and folder structure
[ ] Create a dedicated Hourone workspace
[ ] Upload templates/brand guidelines
[ ] Invite only the core team, with the right roles
[ ] Agree on a feedback/commenting process
[ ] Use clear naming conventions
[ ] Archive old versions regularly

Print this out, stick it on your monitor, and you’ll be ahead of 90% of teams.

Wrapping Up: Keep It Simple (and Don’t Overthink It)

Hourone can save your GTM project from the usual chaos, but only if you set it up with some intention. Don’t get caught up in endless folder hierarchies or perfectionist workflows. Start with the basics, get your team onboard, and tweak as you go. The goal isn’t to build a system that works for every possible scenario—it’s to help your team deliver good work, fast, without tripping over each other.

Now get your team in, get your assets organized, and ship something great. If it gets messy, that’s normal—just keep iterating. You’re already ahead of the game.