Startup: how we launched our product in 6 weeks using Polimake
A use case about a startup that used Polimake to coordinate its product launch, managing marketing content, product assets, and cross-team collaboration.
The startup
TechFlow is a SaaS startup with a team of 8 that builds productivity tools for remote teams. In January 2025, they launched their first product: FlowBoard, a project management tool.
Challenge: Coordinate the launch with a small team, multiple tasks, and tight deadlines.
The launch challenge
Team involved
- 2 developers: Building the product
- 1 designer: Creating assets and marketing materials
- 1 marketer: Strategy and content
- 1 CEO: Overall coordination
- 3 advisors: Feedback and review
Critical tasks
- Build a landing page website
- Develop marketing materials (videos, images, copy)
- Prepare social media content
- Coordinate with influencers and press
- Manage product assets (screenshots, demos, etc.)
Problem: Everything was scattered
- Designs in Figma
- Copy in Google Docs
- Images in different folders
- Unorganized videos
- No visibility into overall progress
The solution: Polimake as the operations hub
1. A single project: "FlowBoard Launch"
We created a central project in Polimake with this structure:
📁 FlowBoard Launch
├── 📁 Marketing Website
│ ├── Hero images
│ ├── Product screenshots
│ └── Final copy
├── 📁 Social Media
│ ├── Instagram posts
│ ├── LinkedIn posts
│ ├── Twitter/X posts
│ └── Stories
├── 📁 Press and PR
│ ├── Press kit
│ ├── Press releases
│ └── Media assets
├── 📁 Videos
│ ├── Product demo
│ ├── Testimonials
│ └── Tutorials
└── 📁 Brand Assets
├── Logo
├── Colors
└── Typography
Benefit: The whole team knew where to find anything.
2. Launch calendar
We used the calendar to visualize the full timeline:
Week 1-2: Preparation
- Asset design
- Content creation
- Material development
Week 3-4: Production
- Videos
- Screenshots
- Final copy
Week 5: Review
- Advisor feedback
- Final adjustments
- Technical prep
Week 6: Launch
- Website goes live
- Social media campaign
- Press outreach
Benefit: Everyone could see the progress and knew what was coming next.
3. Tracking board
We created a board with all the tasks:
📋 FlowBoard Launch
├── 📝 To do
│ ├── Product demo video
│ ├── Screenshots for the website
│ └── Press release
├── 🔄 In progress
│ ├── Landing page design
│ └── Social media content
├── ⏳ Review
│ └── Final copy
└── ✅ Done
├── Logo and brand assets
├── Color palette
└── Typography
Benefit: Full visibility into the status of each task.
4. Comments and feedback
Each asset had its own comment thread:
[CEO] @designer Can we make the logo bigger in the hero?
└─ [Designer] Done, uploaded the new version
└─ [CEO] Perfect, approved ✅
Benefit: Contextual feedback without losing information in emails.
5. Sharing with advisors
The advisors had read-only access to review:
- Marketing materials
- Product assets
- Press content
They could leave comments without needing full access.
Benefit: External feedback without access headaches.
6. Fast search
When we needed to find something quickly:
- "Screenshot of the dashboard view"
- "Demo video under 2 minutes"
- "Logo in transparent PNG format"
Semantic search found exactly what we needed.
Launch timeline
Week 1-2: Foundation
- ✅ Project structure created
- ✅ Brand assets defined
- ✅ Calendar set up
- ✅ Initial board created
Week 3-4: Intensive production
- ✅ 15 social media posts created
- ✅ 3 videos produced
- ✅ 20+ product screenshots
- ✅ Complete copy for the landing page
- ✅ Complete press kit
Week 5: Refinement
- ✅ Advisor feedback incorporated
- ✅ Final adjustments made
- ✅ Everything approved and ready
Week 6: Launch
- ✅ Website published
- ✅ Social media campaign live
- ✅ 5 press articles
- ✅ 50+ signups in the first week
Launch results
| Metric | Goal | Result |
|---|---|---|
| Signups in the first week | 30 | 52 ✅ |
| Press articles | 3 | 5 ✅ |
| Social media reach | 5,000 | 12,000 ✅ |
| Coordination time | - | 60% reduction |
| Last-minute errors | - | 0 ✅ |
Lessons learned
1. Early organization
Setting up Polimake from the start saved hours of work down the line.
2. Centralized communication
Having everything in one place eliminated confusion and misunderstandings.
3. Progress visibility
The board and calendar kept everyone aligned.
4. Fast feedback
Contextual comments sped up decisions.
5. Controlled access
Sharing with advisors without giving full access was key.
What we'd do differently
- Start earlier: Set up Polimake from day 1 of the project
- More templates: Create templates for common content types
- Automation: Integrate with social media scheduling tools
Conclusion
Polimake was essential to coordinating our launch. With a small team and limited resources, we needed to be efficient. Polimake gave us:
- Organization: Everything in one place
- Visibility: Clear progress for everyone
- Efficiency: Less time searching, more time creating
- Collaboration: Fast, contextual feedback
Result: A successful launch in record time.
Launching a product? Discover how Polimake can help you.