When you prepare and execute the launch of a new product, service, or a website, there are so many things to take care of and details often fall through the cracks. The challenge is magnified when responsibility is shared between multiple teams and you need to coordinate them in the most succinct way. If a deadline is missed or a task is forgotten, your team can quickly disintegrate into a blame game, e.g. "I thought they were handling it!"

To avert such miscommunications and seamlessly track all of the small pieces for your launch, Wrike comes to the rescue. One of our customers recently shared the success story of his company, which relied on Wrike for launching their new site - read further and see if this situation is familiar to your team.

Sync the Efforts of Several Teams

Only-apartments is a Spain-based company providing global apartment rentals. Once they decided to relaunch their website, they had to coordinate the efforts between many different departments in order to deliver good results on time. Moreover, they had to adapt all of the marketing activities for eight individual marketing teams to reflect the new branding on the website. They tried Trello, Zoho, Asana, and other tools, but they felt more comfortable with Wrike since it facilitates both planning and collaboration.

One of the reasons Only-apartments chose Wrike (and it's actually one of the key features that helped them with the website launch) is the flexible folder system. "Project management over several marketing areas has never been so easy. Hands down, the most useful feature is the ability to access one task from multiple folders," says Ramon Glieneke, the Marketing Director at Only-apartments.

As an example of leveraging Wrike's flexibility for cross-functional teams, let's say you have one a task for your new website launch: "Write a new company description." In this case, your Content marketing team needs to write up the initial draft. Later, the Product and SEO marketing teams need to contribute to the messaging. You'll probably also need approval from Executives once the write-up is finished. One more step: send the task to Designers so they can create a cool image to fit your new description.

Tagging this one task to place it in 4 different folders - one for each team - helps each contributor track progress on shared work. The same exact task will be accessible from every folder it is included in. Content will start the task, Product and SEO will review when they see that Content has made headway, and Design will know to start once Executives have left their approval. Your project coordination becomes significantly easier.


To take flexible folders to the next level, you can also share a sub-folder within multiple larger folders. This gives you the ability to share an entire project - instead of just a single task - with multiple teams.

If you are worried about wasting time and losing track of important work before your next launch, use our folder system to track updates and progress.

What other challenges has Only-apartments solved using Wrike? How do they use Wrike to avoid meetings? Find out all the details in their case study we just published!