When Trello's PMM team shrank from ten members to two, the crisis forced them to build robust systems for tracking projects, assessing bandwidth, and prioritizing tasks. This extreme constraint became the necessary catalyst for developing a more strategic and organized workflow out of sheer survival.
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Contradicting the common startup goal of scaling headcount, the founders now actively question how small they can keep their team. They see a direct link between adding people, increasing process, and slowing down, leveraging a small, elite team as a core part of their high-velocity strategy.
To move beyond static playbooks, treat your team's ways of working (e.g., meetings, frameworks) as a product. Define the problem they solve, for whom, and what success looks like. This approach allows for public reflection and iterative improvement based on whether the process is achieving its goal.
Adopt engineering methodologies like sprints, story points, and capacity dashboards for marketing operations. This provides the data needed to manage stakeholder expectations, prioritize requests transparently, and move the team from reactive order-takers to strategic partners with a defensible roadmap.
Founders often start scrappy out of necessity and dream of lavish resources. However, once successful, many realize that small, lean, and scrappy teams are more effective. This creates a paradox where the most successful entrepreneurs intentionally revert to the resource-constrained mindset they once tried to escape.
Instead of over-analyzing and philosophizing about process improvements, simply force the team to increase its cadence and ship faster. This discomfort forces quicker, more natural problem-solving, causing many underlying inefficiencies to self-correct without needing a formal change initiative.
Committing to a major trade show a year in advance created a high-stakes deadline. This financial and reputational risk forced the team to professionalize, develop new products, and create a marketing plan around the event. The event wasn't just a sales channel; it was a catalyst for focused growth.
Staying lean is a deliberate product strategy. Bigger teams may build more features and go-to-market motions, but smaller, focused teams are better at creating simpler, more intuitive user experiences. Focus, not capital, is the key constraint for simplicity.
To innovate on distribution, small teams must first 'build the plumbing'—a reliable, repeatable system for standard tasks like clipping and scheduling. Automating the basics reduces cognitive load, freeing up mental energy for higher-level creative strategies like launch teasers and audience engagement.
