How RAYVN cut meeting time and made content ops easier for everyone
RAYVN’s marketing team needed a better way to manage content at scale without adding more meetings or tools. With Relato, they replaced spreadsheets and scattered systems with a unified workflow built for marketers. The result: faster collaboration, clearer visibility, and more time to focus on work that drives impact.
Inside RAYVN, a small marketing team was juggling blog launches, thought leadership, and webinars with help from internal contributors, a freelancer, and an agency. The company builds software that helps emergency response teams manage critical events, so speed and coordination were second nature — but content ops were another story.
The content was scaling fast.
The systems? Not so much.
The challenge of scaling with lean resources
The team was juggling spreadsheets, emails, and project tools. It worked—until content started scaling faster than the systems could keep up.
“As long as it was small fixes or one-off updates, the patchwork held together,” said Lee Koenig, RAYVN’s Chief Revenue Officer. “But once we started ramping up our content production, the cracks widened.”
Visibility was the hardest part. Spreadsheets listed the work but gave no sense of timing, and the project tool had structure but took too much setup and wasn’t built for marketers.
“It was hard to see what we were scheduling next week or the week after,” Lee explained. “The tool clearly wasn’t built for managing content.”
“It was hard to see what we were scheduling next week or the week after. The tool clearly wasn’t built for managing content. ”
Limited licenses made collaboration harder. Freelancers and agency partners couldn’t access the system easily, which slowed reviews and feedback.
RAYVN’s marketing ops stack was clunky, confusing, and ill-equipped for growth.
The team needed a straightforward platform built for marketing, with a clear calendar, intuitive task management, and the ability to include external partners without breaking the bank.
Why RAYVN chose Relato
After hearing about Relato from a colleague, Lee and his team decided to try it. Their tools were slowing them down, and they wanted something built around how marketers actually work.
Relato’s founder, David Baum, led the demo with RAYVN’s full crew: the core marketing team, a freelance writer, and the social media agency. The platform clicked right away.
“The learning curve was light,” Lee recalled. “If you’d used a project platform before, you could pick up Relato quickly.”
“The learning curve was light. If you’d used a project platform before, you could pick up Relato quickly. ”
Encouraged by that first impression, the team committed to a two-month trial. Within weeks, the difference was clear.
A few things stood out:
- Flexible access: Relato bills by business needs, not seats. RAYVN could finally include freelancers and agency partners without worrying about license limits or extra costs.
“Suddenly, we could invite people who do not have our domain and keep everything in one place,” Lee said.
“Suddenly, we could invite people who do not have our domain and keep everything in one place.”
- A calendar-first view: Campaigns, blogs, and webinars could finally be planned by date, not buried in lists. Everyone worked from the same calendar and stayed aligned without extra check-ins.
- Familiar collaboration: Tagging and notifications felt natural, mirroring how the team already worked in Google Docs and Slack. Collaboration stayed simple and fast.
By the end of the trial, RAYVN signed on as a customer. Relato quickly became the team’s home base for marketing operations, giving both internal and external contributors organization, clarity, and relief.
A lighter, more focused marketing operation
RAYVN’s marketing process runs smoother than ever. Weekly syncs with their agency now take half the time. Webinars and other mid-size projects move faster, saving about an hour per project.
For a small team managing big responsibilities, that breathing room made a real difference.
They can now see weeks of content at a glance across blogs, LinkedIn, and the website. Approvals and updates live in one place, so no one’s chasing Slack messages or digging through emails.
“Relato reduces friction. We open the board, align, and move. I’m ‘on the field’ and directing at the same time, and Relato makes it easy to show up in both those ways,” Lee said.
“Relato reduces friction. We open the board, align, and move.”
Relato gave RAYVN what they needed: fewer bottlenecks, shorter meetings, and a system that scales with them. Instead of wrestling with tools, the marketing team can focus on creating and sharing content that strengthens RAYVN’s reputation in critical industries.
RAYVN’s team got their time back. You can, too — start your free trial today.