Scaling content without the headcount: how Meister keeps content flowing
- 10x content production: Meister scaled from a few pieces to 10 in production at once.
- 50% less content management time: Better workflows freed up the team for strategy.
- Agile growth: Instantly added a German editor and ramped up long-form content production.
Meister provides collaborative work management tools, including MeisterTask and MindMeister, helping teams stay organised and productive.
- Localisation
- Writing
- Professional services
Meister is known for its productivity tools, MeisterTask and MindMeister, which help teams collaborate efficiently—whether it’s managing tasks, brainstorming, or mapping out complex projects. But behind the scenes, creating high-quality content at scale was becoming a difficult challenge for their marketing team.
During a full website relaunch for MeisterTask, the team faced a dilemma: how to keep content production running smoothly while handling a massive, resource-intensive project. The relaunch required a complete overhaul of website content, UX copy, and messaging—all while maintaining their regular content output across blogs, campaigns, and marketing materials.
The small content team was already balancing multiple responsibilities, including UX writing and marketing content. At the same time, they were refining their long-term content strategy, requiring deep research and strategic planning. This meant content production risked taking a back seat just when the team needed to maintain momentum the most.
“We were working on laying the foundations—research, evaluation, and developing new editorial guidelines and visual identity.”
With the entire team focused on the website relaunch, there was little capacity left to manage content production at scale. They needed a solution that would help them maintain quality, speed up workflows, and free up internal resources—without adding to the team’s workload.
Meister’s challenge was clear: they needed to ramp up content production without overburdening the internal team. The team had already built a strong editorial foundation, but they needed support to execute at scale—especially with so many moving parts in play.
Building a systematic content workflow
The team needed to find a way to:
- Keep content flowing while focusing on high-priority strategic projects.
- Streamline workflows to make content creation and approvals more efficient.
- Maintain content quality across multiple formats, from blogs to long-form guides.
- Reduce manual effort in managing briefs, edits, and approvals.
Meister partnered with Contentoo to structure and increase content production while making sure that the content was created efficiently without ever sacrificing quality or brand standards.
The collaboration followed a structured, repeatable workflow, making it easy for Meister’s team to plan, brief, review, and publish content with minimal friction.
1. Structured content planning
Meister built a clear content calendar, defining key topics, priorities, and content types. This ensured they could plan ahead and avoid last-minute content gaps.
2. Briefing with precision
Each content piece began with a detailed brief, uploaded directly to the Contentoo platform.
“We plan the content calendar, upload detailed briefs with SEO keywords, review drafts, and request changes when needed. It’s efficient and straightforward."
These briefs ensured that freelancers had all the necessary details upfront—eliminating unnecessary back-and-forth.
3. Expert freelancer matching
Rather than spending time sourcing writers individually, Contentoo matched Meister with experienced SaaS writers and editors who understood their industry, tone of voice, and SEO needs.
“We scaled our content in ways we couldn’t before."
This allowed the internal team to focus on strategy and messaging while Contentoo’s freelancers handled content execution.
4. A streamlined review process
Instead of juggling emails and document versions, Meister’s team reviewed drafts directly within the Contentoo platform. They could quickly approve, edit, or request changes, keeping production moving smoothly.
“Contentoo’s platform reduces the mental load—managing lots of moving parts like translations, reviews, and production all in one place."
5. Scalable production
With an efficient process in place, Meister could run multiple content pieces in production simultaneously—something that wasn’t possible before.
The impact: More content, less complexity
By integrating Contentoo’s platform and freelancers into their workflow, Meister transformed how they handled content production.
- More content, faster: Meister now has around 10 pieces of content in production at once.
- Less time spent on admin – Briefs, edits, and reviews happen in one place, reducing unnecessary back-and-forth.
- A flexible approach: Meister can scale production up or down based on their needs, without long-term hiring commitments.
“We now have around 10 pieces of content in production at once—something we couldn’t manage when handling everything internally."
With the content execution running smoothly, the internal team could shift focus to planning and strategy.
“We can brief more content because we have time to plan properly."
This also allowed Meister to expand into long-form content, including in-depth guides and reports that required more research and strategic oversight.
Beyond content production: an evolving partnership
One of the key benefits of working with Contentoo was its flexibility. Meister could adapt their content needs quickly, whether that meant adjusting editorial guidelines, exploring new content formats, or ramping up production when needed.
“If we need to adjust or introduce new guidelines, Contentoo adapts quickly.”
When Meister realised they needed a German editor before hiring internally, Contentoo stepped in immediately. “We hadn’t planned for that, but Contentoo made it happen,” Caitlin said.
Meister’s product marketing team also benefited from the partnership, streamlining their own content production workflows.
“The platform is intuitive, so product marketing briefs Contentoo directly now. It removes extra steps and speeds up the process"
Scaling for the future
What started as a short-term solution during the website relaunch has turned into a key part of Meister’s content strategy. Now, the team is exploring new opportunities, from expanding into additional languages to creating more in-depth long-form content.
“We’re working on long-form content now, and we know Contentoo can support that.”
With Contentoo, Meister has built a scalable content production engine, ensuring they can maintain a steady flow of content while keeping their team focused on high-impact work.
“We know we can scale up when needed. Contentoo’s support helps us meet our goals.”
For Meister, Contentoo is more than just a content provider—it’s a trusted strategic partner that delivers quality, flexibility, and simplicity.
Conclusion
By partnering with Contentoo, Meister solved one of the biggest content challenges for small teams: scaling content production without adding internal complexity.
With a structured, efficient process, Meister can now:
- Keep content production running smoothly without overstretching the team
- Create high-quality content at scale with expert freelancers
- Streamline content workflows to focus on strategy and long-term planning
- Easily adjust production needs based on business priorities
For companies looking to scale their content operations without scaling their team, Meister’s story is proof that the right process and partnerships make all the difference.
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