Building a Product Roadmap for BauMaster

Meet The Company

BauMaster builds software that is changing how construction companies manage their projects. Established in Austria, they’ve grown to become the go-to solution for construction management in their home market.

When we started working together, BauMaster had:

• A remote team across four European countries
• A rapidly growing customer base of more than 1,500 companies
• Plans to expand across Europe
• A strong product but operations that couldn’t scale

The Challenge

“We have a great product and amazing traction, but internally, we’re struggling with our systems.“

That’s how Walter, BauMaster’s Founder and CEO, described their situation when we first talked. Despite using Notion already for a while, the team had reached a point where their workspace was creating more problems than it solved.

Three key issues were holding them back:

A Product Roadmap Split Across Tools

• Customer feedback scattered across Loopt.in, emails, and Slack channels
• Development team using Jira, disconnected from the rest of the company
• No way to connect customer requests to features in development

Knowledge Scattered Everywhere

• Team members spending hours searching for information
• Documentation spread across personal Notion pages
• No clear system for sharing updates

No Foundation for International Growth

• Processes that worked for a small team wouldn’t scale
• No standardised way to handle feature requests
• Lack of transparency slowing down decision-making

How We Structured the Notion Consulting Process

When dealing with a fast-growing company like BauMaster, you can’t shut down operations for a complete overhaul. Instead, we used our signature BTIM Process (Build, Train, Iterate & Migrate) to transform their workspace step by step:

Building a Notion workspace is a lot like building software.

You need to ship MVPs quickly, so that the actual users can shape the final result.

What works in Notion is highly personal – and it’s impossible to create that in a vacuum without close collaboration.

Here’s how this Notion Consulting approach looked like in practice:

Build Phase

After our initial kickoff session, we designed and implemented an MVP workspace tailored to BauMaster’s unique situation. The focus was on creating a system that would help the team:

• Track feature development across the whole lifecycle
• Create a single source of truth for new ideas and suggestions
• Build a sustainable Notion system that can grow with the team

As always, we wanted to design a system that felt natural to the team.

Instead of forcing radical changes and a cookie cutter solution, we built on workflows that already worked well and made sure that we removed any bottlenecks and issues from them.

Train Phase

Training is crucial because no matter how well-designed a system is, it only provides value if the team actually uses it.

Through a series of calls with BauMasters “Notion Champions”, we walked them through our build, explained best practices and answered any arising questions.

This step is closely related to one of the first questions we ask on any discovery call:

“Who will manage Notion for your team?”

No one should have to pay consultants forever to run a core piece of your business. At the same time, Notion (like any software and system you use) is not a “set it and forget it” implementation.

That’s why we get your team members into the process from day 1 and make sure you have someone who can take over the system once we’re done.

Iterate & Migrate Phase (Week 3 onwards)

As the team started using the system, we continued to answer questions and extend the core system.

Here’s where the real work often begins. Once teams understand the first principles for successful Notion Workspaces from our MVP and the early training sessions, new possibilities open up.

In this exciting phase, we get to dive deep into more specific workflows and help shape Notion into a truly unique software solution.

The level of customisation possible is Notion’s biggest contribution to the economy. Previously, this type of custom software was limited to large enterprises who could afford whole engineering teams.

So by week 8 of the project, BauMaster had a fully operational system that was already delivering significant value – not just a theoretical framework that would take months to implement.

Implemented Solutions

A Feature-Centric Workspace

The biggest transformation came from restructuring everything around BauMaster’s core asset: their product features.

Before, the journey from customer feedback to released feature looked like this:

1. Customer shares idea in Loopt.in, during sales call, customer success sessions or via email
2. Feedback reaches product team at various touch points without a clear structure
3. Several team members maintain differently structured, personal logs of feedback without internal connections
4. Product team maintains separate roadmap in Jira
5. No one has the full picture

Now, it flows smoothly:

1. Any team member can log feedback or ideas in one place
2. Ideas and features are grouped according to themes
3. Product team can easily spot patterns
4. Clear status pipeline from idea to release
5. Everyone sees where features are in development
6. Growing feedback loop through tracking in product release

A Scalable Foundation for Growth

We applied the same principles that make BauMaster’s product great to their internal systems:

• Clear structure that scales
• Intuitive interface that anyone can use
• Connected data that provides instant insights

The new workspace is built on three key databases:

1. Ideas & Feedback
2. Features (with 15+ detailed stages)
3. Product Releases

Everything else connects to these core elements, creating a single source of truth that:

• Makes information easy to find
• Connects related items automatically
• Scales as the team grows

Results and Impact

Three months after implementing the new system, we could leave BauMaster with a completely overhauled Notion System:

✅ Product Development

• Complete visibility into the feature pipeline
• Clear prioritisation process
• Faster development cycles

✅ Team Collaboration

• Information found in seconds, not hours
• Clear ownership of tasks and projects
• Better cross-team alignment

✅ Ready for International Growth

• Scalable processes that support expansion
• Easy onboarding for new team members
• Foundation for multi-country operations

What’s Next for BauMaster?

With their new operating system in place, BauMaster is perfectly positioned to:

• Expand from Austria across Europe
• Keep their product development aligned with customer needs
• Scale their team with ease

As Walter puts it:

“We were already quite technically proficient with Notion, but we couldn’t have achieved a long-term stable and sustainable organisation without Matthias.”