Ask any major management consulting firm and they will tell you that having optimized systems and processes is key to a successful business. Setting up templates for processes you repeat daily will make your marketing agency more effective and efficient, leading to more successful internal methods and client relationships. But how do you implement and maximize your agency's effectiveness at every level, from the onboarding process to check-ins and agency management?
In this article, we will outline everything you need to know about implementing best practices into your agency process.
Think of the systems in place at any company or business. How is communication organized with new clients or new employees? What paperwork, confirmation, and invoicing get sent to stakeholders? When are meetings held and how does the communication between employees in the agency work?
Agency processes are the management systems that an organization uses to run its operations at every level. This includes the method, system, technology, or employees involved in every stage of planning, execution, completion, and follow-up.
Getting these systems and methods into place is a continuous improvement process and may seem like a heavy workload. But, once the processes are up and running, the creative agency will benefit financially and operational from the streamlined approach taken by the entire team. Here’s how you can set this up with your creative team.
Before you try improving your operational methods, start by getting a full view of the landscape. Think of it as a workflow audit.
1. List all tasks
Host a kickoff meeting where you gather a list of everything your team does daily. Diagram the steps of your processes from start to finish and identify where your team members encounter friction points, repetition, challenges, or wasted time. Assess the crossovers, like do multiple people experience the same repetitive tasks in the client onboarding process? Does an account manager find themself repeating work because of an inefficient process? Get an understanding of your company’s approach's current ins and outs to identify areas that consistently waste time and need improvement.
2. Establish goals using the SMART structure
Goal setting is an essential part of making progress. Still, we all know that vague and open-ended goals like “save more money,” “lose weight,” or “improve work-life balance” rarely work because they don’t address any concrete steps.
The SMART structure will help you orient your goals toward actionable, deadline-driven milestones. SMART is an acronym for
3. Get everything you need from the client
Make sure you have all of your information up front, so you are set up to offer effective deliverables and step-by-step progress, ensuring client success.
When setting up your agency processes, you will need to leverage time-saving programs to help your team navigate the most common day-to-day functions: communication, sharing, and meeting. Here are a few of the apps and programs that have helped small businesses and new businesses build a roadmap to efficiency:
This brings us back to the SMART goal structure, particularly the ‘Measurable,’ and ‘Time-based’ elements. When assigning projects and delegating work, ensure that everyone on the team knows the parameters of their role. A creative brief clarifies the work that each person will be responsible for, the deadline, and the tasks associated with that milestone goal.
Remember when you were auditing your daily tasks and processes to identify areas where your team is wasting time and effort? Project management tools help solve these pain points and end time-wasting.
Start by creating a workflow chart of your organization, from the first inbound inquiry to project completion. Then, use that info to accurately construct a project management template that automates your communication and processes using digital tools, including:
Establish predictable time slots where you will check in with your team regularly to assess progress, statuses, and project progress. These meetings will increase the team’s efficiency, providing them with a place to bring up pain points, achievements, and more, without creating excess communication, messaging, and back and forth throughout the day.
Now it‘s time to discuss the ‘Measurable’ part of the SMART goals system. Measuring your agency processes is essential to optimizing your efficiency, enhancing your team’s operations, and understanding if you are making any improvements.
Tracking Key Performance Indicators (KPIs) are key to understanding if your efforts are successful, and DashThis allows you to streamline all your marketing data in one report. The program serves the dual purpose of displaying your metrics and saving time, gathering all your business’ data in one place.
With DashThis, you can expect to:
Honing in on your agency processes is a guaranteed route to take your business to the next level. By auditing your team’s pain points and time-wasters, you can advantageously incorporate apps, tools, and software to save you time and trouble. Following the SMART goal-setting system, you can ten-track your progress and outcomes with DashThis, the most efficient and streamlined reporting software that pulls from all your data sources to present the most important and impactful metrics for your business.
Sign up for your free 15-day trial of DashThis today.
Ready to start tracking your data?
Don’t miss out!
Automate your reports!
Bring all your marketing data into one automated report.Try dashthis for free