{"id":4635,"date":"2023-06-02T14:07:50","date_gmt":"2023-06-02T14:07:50","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=4635"},"modified":"2025-01-14T10:06:57","modified_gmt":"2025-01-14T10:06:57","slug":"agency-project-management","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-project-management","title":{"rendered":"Agency project management: Your 101 guide"},"content":{"rendered":"<p><b>Welcome to our <\/b><b>agency project management <\/b><b>blog series,<\/b><span style=\"font-weight: 400;\"> where we set out to uncover all you need to know about running effective project management programs at your agency.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this five-part series, we\u2019ll cover everything from the basics to methodologies, processes, teams, and tools. The goal? Help you navigate the agency project management landscape with ease, finesse your strategies, deliver more profitable projects, and last but not least\u2014build lasting and fruitful relationships with your clients.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Throughout the course of the series, we\u2019ll show you how to level up your <\/span><span style=\"font-weight: 400;\">agency project management<\/span><span style=\"font-weight: 400;\"> game with the help of seasoned agency leaders sharing their knowledge and expertise.<\/span><\/p>\n<p>You can find the other parts in this series here:<\/p>\n<ul>\n<li aria-level=\"1\"><b>Part 1:<\/b> You\u2019re here. \ud83d\ude01<\/li>\n<li aria-level=\"1\"><b>Part 2:<\/b>\u00a0<a href=\"https:\/\/resourceguruapp.com\/blog\/agency-project-management-methodologies\" target=\"_blank\" rel=\"noopener\">5 agency project management methodologies<\/a><\/li>\n<li aria-level=\"1\"><b>Part 3:\u00a0<\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-project-management-process\" target=\"_blank\" rel=\"noopener\">Your 9-step agency project management process<\/a><\/li>\n<li aria-level=\"1\"><b>Part 4:<\/b>\u00a0<a href=\"https:\/\/resourceguruapp.com\/blog\/agency-team-structure\" target=\"_blank\" rel=\"noopener\">Agency team structure: Building a team for effective growth<\/a><\/li>\n<li aria-level=\"1\"><strong>Part 5:<\/strong> <a href=\"https:\/\/resourceguruapp.com\/blog\/agency-project-management-software\" target=\"_blank\" rel=\"noopener\">Best agency project management software\u201410 tools you need to shortlist today<\/a><\/li>\n<\/ul>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-project-management\/#What-is-project-management-generally\" >What is project management? (generally)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-project-management\/#Why-is-agency-project-management-different\" >Why is agency project management different?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-project-management\/#Why-project-management-is-so-important-in-agencies-Agency-veteran-Zoe-Ashbridge-explains\" >Why project management is so important in agencies: Agency veteran, Zoe Ashbridge, explains<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-project-management\/#7-agency-project-management-challenges-and-solutions\" >7 agency project management challenges (and solutions)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-project-management\/#The-importance-of-resource-management-within-agency-project-management\" >The importance of resource management within agency project management<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-project-management\/#How-project-management-for-agencies-differs-by-type\" >How project management for agencies differs by type<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-project-management\/#Project-management-in-agencies-Whats-next\" >Project management in agencies: What&#8217;s next?<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What-is-project-management-generally\"><\/span><span style=\"font-weight: 400;\">What is project management? (generally)<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Project management is the discipline of planning, organizing, and overseeing <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-execution\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">the execution of a project<\/span><\/a><span style=\"font-weight: 400;\"> across its entire <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-life-cycle\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">life cycle<\/span><\/a><span style=\"font-weight: 400;\">, from <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-initiation\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project initiation<\/span><\/a><span style=\"font-weight: 400;\"> through to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-closure\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project closure<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It involves defining what <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/drive-project-success\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project success<\/span><\/a><span style=\"font-weight: 400;\"> looks like, setting (realistic) project goals, determining and assigning tasks, identifying and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-allocation-guide\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">allocating resources<\/span><\/a><span style=\"font-weight: 400;\">, setting timelines, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/how-to-create-the-ultimate-project-budget-template-free-excel-template\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">managing budgets<\/span><\/a><span style=\"font-weight: 400;\">, and coordinating team members to ensure successful project completion within the defined constraints.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Project management focuses on efficient <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">resource utilization<\/span><\/a><span style=\"font-weight: 400;\">, effective <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-collaboration\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">collaboration<\/span><\/a><span style=\"font-weight: 400;\">, risk management, and meeting project objectives while adhering to quality standards.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Project management is a tough gig as it is. But at agencies? Oh, it\u2019s a whole different ball game.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Why-is-agency-project-management-different\"><\/span><span style=\"font-weight: 400;\">Why is <\/span><span style=\"font-weight: 400;\">agency project management<\/span><span style=\"font-weight: 400;\"> different?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">In general, project management has a lot of moving parts\u2014in an agency setting, well, multiply those by 1,000.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Overall, project management at agencies has a unique challenge on its hands as it requires a blend of client-centricity, creativity, adaptability, and effective coordination with cross-functional teams.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">From multiple projects and tight deadlines, to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/what-is-project-scope\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project scope<\/span><\/a><span style=\"font-weight: 400;\"> changes and (unsolicited) client feedback, here\u2019s why <\/span><span style=\"font-weight: 400;\">project management in agencies<\/span><span style=\"font-weight: 400;\"> is a different kind of beast.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Multiple projects<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As an agency project manager, you likely oversee multiple projects across who knows how many clients<\/span><i><span style=\"font-weight: 400;\">.\u00a0<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">Then, each of these individual client projects has:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unique goals<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Timelines<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budgets<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Resource demands (meaning, your <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-capacity-planning-guide\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">capacity planning<\/span><\/a><span style=\"font-weight: 400;\"> needs to be on point)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The real kicker is all of that\u2019s going on for <\/span><i><span style=\"font-weight: 400;\">every<\/span><\/i><span style=\"font-weight: 400;\"> project, <\/span><i><span style=\"font-weight: 400;\">all at once.\u00a0<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">Author<\/span> <a href=\"https:\/\/resourceguruapp.com\/blog\/workload-woes\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Elizabeth Harrin<\/span><\/a><span style=\"font-weight: 400;\"> stresses the seriousness of it all in her book <\/span><i><span style=\"font-weight: 400;\">Managing Multiple Projects<\/span><\/i><span style=\"font-weight: 400;\">:<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cManaging multiple projects with competing deadlines can take it out of you. Here\u2019s the truth: without the skills to manage multiple projects, you\u2019ll crash and burn. It is no surprise that workload is the top cause of <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-burnout\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">burnout<\/span><\/a><span style=\"font-weight: 400;\">.\u201d<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">High levels of collaboration, communication, and teamwork\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">For agency projects, you\u2019ll likely need to collaborate across multiple <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-team-roles-and-responsibilities\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project teams<\/span><\/a><span style=\"font-weight: 400;\"> throughout the project life cycle. So rather than a handful of specialists shaping deliverables, you\u2019ll need multiple hands on deck to get projects across the finish line.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This requires next-level communication and teamwork. You\u2019ll also need a superstar planner to put the puzzle pieces together, with the management finesse to keep project progress rolling.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Relationship management (with your team and clients)\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To stay competitive as an agency, client satisfaction is key. Satisfied clients lead to retention, repeat business, and referrals, which keeps the lights on.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, you don\u2019t just want to get deliverables over the line, you need to ensure they meet client expectations. But you also don\u2019t want to overburden your team because that can cause ill will in-house.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Tight deadlines\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In creative work especially, there\u2019s a common thread that quality trumps speed. Of course, if you <\/span><i><span style=\"font-weight: 400;\">have<\/span><\/i><span style=\"font-weight: 400;\"> to choose between them, you should pick quality.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But in an agency setting, nine times out of 10, you need to have quality <\/span><i><span style=\"font-weight: 400;\">delivered<\/span><\/i> <i><span style=\"font-weight: 400;\">at speed<\/span><\/i><span style=\"font-weight: 400;\"> to stay competitive. That means you\u2019re likely wobbling atop the unforgiving balance beam of tight deadlines\u2014not just for one client, but several.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Why-project-management-is-so-important-in-agencies-Agency-veteran-Zoe-Ashbridge-explains\"><\/span><span style=\"font-weight: 400;\">Why project management is so important in agencies: Agency veteran, Zoe Ashbridge, explains<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">According to our featured expert, Zoe Ashbridge, <\/span><span style=\"font-weight: 400;\">agency project management<\/span><span style=\"font-weight: 400;\"> is all about <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-operations\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">agency operations<\/span><\/a><span style=\"font-weight: 400;\"> and processes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cProcesses will take an agency from good to great, seriously!\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cWithout them, everything feels like a scramble, and the customer experience quickly becomes disjointed,\u201d says Zoe.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But scrambles to the finish line and poor client experiences aren\u2019t the only reasons <\/span><span style=\"font-weight: 400;\">agency project management<\/span><span style=\"font-weight: 400;\"> is critical.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let&#8217;s take a closer look.\u00a0\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">It protects staff well-being and ensures client satisfaction\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Agencies are notorious for their lack of work-life balance, as client demands and deadlines often come first. But the answer could lie in better processes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cBuilding processes allows you to look after people correctly,\u201d says Zoe.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cFor example, if you know how much time something takes, then you know how much time to allocate and what\u2019s reasonable to ask of your employees.\u201d\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Agency project management<\/span><span style=\"font-weight: 400;\"> doesn\u2019t just contribute to effective <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/workload-planning-guide\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">workload planning<\/span><\/a><span style=\"font-weight: 400;\"> for your team. It also makes it easier to track how much time a task or process may take.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That means you can \u201cquote more accurately and give your customers a better gauge of how long something is going to take,\u201d says Zoe.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">It promotes work-life balance (preventing staff churn)<\/span><\/h3>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/ad-agency-work-life-balance\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Agency work-life balance<\/span><\/a><span style=\"font-weight: 400;\"> historically hasn\u2019t been at the forefront of agency culture. But a lack of work-life balance caused by unmanageable workloads can lead to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-burnout\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">agency burnout<\/span><\/a><span style=\"font-weight: 400;\">. And employees experiencing burnout are \u201c2.6x as likely to be actively seeking a different job,\u201d says <\/span><a href=\"https:\/\/www.gallup.com\/workplace\/282659\/employee-burnout-perspective-paper.aspx\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Gallup<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Given that agencies already <\/span><a href=\"https:\/\/dmexco.com\/stories\/agencies-in-2023-crazy-times-lie-ahead\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">face a talent shortage<\/span><\/a><span style=\"font-weight: 400;\">. Well, retaining your existing talent is more important than ever.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">It improves client retention (more important than ever)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Nearly <\/span><a href=\"https:\/\/setup.us\/marketing-relationship-survey-2022\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">40% of brands<\/span><\/a><span style=\"font-weight: 400;\"> may consider ditching their agency in the next six months, so solving the ever-present client retention challenge just became more critical.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Simply put, if you don\u2019t have strong project management in your agency, it\u2019s not just your staff that will suffer\u2014your business will, too.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If your clients are among the 40% with itchy feet, subpar service delivery due to poor project management could see your existing clients jump ship.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">It promotes continuous improvement (so you can stay competitive)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Plan, document, and implement standard operating procedures (SOPs) as part of your PM process.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the PM spirit of <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agile-workflows-guide\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">agile<\/span><\/a><span style=\"font-weight: 400;\">, your SOPs empower you to produce gradual improvements each time you execute them. That means you won\u2019t stagnate as an agency\u2014you\u2019ll stay organized, nimble, <\/span><i><span style=\"font-weight: 400;\">and competitive<\/span><\/i><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Zoe brings documentation front and center, recommending that you document processes, including all team members required for each stage.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cBy documenting your processes, for example by keeping them handy in your project management tool, you can refer to them time and time again. This aids continuous improvement and efficiency,\u201d says Zoe.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"7-agency-project-management-challenges-and-solutions\"><\/span><span style=\"font-weight: 400;\">7 <\/span><span style=\"font-weight: 400;\">agency project management<\/span><span style=\"font-weight: 400;\"> challenges (and solutions)<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Agency project management<\/span><span style=\"font-weight: 400;\"> faces various challenges that can impact project success and overall agency operations. Ultimately, these will have an impact on client relations and the agency\u2019s bottom line.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s take a look at some common challenges along with how you can tackle them.<\/span><\/p>\n<h3><b>Challenge 1: <\/b><span style=\"font-weight: 400;\">Client expectations and demands<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Clients may have high expectations, tight deadlines, and ever-changing requirements. Balancing client demands while managing resources, timelines, and scope can be challenging.<\/span><\/p>\n<p><b>Solution: <\/b>Our expert Zoe <span style=\"font-weight: 400;\">says that a sound resource allocation strategy \u201cmeans that you can quote more accurately and give your customers a better gauge of how long something is going to take.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So by following an <\/span><span style=\"font-weight: 400;\">agency project management <\/span><span style=\"font-weight: 400;\">process that tracks team time, you can provide more accurate quotes against future projects.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That means you\u2019re less likely to undersell how much time and budget each of your services or packages require to be successful. Plus, you\u2019ll also reduce the likelihood of tight deadlines.\u00a0<\/span><\/p>\n<h3><b>Challenge 2:<\/b><span style=\"font-weight: 400;\"> Resource allocation and capacity planning<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As mentioned earlier, agencies often work on multiple projects simultaneously. If you\u2019re not on top of it, this can quickly lead to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-constraints-tips\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">resource constraints<\/span><\/a><span style=\"font-weight: 400;\">. Effectively allocating and managing resources across projects, considering skillsets, availability, and workload, can be complex.<\/span><\/p>\n<p><b>Solution: <\/b><span style=\"font-weight: 400;\">Invest in <\/span><a href=\"https:\/\/resourceguruapp.com\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">resource management software<\/span><\/a><span style=\"font-weight: 400;\"> that provides a clear overview of project timeline(s), including tasks, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/how-to-schedule-employees-effectively\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">team schedules<\/span><\/a><span style=\"font-weight: 400;\">, and resource allocation. This will help you plan your team\u2019s time\u2014factoring in whether they\u2019re over or under capacity.<\/span><\/p>\n<h3><b>Challenge 3:<\/b><span style=\"font-weight: 400;\"> Scope creep and project changes<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Real talk: <\/span><i><span style=\"font-weight: 400;\">clients can be difficult<\/span><\/i><span style=\"font-weight: 400;\">. They might request changes or additions to the project scope out of the blue. <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/scope-creep\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Managing scope creep<\/span><\/a><span style=\"font-weight: 400;\"> and assessing the impact of changes on timelines, resources, and budgets is essential to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/avoid-project-delays\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">avoid project delays<\/span><\/a><span style=\"font-weight: 400;\"> and increased costs.<\/span><\/p>\n<p><b>Solution: <\/b><span style=\"font-weight: 400;\">Prevent scope creep from the very beginning by setting expectations and creating complete clarity in the project scope. This requires that you fully understand client needs and project goals. But the best thing you can do during the project is to stay vigilant when it comes to changes and consistently communicate the impact of those on the project, timelines, and budgets. Then, you can let the client make an informed decision.<\/span><\/p>\n<h3><b>Challenge 4: <\/b><span style=\"font-weight: 400;\">Communication between cross-functional teams<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Communication between different departments, teams, and stakeholders can get messy. Agency projects typically involve teams with different skillsets and expertise, so coordinating these cross-functional teams (while ensuring effective communication) and aligning their efforts can be a challenge.<\/span><\/p>\n<p><b>Solution: <\/b><span style=\"font-weight: 400;\">If you\u2019re in an agency setting, it\u2019s likely that your project manager may double up as your account and resource manager.\u00a0<\/span><\/p>\n<p><b>So look for a PM who:<\/b><b><br \/>\n<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Actively listens and communicates effectively<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Creates a shared sense of purpose for all project stakeholders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Resolves conflict with integrity and humor<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Can establish and outline clear project goals (from the start)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manages client and team expectations\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Those <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/qualities-of-a-project-manager\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">qualities in a project manager<\/span><\/a><span style=\"font-weight: 400;\"> can help reduce friction and establish effective working relationships across the board.\u00a0<\/span><\/p>\n<h3><b>Challenge 5: <\/b><span style=\"font-weight: 400;\">Team culture and burnout<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As we all know by now, team burnout is a real issue. Adding to demanding clients, agencies in particular often have fast-paced, deadline-centric cultures that can push employees to their limits.<\/span><\/p>\n<p><b>Solution:<\/b><span style=\"font-weight: 400;\"> Better agency resource planning and management is the best solution to prevent agency burnout. It\u2019ll also help you transition from that old-school agency hustle and grind to a positive team culture that makes your staff want to stay for the long haul.<\/span><\/p>\n<h3><b>Challenge 6: <\/b><span style=\"font-weight: 400;\">Scaling <\/span><span style=\"font-weight: 400;\">agency project management<\/span><span style=\"font-weight: 400;\"> processes<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As agencies grow, scaling project management processes becomes vital. Establishing standardized project management practices, tools, and documentation to ensure consistency and efficiency across projects can be a challenge.<\/span><\/p>\n<p><b>Solution:<\/b><span style=\"font-weight: 400;\"> Invest in agency operations from the very start\u2014and keep investing in it. It\u2019s not just what will keep processes running smoothly, but it\u2019ll help your teams be more productive, and ultimately lead to timely delivery of projects and happy clients.<\/span><\/p>\n<h3><b>Challenge 7: <\/b><span style=\"font-weight: 400;\">Tech debt and outdated tools<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Many agencies are stuck using legacy systems and processes that simply aren\u2019t built to cope with the challenges modern agencies are facing. And when the need for flexibility and scalability truly come knocking, spreadsheets won\u2019t be the answer.<\/span><\/p>\n<p><b>Solution: <\/b><span style=\"font-weight: 400;\">Swap spreadsheets for a flexible project management tool that also has all the <\/span><a href=\"https:\/\/resourceguruapp.com\/industries\/agencies\/creative\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">resource management<\/span><\/a><span style=\"font-weight: 400;\"> capabilities you\u2019ll need. (Alternatively, run your project management tool and <\/span><a href=\"https:\/\/resourceguruapp.com\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">resource management software<\/span><\/a><span style=\"font-weight: 400;\"> alongside each other.)\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"The-importance-of-resource-management-within-agency-project-management\"><\/span><span style=\"font-weight: 400;\">The importance of resource management within <\/span><span style=\"font-weight: 400;\">agency project management<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Poor resource management is one of <\/span><a href=\"https:\/\/wellingtone.co.uk\/wp-content\/uploads\/2020\/06\/The-State-of-Project-Management-Report-2020-Wellingtone.pdf\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">the top causes<\/span><\/a><span style=\"font-weight: 400;\"> of project failure. Now that\u2019s a yikes-worthy insight.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s why we\u2019ve broken down how to use <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-resource-planning-management-guide\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">agency resource planning and management<\/span><\/a><span style=\"font-weight: 400;\"> in your project management approach.<\/span><\/p>\n<div id=\"footable_parent_4640\"\n         class=\" footable_parent ninja_table_wrapper loading_ninja_table wp_table_data_press_parent semantic_ui \">\n                <table data-ninja_table_instance=\"ninja_table_instance_0\" data-footable_id=\"4640\" data-filter-delay=\"1000\" aria-label=\"Agency project management - the importance of resource management\"            id=\"footable_4640\"\n           data-unique_identifier=\"ninja_table_unique_id_922699729_4640\"\n           class=\" foo-table ninja_footable foo_table_4640 ninja_table_unique_id_922699729_4640 ui table  nt_type_ajax_table selectable celled striped vertical_centered  footable-paging-right ninja_table_search_disabled ninja_table_pro\">\n                <colgroup>\n                            <col class=\"ninja_column_0 \">\n                            <col class=\"ninja_column_1 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h2><span class=\"ez-toc-section\" id=\"How-project-management-for-agencies-differs-by-type\"><\/span><span style=\"font-weight: 400;\">How <\/span><span style=\"font-weight: 400;\">project management for agencies<\/span><span style=\"font-weight: 400;\"> differs by type<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Project management in agencies<\/span><span style=\"font-weight: 400;\"> doesn\u2019t just differ from general or in-house project management, it also differs depending on your agency\u2019s specialization.\u00a0<\/span><\/p>\n<p><b>Let\u2019s examine how project management can vary for the following five agency types:<\/b><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Marketing agency<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Creative agency<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Design agency<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Digital agency<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Web agency<\/span><\/li>\n<\/ol>\n<h3><span style=\"font-weight: 400;\">1. Marketing agency project management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A marketing agency helps businesses develop and execute marketing strategies. This can include everything from developing strategies and campaign planning to content production, performance marketing (think ads), measurement, and reporting.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Because marketing is so broad, a marketing agency\u2019s service offerings are typically broad too. This means not only will you serve multiple clients (potentially across varying industries), but you\u2019ll also offer multiple services to fulfill marketing campaign needs.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So what does this mean for your marketing <\/span><span style=\"font-weight: 400;\">agency project management<\/span><span style=\"font-weight: 400;\"> approach? Well, to succeed, you\u2019ll need next-level planning across every client project\u2019s full project life cycle.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That means:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Create crystal clear project definitions and objectives\u2014you\u2019ll want to keep an eye on those project scope statements<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Make sure project monitoring and control processes are up to date\u2014you don\u2019t want any mishaps<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Stay on top of opportunities for continuous improvement by capturing lessons learned from each project. Use feedback and insights to refine project management processes<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">2. Creative agency project management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Creative agencies have a cross-functionality between marketing, advertising, and branding services often involving many different production and delivery teams serving up integrated campaigns across multiple channels, such as web, social media, TV, out-of-house advertising, and more.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That means:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your resource estimation and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/human-resource-planning-processes\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">planning<\/span><\/a><span style=\"font-weight: 400;\"> need to be on point\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Matching team skills across project demands becomes essential<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Aligning project timelines and resource allocation with project needs officially becomes advanced level<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">3. Design agency project management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Design agencies often face a balancing act between creative freedom and client feedback. There are likely <\/span><i><span style=\"font-weight: 400;\">many<\/span><\/i><span style=\"font-weight: 400;\"> people (and opinions) between <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-initiation\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project initiation<\/span><\/a><span style=\"font-weight: 400;\"> and reverting the final deliverable.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That means:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">In-house brainstorming (so your creative people can be <\/span><i><span style=\"font-weight: 400;\">creative<\/span><\/i><span style=\"font-weight: 400;\">)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">External feedback (so your clients can voice their opinions)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Revisions (so your creatives can soak up feedback and ensure your clients&#8217; needs are met with finesse)\u00a0<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">4. Digital agency project management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A digital agency specializes in digital marketing strategies and services, including website development, online advertising, social media marketing, and content marketing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As we all know, the digital landscape moves quickly, especially when it comes to tech advances. Take ChatGPT, for example. It went from a virtually unknown tool to reaching <\/span><a href=\"https:\/\/www.theguardian.com\/technology\/2023\/feb\/02\/chatgpt-100-million-users-open-ai-fastest-growing-app\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">100 million users two months after launch<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the midst of rapid tech evolutions, digital <\/span><span style=\"font-weight: 400;\">agency project management<\/span><span style=\"font-weight: 400;\"> is <\/span><i><span style=\"font-weight: 400;\">even<\/span><\/i><span style=\"font-weight: 400;\"> more important.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That means:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Using tech to deliver high-quality and innovative solutions for clients<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Utilizing new tech to improve agency operations\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Upskilling your teams when it comes to using new technologies, tools, and other resources<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">5. Web agency project management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A web agency specializes in website development, design, and maintenance. W<\/span><span style=\"font-weight: 400;\">eb development and design projects can be <\/span><i><span style=\"font-weight: 400;\">complex<\/span><\/i><span style=\"font-weight: 400;\">. You\u2019ll likely need multiple specialists to drive critical tech requirements<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That means:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quickly identify the right resources by matching skills across project needs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manage <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-scheduling-101\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project scheduling<\/span><\/a><span style=\"font-weight: 400;\"> across different project phases<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Manage scope creep across different phases of the project<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Project-management-in-agencies-Whats-next\"><\/span><span style=\"font-weight: 400;\">Project management in agencies: What&#8217;s next?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The <\/span><span style=\"font-weight: 400;\">future of project management in agencies<\/span><span style=\"font-weight: 400;\"> will be marked by digital transformation, agile methodologies, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/remote-team-project-management\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">remote work<\/span><\/a><span style=\"font-weight: 400;\">, data-driven decision-making, client-centricity, and a focus on continuous learning.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the next part of this series, we\u2019ll dive into <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-project-management-methodologies\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">agency project management<\/span><\/a><span style=\"font-weight: 400;\"> methodologies to help you build better processes and, eventually, see the impact on your bottom line.<\/span><\/p>\n<p><strong>Don\u2019t forget to subscribe to our blog so you don\u2019t miss out! \ud83d\udc47<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Welcome to our agency project management blog series, where we set out to uncover all you need to know about running effective project management programs at your agency. In this five-part series, we\u2019ll cover everything from&hellip;<\/p>\n","protected":false},"author":32,"featured_media":4638,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[55,38],"tags":[],"class_list":["post-4635","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-agencies","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Agency project management: Your 101 guide<\/title>\n<meta name=\"description\" content=\"Learn how to run effective agency project management programs and keep teams, clients, and your bottom line happy.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link 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