{"id":4669,"date":"2023-06-08T12:11:41","date_gmt":"2023-06-08T12:11:41","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=4669"},"modified":"2024-03-05T10:05:52","modified_gmt":"2024-03-05T10:05:52","slug":"agency-project-management-process","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-project-management-process","title":{"rendered":"Agency project management process: 9 steps to higher profits (and happier clients)"},"content":{"rendered":"<p><strong>What agency PM doesn&#8217;t love a process? <\/strong><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019re going to reveal a nine-step <\/span><span style=\"font-weight: 400;\">agency project management process<\/span><span style=\"font-weight: 400;\">, including tips on how to best document each stage.<\/span><\/p>\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-process\/#The-importance-of-an-agency-project-management-process\" >The importance of an agency project management process<\/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-process\/#Agency-project-management-processes-9-actionable-steps-to-a-better-bottom-line\" >Agency project management processes: 9 actionable steps to a better bottom line<\/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-process\/#Building-scalable-agency-project-management-processes\" >Building scalable agency project management processes<\/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-process\/#A-future-of-client-centric-agency-project-management-processes\" >A future of client-centric agency project management processes<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"The-importance-of-an-agency-project-management-process\"><\/span><span style=\"font-weight: 400;\">The importance of an <\/span><span style=\"font-weight: 400;\">agency project management process<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Processes provide the foundation for successful <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-execution\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project execution<\/span><\/a><span style=\"font-weight: 400;\"> and contribute to the overall success, competitiveness, and growth of agencies.<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Efficient resource utilization: <\/b><span style=\"font-weight: 400;\">Clear project management processes help agencies optimize <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-allocation-guide\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">resource allocation<\/span><\/a><span style=\"font-weight: 400;\">, ensuring that the right skills are assigned to the right projects. This leads to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">efficient resource utilization<\/span><\/a><span style=\"font-weight: 400;\">, prevents bottlenecks, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/solve-resource-overallocation\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">avoids overallocation<\/span><\/a><span style=\"font-weight: 400;\">, and improves overall <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/productivity-is-personal\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">productivity<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Effective time management:<\/b><span style=\"font-weight: 400;\"> Project management processes enable agencies to plan and schedule tasks, set realistic timelines, and track progress. This ensures projects stay on track, deadlines are met, and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/time-blocking\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">time is managed effectively<\/span><\/a><span style=\"font-weight: 400;\">. The result? <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/avoid-project-delays\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Reduced project delays<\/span><\/a><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/outputs-and-outcomes\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">improved project outcomes<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Client satisfaction:<\/b><span style=\"font-weight: 400;\"> By aligning project goals, managing client requirements, and maintaining open communication, processes contribute to client satisfaction and help you go from client relationships to <\/span><i><span style=\"font-weight: 400;\">client partnerships<\/span><\/i><span style=\"font-weight: 400;\">. <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Risk mitigation:<\/b><span style=\"font-weight: 400;\"> Effective project management processes facilitate risk identification, assessment, and mitigation. By proactively identifying potential risks, agencies can develop strategies to minimize their impact, manage uncertainties, and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/drive-project-success\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">ensure project success<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Quality assurance: <\/b><span style=\"font-weight: 400;\">You can\u2019t talk about processes without talking about quality assurance. Here, it\u2019s about creating processes that enable agencies to implement quality control measures and ensure the delivery of high-quality work. This includes processes like review cycles, testing procedures, and documentation standards. All the things that contribute to consistent and reliable project outcomes.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Team collaboration: <\/b><span style=\"font-weight: 400;\">Believe it or not, processes are what <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-collaboration\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">foster collaboration<\/span><\/a><span style=\"font-weight: 400;\"> and effective communication among team members. They provide structure, define <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-team-roles-and-responsibilities\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project team roles and responsibilities<\/span><\/a><span style=\"font-weight: 400;\">, and establish channels for information sharing, leading to better teamwork altogether.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Business growth and scalability: <\/b><span style=\"font-weight: 400;\">Standardized project management processes enable agencies to handle multiple projects and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-operations\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">scale operations<\/span><\/a><span style=\"font-weight: 400;\">. By creating a framework for efficient <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-execution\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project execution<\/span><\/a><span style=\"font-weight: 400;\">, it allows agencies to take on more clients, expand their services, and grow the business.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Continuous Improvement:<\/b><span style=\"font-weight: 400;\"> Well-established project management processes enable agencies to capture lessons learned, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-manager-performance-metrics\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">evaluate project performance<\/span><\/a><span style=\"font-weight: 400;\">, and polish up their practices. By analyzing past projects, identifying areas for improvement, and implementing process enhancements, agencies can continuously improve their project management capabilities. And with that, run an even better business.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">While specific processes may vary between agencies, there are some guidelines you can follow when you\u2019re implementing and refining your <\/span><span style=\"font-weight: 400;\">agency project management processes<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s take a look.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Agency-project-management-processes-9-actionable-steps-to-a-better-bottom-line\"><\/span><span style=\"font-weight: 400;\">Agency project management process<\/span><span style=\"font-weight: 400;\">es: 9 actionable steps to a better bottom line<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Effective agency project management processes are the backbone of successful <\/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;\">. These include all project activities such as project planning, resource allocation, task management, and quality control.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here, we\u2019ll take you through the nine steps of an effective <\/span><span style=\"font-weight: 400;\">agency project management process<\/span><span style=\"font-weight: 400;\"> to help you create a smooth workflow.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 1. Discovery<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The discovery stage (more popularly known as just \u201cdisco stage\u201d among sales folks) aims to understand client needs, evaluate potential opportunities, and gather essential information to determine the fit between the client&#8217;s requirements and the agency\u2019s capabilities.<\/span><\/p>\n<p><b>Why the discovery stage is important:<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The discovery stage is all about agency-client fit. The wrong type of client for your service offer can lead to poor service delivery and disappointed customers. A misaligned project will also waste a heck of a lot of team time. So use this stage to <\/span><span style=\"font-weight: 400;\">disqualify any mismatched leads (and save both prospect and agency time).<\/span><\/p>\n<p><b>The discovery stage can take place via:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A short discovery call<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">In-person meeting (depending on your location)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Some agencies ask prospects to fill out an initial questionnaire before organizing a meeting<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You can also use this stage to get the info you need to outline the <\/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;\">. Of course, it\u2019s still early days, so you can keep this as flexible as possible. But establishing a rough scope sooner rather than later can prevent (the much dreaded) <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/scope-creep\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">scope creep<\/span><\/a><span style=\"font-weight: 400;\"> later on.<\/span><\/p>\n<h4><strong>Documenting the discovery stage<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">If you capture relevant information, you can create a proposal that meets the client&#8217;s needs, as highlighted in the discovery call.<\/span><\/p>\n<div id=\"footable_parent_4685\"\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=\"4685\" data-filter-delay=\"1000\" aria-label=\"Agency project management processes - Discovery stage\"            id=\"footable_4685\"\n           data-unique_identifier=\"ninja_table_unique_id_849004845_4685\"\n           class=\" foo-table ninja_footable foo_table_4685 ninja_table_unique_id_849004845_4685 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                            <col class=\"ninja_column_2 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h3><b>Step 2. <\/b><span style=\"font-weight: 400;\">Proposal\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If you\u2019re a good agency-client fit, it\u2019s time to go ahead with the proposal. Your client proposal should outline <\/span><span style=\"font-weight: 400;\">the project scope, timeline, budget, and deliverables as discussed during discovery. You should also provide clear criteria for project success that the client can sign off on.<\/span><\/p>\n<p><b>Why the proposal stage is important:<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The proposal stage allows the agency to present a detailed and tailored solution that addresses the client&#8217;s needs and requirements. It formalizes the proposed approach and sets clear expectations for both parties.<\/span><\/p>\n<h4><strong>Documenting the proposal stage<\/strong><\/h4>\n<div id=\"footable_parent_4681\"\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_1\" data-footable_id=\"4681\" data-filter-delay=\"1000\" aria-label=\"Agency project management processes - Proposal stage\"            id=\"footable_4681\"\n           data-unique_identifier=\"ninja_table_unique_id_1953902200_4681\"\n           class=\" foo-table ninja_footable foo_table_4681 ninja_table_unique_id_1953902200_4681 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                            <col class=\"ninja_column_2 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h3><b>Step 3. <\/b><span style=\"font-weight: 400;\">Kickoff<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If you\u2019ve reached the kickoff stage, congrats! Your client has now dotted the i\u2019s and crossed the t\u2019s on any formal contracts.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now the kickoff stage officially begins.\u00a0<\/span><\/p>\n<p><b>Why the kickoff stage is important:<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The kickoff stage marks the official start of the project and involves bringing together the project team, clarifying objectives, establishing communication channels, and setting the project in motion.<\/span><\/p>\n<p><b>Here are four areas to consider during the kickoff stage:<\/b><\/p>\n<ol>\n<li><b>Define clear project objectives and deliverables.<\/b><span style=\"font-weight: 400;\"> Let your team know the desired project outcomes and tangible results.<\/span><\/li>\n<li><b>Establish roles and responsibilities. <\/b><span style=\"font-weight: 400;\">Assign specific roles and responsibilities to team members and clarify their involvement in the project. Give them a clear picture of success and failure against each task.<\/span><\/li>\n<li><b>Set communication expectations (internally and externally). <\/b><span style=\"font-weight: 400;\">Choose the preferred communication channels, update frequency, and key contact points. This will help you collaborate effectively and share information throughout the project.<\/span><\/li>\n<li><b>Remember to request access to anything you might need from the client to <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/project-initiation\" target=\"_blank\" rel=\"noopener\"><b>initiate the project<\/b><\/a><b>.<\/b><span style=\"font-weight: 400;\"> If you\u2019re a marketing agency, that could be access to social media accounts or company branding documents. For SEO agencies, you may need access to your client\u2019s Google Search Console or website CMS.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">By emphasizing the project&#8217;s purpose, highlighting its significance, and instilling a sense of purpose, the kickoff stage sets a positive tone and creates momentum for the project execution from day one.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">We recommend hosting a kickoff meeting with your in-house team to get the most out of the kickoff stage. You can use this as an opportunity to gain feedback in preparation for the next stage.\u00a0<\/span><\/p>\n<h4><strong>Documenting the kickoff stage<\/strong><\/h4>\n<div id=\"footable_parent_4687\"\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_2\" data-footable_id=\"4687\" data-filter-delay=\"1000\" aria-label=\"Agency project management processes - Kickoff stage\"            id=\"footable_4687\"\n           data-unique_identifier=\"ninja_table_unique_id_1591600492_4687\"\n           class=\" foo-table ninja_footable foo_table_4687 ninja_table_unique_id_1591600492_4687 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                            <col class=\"ninja_column_2 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h3><b>Step 4. <\/b><span style=\"font-weight: 400;\">Planning<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The goal of the planning stage is to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/how-to-create-a-project-plan-from-beginning-to-end\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">create a detailed project plan<\/span><\/a><span style=\"font-weight: 400;\"> to guide your project execution.\u00a0\u00a0<\/span><\/p>\n<p><b>Why the planning phase is important:\u00a0<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The planning phase outlines the project scope, objectives, tasks, and milestones, providing a structured plan to guide the project team throughout the project life cycle. A well-defined plan ensures that everyone is aware of their responsibilities and the overall project direction.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Effective planning helps <\/span><span style=\"font-weight: 400;\">optimize resource allocation<\/span><span style=\"font-weight: 400;\">. It ensures that the right resources, including personnel, equipment, and budget, are allocated appropriately to support project activities. This prevents the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/solve-resource-overallocation\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">overallocation<\/span><\/a><span style=\"font-weight: 400;\"> or underutilization of resources, leading to improved efficiency and cost management.<\/span><\/p>\n<p><b>To help you create your plan, you\u2019ll need to:<\/b><b><\/b><\/p>\n<ul>\n<li><b>Identify resources. <\/b><span style=\"font-weight: 400;\">What people, tools, and budget do you need to ensure project success?<\/span><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/workload-planning-guide\" target=\"_blank\" rel=\"noopener\"><b>Consider workload planning<\/b><\/a><b>. <\/b><span style=\"font-weight: 400;\">How will you plan your team\u2019s time so that key objectives are met but they\u2019re not overbooked or burnt out?<\/span><\/li>\n<li><b>Do a risk assessment.<\/b><span style=\"font-weight: 400;\"> Ask yourself:<\/span><\/li>\n<li><span style=\"font-weight: 400;\">What potential risks and uncertainties could impact project success?<\/span><\/li>\n<li><span style=\"font-weight: 400;\">What strategies could prevent those risks?\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400;\">How can you ensure proactive risk management throughout the project?<\/span><\/li>\n<\/ul>\n<p><b>Here are some areas you should consider in your project plan:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Timeline (broken into smaller deadlines and milestones)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Specific tasks (including dependencies)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budget constraints\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Resource estimation (do you have the right people for the right tasks? And how much will you need them?)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Resource availability (you know who you need and how much, but what\u2019s their current availability?)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-allocation-guide\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Resource allocation<\/span><\/a><span style=\"font-weight: 400;\"> (aka a flexible plan of how you\u2019ll manage resources throughout the project timeline)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Risk management factors (and how you\u2019ll prevent them from negatively impacting project success)\u00a0<\/span><\/li>\n<\/ul>\n<div id=\"attachment_2773\" style=\"width: 953px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-2773\" class=\"wp-image-2773 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters-943x623.webp\" alt=\"Displaying skillsets of different resources in Resource Guru.\" width=\"943\" height=\"623\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters-943x623.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters-1042x689.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/02\/resource-guru-filters.webp 1300w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-2773\" class=\"wp-caption-text\"><em>Workload planning in Resource Guru, using filters to identify the right skills to assemble the best project team.<\/em><\/p><\/div>\n<p><strong>Documenting the planning stage<\/strong><\/p>\n<div id=\"footable_parent_4689\"\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_3\" data-footable_id=\"4689\" data-filter-delay=\"1000\" aria-label=\"Agency project management processes - Planning stage\"            id=\"footable_4689\"\n           data-unique_identifier=\"ninja_table_unique_id_1994827684_4689\"\n           class=\" foo-table ninja_footable foo_table_4689 ninja_table_unique_id_1994827684_4689 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                            <col class=\"ninja_column_2 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h3><b>Step 5.<\/b><span style=\"font-weight: 400;\"> Execution<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-execution\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">project execution phase<\/span><\/a><span style=\"font-weight: 400;\">, you\u2019ll start to implement your strategic project roadmap. That means you and your project delivery team will begin working through the tasks needed to achieve project goals.<\/span><\/p>\n<p><b>Why the execution phase is important:\u00a0<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The execution phase is where the project plan comes to life. It involves executing the defined tasks, activities, and processes according to the established timeline and project requirements. This phase bridges the gap between planning and the actual realization of project outcomes.<\/span><\/p>\n<p><b>Here are three areas to consider during the execution stage:<\/b><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/blog\/project-scheduling-101\" target=\"_blank\" rel=\"noopener\"><b>Resource scheduling<\/b><\/a><b>.<\/b><span style=\"font-weight: 400;\"> Now you know who you need and how much, it\u2019s time to schedule your team member\u2019s time against tasks, skill sets, and availability.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Task management. <\/b><span style=\"font-weight: 400;\">When you assign tasks to team members, establish clear goals and expectations. You also need to track task progress against expectations and the timeline.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Communication and collaboration.<\/b><span style=\"font-weight: 400;\"> Aim to keep team members, clients, and stakeholders informed, aligned, and engaged.\u00a0<\/span><\/li>\n<\/ul>\n<div class=\"embed-responsive embed-responsive--video\"><iframe loading=\"lazy\" title=\"Scheduling successful teams with Resource Guru\" width=\"943\" height=\"530\" src=\"https:\/\/www.youtube.com\/embed\/wmxyi2a7rtQ?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/div>\n<h4><strong>Documenting the execution stage<\/strong><\/h4>\n<div id=\"footable_parent_4691\"\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_4\" data-footable_id=\"4691\" data-filter-delay=\"1000\" aria-label=\"Agency project management processes - Execution stage\"            id=\"footable_4691\"\n           data-unique_identifier=\"ninja_table_unique_id_1345521435_4691\"\n           class=\" foo-table ninja_footable foo_table_4691 ninja_table_unique_id_1345521435_4691 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                            <col class=\"ninja_column_2 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h3><b>Step 6.<\/b><span style=\"font-weight: 400;\"> Monitoring and control<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Project monitoring and control happen throughout the <\/span><span style=\"font-weight: 400;\">agency project management process<\/span><span style=\"font-weight: 400;\">, from execution until <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-closure-checklist\" 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;\">The main goal of monitoring and control is to <\/span><span style=\"font-weight: 400;\">track project progress<\/span><span style=\"font-weight: 400;\"> and measure performance against your project plan. Doing so will help you catch bottlenecks early and make necessary changes to keep the project on track.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Key performance indicators (KPIs) and metrics are tracked to assess the project&#8217;s progress, resource utilization, cost performance, quality standards, and overall adherence to project objectives.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This provides insights into the <\/span><span style=\"font-weight: 400;\">project&#8217;s health<\/span><span style=\"font-weight: 400;\"> and identifies areas that require improvement.<\/span><\/p>\n<p><b>Why is the monitoring and control phase important?<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Monitoring and control enable project managers to track the progress of project activities and deliverables. By regularly assessing the actual progress against the planned milestones and timelines, project managers can identify any deviations or delays early on and take necessary actions to address them.<\/span><\/p>\n<p><b>Here are two monitoring and control areas to consider throughout the rest of the project:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Track project progress, milestones, and key deliverables.<\/b><span style=\"font-weight: 400;\"> Measure these against the project plan to identify any issues or delays.<\/span><\/li>\n<li aria-level=\"1\"><b>Assess project risks and monitor their impact.<\/b><span style=\"font-weight: 400;\"> You want to weigh up the likelihood of project risks occurring. You\u2019ll also want to introduce prevention strategies that minimize their potential to negatively impact project success.\u00a0<\/span><\/li>\n<\/ul>\n<h4><strong>Documenting the monitoring and control stage<\/strong><\/h4>\n<div id=\"footable_parent_4692\"\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_5\" data-footable_id=\"4692\" data-filter-delay=\"1000\" aria-label=\"Agency project management processes - Monitoring stage\"            id=\"footable_4692\"\n           data-unique_identifier=\"ninja_table_unique_id_61976674_4692\"\n           class=\" foo-table ninja_footable foo_table_4692 ninja_table_unique_id_61976674_4692 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                            <col class=\"ninja_column_2 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h3><b>Step 7. <\/b><span style=\"font-weight: 400;\">Review and feedback<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve completed the first versions of your project deliverables, it\u2019s time for client review and feedback.\u00a0<\/span><\/p>\n<p><b>Why the review and feedback phase is important:<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The review and feedback phase allows for an evaluation of the <\/span><span style=\"font-weight: 400;\">project&#8217;s performance<\/span><span style=\"font-weight: 400;\"> against predefined goals and objectives. It provides an opportunity to assess whether the project is on track, identify areas of success, and determine any deviations or shortcomings that need to be addressed.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Think of this as a developmental review that gives you a chance to collect feedback. You can then ensure the project\u2019s on track to meet client expectations.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If they love the deliverables already, great. If they have improvements and recommendations, don&#8217;t worry\u2014you\u2019ve built space to accommodate them.\u00a0<\/span><\/p>\n<p><b>Consider the following areas in the review and feedback stage:<\/b><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Host an in-house review and feedback session. <\/b><span style=\"font-weight: 400;\">Do this before you send the first drafts to clients. You can then find any issues (or correct embarrassing mistakes) and workshop through solutions internally.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Client feedback analysis. <\/b><span style=\"font-weight: 400;\">Thoroughly review and analyze client feedback, including their comments and suggestions.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Identify revision requests outside of the agreed scope. <\/b><span style=\"font-weight: 400;\">If there are any areas that are outside the agreed scope, suggest these as a separate project. Or ask to increase the budget and timeframe. Finally, consider any impact in-scope revisions may have on the original timeline.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Formally agree on the next steps with your client.<\/b><span style=\"font-weight: 400;\"> Agree with the client on how you\u2019ll use their comments and suggestions within the revision stage. If there are any suggestions you feel would work against the project goals, politely and respectfully raise concerns with the client.\u00a0<\/span><\/li>\n<\/ul>\n<h4><strong>Documenting the review and feedback stage<\/strong><\/h4>\n<div id=\"footable_parent_4694\"\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_6\" data-footable_id=\"4694\" data-filter-delay=\"1000\" aria-label=\"Agency project management processes - Review stage\"            id=\"footable_4694\"\n           data-unique_identifier=\"ninja_table_unique_id_170941153_4694\"\n           class=\" foo-table ninja_footable foo_table_4694 ninja_table_unique_id_170941153_4694 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                            <col class=\"ninja_column_2 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h3><b>Step 8. <\/b><span style=\"font-weight: 400;\">Revision<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Hopefully, revisions have been formally agreed upon between you and the client. Now it\u2019s time to make any revisions in line with client feedback and, if relevant, the amended scope.\u00a0<\/span><\/p>\n<p><b>Why the revision phase is important:<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The revision phase helps teams identify any errors, mistakes, or discrepancies that may have occurred during the project execution. By detecting these errors early on, the team can take corrective measures and ensure that the final deliverables meet the desired quality standards.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The revision phase allows for the refinement and enhancement of the project deliverables, making sure your clients are happy with the final product.<\/span><\/p>\n<p><b>Assigning revision tasks to your team<\/b><span style=\"font-weight: 400;\"> is the main area to consider in the revision stage.\u00a0<\/span><\/p>\n<h4><strong>Documenting the revision stage<\/strong><\/h4>\n<div id=\"footable_parent_4696\"\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_7\" data-footable_id=\"4696\" data-filter-delay=\"1000\" aria-label=\"Agency project management processes - Revision stage\"            id=\"footable_4696\"\n           data-unique_identifier=\"ninja_table_unique_id_1790206852_4696\"\n           class=\" foo-table ninja_footable foo_table_4696 ninja_table_unique_id_1790206852_4696 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                            <col class=\"ninja_column_2 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h3><b>Step 9.<\/b><span style=\"font-weight: 400;\"> Finalization (project closure)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Finalization (or <a href=\"https:\/\/resourceguruapp.com\/blog\/project-closure\" target=\"_blank\" rel=\"noopener\">project closure<\/a>) aims to complete all project tasks, deliver the final product or service, and obtain sign-off from the client. And you want to do so in a way that creates normal project closure\u2014aka, you completed on time and on budget.\u00a0<\/span><\/p>\n<p><b>Why the finalization (or project closure) phase is important:\u00a0<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The closure phase marks the formal end of the project. It provides a structured approach to wrap up all project activities and formally close the project. By completing the necessary administrative and logistical tasks, such as documenting lessons learned, archiving project documents, and conducting final reviews, the closure phase ensures that all loose ends are tied up and the project is officially concluded.<\/span><\/p>\n<p><b>We recommend you take the following steps in your <\/b><b>project closure process<\/b><b>:<\/b><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Review the project plan to tie up loose ends<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Wrap-up admin tasks\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Close the loop with stakeholders (hand over deliverables and project documentation)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Obtain official sign-off from the client<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Provide the next steps to your team<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Hold a project evaluation meeting <\/span><span style=\"font-weight: 400;\">(to identify areas for improvement and document lessons learned)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Map out improvements for the future<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Index documentation<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Celebrate a job well done<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Download your <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-closure-checklist\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">free project closure checklist<\/span><\/a><span style=\"font-weight: 400;\">, and close your project with confidence.<\/span><\/p>\n<h4><strong>Documenting the finalization stage<\/strong><\/h4>\n<div id=\"footable_parent_4698\"\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_8\" data-footable_id=\"4698\" data-filter-delay=\"1000\" aria-label=\"Agency project management processes - Closure stage\"            id=\"footable_4698\"\n           data-unique_identifier=\"ninja_table_unique_id_2291071309_4698\"\n           class=\" foo-table ninja_footable foo_table_4698 ninja_table_unique_id_2291071309_4698 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                            <col class=\"ninja_column_2 \">\n                    <\/colgroup>\n            <\/table>\n    \n    \n    \n<\/div>\n\n<h2><span class=\"ez-toc-section\" id=\"Building-scalable-agency-project-management-processes\"><\/span><span style=\"font-weight: 400;\">Building scalable <\/span><span style=\"font-weight: 400;\">agency project management processes<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Processes aren\u2019t the sexiest topic, but it is what will set you up for growth.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Scalable processes allow for efficient <\/span><span style=\"font-weight: 400;\">agency project management processes<\/span><span style=\"font-weight: 400;\"> across various projects and clients. They ensure that the project management framework can handle increased demands without sacrificing quality or performance.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u200b\u200bConsider scalability from the outset of a project by anticipating potential growth, increased demands, and changing requirements. Build flexibility into your processes to accommodate new projects, larger teams, additional stakeholders, and evolving project complexities.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Remember that scalability is an <\/span><i><span style=\"font-weight: 400;\">ongoing process<\/span><\/i><span style=\"font-weight: 400;\">. Regularly assess your <\/span><span style=\"font-weight: 400;\">agency project management processes<\/span><span style=\"font-weight: 400;\">, gather feedback from stakeholders, and make necessary adjustments to support continued growth and adaptability.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This way, you\u2019ll set up everyone for success.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"A-future-of-client-centric-agency-project-management-processes\"><\/span><span style=\"font-weight: 400;\">A future of client-centric <\/span><span style=\"font-weight: 400;\">agency project management processes<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Processes create consistency and reliability throughout the duration of the project. They enable effective communication and collaboration between clients, teams, and other stakeholders.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By streamlining workflows, eliminating bottlenecks, and optimizing resource allocation, projects can be completed on time and within budget. So come contract renewal season, you\u2019re more likely to see ink on the dotted line.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Because in the end, the goal is to build long-term relationships that don\u2019t feel like relationships, but rather\u2014partnerships.<\/span><\/p>\n<h3><em><b>Did you know this is part three of our agency project management series?<\/b><\/em><\/h3>\n<p><em>Other parts in the series:<\/em><\/p>\n<ul>\n<li aria-level=\"1\"><em><b>Part 1:<\/b> <a href=\"https:\/\/resourceguruapp.com\/blog\/agency-project-management\" target=\"_blank\" rel=\"noopener\">Agency project management 101<\/a><\/em><\/li>\n<li aria-level=\"1\"><em><b>Part 2: <\/b><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-project-management-methodologies\" target=\"_blank\" rel=\"noopener\">5 PM methodologies for agencies<\/a><\/em><\/li>\n<li aria-level=\"1\"><em><b>Part 3: <\/b>You\u2019ve found it!<\/em><\/li>\n<li aria-level=\"1\"><em><b>Part 4:<\/b>\u00a0<a href=\"https:\/\/resourceguruapp.com\/blog\/agency-team-structure\" target=\"_blank\" rel=\"noopener\">Agency team structure: How to build a winning agency team<\/a><\/em><\/li>\n<li aria-level=\"1\"><em><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><\/em><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>What agency PM doesn&#8217;t love a process? We\u2019re going to reveal a nine-step agency project management process, including tips on how to best document each stage. The importance of an agency project management process Processes provide&hellip;<\/p>\n","protected":false},"author":32,"featured_media":4672,"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-4669","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 v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Agency project management process: 9 steps to higher profits<\/title>\n<meta name=\"description\" content=\"Discover an actionable nine-step agency project management process to build better relationships with clients and drive growth.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, 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