{"id":4762,"date":"2023-06-21T17:01:50","date_gmt":"2023-06-21T17:01:50","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=4762"},"modified":"2025-01-14T10:03:44","modified_gmt":"2025-01-14T10:03:44","slug":"agency-workflow","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-workflow","title":{"rendered":"Your guide to agency workflows (featuring an 8-step agency workflow process)"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">A solid agency workflow can take your business from good to great. Get it right, and you\u2019ll have a better chance of reducing agency bottlenecks, staff burnout, and client churn. All while retaining revenue you\u2019d otherwise lose through inefficiencies like lost deliverables or poor team cohesion.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Read on to improve your workflows\u2014starting today.<\/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-workflow\/#Our-agency-expert-roll-call\" >Our agency expert roll call<\/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-workflow\/#What-is-a-workflow-in-general\" >What is a workflow (in general)?<\/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-workflow\/#What-is-an-agency-workflow-specifically\" >What is an agency workflow specifically?\u00a0<\/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-workflow\/#3-types-of-workflows-with-agency-use-cases\" >3 types of workflows (with agency use cases)<\/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-workflow\/#What-can-happen-if-you-dont-have-agency-workflows-expert-insights\" >What can happen if you don\u2019t have agency workflows (expert insights)\u00a0<\/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-workflow\/#Your-8-step-agency-workflow-process\" >Your 8-step agency workflow process\u00a0<\/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-workflow\/#Resource-managements-role-in-the-workflow\" >Resource management\u2019s role in the workflow<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-workflow\/#Tips-to-optimize-agency-workflow-expert-insights\" >Tips to optimize agency workflow (expert insights)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-workflow\/#Agency-workflow-software-what-to-look-for\" >Agency workflow software (what to look for)<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-workflow\/#The-power-of-agency-workflows-Boosting-efficiency-retaining-clients-and-banishing-chaos\" >The power of agency workflows: Boosting efficiency, retaining clients, and banishing chaos<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Our-agency-expert-roll-call\"><\/span><span style=\"font-weight: 400;\">Our agency expert roll call<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">We\u2019re not just bringing you the low down on agency workflow. We\u2019re bringing you real insights from the following agency veterans:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.linkedin.com\/in\/rileykaminer\/\"><span style=\"font-weight: 400;\">Riley Kaminer<\/span><\/a><span style=\"font-weight: 400;\">, Agency Founder at <\/span><a href=\"https:\/\/clearcritical.com\/\"><span style=\"font-weight: 400;\">ClearCritical<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.linkedin.com\/in\/justindwhitcomb\/\"><span style=\"font-weight: 400;\">Justin Whitcomb<\/span><\/a><span style=\"font-weight: 400;\">, Content Writer and member of the agency <\/span><a href=\"https:\/\/www.clixable.com\/\"><span style=\"font-weight: 400;\">Clixable<\/span><\/a><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">So, let\u2019s get started.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-is-a-workflow-in-general\"><\/span><span style=\"font-weight: 400;\">What is a workflow (in general)?<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A workflow outlines the typical sequence of steps or activities from <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-initiation\"><span style=\"font-weight: 400;\">project initiation<\/span><\/a><span style=\"font-weight: 400;\"> to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-closure\"><span style=\"font-weight: 400;\">completion<\/span><\/a><span style=\"font-weight: 400;\">. Aside from tasks and steps, a workflow establishes the dependencies and resources (people or tools) required to achieve project objectives.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-is-an-agency-workflow-specifically\"><\/span><span style=\"font-weight: 400;\">What is an agency workflow specifically?\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Like a general workflow, an agency workflow outlines the typical sequence of actions needed to go from project initiation to normal closure. But, there are a few key differences.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For starters, agency projects usually involve higher team project coordination and collaboration levels. The plot thickens even more when you add multiple clients and projects into the already wobbly workflow balancing act.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In short, it\u2019s not just your internal team or C suite that you need to keep happy across a few in-house projects. You must also keep your client roster happy\u2014<\/span><i><span style=\"font-weight: 400;\">across projects<\/span><\/i><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Agency workflow management vs. agency workflow<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Workflow refers to the specific sequence of steps, tasks, resources, and dependencies necessary to complete a project. In contrast, workflow management involves designing, executing, and overseeing the progress and efficiency of those tasks.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Agency standard operating procedure (SOP) vs. agency workflow<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Workflows and agency SOPs are different but support each other. Your workflow gives a birdseye view of the sequence of tasks<\/span><span style=\"font-weight: 400;\">. Your SOPs get into the nitty gritty with detailed instructions on performing a specific task or activity within that workflow.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"3-types-of-workflows-with-agency-use-cases\"><\/span><span style=\"font-weight: 400;\">3 types of workflows (with agency use cases)<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Let\u2019s look at three types of workflows, alongside use cases showing how you might apply them within your agency.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Sequential workflow\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A sequential workflow means you complete tasks in a linear, sequential order. So you only start the next job after you\u2019ve finished the previous one.<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>The biggest pro: <\/b><span style=\"font-weight: 400;\">Increased coordination, leading to smoother project execution.<\/span><\/li>\n<li aria-level=\"1\"><b>The biggest con: <\/b><span style=\"font-weight: 400;\">Slower response times to potential bottlenecks. That can hinder agility and adaptability in fast-paced agency environments.<\/span><\/li>\n<\/ul>\n<h4><strong>Agency use case for sequential workflows<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">A <\/span><b>digital marketing agency <\/b><span style=\"font-weight: 400;\">workflow could include specific tasks that require linear completion. Publishing a blog post, for example.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You\u2019ll likely need room for flexibility, but you\u2019ll usually follow the same sequence of steps each time. Think brief creation, research, first draft, review, final draft, approval, and upload.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Parallel workflow\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A parallel workflow allows you to execute multiple tasks across different projects simultaneously. This workflow also accounts for the tasks requiring collaboration across individuals or teams.<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>The biggest pro: <\/b><span style=\"font-weight: 400;\">Enhanced efficiency and faster turnaround times. That allows for progress on multiple tasks or projects at once.<\/span><\/li>\n<li aria-level=\"1\"><b>The biggest con: <\/b><span style=\"font-weight: 400;\">Coordination and communication across workflows and projects are complex. That can cause team conflict and inconsistency across workflows.\u00a0<\/span><\/li>\n<\/ul>\n<h4><strong>Agency use case for parallel workflows<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">An <\/span><b>advertising agency<\/b><span style=\"font-weight: 400;\"> with multiple client accounts could benefit from a parallel workflow. With this workflow, you can encourage collaboration to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\"><span style=\"font-weight: 400;\">optimize resource utilization<\/span><\/a><span style=\"font-weight: 400;\"> across your client roster.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Conditional workflow\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Also known as \u201cconditional logic\u201d or \u201cbranch logic,\u201d conditional workflows are a way of automating a process based on different conditions or criteria being met.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A simple way to think about it is the &#8220;if this, then that&#8221; structure. Meaning, if a certain condition or set of conditions is met, then a certain action is taken.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Conditional workflows provide flexibility and customization when conditions or criteria determine<\/span><span style=\"font-weight: 400;\"> the flow of tasks. In this case, you need room for different paths or branches.\u00a0<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>The biggest pro: <\/b><span style=\"font-weight: 400;\">The flexibility to adapt and tailor your process. That creates space for bespoke and targeted actions in your workflow.\u00a0<\/span><\/li>\n<li aria-level=\"1\"><b>The biggest con: <\/b><span style=\"font-weight: 400;\">Conditional workflows can get complex.<\/span> <span style=\"font-weight: 400;\">This workflow is tricky to maintain over time because of the many branching paths and conditional dependencies.<\/span><\/li>\n<\/ul>\n<h4><strong>Agency use case for conditional workflows<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">A <\/span><b>software development agency<\/b><span style=\"font-weight: 400;\"> might benefit from conditional workflows\u2014especially if they work on custom projects with varying requirements. You might need to start or skip different tasks or processes depending on project requirements<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What-can-happen-if-you-dont-have-agency-workflows-expert-insights\"><\/span><span style=\"font-weight: 400;\">What can happen if you don\u2019t have agency workflows (expert insights)\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">From inefficiencies (i.e., lost revenue) to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/team-burnout\"><span style=\"font-weight: 400;\">team burnout<\/span><\/a><span style=\"font-weight: 400;\"> (that may lead to staff churn). We look at what can happen if you don\u2019t have agency workflows.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cI\u2019ve struggled a lot with creating agency workflow processes when my business began to grow. But equally, those struggles helped me realize just how important it is to have strong business ops in place.\u201d &#8211; Riley Kaminer, Agency Founder.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Avoidable inefficiencies (like lost revenue)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">\u201cI view optimizing workflow processes as a value-producing activity of my agency,\u201d says Riley.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s because \u201chaving poor agency workflow systems in place can, at the very least, cause inefficiencies.\u201d Riley cites both \u201clost revenue,\u201d and missed \u201copportunities to increase revenue\u201d as examples.\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/bit.ly\/3X6lT4Q\"><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-6582 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/Blog-banner-1-943x242.jpg\" alt=\"A rectangle shaped banner in purple featuring a 3D book cover with a prompt to download an eBook about resource planning for agencies.\" width=\"943\" height=\"242\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/Blog-banner-1-943x242.jpg.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/Blog-banner-1-1042x268.jpg.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/Blog-banner-1-1536x395.jpg.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/Blog-banner-1-310x80.jpg.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/Blog-banner-1.jpg 1836w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/Blog-banner-1-310x80@2x.jpg.webp 620w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/a><\/p>\n<h3><span style=\"font-weight: 400;\">Bottlenecks, lost assets, and costly project delays<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">\u201cDeadlines are much more difficult to maintain when there\u2019s a workflow gap,\u201d says agency expert Justin Whitcomb. Plus, \u201cbottlenecks and lost assets\u201d (more pitfalls of poor agency workflows) can \u201clead to late completion.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Riley mirrors this point, highlighting \u201closing track of deliverables\u201d as a significant issue when you don\u2019t have agency workflows. At best, these issues can cause costly project delays and at worst, <\/span><i><span style=\"font-weight: 400;\">project failure<\/span><\/i><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Losing clients\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To recap, poor agency workflow (or lack thereof) makes it hard to keep track of deliverables. But \u201cfrustrating your freelancers or other stakeholders\u201d is another common issue, says Riley.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Lost deliverables and frustrated team members can lead to project delays or complete failure. And that leads to negative client experiences.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You might be able to bounce back from the worst-case scenario on a single client or project. But across multiple clients and projects? It can be fatal for your agency and lead to the worst outcome of all, losing clients.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Agency burnout (leading to staff churn)\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A lack of agency workflows doesn\u2019t just frustrate your freelancers. It\u2019ll discourage your employees too. Here\u2019s why.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you don\u2019t have robust workflows in your agency, knowing who\u2019s responsible for what throughout the project is tricky. And you can&#8217;t effectively plan team time if you don&#8217;t know who&#8217;s responsible for what.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you can\u2019t plan team time on a single project, let alone across projects, you can\u2019t <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/workload-planning-guide\"><span style=\"font-weight: 400;\">plan manageable workloads<\/span><\/a><span style=\"font-weight: 400;\">. Intense workloads (with poor planning) can cause <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-burnout#10-reasons-why-agency-burnout-can-happen\"><span style=\"font-weight: 400;\">agency burnout<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Agency burnout doesn\u2019t just put your team\u2019s health at risk. It also increases staff churn, which in turn creates negative client experiences. Prevention is cheaper than the cure for this nightmare agency cycle that only perpetuates if left unchecked.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Your-8-step-agency-workflow-process\"><\/span><span style=\"font-weight: 400;\">Your 8-step agency workflow process\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To avoid some of these challenges that occur if you don\u2019t have the right workflow processes in place, we\u2019ve created an eight-step agency workflow process for you to bookmark.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Expect expert tips, example agency use cases, and key actions<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><b>But before we kick off: <\/b><span style=\"font-weight: 400;\">We assume that the \u201cclient discovery\u201d <\/span><span style=\"font-weight: 400;\">and \u201cproposal\u201d <\/span><span style=\"font-weight: 400;\">stage<\/span><span style=\"font-weight: 400;\">s<\/span><span style=\"font-weight: 400;\"> of your <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-project-management-process\"><span style=\"font-weight: 400;\">agency project management process<\/span><\/a><span style=\"font-weight: 400;\"> went well. So your client has signed the contract, <\/span><span style=\"font-weight: 400;\">agreed to the initial <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/what-is-project-scope\"><span style=\"font-weight: 400;\">project scope<\/span><\/a><span style=\"font-weight: 400;\">, and you\u2019re ready to onboard them\u2014 officially kicking off the project.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Step 1. Client onboarding (or project kickoff)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Step one isn\u2019t just about onboarding clients. It\u2019s also about <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-team-roles-and-responsibilities\"><span style=\"font-weight: 400;\">defining your project team\u2019s roles<\/span><\/a><span style=\"font-weight: 400;\">, goals, and responsibilities.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Doing this now will help you <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/5-tips-for-resource-forecasting-in-project-management\"><span style=\"font-weight: 400;\">forecast resources<\/span><\/a><span style=\"font-weight: 400;\">. That means you can better match your team against tasks across your agency\u2014setting you on track for project success.<\/span><\/p>\n<p><b>During this stage, you\u2019ll also want to finalize:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/effort-vs-scope\"><span style=\"font-weight: 400;\">effort vs. scope<\/span><\/a><span style=\"font-weight: 400;\"> (you\u2019ve got input from the <\/span><i><span style=\"font-weight: 400;\">right <\/span><\/i><span style=\"font-weight: 400;\">person about how much work is <\/span><i><span style=\"font-weight: 400;\">really<\/span><\/i><span style=\"font-weight: 400;\"> required to meet the scope)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The project requirements (including deliverables)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your client\u2019s goals (and their criteria for success)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Any project stakeholders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">An outline of resources needed (i.e., the people and tools you\u2019ll need for project success)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A flexible project timeline<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Your timeline should include key milestones and dates, but remain flexible enough to account for project changes or issues<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4><strong>Expert insight on client communication<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Justin cites \u201cclient communication\u201d as a tricky agency workflow aspect to get right because it can be \u201call-or-nothing.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cEither they have no desire to communicate, or want to have their hands on everything,\u201d says Justin.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s \u201chard to find a good balance on a consistent basis,\u201d but there are things you can do to mitigate risk. Setting communication expectations (internally and externally) during the client onboarding stage of your agency workflow is one example.<\/span><\/p>\n<h4><strong>Client onboarding actions<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Here are some key actions you can take during this stage:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Define project milestones and create a clear project brief.\u00a0<\/b><span style=\"font-weight: 400;\">To do this, ask yourself:<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What key tasks need to be done and why?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who are we aiming the project at? (i.e., target audiences and buyer personas)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What are the milestones?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What are the key due dates for milestones?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What is the ideal timeline and deadline for project closure?<\/span><\/li>\n<\/ul>\n<\/li>\n<li aria-level=\"1\"><b>Set achievable and measurable goals.<\/b><span style=\"font-weight: 400;\"> Try the S.M.A.R.T method (specific, measurable, achievable, relevant, and timely) when setting project goals.\u00a0<\/span><\/li>\n<li aria-level=\"1\"><b>Finalize your project team structure, and set responsibilities. <\/b><span style=\"font-weight: 400;\">Take this time to assign specific project roles and responsibilities. Provide a clear idea of what success and failure look like.\u00a0<\/span><\/li>\n<li aria-level=\"1\"><b>Set communication expectations (internally and externally).<\/b><span style=\"font-weight: 400;\"> How will you communicate (e.g., email, Slack, calls), and how often? Who are the key contact points?\u00a0<\/span><\/li>\n<li aria-level=\"1\"><b>Host an internal project kickoff meeting. <\/b><span style=\"font-weight: 400;\">Your kickoff meeting isn\u2019t just a chance to set project expectations, assign team roles, and introduce the brief. It\u2019s also a chance to gain team feedback so you can ensure your expectations are realistic.\u00a0<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Step 2. Planning and strategy<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">During the planning and strategy stage, it\u2019s time to dig into the project details, starting with research.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can use any research you gather to develop your strategy (or project roadmap). Your strategy should detail your approach to achieving your client\u2019s needs and project goals.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Getting clear about the project\u2019s target audience is <\/span><i><span style=\"font-weight: 400;\">very <\/span><\/i><span style=\"font-weight: 400;\">beneficial here.\u00a0<\/span><\/p>\n<p><b>You\u2019ll want to know:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What their goals are<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What drives them to take action<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How your clients&#8217; products or services help solve their problems<\/span><\/li>\n<\/ul>\n<h4><strong>Expert insight (small agency use case)\u00a0<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Building \u201cbrainstorming and worst-case-scenario work into your workflows, as a startup or smaller agency, is critical,\u201d says Justin.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cYou need time to talk through ideas\u201d throughout the workflow, but it\u2019s imperative during the planning and strategy stage.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Justin emphasizes that even with plans and risk management, you need the \u201cflexibility to change when your needs and demands change.\u201d<\/span><\/p>\n<h4><strong>Planning and strategy actions\u00a0<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Here are some key actions you can take during this stage:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Define goals and objectives. <\/b><span style=\"font-weight: 400;\">If you want results, specificity and clarity are key. You\u2019ll want to set clear project goals, objectives, and key performance indicators (KPIs). But do so in a way that aligns with the client&#8217;s expectations and desired outcomes. You must also ensure your team\u2019s fully on board and the project expectations are realistic.\u00a0<\/span><\/li>\n<li aria-level=\"1\"><b>Conduct market research.<\/b><span style=\"font-weight: 400;\"> Gather research about your target audience through existing data sources (i.e., online analytics), surveys and questionnaires, one-on-one interviews, online research tools, or focus groups.\u00a0<\/span><\/li>\n<li aria-level=\"1\"><b>Create your project strategy. <\/b><span style=\"font-weight: 400;\">Use all that juicy research to create a strategy. You\u2019ll want to outline your approach (including key tactics) and break your plan into specific tasks.\u00a0<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Step 3. Resource planning\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Resource management is something you\u2019ll want to factor into the <\/span><i><span style=\"font-weight: 400;\">entire<\/span><\/i><span style=\"font-weight: 400;\"> process. <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-resource-planning-management-guide\"><span style=\"font-weight: 400;\">Agency resource planning<\/span><\/a><span style=\"font-weight: 400;\"> forms a significant part of this. You can embed resource planning within the planning and strategy phase. Or you can work resource planning into a separate step in your process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re embedding within the planning stage, remember: it<\/span> <span style=\"font-weight: 400;\">isn\u2019t just about creating a rock-solid strategy. It\u2019s also about planning your team\u2019s time so you can execute the strategy with the greatest chance of success. That means you must assign the right people to the right tasks. But are they even available, and if so, how much?\u00a0<\/span><\/p>\n<h4><strong>Resource planning actions:<\/strong><\/h4>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Assign the right tasks to the right people. <\/b><span style=\"font-weight: 400;\">Factor in the skills needed for tasks and subtasks against the project timeline, milestones, budget, team availability, and capacity.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Plan time for brainstorming. <\/b><span style=\"font-weight: 400;\">A la Justin\u2019s expert advice,<\/span> <span style=\"font-weight: 400;\">remember to plan time for brainstorming and worst-case scenarios throughout the workflow.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Account for less focused work or time off.<\/b><span style=\"font-weight: 400;\"> Downtime is essential for <\/span><a href=\"https:\/\/www.scientificamerican.com\/article\/mental-downtime\/\"><span style=\"font-weight: 400;\">team well-being and productivity<\/span><\/a><span style=\"font-weight: 400;\">. You\u2019ll also want to plan for vacation, sickness, or unforeseen time off.\u00a0<\/span><\/li>\n<\/ol>\n<h3><span style=\"font-weight: 400;\">Step 4. Creative development (starting key deliverables)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Now you\u2019ve got your strategy, it\u2019s time to dive into creating key deliverables. Examples of deliverables could be designing and developing visuals or writing content. Your deliverables could also be any materials you need to implement the next stage of your strategy.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Allocating and scheduling your team\u2019s time is essential during this step. When <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-planning-guide\"><span style=\"font-weight: 400;\">planning your resources<\/span><\/a><span style=\"font-weight: 400;\">, your priority should be to assign the right tasks to the right people.<\/span><\/p>\n<p><b>But also remember to factor in:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time for less intense work like admin<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Team vacation or sickness<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Different time zones<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time to brainstorm\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Flexibility for any bumps in the road<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Budget\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Deadlines\u00a0<\/span><\/li>\n<\/ul>\n<h4><strong>Creative development actions<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Here are some key actions you can take during this stage:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Ideation and conceptualization.<\/b><span style=\"font-weight: 400;\"> To get the best possible deliverables you\u2019ll want to encourage collaborative working. This way, you can work together to create innovative ideas and concepts that meet project goals.\u00a0<\/span><\/li>\n<li aria-level=\"1\"><b>Create deliverables.<\/b><span style=\"font-weight: 400;\"> If you\u2019re a content agency, you\u2019ll likely start to work on things like designs, graphics, layouts, and copy. In that case, you\u2019ll need to <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/resource-scheduling\"><span style=\"font-weight: 400;\">schedule resources<\/span><\/a><span style=\"font-weight: 400;\"> like graphic designers and copywriters. You\u2019ll also need to work in line with the client brand guidelines if they have them.<\/span><\/li>\n<li aria-level=\"1\"><b>Iterative review and feedback. <\/b><span style=\"font-weight: 400;\">Before the final review, you\u2019ll want to encourage a feedback loop between team members, departments, and the client.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Step 5. Monitoring and control (quality assurance)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You should build monitoring and control (or quality assurance) into most, if not all, workflow stages. It should also form a crucial part of your agency workflow management approach.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Throughout your workflow, you\u2019ll need to test, fact-check, seek feedback, and find opportunities for improvement. This process won\u2019t look the same for everyone.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Content marketing agencies might check for brand compliance. Meanwhile, software development will likely double-check functionality and compatibility, for example.\u00a0<\/span><\/p>\n<h4><strong>Resource monitoring and control\u00a0<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Aside from the deliverables, monitoring, and control apply to your team too. You\u2019ll want to track the use of resources and make adjustments as needed. For example, if someone is overallocated, you could reallocate work or hire a contractor to help with the excess.\u00a0<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">Profitability analysis<\/span> <span style=\"font-weight: 400;\">can form<\/span> <span style=\"font-weight: 400;\">part of resource monitoring and control for your agency. A tool with in-built <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/project-forecasting-reports\"><span style=\"font-weight: 400;\">project forecasting reports<\/span><\/a><span style=\"font-weight: 400;\"> will show you the percentage of time spent on non-billable work. It\u2019ll also help you see whether you\u2019re over or under-servicing your client.<\/span><\/p>\n<h4><strong>Monitoring and control actions<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Here are some key actions you can take during this stage:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Quality assurance. <\/b><span style=\"font-weight: 400;\">Do quality checks and testing throughout the project. You want to ensure the deliverables or anything else involved with <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-execution\"><span style=\"font-weight: 400;\">project execution<\/span><\/a><span style=\"font-weight: 400;\"> (including technical aspects) meet client and project needs.<\/span><\/li>\n<li aria-level=\"1\"><b>Resource monitoring and optimization. <\/b><span style=\"font-weight: 400;\">Poor resource management, including overallocated resources, is a <\/span><a href=\"https:\/\/wellingtone.co.uk\/wp-content\/uploads\/2020\/06\/The-State-of-Project-Management-Report-2020-Wellingtone.pdf\"><span style=\"font-weight: 400;\">top cause of project failure<\/span><\/a><span style=\"font-weight: 400;\">. So you\u2019ll need to <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\"><span style=\"font-weight: 400;\">monitor team capacity <\/span><\/a><span style=\"font-weight: 400;\">throughout the project, ensuring no one is overallocated. As part of resource optimization, you\u2019ll also want to assign workload to under-allocated team members as needed.\u00a0<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Step 6. Review and approval\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">After completing the first drafts of your project deliverables, you\u2019ll need to get client feedback, revision suggestions, and final approval.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We recommend presenting the deliverables to your clients in a meeting. That way, you can show how the work aligns with the client&#8217;s objectives. Plus, you can add context, answer questions, and agree on the next steps while you have the client in front of you.<\/span><\/p>\n<p><b>Pro tip: <\/b><span style=\"font-weight: 400;\">You\u2019ll want to document the meeting. You\u2019ll then have client feedback, your responsibilities, and agreed-on next steps in writing. That means you can create accountability for tasks in-house and execute the following steps with peace of mind.\u00a0<\/span><\/p>\n<h4><strong>Review and approval actions<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Here are some key actions you can take during this stage:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Presentation and explanation. <\/b><span style=\"font-weight: 400;\">Take this opportunity to present the deliverables to the client. You\u2019ll want to highlight the key features, benefits, and rationale behind any project decisions.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Incorporate feedback.<\/b><span style=\"font-weight: 400;\"> You\u2019ll need to incorporate client suggestions or revisions. For example, <\/span><span style=\"font-weight: 400;\">ad agency workflows<\/span><span style=\"font-weight: 400;\"> might include changes to an ad\u2019s written messaging or visuals based on the client&#8217;s input.\u00a0<\/span>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Be mindful of over-servicing clients here. If there are any requests outside of the original scope, you could recommend these as a separate project. You could also gently remind the client of the agreed scope.\u00a0<\/span><\/li>\n<\/ol>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Alignment and final approval.<\/b><span style=\"font-weight: 400;\"> Open communication is critical. An open dialogue will ensure you\u2019ve aligned everyone (agency team and client) on the final versions of deliverables. You\u2019ll want to get approval and any required sign-offs or documentation. That means you can move forward with either project closure or the implementation or production phase.<\/span><\/li>\n<\/ol>\n<h3><span style=\"font-weight: 400;\">Step 7. Further production and delivery<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Hopefully, you\u2019ve got the final approval for any materials or assets. Now it\u2019s time to deploy the completed project or campaign.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s worth noting this stage won\u2019t be necessary for every project. Some projects might require deliverables, plain and simple, with no further project execution needed. But it helps to build it into your agency workflow as a conditional step.<\/span><\/p>\n<h4><strong>Full-service digital agency use case (plus a conditional workflow example)<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Let\u2019s say you\u2019re a full-service digital agency.\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Client a)<\/b><span style=\"font-weight: 400;\"> asks you to design and build a website as a one-and-done deliverable.\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">The further production and delivery step <\/span><i><span style=\"font-weight: 400;\">isn\u2019t<\/span><\/i><span style=\"font-weight: 400;\"> necessary<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Client b)<\/b><span style=\"font-weight: 400;\"> asks you to do a web build and take charge of monthly content production.\u00a0<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">The further production and delivery step <\/span><i><span style=\"font-weight: 400;\">is<\/span><\/i><span style=\"font-weight: 400;\"> necessary<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4><strong>Production and execution actions<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Here are some key actions you can take during this stage:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Project management and coordination. <\/b><span style=\"font-weight: 400;\">Your project manager will need to assign any new tasks to the right team members, factoring in new timelines and <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/capacity-planning-software\"><span style=\"font-weight: 400;\">team capacity<\/span><\/a><span style=\"font-weight: 400;\">. They might also need to liaise with internal and external stakeholders, such as designers, developers, vendors, and suppliers.\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Implementation and deployment. <\/b><span style=\"font-weight: 400;\">You\u2019ll need to execute this stage of the production plan. That could mean distributing creative materials across the intended channels or platforms. So launching a website, distributing marketing collateral, initiating advertising campaigns, or deploying digital assets.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Step 8. Performance analysis (or project evaluation)<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Say your work is ongoing (i.e., you have a monthly retainer with a client). In that case, you\u2019ll want to analyze project performance results over time.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your main goal is to optimize your approach and maximize results based on incoming data. That could involve adjusting the project plan, pivoting your approach, or reallocating team workload as necessary.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now let\u2019s say your work isn\u2019t ongoing (i.e., a client asked you for a one-off deliverable). Then think of this stage as a final evaluation.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s a chance to gather learning and evaluate your performance as part of your <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-closure-checklist\"><span style=\"font-weight: 400;\">project closure process<\/span><\/a><span style=\"font-weight: 400;\">. You can then use these insights to improve your agency workflows for the next project.\u00a0<\/span><\/p>\n<p><b>Pro tips: <\/b><span style=\"font-weight: 400;\">Performance analysis can also include resource analysis\u2014so evaluating how you used your resources throughout the project. To optimize your resource usage for the future, ask yourself:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Was anyone consistently over-allocated?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Was anyone under-utilized?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Did the project take longer than planned due to unavailable resources?<\/span><\/li>\n<\/ul>\n<h4><strong>Performance analysis actions<\/strong><\/h4>\n<p><span style=\"font-weight: 400;\">Here are some key actions you can take during this stage:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Data collection and measurement. <\/b><span style=\"font-weight: 400;\">You\u2019ll want to gather relevant data and metrics to evaluate the project&#8217;s performance. That could be website traffic data to evaluate metrics like impressions, clicks, and conversions.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Analysis and interpretation.<\/b><span style=\"font-weight: 400;\"> Examine the data for insights like key patterns, trends, and correlations. That\u2019ll help you understand what parts of your project worked well and where you can improve.\u00a0<\/span><\/li>\n<\/ul>\n<p><b><\/b><b>Reporting and recommendations.<\/b><span style=\"font-weight: 400;\"> You\u2019ll need to prepare a performance report sharing your findings.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Resource-managements-role-in-the-workflow\"><\/span><span style=\"font-weight: 400;\">Resource management\u2019s role in the workflow<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Although there\u2019s a dedicated step in your agency workflow process, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-resource-planning-management-guide\"><span style=\"font-weight: 400;\">agency resource management<\/span><\/a><span style=\"font-weight: 400;\"> actually pops up throughout the entire process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s how:<\/span><\/p>\n<div id=\"footable_parent_4765\"\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=\"4765\" data-filter-delay=\"1000\" aria-label=\"Agency workflow\"            id=\"footable_4765\"\n           data-unique_identifier=\"ninja_table_unique_id_1409246613_4765\"\n           class=\" foo-table ninja_footable foo_table_4765 ninja_table_unique_id_1409246613_4765 ui table  nt_type_legacy_table selectable striped vertical_centered  footable-paging-right 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        <thead>\n<tr class=\"footable-header\">\n                                                        <th scope=\"col\"  class=\"ninja_column_0 ninja_clmn_nm_agency_resource_management_area \">Agency resource management area<\/th><th scope=\"col\"  class=\"ninja_column_1 ninja_clmn_nm_what_it_means \">What it means<\/th><th scope=\"col\"  class=\"ninja_column_2 ninja_clmn_nm_how_it_fits_into_your_agency_workflow_process \">How it fits into your agency workflow process<\/th><\/tr>\n<\/thead>\n<tbody>\n\n        <tr data-row_id=\"46\" class=\"ninja_table_row_0 nt_row_id_46\">\n            <td>Resource forecasting<\/td><td>Estimating who you\u2019ll need for different tasks and when.  <\/td><td>You can forecast resources throughout your workflow, but it\u2019s critical during the client onboarding stage as it\u2019ll help you better match your team against tasks.<\/td>        <\/tr>\n            <tr data-row_id=\"47\" class=\"ninja_table_row_1 nt_row_id_47\">\n            <td>Resource planning<\/td><td>Planning your team\u2019s time against project tasks, factoring in current and upcoming availability and skillset.<\/td><td>You\u2019ll revisit this area throughout the workflow. However, it\u2019s vital during the planning and strategy phase.<\/td>        <\/tr>\n            <tr data-row_id=\"48\" class=\"ninja_table_row_2 nt_row_id_48\">\n            <td>Resource allocation<\/td><td>Resource allocation is how you manage your team over the entire client project.<\/td><td>Resource allocation is something you\u2019ll do throughout the entire agency workflow. But a critical point is during the creative development phase.<\/td>        <\/tr>\n            <tr data-row_id=\"49\" class=\"ninja_table_row_3 nt_row_id_49\">\n            <td>Resource scheduling<\/td><td>When you know who you need and how much you\u2019ll need them, it\u2019s time to schedule tasks for your team. That\u2019s resource scheduling in a nutshell.<\/td><td>Resource scheduling kicks in from creative development onwards. However, you may need to schedule a few resources through the client onboarding and planning stages.<\/td>        <\/tr>\n            <tr data-row_id=\"50\" class=\"ninja_table_row_4 nt_row_id_50\">\n            <td>Resource monitoring and control<\/td><td>Project monitoring and control don\u2019t just apply to tracking project progress and performance. In this context, it means monitoring how you use your resources and finding ways to use your team more effectively.<\/td><td>For the best chance of project success, embed resource monitoring and control throughout your agency workflow.<\/td>        <\/tr>\n            <tr data-row_id=\"51\" class=\"ninja_table_row_5 nt_row_id_51\">\n            <td>Resource optimization<\/td><td>Resource optimization involves monitoring and adjusting team workload based on resource availability, capacity, and project needs.<\/td><td>While you\u2019ll want to be mindful throughout your workflow, resource optimization will kick in during the creative development stage. We also recommend embedding this as part of your monitoring and control phase.<\/td>        <\/tr>\n    <\/tbody><!--ninja_tobody_rendering_done-->\n    <\/table>\n    \n    \n    \n<\/div>\n\n<h2><span class=\"ez-toc-section\" id=\"Tips-to-optimize-agency-workflow-expert-insights\"><\/span><span style=\"font-weight: 400;\">Tips to optimize agency workflow (expert insights)<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Here\u2019s how to optimize your agency workflow, according to our agency gurus.\u00a0\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Build workflows early\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">\u201cBuild the infrastructure before you think you need it,\u201d says Riley. Because \u201cwhen you actually need it, you won\u2019t have the time to create it.\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Riley also emphasizes the importance of \u201cbuilding your ops structure properly from the start as it will save you time in the long run.\u201d He recommends engaging with a professional and fi<\/span><span style=\"font-weight: 400;\">nding the right workflow tool f<\/span><span style=\"font-weight: 400;\">or your agency&#8217;s needs.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Stay agile\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">\u201cAlways be ready to adjust your protocols,\u201d says Justin.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For smaller agencies or startups, Justin recommends \u201cagile workflows.\u201d Because they \u201clead to better productivity and quality.\u201d Agile workflows also allow you to adapt as your agency team grows.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Factor in retrieving deliverables<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">According to Justin, retrieving deliverables, specifically content, has formed a significant part of their agency workflow management.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s not just about producing quality deliverables, but \u201cwhere do we keep copy? Visual assets? Comments and questions?\u201d says Justin.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For context, as part of their agency workflow process, they:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Break down tasks and subtasks by client and project<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Then assign the tasks as they progress to different stakeholders for each step<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Finally, they relay the documents to the clients for feedback<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">\u201cBy the time we\u2019re done, we have things all over the place,\u201d says Justin. That\u2019s why building agency workflows that account for retrieving deliverables is critical.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Agency-workflow-software-what-to-look-for\"><\/span><span style=\"font-weight: 400;\">Agency workflow software (what to look for)<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Agency workflow management software can save you time, money, and help you scale your operations. For the biggest ROI, here\u2019s what to look for in agency workflow software.<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Agency workflow dashboard with clear schedule visibility. <\/b><span style=\"font-weight: 400;\">That\u2019ll allow you to plan ahead and get a good view of what the next months look like in terms of availability. And bonus points for drag-and-drop scheduling so you can easily assign or reallocate tasks.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/features\/resource-management\"><b>Resource management<\/b><\/a><b> and planning features. <\/b><span style=\"font-weight: 400;\">You\u2019ll need forecasting, availability, capacity, allocation, and optimization. You\u2019ll also want to look for utilization rates. That way, you\u2019ll have a clearer picture of optimizing your resources without overburdening them or over-servicing clients.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Project forecasting reports.<\/b><span style=\"font-weight: 400;\"> Estimate resource needs throughout your agency workflow. Prevent bottlenecks, track and hit milestones across clients and projects. Plus, track the percentage of time spent on non-billable work.\u00a0<\/span><\/li>\n<li aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/blog\/email-notifications\"><b>Email notifications update<\/b><\/a><b>.<\/b><span style=\"font-weight: 400;\"> You and your team can always stay on top of schedule changes with automated or manual updates.<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"The-power-of-agency-workflows-Boosting-efficiency-retaining-clients-and-banishing-chaos\"><\/span><span style=\"font-weight: 400;\">The power of agency workflows: Boosting efficiency, retaining clients, and banishing chaos<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A robust agency workflow is crucial for success. It\u2019ll help you keep revenue, ensure efficient resource management, and reduce client churn. But neglecting workflows as an agency can lead to inefficiencies, project delays, client dissatisfaction, and staff burnout.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Following our 8-step agency workflow process can help you streamline your <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-operations\"><span style=\"font-weight: 400;\">agency operations<\/span><\/a><span style=\"font-weight: 400;\"> and improve overall performance. Investing in <\/span><a href=\"https:\/\/resourceguruapp.com\/\"><span style=\"font-weight: 400;\">agency workflow software<\/span><\/a><span style=\"font-weight: 400;\"> that factors resource management into the process will save you time and money.\u00a0<\/span><\/p>\n<div class=\"freetrial freetrial--text-light freetrial--alt\"><div class=\"freetrial__image\"><img loading=\"lazy\" decoding=\"async\" width=\"310\" height=\"286\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial-alt-310x286.png\" class=\"attachment-freetrial size-freetrial wp-post-image\" alt=\"\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial-alt-310x286.png 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial-alt.png 536w\" sizes=\"auto, (max-width: 310px) 100vw, 310px\" \/><\/div><div class=\"freetrial__text\"><h4>The #1 scheduling and time tracking tool trusted by thousands of project teams<\/h4>\n<p>Join thousands of project managers who have made scheduling a breeze.<\/p>\n<p><a class=\"button\" href=\"https:\/\/app.resourceguruapp.com\/\" rel=\"noopener\">Start Your Free Trial<\/a><\/p>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>A solid agency workflow can take your business from good to great. Get it right, and you\u2019ll have a better chance of reducing agency bottlenecks, staff burnout, and client churn. All while retaining revenue you\u2019d otherwise&hellip;<\/p>\n","protected":false},"author":32,"featured_media":4774,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[55],"tags":[],"class_list":["post-4762","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-agencies"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Agency workflows: Create efficiencies using 8 actionable steps<\/title>\n<meta name=\"description\" content=\"Agency workflow can prevent revenue loss, staff burnout, and client churn. 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