{"id":5208,"date":"2023-09-04T15:28:51","date_gmt":"2023-09-04T15:28:51","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=5208"},"modified":"2025-01-14T10:07:36","modified_gmt":"2025-01-14T10:07:36","slug":"agency-process","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-process","title":{"rendered":"Agency process guide: Mastering your agency processes"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">There\u2019s <\/span><i><span style=\"font-weight: 400;\">work<\/span><\/i><span style=\"font-weight: 400;\"> and then there\u2019s all the tasks that go into making that work possible: soliciting feedback, fielding approvals, sitting in meetings, and sometimes Slacking your colleagues to align on a project.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The problem is that when there are no agency processes in place, and your team isn\u2019t organized properly, the latter tends to take up a lot of time, and may make up more of your day than is spent on your client-facing projects.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When it comes to efficiency, the structure and operations of most agencies don\u2019t set workers up for success. The result is that you may be left scrambling to meet tight deadlines, without the resources you need to make your work shine. Enter the realm of agency processes<\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\">an essential way that you can win back your time.\u00a0<\/span><\/p>\n<div style=\"background-color: #fcf2fe; padding: 30px 40px; margin-top: 40px;\">\n<p><span style=\"font-weight: 400;\">To add expert perspective, we spoke with:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.linkedin.com\/in\/brunorodriguezarmesto\/\"><span style=\"font-weight: 400;\">Bruno Rodriguez,<\/span><\/a><span style=\"font-weight: 400;\"> Head of Organic at the digital marketing agency <\/span><a href=\"https:\/\/orangelinedigital.com\/\"><span style=\"font-weight: 400;\">Orange Line<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Matthew Anderson, Founder of <\/span><a href=\"https:\/\/www.tonicfox.co\/\"><span style=\"font-weight: 400;\">Tonicfox<\/span><\/a><span style=\"font-weight: 400;\">, a consultancy designed to help agencies manage growth and change<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">They are quoted throughout the article with specific tips and tricks for process optimization.<\/span><\/p>\n<\/div>\n<p>&nbsp;<\/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-process\/#What-is-an-agency-process\" >What is an agency process?\u00a0<\/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-process\/#Benefits-of-agency-processes\" >Benefits of agency processes\u00a0<\/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-process\/#4-steps-to-developing-an-agency-process-flow\" >4 steps to developing an agency process flow\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-process\/#Best-practices-for-agency-process-documentation\" >Best practices for agency process documentation<\/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-process\/#Introducing-new-agency-processes\" >Introducing new agency processes<\/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-process\/#Building-processes-for-different-types-of-agencies\" >Building processes for different types of agencies\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-process\/#Agency-processes-are-an-investment\" >Agency processes are an investment<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What-is-an-agency-process\"><\/span><span style=\"font-weight: 400;\">What is an agency process?\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">\u201cAgency process\u201d refers to the established framework and procedures that an organization uses to reach its goals. Processes touch a number of different aspects of work including:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Key stakeholders responsible for meeting a goal<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Roles and responsibilities across teams\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What technology to use\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How progress is documented\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Expectations for communication and updates\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How goals are measured and tracked\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Processes tend to be broader than<\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-workflow\"> <span style=\"font-weight: 400;\">agency workflows<\/span><\/a><span style=\"font-weight: 400;\">, which are a set of steps that bring a project from initiation to completion. While workflows help you push a specific common function or task to the finish line, agency processes provide the structure that will allow your agency to reach its larger, organizational goals.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Agencies may have processes to help manage:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-resource-planning-management-guide\"><span style=\"font-weight: 400;\">Resource Management\u00a0<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-project-management\"><span style=\"font-weight: 400;\">Project management\u00a0<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-client-onboarding\"><span style=\"font-weight: 400;\">Client onboarding<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Sales\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Pitching &amp; RFPs\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Account management\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Planning<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Production<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reporting<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Briefing\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Specific types of agencies also have processes tailored to their unique work.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Benefits-of-agency-processes\"><\/span><span style=\"font-weight: 400;\">Benefits of agency processes\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Have you ever had to give someone way too many \u201cfriendly reminders\u201d to get that last approval on your project? Or spent an entire week badgering IT to give you access to the software you need to do your job? If the answer is yes, then you already know the value of agency processes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When an agency has clear processes, you\u2019re able to spend less time thinking about how to get your work done, and more time pushing projects forward.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Without these guiding frameworks, agencies become vulnerable to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Disorganized ways of working that delay progress<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Missed deadlines\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-burnout\"><span style=\"font-weight: 400;\">Burnout of agency employees<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Decreased efficiencies generally<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">All of these things cost agencies clients and money.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"4-steps-to-developing-an-agency-process-flow\"><\/span><span style=\"font-weight: 400;\">4 steps to developing an agency process flow\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-5212 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/agency-processes-4-steps-943x645.png\" alt=\"Improving agency processes in four steps, starting with analysis, setting goals, address issues, and reporting on progress\" width=\"943\" height=\"645\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/agency-processes-4-steps-943x645.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/agency-processes-4-steps-1040x711.png.webp 1040w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/agency-processes-4-steps.png 1337w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">So, what\u2019s the process for building a process? The steps below provide a roadmap you can use to build new ways of working at your agency.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Analyze your current process\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To create a great process, start by taking an honest look at how your agency gets work done and where you\u2019re falling short of goals. Dig into the data. If you want to retain more leads, can you figure out where people are currently falling off? If there are issues with client onboarding, can you look back at past surveys to find common complaints?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You\u2019ll also want to see if there are any glaring process issues that people at your agency experience day-to-day.\u00a0 An agency resource management tool, like<\/span><a href=\"https:\/\/resourceguruapp.com\/industries\/agencies\"><span style=\"font-weight: 400;\"> Resource Guru<\/span><\/a><span style=\"font-weight: 400;\">, can be helpful here for getting reports on where teams are spending their time.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Lastly, you\u2019ll want to talk to your colleagues directly. Most people will be happy to share the obstacles and blockers that prevent them from doing their best work<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Set goals and key metrics\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When developing a process, keep your eye on the prize. Every process should be organized around reaching agency goals. These goals should also be measurable so that you\u2019re able to track whether or not your process is actually effective. Using a metric-focused goal-setting method like OKRs or KPIs is helpful for this.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Strategically address issues and fill gaps\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">From here, you\u2019ll want to tailor your plan to the specific issues that arose in your analysis. In order to spark some ideas, we\u2019ll list some common process issues here with strategies for how to tackle them.\u00a0<\/span><\/p>\n<p><strong>Employees are burned out and there\u2019s still a backlog of work\u00a0<\/strong><\/p>\n<p><b>The problem: <\/b><span style=\"font-weight: 400;\">You can\u2019t produce the best work for your clients if you\u2019re burnt out and overwhelmed. This culture can also result in high turnover at your agency, which will set work back even further.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cThe best processes in the world won\u2019t save a company where people don\u2019t stay for longer than a year, but good professionals who stay for long periods of time will generally internalize processes and contribute to them over their time at an agency,\u201d Bruno said.\u00a0<\/span><\/p>\n<p><b>The solution: <\/b><span style=\"font-weight: 400;\">Re-examine the priorities that you and your colleagues are working on. If you\u2019re not already using a resource management tool, consider introducing one to track how much capacity people have and how much of their time is going to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/billable-non-billable-time\"><span style=\"font-weight: 400;\">billable work<\/span><\/a><span style=\"font-weight: 400;\">. As you draft a process, use this data to figure out where time and energy can be saved.\u00a0<\/span><\/p>\n<div id=\"attachment_4353\" style=\"width: 790px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-4353\" class=\"size-full wp-image-4353\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/04\/examples-of-indivdual-utilization-rates-in-Resource-Guru.jpg\" alt=\"An example of individual utilization rates in resource management software Resource Guru.\" width=\"780\" height=\"438\" \/><p id=\"caption-attachment-4353\" class=\"wp-caption-text\"><em>An example of how individual utilization rates appear in Resource Guru\u2019s software.<\/em><\/p><\/div>\n<p><b>In a process, this will look like:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Eliminating high-effort, low-value work\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Automating administrative work wherever possible<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Balancing responsibilities across stakeholders\u00a0<\/span><\/li>\n<\/ul>\n<h4><strong>Lack of clarity on agency roles and responsibilities\u00a0<\/strong><\/h4>\n<p><b>The problem: <\/b><span style=\"font-weight: 400;\">According to Matthew, as agencies grow, it can lead to confusion on basic questions, like what needs to happen and who\u2019s doing what.\u00a0<\/span><\/p>\n<p><b>The solution: <\/b><span style=\"font-weight: 400;\">Establish and communicate a clear definition of deliverables, and establish <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-team-structure#Agency-team-structure-10-roles-you%E2%80%99ll-find-in-a-top-performing-project-team\"><span style=\"font-weight: 400;\">roles and responsibilities across the agency<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cThis simplifies decision-making and allows everyone to focus on the things they really need to focus on, while removing themselves or concerning themselves less with things that are not essential for them,\u201d Matthew said.<\/span><\/p>\n<p><b>In a process, this will look like:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Clearly assigning certain work to a particular individual or team\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Calling out core deliverables needed in the process<\/span><\/li>\n<\/ul>\n<h4><strong>Work is taking too long to be approved\u00a0<\/strong><\/h4>\n<p><b>The problem: <\/b><span style=\"font-weight: 400;\">When your agency lacks process, it can be difficult to figure out who\u2019s responsible for giving the final go-ahead on work. This can delay projects and it\u2019s flat-out frustrating when you have to wrestle with bureaucracy for approvals.\u00a0<\/span><\/p>\n<p><b>The solution: <\/b><span style=\"font-weight: 400;\">Use a <\/span><a href=\"https:\/\/project-management.com\/daci-model\/\"><span style=\"font-weight: 400;\">DACI framework<\/span><\/a><span style=\"font-weight: 400;\"> to clearly define the driver, approver, contributors, and informed parties for your process. It\u2019s important to limit the final approver to one person in order to prevent standstills.\u00a0<\/span><\/p>\n<p><b>In a process, this will look like:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Building approvals into your procedures\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Requiring clear documentation of approvals<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">4. Regularly track and report on goals\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The point of processes is to help you make progress on goals. To know if they\u2019re working properly, you\u2019ll need to keep an eye on key metrics as you implement them. Collect the data and then start editing your process according to what\u2019s working and what\u2019s not.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Best-practices-for-agency-process-documentation\"><\/span><span style=\"font-weight: 400;\">Best practices for agency process documentation<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve developed a strong process, documentation will help you motivate people across your agency to actually adopt and follow it. Documentation is also the only way to make sure that knowledge of the process stays within the company, even as individual employees come and go. It will allow agile agency processes<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are a few steps you can take as you write and format your documentation that will point you in the right direction.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Make your documentation accessible\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Your process documentation is only helpful if your stakeholders are able to find it. Make documentation accessible by:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Storing it in a central place, like a shared folder that\u2019s easy to find\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Making permissions to access the documentation flexible (where possible)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Using plain, easy-to-understand language<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">2. Pick the most appropriate (and most concise) document formats<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If your documentation is long and wordy, your busy stakeholders are unlikely to take the time to figure out its meaning. Instead, consider visual formats that clearly communicate processes but are lean on words, like a flowchart or checklist.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3. Regularly update your documentation<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">In order to remain effective, your processes and documentation should evolve alongside your agency. Set up quarterly meetings in your calendar to remind you to update documentation at least once every few months.\u00a0\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Introducing-new-agency-processes\"><\/span><span style=\"font-weight: 400;\">Introducing new agency processes<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Change can be hard and your colleagues may not be eager to learn a whole new way to work. It\u2019s important that you introduce your agency process in a way that will motivate people across your agency to get on board.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Matthew stressed that it\u2019s particularly important to get buy-in from leadership, <\/span><span style=\"font-weight: 400;\">\u201cIf you don\u2019t have the support of everyone who will be enforcing how things are done, your process is likely to die a slow death of limited adoption.\u201d\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-5216 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/Matthew-Anderson-Tonicfox-943x644.jpg\" alt=\"Matthew Anderson quote\" width=\"943\" height=\"644\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/Matthew-Anderson-Tonicfox-943x644.jpg.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/Matthew-Anderson-Tonicfox-1042x711.jpg.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/Matthew-Anderson-Tonicfox-1536x1049.jpg 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/Matthew-Anderson-Tonicfox-2048x1398.jpg 2048w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/Matthew-Anderson-Tonicfox-943x644@2x.jpg.webp 1886w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/09\/Matthew-Anderson-Tonicfox-1042x711@2x.jpg.webp 2084w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">Take a collaborative approach\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To create processes that your colleagues actually want to use, ask them to get involved in crafting them. According to Bruno, people are more likely to respect processes if they\u2019re involved in developing them because it helps them to understand the problems that are being solved.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Focus on the goal of the process\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You\u2019ll also want to ensure that stakeholders are aware of <\/span><i><span style=\"font-weight: 400;\">why <\/span><\/i><span style=\"font-weight: 400;\">the new processes are being developed in the first place. Clearly communicate how your new processes will push you toward agency goals. Present data that stresses why these changes are important.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Provide training<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You can\u2019t expect people to adapt to a totally new way of working overnight. Matthew believes that training is critical when a process is first introduced and also as it changes over time.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201c<\/span><span style=\"font-weight: 400;\">I\u2019ve made mistakes in the past where we roll something out and then do an initial training, but then fail to retrain, keep updates coming in, or dedicate a resource where the team\u2019s questions can be answered quickly,\u201d Matthew said.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Building-processes-for-different-types-of-agencies\"><\/span><span style=\"font-weight: 400;\">Building processes for different types of agencies\u00a0<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The tips above are helpful when it comes to building a process for agencies in general. But how should you approach creating processes that are tailored to your specific agency? Below we\u2019ll cover processes to get started with and key things to consider across different types of agencies.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Advertising agency process<\/span><\/h3>\n<p><b>Processes may include:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Creative research\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Creative development\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Media buying\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Important call-outs: <\/b><span style=\"font-weight: 400;\">Ad agencies need to quickly adapt to new trends to stay relevant. It\u2019s important that flexibility is built into their ad agency processes to allow teams to pivot creative and media buying strategies at the last minute.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Branding agency process\u00a0<\/span><\/h3>\n<p><b>Processes may include:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Brand discovery\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Brand strategy research\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Design\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Brand rollout\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Content creation\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Important call-outs: <\/b><span style=\"font-weight: 400;\">A successful brand is more than just visuals\u2014it&#8217;s a holistic representation of an organization\u2019s values and emotions. The elusive nature of these agencies\u2019 work may make it difficult to break brand development into a definitive structure. It\u2019s important to remember that the best creative processes allow the appropriate space for unstructured time, where creatives can brainstorm and ruminate to form great ideas.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Creative agency process\u00a0\u00a0<\/span><\/h3>\n<p><b>Processes may include:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Creative research and competitive analysis\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Creative development\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Design\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Campaign launch\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Campaign management\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Important call-outs: <\/b><span style=\"font-weight: 400;\">Matthew noted that <\/span><a href=\"https:\/\/resourceguruapp.com\/industries\/agencies\/creative\"><span style=\"font-weight: 400;\">creative agencies<\/span><\/a><span style=\"font-weight: 400;\"> can often be the most resistant to the introduction of new processes due to a longstanding (and false) belief that process kills creativity. In fact, implementing clear processes can leave more room (and time) for creative thinking.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">He prescribed that <\/span><span style=\"font-weight: 400;\">for creatives, it\u2019s especially important to focus on the <\/span><i><span style=\"font-weight: 400;\">why <\/span><\/i><span style=\"font-weight: 400;\">of the process and to clearly communicate how the process is going to help their agency win<\/span><i><span style=\"font-weight: 400;\">.<\/span><\/i><\/p>\n<h3><span style=\"font-weight: 400;\">Design agency process\u00a0<\/span><\/h3>\n<p><b>Processes may include:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Design briefing\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Design research and competitive analysis\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Design rollout\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Important call-outs: <\/b><span style=\"font-weight: 400;\">Similar to branding and creative agencies, design agencies produce subjective work that often can\u2019t be developed in a straightforward way. An effective process will strike the balance between streamlining work without restricting the creative process. As recommended above, this looks like building flexibility and appropriate brainstorming time into processes and working with creatives to ensure they don\u2019t feel stifled by new procedures.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Digital marketing agency process\u00a0\u00a0<\/span><\/h3>\n<p><b>Processes may include:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Social media strategy\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Content marketing\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">SEO strategy\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Paid media strategy\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Product launches\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Important call-outs: <\/b><span style=\"font-weight: 400;\">The duties of general digital <\/span><a href=\"https:\/\/resourceguruapp.com\/industries\/agencies\/marketing\"><span style=\"font-weight: 400;\">marketing agencies<\/span><\/a><span style=\"font-weight: 400;\"> tend to be very broad when compared to more specialized SEO agencies or media agencies. In agencies that oversee a variety of different types of work, it\u2019s important that digital agency processes and marketing agency processes encourage cross-team communication so teams are able to produce work that is in alignment.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Media agency process\u00a0<\/span><\/h3>\n<p><b>Processes may include:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Media planning\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Media buying<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Campaign management\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Important call-outs: <\/b><span style=\"font-weight: 400;\">According to Matthew, media agencies tend to be more willing to invest in building their business, since they\u2019re used to working with large budgets. Because of this, they may be more motivated to introduce new processes. While other agencies may require greater persuasion when it comes to investing in new processes, especially around growth and pipeline management, you can typically think bigger and take more risks when it comes to proposing media agency processes.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">SEO agency process\u00a0<\/span><\/h3>\n<p><b>Processes may include:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Keyword research\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Technical auditing<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Content Creation\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tracking and reporting on organic traffic\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Important call-outs: <\/b><span style=\"font-weight: 400;\">Bruno explained that because very few businesses outside of agencies are big enough to justify large SEO teams, many professionals in this industry are used to working alone or in small groups.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cThis generates a disproportionate amount of SEO professionals who have little faith in processes, don\u2019t understand their value, or don\u2019t know how to implement and optimize them,\u201d Bruno told us. But, with that said, a lean team may make process-driven efficiency even more important and impactful.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Pushback from SEOs is something to consider when rolling out new processes and trying to get people on board. Bruno works to create early advocates of new processes in his agency by creating junior-heavy task forces dedicated to solving organizational issues.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Web agency process\u00a0<\/span><\/h3>\n<p><b>Processes may include:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Research\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Web design agency process<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Web development<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">UI\/UX<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Website launch\u00a0<\/span><\/li>\n<\/ul>\n<p><b>Important call-outs: <\/b><span style=\"font-weight: 400;\">The field of web design requires a balance of creativity and functionality. The best processes at these agencies will foster close cross-collaboration between developers and designers to allow them to keep these elements in check.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Agency-processes-are-an-investment\"><\/span><span style=\"font-weight: 400;\">Agency processes are an investment<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Developing great agency processes takes time, resources, training, and continuous editing. But the value of these processes is clear. They are the engine that powers efficiency, collaboration, and innovation. No matter the type of agency that you work for, processes can help empower your team to reach new heights.<\/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>There\u2019s work and then there\u2019s all the tasks that go into making that work possible: soliciting feedback, fielding approvals, sitting in meetings, and sometimes Slacking your colleagues to align on a project. The problem is that&hellip;<\/p>\n","protected":false},"author":30,"featured_media":5210,"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-5208","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 v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Agency process guide: Mastering your agency processes<\/title>\n<meta name=\"description\" content=\"Our agency process guide will help you build and optimize agency processes and documentation, and show you how to get your agency team to adopt them.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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