{"id":5396,"date":"2024-01-18T16:16:27","date_gmt":"2024-01-18T16:16:27","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=5396"},"modified":"2025-01-14T10:04:16","modified_gmt":"2025-01-14T10:04:16","slug":"agency-utilization-rate","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/agencies\/agency-utilization-rate","title":{"rendered":"Agency utilization rate: 9 steps to increasing billable time"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Agency utilization rate is a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-manager-performance-metrics\"><span style=\"font-weight: 400;\">key performance metric<\/span><\/a><span style=\"font-weight: 400;\"> that can make or break an agency&#8217;s performance. It\u2019s often said that you can\u2019t improve what you aren\u2019t measuring\u2014your agency utilization rate is a near-perfect example of that adage.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The ability to make improvements based on cold, hard numbers is the reason why agencies must know the health of their revenue, which is directly impacted by their (billable) resource utilization rates.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So whether you&#8217;re a seasoned industry professional or new to the agency world, understanding utilization rates is crucial.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Below, our expert-led guide with real-world insights goes deeper into what agency utilization rates are, how they&#8217;re calculated, why they matter, and how to optimize them to help <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-growth\"><span style=\"font-weight: 400;\">drive agency growth.<\/span><\/a><\/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-utilization-rate\/#What-is-an-agency-utilization-rate\" >What is an agency utilization rate?\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-utilization-rate\/#Calculating-agency-utilization-rate\" >Calculating agency utilization rate<\/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-utilization-rate\/#6-reasons-why-agency-utilization-rate-is-important\" >6 reasons why agency utilization rate is important<\/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-utilization-rate\/#Factors-impacting-agency-utilization-rates\" >Factors impacting agency utilization rates<\/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-utilization-rate\/#Utilization-rate-benchmarks-whats-an-optimal-rate-for-agencies\" >Utilization rate benchmarks: what&#8217;s an optimal rate for agencies?<\/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-utilization-rate\/#9-ways-to-improve-your-agency-utilization-rates-including-expert-tips\" >9 ways to improve your agency utilization rates (including expert tips)<\/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-utilization-rate\/#From-billable-hours-to-bottom-line-impact\" >From billable hours to bottom line impact<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What-is-an-agency-utilization-rate\"><\/span><b>What is an agency utilization rate?\u00a0<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Agency utilization rate measures how effectively your agency&#8217;s resources are being used. The result tells you the percentage of time that your team spends on projects that actually bring in money. It answers the vital question: Are you making the most of your available working hours?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your agency utilization rate is typically tracked in your <\/span><a href=\"https:\/\/resourceguruapp.com\/industries\/agencies\"><span style=\"font-weight: 400;\">resource management software<\/span><\/a><span style=\"font-weight: 400;\">, where you also get a breakdown of billable hours.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A high utilization rate means your team is focused and efficient. Alternatively, a low rate suggests wasted resources and lost revenue opportunities. Both directly impact your bottom line.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Calculating-agency-utilization-rate\"><\/span><b>Calculating agency utilization rate<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">To get the full picture of exactly how an agency\u2019s utilization rate gets calculated, let&#8217;s break down each component:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Total available hours: <\/b><span style=\"font-weight: 400;\">This is the amount of time that your agency&#8217;s employees are available for work in a given period. Holidays, vacations, and other non-working hours are typically excluded from the total available hours.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Billable hours:<\/b><span style=\"font-weight: 400;\"> These are the hours your team spends on client projects. <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/billable-non-billable-time\"><span style=\"font-weight: 400;\">Billable hours<\/span><\/a><span style=\"font-weight: 400;\"> directly contribute to revenue.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Non-billable hours:<\/b><span style=\"font-weight: 400;\"> These hours cover internal tasks, like administrative work, training, or non-client meetings. Despite not being directly billable, they\u2019re essential to the agency&#8217;s operations.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Productive utilization:<\/b><span style=\"font-weight: 400;\"> This is the percentage of total working hours that your team spends on billable work. It&#8217;s calculated by dividing billable hours by total working hours.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Billable efficiency: <\/b><span style=\"font-weight: 400;\">This metric is the percentage of billable hours out of total hours worked, including non-billable tasks. It&#8217;s calculated by dividing billable hours by total hours worked.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">So if you want to calculate agency utilization rate, here\u2019s how to do it:<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-5398 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/how-to-calculate-agency-utilization-rate-943x264.png\" alt=\"How to calculate agency utilization rate\" width=\"943\" height=\"264\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/how-to-calculate-agency-utilization-rate-943x264.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/how-to-calculate-agency-utilization-rate-1042x291.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/how-to-calculate-agency-utilization-rate-1536x430.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/how-to-calculate-agency-utilization-rate.png 1716w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Using the formula above, let\u2019s say Graphic Designer Jenna Moore had 32 billable hours out of a total of 40 available hours in her working week. Using our formula, Jenna\u2019s utilization rate would look like 32 \/ 40 x 100 = 80.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This means we\u2019d be looking at a healthy 80% utilization rate for that week.<\/span><\/p>\n<h3><b>\u26a0\ufe0f A few things on utilization rate calculations<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">It&#8217;s important to understand that &#8220;total available hours&#8221; includes both billable and non-billable hours. These could range from client projects to internal meetings and administrative tasks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Our focus in this article is primarily on &#8220;billable hours,&#8221; which are the hours dedicated solely to client-facing, revenue-generating tasks. The formula we use for agency utilization rate considers only these billable hours.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Both approaches are valid but serve different purposes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Using &#8220;total available hours&#8221; gives you a comprehensive view of how all employee hours\u2014billable or not\u2014are being used.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Focusing on &#8220;billable hours&#8221; provides a more targeted insight into how efficiently your agency is generating revenue.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Choose the utilization formula that best aligns with your <a href=\"https:\/\/resourceguruapp.com\/blog\/agency-operations\">agency&#8217;s operations<\/a>.<\/span><\/p>\n<div class=\"callout callout--reading\">\n<p><strong><b>\ud83e\udd13 <\/b>Further reading:<\/strong> <a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\"><span style=\"font-weight: 400;\">What project managers need to know about resource utilization<\/span><\/a><\/p>\n<\/div>\n<h2><span class=\"ez-toc-section\" id=\"6-reasons-why-agency-utilization-rate-is-important\"><\/span><b>6 reasons why agency utilization rate is important<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">If your goal is to increase efficiency and profitability, then knowing your utilization rates is essential.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Consistently monitoring utilization helps you:<\/span><\/p>\n<ol>\n<li><b>Optimize resource allocation:<\/b> Don&#8217;t just guess where to put your team\u2014know it. It\u2019s important to have visibility around where your resources are going. This means staying on top of your <a href=\"https:\/\/resourceguruapp.com\/blog\/agency-capacity-planning\">capacity planning<\/a>. For example, if your designers have a 90% utilization rate while your developers are at 30%, it&#8217;s time to reevaluate. You may need to redistribute projects or even consider hiring more designers.<\/li>\n<li><b>Boost revenue:<\/b><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"> Want to grow your bottom line without inflating your payroll? Focus on increasing billable hours so you grow your bottom line without necessarily inflating payroll or hiring more staff. <\/span><\/span>Let&#8217;s say you have a team of 10, and each person increases their billable hours by just 2 per week. That&#8217;s 20 extra billable hours per week, potentially translating into thousands of dollars per month.<\/li>\n<li><b>Identify bottlenecks:<\/b><span style=\"font-weight: 400;\"> Spot the areas in your system where work is piling up or projects are stalled. If your utilization rate shows that <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-owner\"><span style=\"font-weight: 400;\">project owners<\/span><\/a><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"> responsible for the account are consistently overbooked, it might be why projects are lagging, missing deadlines, or double booking appointments. <\/span><\/span>Finding the weaker processes in your workflows enables you to apply a fix\u2014maybe it&#8217;s time for an additional hire in that department.<\/li>\n<li><b>Improve project planning:<\/b><span style=\"font-weight: 400;\"> Informed project planning avoids overcommitment and underutilization. If your data shows that utilization rates dip during the third quarter every year, then use that information to <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-project-management\"><span style=\"font-weight: 400;\">plan project timelines more strategically<\/span><\/a><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">. <\/span><\/span>Plan to frontload certain projects, schedule staff training accordingly, or schedule maintenance tasks during those off months.<\/li>\n<li><b>Foster work-life balance:<\/b><span style=\"font-weight: 400;\"> A balanced utilization rate means a happier team because it helps promote <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-interview-havas-cx-canada#Using-Resource-Guru-to-plan-for-work-life-balance\"><span style=\"font-weight: 400;\">work-life balance<\/span><\/a><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">. No one wants to be idle, but no one wants to be overworked either. Knowing your agency utilization rates allows you to balance workloads fairly, lower team conflicts, and confidently give time off when needed.<\/span><\/span>For example, if you happen to find that one department is consistently underutilized, maybe it\u2019s time for some cross-training so both departments benefit from a more balanced workload.<\/li>\n<li><b>Reduce risks before they escalate:<\/b><span style=\"font-weight: 400;\"> A sub-optimal utilization rate can be an early warning sign of projects derailing further down the road.\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">For example, if a senior staff member&#8217;s rate suddenly drops, it might indicate a looming workload issue that you need to address before deadlines are missed and client updates fall through.<\/span><\/p>\n<div class=\"callout callout--reading\">\n<p><strong><b>\ud83e\udd13 <\/b>Further reading:<\/strong> <a href=\"https:\/\/resourceguruapp.com\/blog\/how-to-find-the-best-resource-planning-tool\">How to find the best resource planning tool<\/a><\/p>\n<\/div>\n<h2><span class=\"ez-toc-section\" id=\"Factors-impacting-agency-utilization-rates\"><\/span><b>Factors impacting agency utilization rates<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Agency utilization rates are influenced by many internal and external factors. It takes understanding these factors to optimize resource allocation and <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-efficiency\"><span style=\"font-weight: 400;\">improve agency efficiency.<\/span><\/a><\/p>\n<p><span style=\"font-weight: 400;\">Here are some key factors that impact agency utilization rates:<\/span><\/p>\n<h3><b>Client demand and workload<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Fluctuations in client demand and project volume affect how resources are allocated. High demand may lead to better utilization, while sudden drops often result in underutilization.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you land a big client, your team&#8217;s billable hours rise, which directly increases your utilization rate. The opposite is also true\u2014a drop in projects decreases your total billable hours, which decreases revenue.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Tracking utilization helps you adjust to the fluctuating effects of client demand changes. A declining rate could prompt reallocating staff to internal projects or training. A rising, sustainable rate might signal it&#8217;s time to outsource work, hire more staff, or expand services.<\/span><\/p>\n<div class=\"callout callout--reading\">\n<p><strong><b>\ud83e\udd13 <\/b>Further reading:<\/strong> <a href=\"https:\/\/resourceguruapp.com\/blog\/workload-planning-guide\">Workload planning\u2014A complete guide<\/a><\/p>\n<\/div>\n<h3><b>Project complexity and scope<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">A <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/what-is-project-scope\"><span style=\"font-weight: 400;\">project\u2019s complexity and scope<\/span><\/a><span style=\"font-weight: 400;\"> play a big role in how you allocate resources. More complex projects typically require more time and specialized skills, which eat into your utilization rates.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">On the other hand, simpler projects may increase your rate due to easier management. Monitoring these rates lets you react smartly and with plenty of lead time. A dropping rate on a complex project might prompt a scope review, while a rising rate on simpler tasks could indicate a profitable area of focus.<\/span><\/p>\n<h3><b>Resource allocation and availability<\/b><b><br \/>\n<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Effective resource allocation hinges on matching the right skills with project needs because it directly influences your utilization rate. For example, assigning a senior developer to a simple website update can lead to the overuse of high-value resources, bringing down overall utilization.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">On the flip side, underuse happens when a skilled team member is available but not assigned to projects that match their expertise. Imagine you have a data analyst sitting idle while there&#8217;s a project that requires heavy data interpretation. Repeat this mismatch enough times and you end up with lower usage rates.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Monitor these rates to ensure you&#8217;re allocating your team wisely. This is where <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/resource-scheduling\"><span style=\"font-weight: 400;\">resource management software<\/span><\/a><span style=\"font-weight: 400;\"> bridges the gap between underusing your agency resources and getting projects done on time and on budget.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Once you automate the tracking of resource usage, it\u2019s easier to pick up on poor allocation signals that\u2019ll prompt you to reassess team assignments.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Those same automations will help you pick up on steady, high rates that suggest you&#8217;re on the right track, optimizing both your team&#8217;s skills and your agency&#8217;s profitability.<\/span><\/p>\n<h3><b>Resource planning and forecasting<\/b><\/h3>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/5-tips-for-resource-forecasting-in-project-management\"><span style=\"font-weight: 400;\">Accurate forecasting<\/span><\/a><span style=\"font-weight: 400;\"> of future projects and resource needs is essential for preventing underutilization or <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/solve-resource-overallocation\"><span style=\"font-weight: 400;\">overallocation<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, if you predict a surge in client work in Q4, pre-booking team members ensure you meet demand without overstretching. Missed forecasts, like anticipating projects that fall through, can lead to idle team members and a drop in resource usage.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Regularly update your forecasts to reflect real-time data. An uptick in confirmed projects should trigger a review of available resources. This way, you ensure you aren\u2019t short-staffed and unable to meet demand, thereby maintaining optimal utilization rates.<\/span><\/p>\n<div class=\"callout callout--reading\">\n<p><strong><b>\ud83e\udd13 <\/b>Further reading:<\/strong> <a href=\"https:\/\/resourceguruapp.com\/blog\/agency-resource-planning-management-guide\"><span style=\"font-weight: 400;\">Agency resource planning and management guide<\/span><\/a><\/p>\n<\/div>\n<h3><b>Resource management tools<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Putting comprehensive <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/resource-management\"><span style=\"font-weight: 400;\">resource management tools<\/span><\/a><span style=\"font-weight: 400;\"> to work significantly streamlines your allocation processes. For example, software that tracks real-time availability, as well as skill sets, is able to quickly match the right team member to a new project, which improves your utilization rate.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Don\u2019t underestimate the analytics resource management tools offer. A dip in utilization despite a high project volume could reveal inefficiencies in your current allocation methods, prompting you to recalibrate. At the same time, consistently high utilization rates validate <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-tools\"><span style=\"font-weight: 400;\">how effective your agency tools are.<\/span><\/a><span style=\"font-weight: 400;\">\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><b>Project management and efficiency<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Effective agency project management processes, such as <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/agile-workflows-guide\"><span style=\"font-weight: 400;\">agile workflows<\/span><\/a><span style=\"font-weight: 400;\"> and clear communication, improve how efficiently projects are executed, directly impacting utilization rates.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your project management approach directly impacts your utilization rates. Streamlined workflows mean projects are executed more efficiently, freeing up team members for more billable work. For example, a project with a well-defined process and clear communication is likely to meet deadlines and stay on budget. As a result, it\u2019ll keep utilization rates high.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, a project that&#8217;s plagued by inefficiency, like frequent scope changes without client approval, eats into billable hours and brings down your utilization rate. Tracking these metrics helps you spot gaps and course-correct them quickly.\u00a0<\/span><\/p>\n<div class=\"callout callout--reading\">\n<p><strong><b>\ud83e\udd13 <\/b>Further reading:<\/strong> <b><a href=\"https:\/\/resourceguruapp.com\/blog\/agency-project-management\"><span style=\"font-weight: 400;\">Agency project management: Your 101 guide<\/span><\/a><\/b><\/p>\n<\/div>\n<h3><b>Client relationship management<\/b><\/h3>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/client-agency-relationship\"><span style=\"font-weight: 400;\">Strong client relationships<\/span><\/a><span style=\"font-weight: 400;\"> lead to repeat business, stabilizing your project flow and, by extension, your utilization rates. For example, a long-term client who consistently sends projects your way ensures a baseline of billable hours, keeping your team&#8217;s utilization steady.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Conversely, poor client management, like a lack of communication about <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/avoid-project-delays\"><span style=\"font-weight: 400;\">project delays<\/span><\/a><span style=\"font-weight: 400;\">, leads to canceled projects and a dip in utilization. Keeping clients informed and setting realistic expectations are key to maintaining a steady flow of work.\u00a0<\/span><\/p>\n<h3><b>Seasonal variations<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Seasonal demand changes can significantly sway your agency&#8217;s utilization rates depending on the industry you operate in. For example, <\/span><a href=\"https:\/\/resourceguruapp.com\/industries\/agencies\/marketing\"><span style=\"font-weight: 400;\">a digital marketing agency<\/span><\/a><span style=\"font-weight: 400;\"> for e-commerce brands might see a spike in demand during holiday seasons, requiring more staff to meet client needs and thus increasing utilization rates.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Conversely, if your agency specializes in outdoor advertising, winter months might slow down billable hours, causing a dip in utilization. This is best managed by proactive planning, which resource management solutions help solve.\u00a0<\/span><\/p>\n<h3><b>Agency culture<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The strength of <\/span><span style=\"font-weight: 400;\">your agency\u2019s culture<\/span><span style=\"font-weight: 400;\"> indirectly yet significantly affects your utilization rates. A motivated team is generally more productive, completing projects faster and more efficiently. For example, a collaborative environment where team members freely share expertise can lead to quicker problem-solving. In turn, this boosts billable hours and raises utilization rates.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Low morale, on the other hand, slows down project completion and drags utilization rates down.\u00a0<\/span><\/p>\n<div class=\"callout callout--reading\">\n<p><strong><b>\ud83e\udd13 <\/b>Further reading:<\/strong> <a href=\"https:\/\/resourceguruapp.com\/blog\/agency-culture\">Agency culture: 7 steps to the cultural makeover your agency needs<\/a><\/p>\n<\/div>\n<h3><b>Market conditions<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Economic factors and market trends shape your client demand, directly affecting your agency&#8217;s utilization. An economic downturn might cause clients to cut back on advertising spend, reducing your project volume and lowering utilization rates.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Competitive pressures also play a part. If several agencies in your niche drop their prices during an economic downturn to attract more business, you might feel compelled to follow suit, potentially affecting your revenue and utilization rates.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Utilization-rate-benchmarks-whats-an-optimal-rate-for-agencies\"><\/span><b>Utilization rate benchmarks: what&#8217;s an optimal rate for agencies?<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There&#8217;s no one-size-fits-all answer to what constitutes a &#8220;good&#8221; agency utilization rate. However (while a more general benchmark)<\/span><span style=\"font-weight: 400;\">, the global employee billable utilization at professional services organizations from 2014 to 2021 hovered around 71%.<\/span><\/p>\n<div id=\"attachment_5399\" style=\"width: 806px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-5399\" class=\"wp-image-5399 \" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-utilization-rates-benchmarks-939x671.png\" alt=\"Statista bar graph on global employee billable utilization rate\" width=\"796\" height=\"569\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-utilization-rates-benchmarks-939x671.png.webp 939w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-utilization-rates-benchmarks-995x711.png.webp 995w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-utilization-rates-benchmarks-362x258.png.webp 362w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-utilization-rates-benchmarks-1536x1098.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-utilization-rates-benchmarks.png 1634w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-utilization-rates-benchmarks-362x258@2x.png.webp 724w\" sizes=\"auto, (max-width: 796px) 100vw, 796px\" \/><p id=\"caption-attachment-5399\" class=\"wp-caption-text\"><em>Source: <a href=\"https:\/\/www.statista.com\/statistics\/1012842\/employable-billable-utilization-professional-services-organizations-worldwide\/\">Statista<\/a><\/em><\/p><\/div>\n<p><span style=\"font-weight: 400;\">Keep in mind that this changes significantly based on the agency&#8217;s focus, size, and client base. To add, Gartner advises managers to optimize project resource utilization rates by not striving to work at capacity 100% of the time.\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/www.gartner.com\/smarterwithgartner\/avoid-overloading-project-team\"><span style=\"font-weight: 400;\">Gartner explains:<\/span><\/a><\/p>\n<div style=\"background-color: #f9f8f8; padding: 30px 40px; margin-top: 40px;\"><i><span style=\"font-weight: 400;\">\u201cCalculate utilization targets for all project resources below 80%, and use that data to limit the number of active projects. While resources working below the target may seem inefficient, resources working above that target are likely to introduce costly delays and errors into the project.\u201d<\/span><\/i><\/div>\n<p>&nbsp;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"9-ways-to-improve-your-agency-utilization-rates-including-expert-tips\"><\/span><b>9 ways to improve your agency utilization rates (including expert tips)<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Improving agency utilization rates involves optimizing how efficiently your team&#8217;s time and resources are used for billable work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By implementing the right strategies and best practices, you can increase your agency&#8217;s productivity and profitability. Here are some key steps to improve agency utilization rates:<\/span><\/p>\n<h3><b>1. Optimize resource allocation<\/b><\/h3>\n<p><b>Balance workloads: <\/b><span style=\"font-weight: 400;\">Ensure that <\/span><span style=\"font-weight: 400;\">workloads are distributed evenly<\/span><span style=\"font-weight: 400;\"> among team members to prevent overloading or underutilizing individuals.<\/span><\/p>\n<p><b>Match skills to projects:<\/b><span style=\"font-weight: 400;\"> Assign team members based on their skills and expertise, matching them to projects where they can contribute most effectively. It\u2019s important that you keep team members on projects from beginning to end. It\u2019s a great way to enable clear, consistent communication with your clients from day one.\u00a0<\/span><\/p>\n<div id=\"attachment_4704\" style=\"width: 779px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-4704\" class=\"wp-image-4704\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/06\/resource-utilization-reporting-943x581.png\" alt=\"A snapshot of features in Resource Guru's utilization report, including billable and non-billable time.\" width=\"769\" height=\"474\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/06\/resource-utilization-reporting-943x581.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/06\/resource-utilization-reporting-1042x642.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/06\/resource-utilization-reporting-1536x946.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/06\/resource-utilization-reporting.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/06\/resource-utilization-reporting-943x581@2x.png.webp 1886w\" sizes=\"auto, (max-width: 769px) 100vw, 769px\" \/><p id=\"caption-attachment-4704\" class=\"wp-caption-text\"><em>A snapshot of features in Resource Guru&#8217;s utilization report, including billable and non-billable time.<\/em><\/p><\/div>\n<p><a href=\"https:\/\/www.linkedin.com\/in\/vanhishikhab\/?originalSubdomain=in\"><span style=\"font-weight: 400;\">Vanhishikha Bhargava<\/span><\/a><span style=\"font-weight: 400;\"> with marketing agency <\/span><a href=\"https:\/\/contensifyhq.com\/\"><span style=\"font-weight: 400;\">Contentsify<\/span><\/a><span style=\"font-weight: 400;\"> explains:\u00a0<\/span><\/p>\n<div style=\"background-color: #f9f8f8; padding: 30px 40px; margin-top: 40px;\"><i><span style=\"font-weight: 400;\">&#8220;Many times, agencies put their best foot forward with an extremely experienced person from the team. But it\u2019s crucial not to completely move the expertise out after the client settles in.&#8221;<\/span><\/i><\/div>\n<p>&nbsp;<\/p>\n<h3><a href=\"https:\/\/bit.ly\/3X6lT4Q\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-6582\" 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><\/h3>\n<h3><b>2. Effective project management<\/b><\/h3>\n<p><b>Streamline processes: <\/b><span style=\"font-weight: 400;\">Features like Resource Guru&#8217;s <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/solving-the-resource-scheduling-problem\"><span style=\"font-weight: 400;\">drag-and-drop scheduling<\/span><\/a><span style=\"font-weight: 400;\"> let you adjust plans quickly, which cuts down on administrative time sinks. Anything that can be outsourced, automated, or outright eliminated from your workflow will help strengthen your project management process from beginning to end\u2014it eliminates redundancies and resource-sucking roadblocks.\u00a0<\/span><\/p>\n<p><b>Set clear objectives:<\/b><span style=\"font-weight: 400;\"> This ensures everyone is aligned with the project&#8217;s scope and timeline. These objectives\u2014sometimes referred to as key performance indicators\u2014will be different depending on the industry your agency serves.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But setting clear objectives isn\u2019t just an internal team priority, Vanhishikha explains:<\/span><\/p>\n<div style=\"background-color: #f9f8f8; padding: 30px 40px; margin-top: 40px;\"><i><span style=\"font-weight: 400;\">&#8220;We have streamlined the number of tools in the process to collaborate easily with clients without having to update multiple platforms. Setting some clear objectives and teaching clients how to use these platforms can be a game-changer in asynchronous working and team productivity.&#8221;<\/span><\/i><\/div>\n<p>&nbsp;<\/p>\n<h3><b>3. Get ahead with scope management<\/b><\/h3>\n<p><b>Set clear scope boundaries:<\/b><span style=\"font-weight: 400;\"> Defining a project&#8217;s scope with razor-sharp clarity is essential. Resource Guru&#8217;s \u201cNew Project&#8221; feature helps you lay out project milestones and deliverables, which makes it easier to communicate them with the client.\u00a0<\/span><\/p>\n<p><b>Monitor scope changes:<\/b><span style=\"font-weight: 400;\"> When the scope of a project changes, it affects resource allocation and timelines. Set up automated alerts and notifications to keep the team informed about scope changes immediately. This helps in making quick adjustments to resources and schedules.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">At Contentsify, Vanhishikha makes sure to manage scope expectations from the start.\u00a0<\/span><\/p>\n<div style=\"background-color: #f9f8f8; padding: 30px 40px; margin-top: 40px;\"><i><span style=\"font-weight: 400;\">\u201cWe convey the importance of setting clear scope boundaries to our clients, which helps get them on the same page and in the habit of clear documentation as well.&#8221;<\/span><\/i><\/div>\n<p>&nbsp;<\/p>\n<h3><b>4. Establish a culture of open communication<\/b><\/h3>\n<p><b>Regular updates:<\/b><span style=\"font-weight: 400;\"> Open lines of communication are critical. Workflows that complete tasks like automatically generating email updates ensure that both clients and team members receive regular updates on project status, which can eliminate surprises and improve project flow.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, Resource Guru\u2019s reporting features can get granular down to the resource level. It allows you to sort by \u2018work\u2019 or \u2018downtime\u2019 to see all of the resource\u2019s booking data.\u00a0<\/span><\/p>\n<div id=\"attachment_5400\" style=\"width: 953px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-5400\" class=\"size-medium wp-image-5400\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-resource-utilization-personal-utilization-report-943x427.png\" alt=\"\" width=\"943\" height=\"427\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-resource-utilization-personal-utilization-report-943x427.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-resource-utilization-personal-utilization-report-1042x472.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-resource-utilization-personal-utilization-report-1536x696.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-resource-utilization-personal-utilization-report.png 1952w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/10\/agency-resource-utilization-personal-utilization-report-943x427@2x.png.webp 1886w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><p id=\"caption-attachment-5400\" class=\"wp-caption-text\"><em>In Resource Guru, you can drill into the utilization report for each member of your team.<\/em><\/p><\/div>\n<p><b>Daily stand-up meetings:<\/b><span style=\"font-weight: 400;\"> Daily standup meetings internally are key if you can manage them. But keep in mind that not every team works the same way, or needs the same interactive cadence. Here\u2019s where you want to use tools like activity dashboards to your advantage\u2014you get a clear overview of what\u2019s in progress.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Vanhishikha has her own way of running her marketing team.\u00a0<\/span><\/p>\n<div style=\"background-color: #f9f8f8; padding: 30px 40px; margin-top: 40px;\"><i><span style=\"font-weight: 400;\">&#8220;We\u2019re big fans of asynchronous working but at the same time, ensuring that you communicate just enough to feel like a team is what keeps everyone internally and on the client front, motivated to work together for longer. So balancing both is key.\u201d\u00a0<\/span><\/i><\/div>\n<p>&nbsp;<\/p>\n<h3><b>5. Invest in technology to automate management tasks<\/b><\/h3>\n<p><b>Automation:<\/b><span style=\"font-weight: 400;\"> Sure, there\u2019s lots of work that goes into the output of an agency\u2014but there are also a lot of management tasks that help carry projects through the finish line. This is where automation has the potential to save your team hours of work. It\u2019s one of the best ways to free up additional resources for more value-added work.\u00a0<\/span><\/p>\n<p><b>Resource management software: <\/b><span style=\"font-weight: 400;\">A <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-allocation-guide\"><span style=\"font-weight: 400;\">resource allocation<\/span><\/a><span style=\"font-weight: 400;\"> and planning tool simplifies what could be a complicated process of managing and assigning tasks as well as resources.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, Resource Guru\u2019s reports section allows you to track utilization rates, how much capacity you have, and other crucial data points, which makes it easier to allocate resources quickly.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sort by week or a specific date range, and switch between days and hours to choose the format your data is displayed. By default, human resources are set to an 8-hour day while non-human resources (such as equipment or vehicles) are set to a 24-hour day. Resource Guru allows you to adjust these daily hour settings as well.\u00a0<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/p>\n<h3><b>6. Train and develop your employees<\/b><\/h3>\n<p><b>Training and development:<\/b><span style=\"font-weight: 400;\"> Investing in your team&#8217;s skills is non-negotiable. Knowing their capabilities helps you identify areas that need training. More versatile team members increase your ability to match the right skills to the right projects, which optimizes your utilization rates.<\/span><\/p>\n<p><b>Professional growth:<\/b><span style=\"font-weight: 400;\"> Retention is easier when employees see a path for career advancement. But that doesn\u2019t make it any easier to do. If you\u2019re experiencing higher turnover rates than usual, it may be because you need to revisit your employee development approach.\u00a0\u00a0<\/span><\/p>\n<h3><b>7. Manage client expectations proactively<\/b><\/h3>\n<p><b>Set realistic expectations:<\/b><span style=\"font-weight: 400;\"> Effective client management starts with setting realistic expectations. Use project planning tools as well as automated alerts and notification features to provide clients with a detailed plan and timely updates. This makes it clear what clients can expect in terms of deliverables and timelines, which in turn helps to maintain optimal utilization rates.<\/span><\/p>\n<p><b>Scope agreements:<\/b> <a href=\"https:\/\/resourceguruapp.com\/blog\/scope-creep\"><span style=\"font-weight: 400;\">Preventing scope creep<\/span><\/a><span style=\"font-weight: 400;\"> is crucial for keeping a project on track. Linking to project documentation such as scope agreements on project bookings and making sure they&#8217;re always accessible to teams so they can manage client expectations accordingly is optimal.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As an agency founder, Vince emphasizes the importance of clear client communication:<\/span><\/p>\n<div style=\"background-color: #f9f8f8; padding: 30px 40px; margin-top: 40px;\"><i><span style=\"font-weight: 400;\">&#8220;Clients will accept subpar work, but never subpar communication. The common denominator between all agency horror stories out there is often miscommunication. To improve that, I tend to give instant feedback. When I see something that can be improved in client communications, I immediately explain a better way and why it&#8217;s better.&#8221;<\/span><\/i><\/div>\n<p>&nbsp;<\/p>\n<h3><b>8. Performance metrics and analytics for data-driven insights<\/b><\/h3>\n<p><b>Data-driven decisions:<\/b><span style=\"font-weight: 400;\"> Decisions driven by data require that data be centralized and with plenty of visibility. The more you can use tools to paint a detailed picture of resource allocation efforts, project timelines, and team performance\u2014the better your project outcomes.\u00a0<\/span><\/p>\n<p><b>Monitor key performance indicators (KPIs):<\/b> <a href=\"https:\/\/resourceguruapp.com\/blog\/project-monitoring-and-control\"><span style=\"font-weight: 400;\">Regularly monitoring performance metrics<\/span><\/a><span style=\"font-weight: 400;\"> is essential for agency growth. Resource Guru makes it easy to instantly get visibility into your agency\u2019s resource utilization rates by showing you a resource\u2019s availability. This makes it easy to adjust resources accordingly.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Vince doesn&#8217;t underestimate the value of monitoring KPIs at ScaleCrush:<\/span><\/p>\n<div style=\"background-color: #f9f8f8; padding: 30px 40px; margin-top: 40px;\"><i><span style=\"font-weight: 400;\">&#8220;Monitoring KPIs is notoriously hard to do for agencies because we all have different structures and types of projects. I had to create my own automated spreadsheet to track project profitability and agency-wide profitability. Once you know which projects bring in money, it can have an effect on your agency&#8217;s structure, which is when you can make decisions accordingly.&#8221;<\/span><\/i><\/div>\n<p>&nbsp;<\/p>\n<h3><b>9. Run regular client reviews<\/b><\/h3>\n<p><b>Client reviews: <\/b><span style=\"font-weight: 400;\">Periodic reviews with clients offer a structured way to collect feedback and any project scope changes that may surface. For example, if a client has increased scope, utilization might be an issue, but regular check-ins will keep the client informed in case there are any delays.<\/span><\/p>\n<p><b>Team reviews:<\/b><span style=\"font-weight: 400;\"> Consistent check-ins with your team allow you to spot inefficiencies and make real-time adjustments. This proactive approach to resource management increases the likelihood that your resource utilization numbers stay at an ideal rate. Communicating through regular reviews helps your team see the direct impact their time and effort is making on all projects, KPIs, and bottom line profitability.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Vince explains:<\/span><\/p>\n<div style=\"background-color: #f9f8f8; padding: 30px 40px; margin-top: 40px;\"><i><span style=\"font-weight: 400;\">\u201cFrom my experience, if you take the time to explain tasks like time tracking to employees, performance is immediately much better. People are way more inclined to do what they understand than comply with arbitrary policy. I also have a monthly meeting with the team where we go over all projects, all metrics, hours spent, and profitability to show them what that information is used for, and what it helps us do day-to-day.\u201d<\/span><\/i><\/div>\n<p>&nbsp;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"From-billable-hours-to-bottom-line-impact\"><\/span><b>From billable hours to bottom line impact<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Don&#8217;t underestimate the value of tracking your agency&#8217;s utilization rate. It&#8217;s the key to a profitable and sustainable business model. Make it a priority. Know it, measure it, improve it.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Happy employees mean a happy business\u2014and that starts with tracking, managing, and optimizing your agency utilization rates.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To help, get started with <\/span><a href=\"https:\/\/app.resourceguruapp.com\/signup?email=\"><span style=\"font-weight: 400;\">a free trial from Resource Guru today.<\/span><\/a><\/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>Agency utilization rate is a key performance metric that can make or break an agency&#8217;s performance. It\u2019s often said that you can\u2019t improve what you aren\u2019t measuring\u2014your agency utilization rate is a near-perfect example of that&hellip;<\/p>\n","protected":false},"author":30,"featured_media":5397,"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-5396","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 utilization rate: 9 steps to increasing billable time<\/title>\n<meta name=\"description\" content=\"Boost your agency&#039;s performance with strategies to optimize your agency utilization rates. 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