5 Ways to Organize Your Disorderly Digital Agency

Are your daily operations in disarray? Are your processes long-winded and inefficient?

If so, it’s time you examine your workflows for any administrative encumbrances and adjust them accordingly.

Otherwise, your profitability will suffer, and you won’t attain the optimal results you wish to see for your business. 

Your team’s performance quality and work satisfaction can also diminish, discouraging them from staying long with your company.

Execute these five tips to streamline your digital agency’s operations:

1. Manage your SaaS.

If you install several programs but fail to manage them, you can quickly lose track of software you discontinued using. 

Unused SaaS adds to your networks’ and devices’ clutter and eats up their memory. Moreover, it usually doesn’t receive timely patches, making it vulnerable to malware injections and other cyber threats. This consequently endangers your info security.

Stay on top of your software programs with SaaS management tools. These platforms help you organize and maintain the most useful apps for all departments in your company.

Through SaaS management tools, you can check whether you use programs with duplicating functions. You can also monitor SaaS licenses and security updates more closely, plus save money on unused apps.

You can do all these and more from a single platform. That means you don’t need to examine all the computer systems yourself and create manual records of the tools.

The SaaS management platforms can even automate software monitoring tasks and license expiry reminders, among others. These make your SaaS management more efficient.

Office Team Working

2. Centralize your finance and admin work.

As a digital agency, you handle several admin and finance tasks related to client engagements. 

However, if you perform all of them manually and on separate programs, they’ll eat up your time, attention, and resources.

Streamline those tasks with professional services platforms. These tools can assist you in your engagement documentation, plus the following business aspects:

  • Billing and invoicing
  • Accounting and financial recording
  • Budgeting and revenue forecasting
  • Expenses and resource tracking and management
  • Revenue recognition
  • Business intelligence

Professional services platforms also help you organize your calendars, generate proposals, and enhance team collaboration (using features present in project management tools).

Professional services platforms even have built-in customer relationship management functions to simplify and improve your client interactions.

What’s more, these platforms let you develop self-service portals, empowering clients to complete some tasks themselves. 

These to-dos include setting appointments with your agency, checking and paying their bills, and sending queries.

Through professional services tools, you can streamline your workflows and focus on more business-critical responsibilities. 

3. Clarify client engagements at the onset.

Clarify any confusing aspects of the project before kickstarting it. Doing so helps you implement your assignments smoothly and avoid massive blunders that waste time and resources.

Let’s say your client wants you to host a virtual summit to promote their company. One of the things to clarify is their definition of a summit.

A summit is different from a conference (and other events) in terms of audience type and purpose.

Summits convene big-league organizational leaders for problem-resolving agenda. Conferences gather more generic sectors (e.g., teachers, veterinarians) to share industry updates, ideas, and opinions. Conventions invite enthusiasts of specific interests (like Harry Potter fans), and so on.

Clarifying your client’s understanding of a summit helps you align the event’s theme, objectives, and content material designs accordingly.

If the client defines summits as we did earlier, your materials will appear and sound more formal than those for conferences, etc.

So, ensure you and your clients are on one page by clarifying expectations about your engagements from the get-go.

4. Get the best people for the job.

Working with the right talents to fulfill specific assignments (especially technical ones) is crucial to attaining your digital agency’s goals.

If you hire employees who don’t match your business requirements, they can commit resource-wasting mistakes ruining your client’s trust and reputation.

To get the best people for the job, identify all the technical skills and values you want applicants to have. Specify also the working conditions they should observe once you hire them.

Let’s say you want someone to help make your content marketing strategy work in a content-saturated environment

In that case, your candidates must specialize in content marketing and management. They should have a track record of developing and overseeing campaigns with tangible outcomes in terms of profitability and visibility.

If you’re looking to recruit a team, you can diversify new hires by their work experiences and skills. 

Get a mix of experts, beginners, and intermediate talents. That way, you can distribute their work accordingly and boost their productivity. 

For instance, experts can handle the technical aspects and overall reporting. Novices can work on administrative tasks, and intermediate talents can support both beginners and specialists.

Once your new recruits are on board, manage them efficiently with the best HR software programs. Apply effective retention strategies as well to ensure working with them for long and lessening operational disruptions due to constant hiring.

5. Create project wikis.

If you hold several minor but essential information you frequently refer to, then you should create project wikis.

Wikis are online references containing important data that team members should know to complete their tasks. It can also include often-forgotten information.

Wiki data can include the client’s contact details, quick troubleshooting for specific technical issues, crucial project parameters and deliverables, etc.

Creating project wikis can lessen the back-and-forth information request and keep your team on the same page. The result is enhanced coordination and efficiency.

Follow these steps to develop your project wiki:

  • List and organize all relevant information
  • Share the document with the team in your collaboration platform
  • Explain how your wiki works and the updating processes to implement
  • Assign key contributors to add critical details and accept proposed data additions
  • Create wikis by purpose, category, or project
  • Use templates for faster creation

Keep your digital agency’s workflows orderly to boost productivity.

Managing your digital agency and keeping it orderly helps boost your efficiency and productivity. 

You can achieve that with these and other tips, so see how you can integrate them into your operations.

Be sure to share the planned adjustments with your staff and get them on board before implementation. You can see your workflows improve soon enough once you execute these tips.

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