How can you keep your agency running like a well-oiled machine? It’s more than just checking that all the different parts are working. Everything should be at peak performance and at its best!
Agency-wise, that means having systems to support your team members and being transparent about their roles and responsibilities. That’s how you keep the quality of your work high, your team members happy, and your clients satisfied!
Read below or watch our YouTube video to see how ClickUp can help keep your agency in tip-top shape.
What does your agency do and why? What are you and your team members working toward? In other words, what are your goals?
If you find yourself struggling to answer right away (and your team members aren’t sure what to say either) then it’s time to implement a system for setting, tracking, and reaching your goals. ClickUp can help.
First, we suggest using a List to track all your goals rather than ClickUp’s native Goals feature. Here’s how we’ve done it in our ClickUp Annual Goals Template, which you can grab for yourself from our shop!
We like to use one List for our own agency, but if you have a very large team, you can create multiple Lists by department if you like!
Before utilizing ClickUp to set and track goals, business operations often felt chaotic and disjointed. Goals were scattered across various platforms or simply discussed in meetings, with no centralized system to ensure they were consistently monitored or achieved. Tracking progress was cumbersome, often involving manual updates and follow-ups, which drained valuable time and energy.
Now, with ClickUp, everything is streamlined and organized in one place. Goals are clearly set, tracked, and easily accessible, ensuring the whole team stays aligned and focused, leading to smoother operations and better productivity.
Next, add your goals as custom Task Types. Once you’ve added multiple goals, you can begin grouping them by quarter to keep them organized.
Using custom Task Types for goals in ClickUp is crucial because it allows you to tailor your workflow to fit the specific needs of your business. With custom fields, you can track relevant metrics, deadlines, and priorities, ensuring that every aspect of your goal is accounted for.
After you’ve set up each goal in your list, it’s time to add KPIs. This is a big reason we love ClickUp for goals. When you add a KPI, you get actual tasks and action items to make that KPI (and that goal) happen!
Plus, if you have a lot of action items for one KPI, you can link tasks across your workspace to keep it all organized.
How many different roles are there in your agency? Are the differences clear to everyone on your team? For example, how does a project manager differ from a project owner?
If roles and responsibilities aren’t clearly defined, chaos might ensue. Responsibilities can overlap, causing redundancies and wasted hours. Tracking work and accountability can be confusing. Conflicts between team members can happen.
Thankfully, you can use ClickUp to clear the air and improve your agency.
This is a basic, simple ClickUp feature to keep your team organized, but it’s crucial. Even more so if your agency is growing!
Remember, these are the roles you can assign to people in your Workspace:
Part-time employees go full-time. Freelancers become employees. People move up or laterally in your business. What they have access to and what they’ll need access to will change. Make sure that their user roles in ClickUp match their actual roles within your agency.
Assigning the right roles in ClickUp is essential for keeping team members informed without overwhelming them. By clearly defining roles and responsibilities, each person knows exactly what they need to focus on, which helps prevent information overload. Tasks move forward more smoothly because everyone is aware of their specific duties and who to reach out to if they need support. This clarity ensures that updates and communications are directed to the right people, reducing unnecessary distractions and allowing the team to stay focused and productive.
We often mention using ClickUp as a single “source of truth” for our business, and we recommend other online businesses do the same. Any time your team members have a question about what they’re doing and how to do something, ClickUp should have the answer!
Use ClickUp to store important resources like:
With all the team resources you need in one easily accessible location, there’s less risk of confusion and miscommunication about roles and responsibilities.
To be a successful agency, you need a solid foundation where every team member knows what they’re doing and why. Clearly defined roles, outlined responsibilities, and transparency around agency goals will help build that foundation!
Don’t have time to customize your ClickUp on your own? Let our KPI & OKR ClickUp Tracker help.
With this bundle, you get the template that we talked about above for planning and setting goals in ClickUp Lists, plus:
It has everything you need to strengthen your agency and get your team on the right track to achieving your goals.
