Digital Agency Process: 10 Workflow Tips to Scale Your Agency

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When you browse your Facebook and Twitter accounts, you can’t help but check out the latest viral videos – oh, and guiltily go crazy over TikTok too! Promo flyers have been replaced with double clicks; print ads kicked out by digital billboards, and social media channels are the new TV when it comes to advertising. Influencers and even owners dance to a catchy tune trying to grab their potential customers’ attention as they view their ads over and over again.

With the rise of technological advancement and innovative ways to keep businesses in check, digital marketing agencies are also growing. The number of likes and shares now evaluates popularity as online businesses and virtual markets are born daily. Before you know it, demands for digital marketing are spiraling.

So how does your digital agency keep up with the pace? Are you ready to take your digital marketing team to new heights?

We are here to provide the ultimate guide to improving your digital agency workflow and give you tips on how to scale up amidst the competition. Let’s get crackin’!

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The Role of a Digital Marketing Agency

Who says they still need a digital marketing agency? All the CEOs need is the Digital Marketing Agency book for Dummies together with Google and they’re good to go!

Nope. Your agency is more relevant now MORE THAN EVER.

A digital agency dedicated to marketing purposes is important because of the BIG FAT chunk it brings to the table: building customer relationships online translates into future sales and purchases. They are also responsible for purchases made across digital platforms because of their strategic thinking and inventive lead generation strategies.

So, do you think businesses can still get away without the help of a digital marketing agency?

Let them try handling marketing campaigns that are now shifting to the virtual world from the previous face-to-face. Give them the opportunity to manage everything from content production to website design, to a smooth-sailing online customer experience, all at the same time! These factors contribute to the increase of sales and whether you will raise loyal customers or become viral the wrong way.

Increasing online presence, getting sales leads, turning them into sales, and expanding the businesses’ reach are only some of the responsibilities having a digital marketing agency entails.

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Best Workflow for Digital Marketing Agencies

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Keeping your sanity and improving your business’ performance every time you take on a new project equates to relying on a company workflow. It is having a process you can depend on with email marketing, social media and content creation, web design, sales analytics, and even hosting virtual events.

First things first, you need to create a comprehensive onboarding system for clients, clarifying the breadth of the project, and having a documented template that you can use to implement your processes. When everything’s a-okay, next is to assign clear duties to team members, review the project timeline, and regularly ask for feedback. As simple as that, your digital marketing agency can now implement a well-developed process workflow. YAY!

Just between us, what makes YOU a successful digital agency is your ability to execute a unique workflow that focuses on achieving your marketing goals and broadening your business services.

At ScaleTime, we check that your business has the best effective system that guides you in creating a blossoming digital marketing company. We offer project management for your digital agency as a way to create a systematized approach for meeting deadlines, knowing the team members participating in the project, and measuring and optimizing your business’s success.

We start by taking a look at what is happening and we note what tools and services you use, evaluate each team member’s role, the onboarding of each client, and the current project management method you are using in your company. This is the data we will use to create a baseline.

We then create a plan which involves reviewing the present effective procedures and removing the ineffective ones while working our way up!

Sooo, what’s next? We implement a procedure that works well with your system and give a boost to what you already have! We guide you all the way from measuring KPIs to appreciating the numbers on your company’s books.

Our proven process allows you to take a step back, supervise, and peacefully sip champagne at night. Wouldn’t it be fun to oversee your company’s development while sunbathing from your dream paradise? Now that’s life!

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10 Tips to Scaling Your Digital Marketing Agency

1. Have a workflow that is proven effective

We know that you dread the daily grind, but you need to do it to enjoy everyday life. So what’s our solution? An efficient workflow is guaranteed to have you living the best days with your family and friends, and even your pets!

One of the cornerstones of successful agencies is refining an existing workflow or a total overhaul and setting down a new one. You may have the best team members, the most understanding clients, or the high-paying projects, but if you do not have a systematic way to handle all the tasks in your business, then everything, including your time and money, goes bye-bye.

Don’t let precious resources escape your grasp. Learn to control your nine-to-five with this proven-effective framework for your digital agency. We have the road map to optimizing your digital marketing processes right HERE.

2. Successful onboarding of new team members

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Once you have a clear system in place, it’s now time to enhance your team.

Each team member must know exactly what is expected of them, to improve employee satisfaction, motivation, and retention. If you have trouble with annoyed or confused team members you often catch on long breaks and not on their desks, you might need to integrate your system into the team. Knowing what to do when and who will do it makes the difference.

One of the many ways is to make them carry out all the specified tasks constructively. Designate marketing managers to handle the creative assets and sales, project managers with the scope and ensuring deadlines are met, and relationship managers to deal face to face with clients. This brings us to the next tip –

3. Flawless client onboarding

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Your team may know what to do when implementing a task in the project. But what about the clients? These are your customers, your lifeline, the mechanism that pumps blood in your business. Having a step-by-step guide to delivering projects must also include having an efficient client delivery process.

Grab a coffee with them and let them know the current project status and where your team is at with the timeline. Update them with their portfolio, let them know you’re on the same page, and make them feel they are involved and being taken care of.

This is a chance to help spread the word that your company is not just a fancy website with monthly vouchers. It is an opportunity to turn mouth advertising into potential customers and client recommendations.

4. Streamline the creative process

Too many post-its hanging by your workstation, but you’re still stuck with all the digital marketing dilemmas? Or maybe your team just throws in their ideas, and results are all far off from the final product?

Simplify the way you want a plan to be executed. Straightforward marketing goals and campaigns would allow more team members to understand the creative process, attract motivation and encourage feedback. It also fosters the development of analytical thinking and problem-solving skills within your team. You certainly don’t want to get stuck with uncolored drawings! Always remember that the virtual marketing journey is as important as the output.

5. Know how to set a fair price for services

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Unlike products, digital marketing services are challenging to put a price tag on. Charging too high leads to overpricing and fewer clients, while charging too low will cut into your profit or, worse, leaves an impression that the services you offer are not as good as everything else in the market. Yikes!

Managing the budget by knowing how much your services really cost is a good place to start. Although there is no one-way route to finding a fair price, some things to consider are the type of service you offer, whether there are any marketing specialists providing the same service, and if yes, how much they are charging for their work.

This competitor analysis helps you have confidence in your real worth, so you can communicate this to your customers. Or else, they’ll believe you are not credible enough for your asking price!

If everything still seems blurry, we have prepared this article on specific guidelines and other tips for pricing your services HERE.

6. Up-to-date digital marketing data

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Not everyone can sell, and not everyone can do math. However, these are two essential pillars when it comes to digital marketing!

Before, studying your competitors’ strengths and weaknesses was enough to keep you ahead of the game. Now, the market analysis includes more detailed and comprehensive statistics on their market share, pricing, geographical location, customer reviews, online channel presence, and many other factors. It’s more than just raw data because these are numbers that need to be researched and examined to become the basis of your marketing techniques and strategy.

Once you’ve done your digital marketing campaign, reviewing its success and components is also essential to help gather more insights on your product, your approach, and your target audience.

7. Focus on the target audience

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Stories, captions, and social media posts should not only make clients happy. As creatives, digital marketing agencies should focus on creating precisely what the target audience needs by defining the real people who are most likely to purchase from your client and earn their trust and loyalty. Without them, your clients will not exist at all! The target audience may be based on several factors like age, location, income, interests, and so on.

After knowing your audience, it’s time to get some leads!

Whether it’s blog post creation or content creation for social media platforms, the final digital product is a huge part of ensuring your audience recognizes your presence. It may be that they don’t need the services now, but if you keep them interested, your services stay at the back of their minds. They may come back to use your products in the future, and some may even make referrals and recommendations when the need arises.

8. Choose the tools that work best

Digital agencies use all the tools at their fingertips to meet the creative brief and follow creative processes. Software is used for updating web pages and content production, but how do you know what works best for your digital agency?

One tip is to check out what other business owners use in your industry. These digital tools come with specific guidelines on installation and sometimes the extra budget needed for its premium users. So, if you find out it does not work with your system, you could end up wasting a week (or even a month, UGH!) trying to figure out how to use something that’s not really effective in making your work more manageable in the first place!

(Not to fret, some tools offer a free trial and 24/7 support, so you’re not left alone in this cold and brutal virtual jungle of paid software and applications!)

But wait, here’s the fun part! Once you’ve installed the app and get the hang of it, you may now integrate it into your effective workflow. Tasks that may seem complicated can now be done with just a click or two to achieve desired results and meet deadlines more effortlessly.

While you’re at it, you can even adjust the mood lights in your office to boost your team’s creativity or even plot the traffic system on your way to meet clients with a single tap while enjoying your morning coffee.

9. Set expectations of clients and team members

You have to accept that life does not always work according to your plan. This is why part of the workflow sets clients’ and team’s expectations.

Have a kickoff meeting with both parties to emphasize project objectives. Explain the project range and give the project summary towards the end. It balances the anticipation and relieves pressure.

Part of the timeline also sets the time for you to provide feedback to ensure no loose ends after the project has been implemented.

10. Step back as you grow

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After all the hard work, it’s time to develop turnover and endorsement plans.

First, take time to assess if the current strategy works and update team members on their accomplishments and performance. Next, tweak your current digital marketing process according to the fast-paced and changing times.

Finally, as your agency grows, the last part of the framework (and probably the most rewarding one at that) is stepping back and giving yourself more time out of the office and more time to focus on achieving a work-life balance.

Exciting, isn’t it? Now’s the time to scale up your digital marketing agency! Set up a Discovery Session with us for FREE. Take control of the growth of your business, and let us help you. Talk to our Scale Strategists and optimize your company by clicking HERE.

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