If you feel like your agency’s operations are running on duct tape and crossed fingers, you’re not alone. Many agencies start off with loose, flexible processes, figuring things out as they go. That works for a while—until it doesn’t.
One day, you realize projects are taking too long, communication is breaking down, and clients are frustrated. Your team is constantly reinventing the wheel, and you’re spending more time fixing mistakes than growing your business.
This is a clear sign that your workflows need an update. And the sooner you tackle it, the better. Let’s go through some telltale signs that your agency’s workflows are outdated and what you can do to fix them.
1. Your Team Spends Too Much Time on Repetitive Tasks
Does your team spend hours every week chasing down client approvals, formatting reports, or manually entering data into different systems? If so, it’s time to automate.
Repetitive tasks not only drain your team’s time but also leave room for human error. Updating your workflows with automation tools like project management software, CRM integrations, or AI-driven reporting can save hours every week.
Fix It:
- Identify your agency’s most repetitive tasks.
- Look for tools that can automate those tasks (e.g., Zapier, Asana, ClickUp, HubSpot).
- Standardize processes so your team isn’t constantly starting from scratch.
2. Projects Are Constantly Running Behind Schedule
If deadlines are being missed more often than not, it’s time to evaluate your workflows. While occasional delays happen, consistent bottlenecks suggest your systems aren’t working efficiently.
Maybe tasks aren’t clearly assigned, handoffs between team members are clunky, or approvals take too long. Whatever the cause, an outdated workflow is likely the culprit.
Fix It:
- Review where delays are happening most often.
- Use project management software to create clear timelines and task dependencies.
- Set up automatic reminders for key milestones.
3. Communication Breakdowns Are Frequent
Have you ever found yourself thinking, “Who was supposed to handle that?” or “Why didn’t anyone update me on this?” If communication is scattered across emails, Slack messages, and random notes, your team is likely missing important details.
A lack of centralized communication leads to confusion, duplicate work, and frustrated clients.
Fix It:
- Establish a single source of truth for communication (e.g., Slack, Microsoft Teams, or a project management tool).
- Standardize how your team documents project updates.
- Set clear expectations on response times and check-ins.
4. Clients Are Frustrated and Asking for More Updates
When clients repeatedly ask for updates, it’s a sign that your workflow isn’t keeping them in the loop. This can lead to unnecessary back-and-forth emails, extra meetings, and overall dissatisfaction.
A strong workflow should proactively keep clients informed, reducing their need to reach out.
Fix It:
- Set clear expectations with clients on when and how they will receive updates.
- Use automated reports or dashboards so clients can check progress themselves.
- Create standardized email templates for client check-ins.
5. Onboarding New Employees or Freelancers is a Nightmare
If every new hire or freelancer needs weeks of hand-holding before they can get up to speed, your workflows likely aren’t well-documented.
The best agencies have clear, documented processes that make it easy for new team members to jump in and contribute without constant supervision.
Fix It:
- Create a clear onboarding guide with SOPs for common tasks.
- Use screen recordings and templates to walk new hires through key processes.
- Assign a point person for onboarding, but ensure documentation is available for self-service.
6. You’re Constantly Putting Out Fires
If your day-to-day feels like a never-ending game of crisis management, it’s a sign that your workflows are broken.
When systems are solid, there’s less scrambling. Your team knows what’s expected, clients feel taken care of, and you can actually focus on growing your business instead of fixing mistakes.
Fix It:
- Identify the recurring issues that keep cropping up.
- Document solutions so you don’t have to reinvent them every time.
- Build buffer time into your processes to account for unexpected roadblocks.
7. Profit Margins Are Shrinking Due to Inefficiency
If you’re working harder but profits aren’t increasing, inefficient workflows might be eating into your margins. Every unnecessary meeting, redundant task, and project delay costs your agency money.
Streamlining workflows helps your team work smarter, not harder—improving efficiency and boosting your bottom line.
Fix It:
- Audit your current processes to find inefficiencies.
- Eliminate redundant steps and automate where possible.
- Standardize pricing models to ensure projects remain profitable.
Workflows Should Evolve as Your Agency Grows
What worked when your agency had three clients won’t necessarily work when you have thirty. As your business grows, your workflows must evolve with it.
If you’re constantly dealing with miscommunication, project delays, and frustrated clients, take a step back and reassess how your agency operates.
Small changes—like automating approvals, standardizing processes, and improving communication—can have a massive impact on efficiency, client satisfaction, and profitability.
The best agencies aren’t the ones that never have workflow issues—they’re the ones that recognize problems early and take action. If any of these signs sound familiar, now is the time to update your workflows and set your agency up for long-term success.
Is Your Agency Overdue for a Workflow Overhaul? Let’s Fix It.
If you’re constantly battling inefficiencies, miscommunications, and project delays, it’s time to take control of your operations. Updating your workflows isn’t just about making things run smoother—it’s about freeing up time, improving client satisfaction, and making your agency more profitable.
At Agency Authority, we help agency owners streamline their processes so they can scale without the chaos.
Want to discuss the issues your agency is facing? Let’s talk. Book a Free Call and take the first step toward a more efficient, scalable agency.
Don’t let broken workflows hold your agency back. The right systems can transform how you work, and I can show you how. Let’s make it happen.