I have helped hundreds of agencies scale beyond $1,000,000 a year through the right systems
Clients did this by following my 8 step roadmap for automating their internal operations
We charge $2000/mo for this roadmap, but today you will get it for free
A Masterclass Thread
Clients did this by following my 8 step roadmap for automating their internal operations
We charge $2000/mo for this roadmap, but today you will get it for free
A Masterclass Thread
I have not found ONE single agency that has had elite operations
This 8 step plan will give you the foundation to scale to 9 figures
This 8 step plan will give you the foundation to scale to 9 figures
1-Templitize workflow
The 1st step in building an elite operation is mapping out each step in the operation
From the second a client pays, all the way to a client staying for a year, map out:
>Each step
>The owner
>SOP & training
>Software needs
>Communication workflow
The 1st step in building an elite operation is mapping out each step in the operation
From the second a client pays, all the way to a client staying for a year, map out:
>Each step
>The owner
>SOP & training
>Software needs
>Communication workflow
2-SOPs & Trainings
SOPs: Simple set of steps that anyone can follow
Trainings: Complex set up procedures that teach team members how to think
Go back through each step in your workflow and identify which step is in need of an SOP vs a training
SOPs: Simple set of steps that anyone can follow
Trainings: Complex set up procedures that teach team members how to think
Go back through each step in your workflow and identify which step is in need of an SOP vs a training
For SOPs, following my 5 step framework:
To learn how to set up effective trainings, review the below thread
Hint: I've never met anyone in the agency game that knows how to do this
Hint: I've never met anyone in the agency game that knows how to do this
3- Org Chart: Defining Expectations
The purpose of an org chart is not to define who reports to whom (although it does that too)
It is to set CLEAR expectations
An effective org chart will include:
>Responsibilities
>Goals
>KPIs
The purpose of an org chart is not to define who reports to whom (although it does that too)
It is to set CLEAR expectations
An effective org chart will include:
>Responsibilities
>Goals
>KPIs
I find most founders struggle with setting KPIs
KPIs are the inputs that lead tot the outputs (Results/goals)
To easily establish KPIs, identify what the quantifiable goals are for each role
From here, write out what the input actions are that lead to the desired results
KPIs are the inputs that lead tot the outputs (Results/goals)
To easily establish KPIs, identify what the quantifiable goals are for each role
From here, write out what the input actions are that lead to the desired results
Example:
Role: Customer success manager
Goal: Monthly client churn <5%
Inputs:
>Complete a quarterly business review
>Reply to all client slack messages daily
>Introduce client to 3 potential partners monthly
Role: Customer success manager
Goal: Monthly client churn <5%
Inputs:
>Complete a quarterly business review
>Reply to all client slack messages daily
>Introduce client to 3 potential partners monthly
4- Templatize Project Management
With the combination of steps 1-3, you should easily be able to templatize project management
What this means:
When we sign a new client, we should be able to copy and paste our template for a new client project management board
With the combination of steps 1-3, you should easily be able to templatize project management
What this means:
When we sign a new client, we should be able to copy and paste our template for a new client project management board
Items to be included inside your project management:
>Task
>Client
>Due Date
>Task Owner
>Hyperlinked SOP/Training
>Status (on track, complete, past due)
>Task
>Client
>Due Date
>Task Owner
>Hyperlinked SOP/Training
>Status (on track, complete, past due)
In addition to project management, we can templatize standard work
Standard work are the input items that must be completed in addition to daily client execution
These are created in step 3 (Org Chart/KPIs)
Standard work are the input items that must be completed in addition to daily client execution
These are created in step 3 (Org Chart/KPIs)
5- End of Day Reporting: Creating Visibility into Daily Execution
Micro-management can EASILY be irradicated from the world
Every team member should have a mandatory end of day report to submit (we had this at Amazon)
End of day reporting shows if we executed or not
Micro-management can EASILY be irradicated from the world
Every team member should have a mandatory end of day report to submit (we had this at Amazon)
End of day reporting shows if we executed or not
End of day reporting can be automated through project management or physically submitted through a report
I recommend each team member submit a report daily for added accountability and visibility
I recommend each team member submit a report daily for added accountability and visibility
Here is a video breakdown of this process:
loom.com
loom.com
6- Client Dashboard: Track Client Results
A dashboard shows us how our book of business is performing
The #1 reason agencies underperform is due to:
>Lack of visibility
>Lack of accountability
>Lack of contingency planning when we are trending poorly
Dashboards solve for this
A dashboard shows us how our book of business is performing
The #1 reason agencies underperform is due to:
>Lack of visibility
>Lack of accountability
>Lack of contingency planning when we are trending poorly
Dashboards solve for this
To build a dashboard, follow these steps:
1- Identify all the relevant KPIs we must track per account
2-Set clear goals we aim to hit per client per month
3-Admins input data that cant be tracked via APIs
4-Track results through APIs and automations
1- Identify all the relevant KPIs we must track per account
2-Set clear goals we aim to hit per client per month
3-Admins input data that cant be tracked via APIs
4-Track results through APIs and automations
7- Operations Meeting
Once we have a functioning dashboard, our teams should be tracking performance on a weekly basis for our accounts
Once we have a functioning dashboard, our teams should be tracking performance on a weekly basis for our accounts
During the weekly ops meeting, team members update managers on:
>Updates on previously assigned actions
>Targeted performance vs actual performance
>Plans to turn around under performing accounts
This one process will drastically improve your team performance
>Updates on previously assigned actions
>Targeted performance vs actual performance
>Plans to turn around under performing accounts
This one process will drastically improve your team performance
8- Training Matrix (Optional Step)
This step is mainly for my larger agencies (we usually have to do this with our 8 figure agency clients)
A training matrix shows which skills team members do and do not have
It enables managers to have a plan to develop talent and train
This step is mainly for my larger agencies (we usually have to do this with our 8 figure agency clients)
A training matrix shows which skills team members do and do not have
It enables managers to have a plan to develop talent and train
How to make a training matrix:
1-Identify all the skills that are needed for a role (hard and soft skills)
2-Break the skills into sub-departments
3-Put team members across top row
4-Put all skills down a column
To finish, mark the skills team members do and dont have
1-Identify all the skills that are needed for a role (hard and soft skills)
2-Break the skills into sub-departments
3-Put team members across top row
4-Put all skills down a column
To finish, mark the skills team members do and dont have
The 8 step plan is the foundation to building an elite agency operation
. @wizofecom added 6 new clients within his first month of applying this one process into his agency
. @wizofecom added 6 new clients within his first month of applying this one process into his agency
If you are ready to build a world class business and making scaling EASY, then book time here:
zpr.io
zpr.io
Help me help others
If you received value from this post, please RT it to help founders build better operations
If you want more dope content, follow @jordan_Ross_8f to level up your business in 2023
If you received value from this post, please RT it to help founders build better operations
If you want more dope content, follow @jordan_Ross_8f to level up your business in 2023
If you are ready to
1- Remove yourself from working in the busines
2-Scale your team and their performance
3- Massively grow by working on the highest leverage activites
Then book time to chat with us here:
bit.ly
1- Remove yourself from working in the busines
2-Scale your team and their performance
3- Massively grow by working on the highest leverage activites
Then book time to chat with us here:
bit.ly
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