Can you identify repetitive tasks in your agency that can be automated, delegated, or eliminated? When done correctly, automation can help you overcome overwhelm and scale your businesses effectively. 

In this episode of The Agency Blueprint, I’m joined by William Christensen to discuss the importance of automation, delegation, and elimination in scaling creative agencies. Will is the founder of Entrepreneurs Apprentice and the co-founder of Data Automation. He is known for his automate, delegate, eliminate framework and unique 15-1-1-5 rule, which identifies key tasks to automate or delegate. He is also a Zapier-certified expert with deep expertise and workflow optimization. 

Listen in to learn the importance of niching down to create a scalable, automatable business model. You will also learn the value of mentorship programs and mastermind communities in providing guidance and accountability to overwhelmed agency owners. 

Key Questions: 

• [02:16] What are some of the biggest mistakes creatives or business owners make when trying to grow their businesses? 
• [14:59] How can creative agency owners embrace systems and structure without losing their sense of creative freedom?  
• [17:03] What strategies can help agency owners stay updated with the latest technology and automation trends?  
• [21:38] What steps should an overwhelmed agency owner take to start automating and systemizing their business?  

What You’ll Discover:  

• [00:56] How Will’s early experiences with Zapier shaped his approach to automation and business scaling.  
• [02:42] Why niching down is the first step to creating a scalable, automatable business model.  
• [05:46] The 15-1-1-5 rule, a framework for identifying tasks that should be automated, delegated, or eliminated.  
• [07:26] The adrenaline-junkie tendencies of creative entrepreneurs and how to channel that energy into scalable growth.  
• [08:55] Will’s tactical approach to handling out-of-scope projects by charging a project deposit and providing a detailed blueprint.    
• [11:46] How to evaluate whether a project aligns with your agency’s core expertise and contributes to long-term growth.  
• [13:06] Why performing a task manually five times is crucial before automating or delegating it.  
• [15:17] How creating a structured "black box" business model can provide true freedom and allow for more creative exploration.  
• [17:34] How to stay updated with the latest technology trends by following content creators and platforms.  
• [22:09] Why hiring a counterpart for sales or fulfilment is a critical first step for scaling your agency.  
• [22:59] The transformative power of mentorship and mastermind groups in providing accountability and fresh perspectives.  
• [26:22] The profound impact of community and mentorship on personal and professional growth.  
• [27:23] Why niching down and standardizing sales processes are essential before delegating sales or fulfilment roles.

What strategies for increasing profitability can you utilize without raising rates? While raising rates is a straightforward way to boost margins, it’s not always feasible due to market limitations or client resistance. 

In this episode of the Agency Blueprint podcast, we discuss actionable strategies for improving agency profitability without raising client rates. We further discuss the importance of having clean, organized financial statements as the foundation for making informed decisions. 

Listen in to learn how to leverage resource management tools to better allocate team resources, reduce inefficiencies, and ensure that every dollar spent contributes to the bottom line. 

Key Questions: 

• [01:27] What mechanism do you have outside of raising rates that allows for you to be able to achieve higher profitability? 
• [08:43] What steps can you take to reduce administrative costs and focus attention on where there’s true impact?  
• [09:15] What steps can you take to course-correct underutilized or overworked team members for better profitability and team performance? 
• [13:21] When should you consider hiring subcontractors versus maintaining full-time employees to improve profitability?  
• [17:08] What are some other challenges or things people should be looking out for when looking to be more efficient? 

What You Will Discover: 

• [01:50] The importance of having clean and organized financial statements to help identify overspending and make data-driven decisions.  
• [03:05] How poor financial visibility can lead to overspending and inefficiencies in your agency’s operations.  
• [05:38] Why delivery costs should not exceed 50% of revenue and how to address inefficiencies in your billable team.  
• [07:28] How to reduce operational costs by analyzing administrative expenses, office overhead, and sales/marketing budgets.  
• [10:05] How resource management tools can help you balance team utilization and improve overall efficiency.  
• [12:00] Strategies for addressing underutilized team members, such as combining roles or reallocating responsibilities.  
• [13:33] The pros and cons of hiring subcontractors versus maintaining full-time employees to improve profitability.  
• [14:56] How to analyze the profitability of individual projects to identify inefficiencies, plus steps to address unprofitable projects. 
• [17:13] The importance of conducting regular financial audits to identify unnecessary expenses and improve profitability. 
• [18:14] How to implement cost-cutting measures carefully to avoid harming team morale or compromising service quality. 

Did you know that proposals are not the primary tool for selling services? A proposal is meant to seal the deal, not sell it, real selling happens long before the proposal is ever presented. 

In this episode of the Agency Blueprint podcast, I discuss the science of crafting high-performing proposals and bids. I further break down the critical steps to creating proposals that reinforce trust, articulate value, and ultimately close deals. 

Don’t miss this episode to learn how to avoid overloading proposals with unnecessary details or focusing too much on your agency rather than the client! 

Key Questions: 

• [01:30] How can you ensure your client has "conceptual buy-in" before presenting a proposal?  
• [03:26] How do you help clients overcome their disbelief or imposter syndrome to see the possibility of achieving their goals?  
• [13:07] What steps can you take to ensure your proposal reflects the client’s background, challenges, and goals?  
• [19:20] How can you personalize your proposal to make it visually appealing and easy for the client to understand?  

What You Will Discover: 

• [01:30] The concept of "conceptual buy-in" and how emotional trust in your abilities is the foundation of a successful proposal.  
• [02:40] How to structure pre-proposal conversations to address client pain points, goals, and motivations.  
• [03:26] The psychology of sales conversations and how to help clients see a better future by fighting alongside them against their disbelief.  
• [05:02] How to guide your client to navigate the gap between their current situation and their desired outcome.  
• [06:50] How dumping value into a sales conversation—even with a non-qualified lead—can lead to long-term trust and future business.  
• [09:52] The importance of discussing risk factors, likelihood of success, and cost considerations when presenting high-ticket services.    
• [11:14] How to tap into the emotional core of your clients by addressing their fears, doubts, and desires in your proposal.  
• [12:00] How to preemptively address objections by sharing stories of past clients who overcame similar challenges.  
• [13:07] The importance of restating the client’s background, challenges, and goals to demonstrate that you’ve truly listened.  
• [14:45] How to create a clear, step-by-step plan that reassures clients of your ability to deliver results.  
• [16:18] How to present costs transparently and confidently after addressing all objections and aligning on the value you’ll deliver.  
• [17:37] Avoid common mistakes like overloading your proposal with unnecessary details or making it not about the client.  
• [19:20] The importance of creating a visually appealing and personalized proposal that stands out and resonates with the client.  
• [20:00] Understand the buyer’s decision-making process and how to insert yourself into their research and evaluation phase. 

Do you practice true transparency or are you one of those leaders who claim to promote openness while operating behind a veil of secrecy? Opaque leadership is damaging and often leads to mistrust, instability, and high employee turnover. 

In this episode of The Agency Blueprint, we discuss why authentic transparency in leadership is vital for building a cohesive, high-performing agency culture. Unlike opaque leadership, transparency builds trust, fosters alignment, and empowers teams to contribute to growth in meaningful ways. 

Don’t miss this episode to learn more about practical strategies for implementing transparency to create a more engaged and empowered workforce! 

Key Questions: 

• [01:47] What are some of the biggest negative impacts you’ve seen from opaque leadership in agencies? 
• [07:49] How can transparent leadership inspire individual team members to set and achieve their own personal and professional goals? 
• [13:14] Are you consistent in your efforts to promote transparency, or are old habits creeping back in? 

What You’ll Discover: 

• [02:04] How opaque leadership breeds insecurity, causing top talent to leave for more stable opportunities. 
• [03:41] How a lack of transparency creates a “leadership vs. team” dynamic and hinders collaboration, innovation, and problem-solving. 
• [07:49] How transparency opens up conversations about personal milestones, helping leaders and teams align personal and professional goals. 
• [10:07] How transparency builds trust, opens communication at all levels, and shows that leadership values every team member. 
• [10:50] How interdepartmental collaboration and unified information sharing are vital for sustainable growth. 
• [13:14] Why consistency in transparency is crucial and how inconsistency can erode trust within your team. 
• [14:08] Advice on practicing transparency: sharing long-term vision, strategy, and financial insights without overwhelming your team. 
• [14:55] How having open feedback with your team empowers them to take ownership of solutions and builds stronger commitment. 
• [16:50] How transparency builds alignment, trust, and collaboration that drive your agency forward and create a culture of ownership.

Is your business suffering from the Underpants Gnome Syndrome or do you have a step-by-step strategy for business growth and scaling?  

In this episode of The Agency Blueprint, I’m joined by TJ Slattery to discuss the common flaw of small business owners who have grand ideas without a clear roadmap to profitability. We further discuss the importance of understanding and clarifying one's goals and motivations as an entrepreneur. TJ is the owner and founder of Crow's Nest Consulting, a lifetime entrepreneur, and a strategic advisor. TJ harnesses his decades of experience to create clarity and stability for business owners immersed in the day-to-day and on the entrepreneurial island.  

Listen in to learn the necessity of identifying the "why" behind business goals in order to maintain focus and make informed decisions about new opportunities. You will also learn the importance tracking KPIs regularly and breaking down actions into smaller tasks to better understand what leads to success. 

Key Questions: 

• [01:02] What is "Underpants Gnome Syndrome," and how does it relate to flawed business thinking? 
• [03:41] How can entrepreneurs start identifying the missing pieces of their business to avoid missing out on step two of their growth? 
• [06:24] What should entrepreneurs do when overwhelmed by too many options and unclear steps to take? 
• [19:01] What practices would you suggest for someone who they are an entrepreneurial mind and everything is an opportunity? 

What You’ll Discover:  

• [01:18] The "Underpants Gnome Syndrome" - how business owners often focus on big ideas without a clear plan to make those ideas profitable. 
• [04:11] How entrepreneurs can reflect and identify changes needed to scale their business and achieve revenue goals. 
• [06:41] How to avoid "paralysis from analysis" by focusing on clear goals and creating a structured, actionable plan for growth. 
• [11:18] How to define your business goals and the underlying motivations to stay focused and avoid distracting ventures. 
• [13:42] How to stay focused and avoid distractions by using self-imposed constraints for discipline. 
• [16:46] The importance of understanding key business details and tracking the actions that directly contribute to success. 
• [19:36] The importance of using KPIs and regular business performance tracking to stay on track. 
• [22:11] The importance of defining the "why," measuring progress, and staying consistent as essential steps for business success. 

Get In Touch with TJ: 

• Website
• Email
• LinkedIn

How do you track and present measurable outcomes your agency delivers to clients? Results are the backbone of client satisfaction, business growth, and long-term partnerships. 

In this episode of The Agency Blueprint, we discuss how to track and present measurable outcomes to clients. We explain the importance of understanding what to measure, how to encourage clients to share their successes, and the significance of highlighting these results in sales conversations. 

Don’t miss this episode to learn more about the critical importance of collecting and analyzing data in client-agency relationships! 

Key Questions: 

• [00:34] Are you currently measuring the results your agency is delivering? 
• [11:33] When is the best time for agency owners to gather data on the agency’s results—during the project or after its completion? 
• [14:53] How many are too many data points that you can potentially find and use? 
• [17:03] How do you position your agency in terms of ROI when discussing pricing with clients? 

What You’ll Discover: 

• [01:24] The need to measure and show results -- comparing agency performance evaluation to investment assessment with a stockbroker. 
• [03:00] Why results are crucial in branding and the importance of measuring impact, even when it’s hard to quantify. 
• [05:03] Linking agency work with clear client goals to ensure focus and direction in achieving results. 
• [06:15] The multiple factors contributing to success, and the importance of owning your piece of the impact. 
• [07:41] How understanding and communicating results internally can improve retention and increase upsell opportunities. 
• [08:11] The role of sales conversations in demonstrating your agency's ability to achieve results and create trust with clients. 
• [09:08] How to measure agency verticals and services, and the importance of knowing where your services fit. 
• [11:56] The importance of continuously collecting data throughout the engagement, even after the project has launched. 
• [15:20] The critical role of monetary impact for clients makes it essential to measure this outcome for success. 
• [17:40] How to position your agency as a valuable partner in driving business growth by emphasizing the long-term ROI. 
• [21:41] Demonstrating results and building trust are crucial for client retention and positioning for growth in a competitive market.

Does your team feel disconnected from the agency’s success? Are incentive programs what’s going to keep your team engaged and invested in your agency’s long-term success? 

In this episode of The Agency Blueprint, I discuss how to create effective team incentive structures that foster collaboration, boost morale, and drive high performance. I explain how to structure incentives to balance personal achievement with teamwork, rewarding high performers without undermining collaboration.   

Don’t miss this episode to learn more about practical examples of incentive programs that go beyond financial rewards! 

Key Questions: 

• [01:27] Have you considered whether your team truly shares in the rewards of your agency’s growth, or are they simply working to keep their jobs? 
• [05:37] Are your current incentive structures encouraging teamwork, or are they creating competition that undermines collaboration? 
• [10:54] Are you giving your team a clear understanding of how their daily work directly impacts your company’s bigger goals? 
• [13:54] Is your incentive structure promoting healthy collaboration, or is it unintentionally creating competition that harms your culture? 

What You Will Discover: 

• [01:27] Why closing the motivation gap is key to building a team that drives meaningful business growth alongside you. 
• [03:02] The multi-tiered incentive structure that keeps high performers motivated while promoting teamwork and collaboration. 
• [04:09] How department-level incentives encourage teamwork, accountability, and peer collaboration to meet shared goals. 
• [04:41] How company-wide incentives foster unity across departments and clarify everyone's role in achieving the bigger picture. 
• [05:37] The downsides of individual incentives and how to balance them with collaborative structures that promote teamwork. 
• [06:34] Examples of incentive programs, from bonuses and profit-sharing to peer recognition awards and growth opportunities. 
• [08:19] How to structure incentives by aligning company objectives with departmental and individual KPIs for clarity. 
• [10:54] How clarity and setting expectations can break down silos and prevent underperformance within your agency. 
• [12:56] The impact of poorly structured incentives and how simplicity and consistency keep teams focused on goals. 
• [13:54] The risks of unhealthy competition and how to build incentive structures that foster collaboration rather than rivalry. 
• [15:20] Avoid setting unrealistic goals that can demotivate your team and instead create attainable and motivating targets. 
• [16:29] The importance of aligning incentives with growth goals, motivating A-players and the entire team.

Do you find hiring top creative design talent an overwhelming process, especially when relying on polished portfolios that don’t always reveal a candidate’s true abilities? 

In this episode of The Agency Blueprint, I’m joined by Fletcher Wimbush to discuss actionable strategies for making smarter, more confident hiring decisions. Fletcher is the CEO and founder of Discovered Performance Hiring Software and has dedicated a decade to tackling hiring's hardest problems. As an ethical AI proponent, he's focused on pioneering AI-powered initiatives for talent selection. 

Listen in to learn how to assess a candidate’s critical thinking and understand their creative processes during interviews. You will also learn about the hidden opportunity costs of making a bad hire and the power of always building and nurturing a talent bench. 

Key Questions: 

• [01:43] How can an agency owner dig deeper to truly understand a candidate’s thinking, process, and individual contributions? 
• [05:56] How important is it for a candidate to present their design work? 
• [13:40] What are the hidden things we don’t often think about in the cost of hiring the wrong person and not being thoughtful in the hiring process? 
• [15:55] How do you balance the need to hire quickly when you're behind on projects with the risk of rushing and making a poor hiring decision? 

What You’ll Discover:  

• [02:00] A step-by-step process to help you assess a candidate's actual work on portfolio pieces and identify if their skills match the job requirements. 
• [06:49] How to be patient and help introverted creatives become great communicators and eventually tell their stories. 
• [10:23] How to turn trial projects into collaborative experiences where candidates get to meet your team and experience your work culture. 
• [14:06] Why the true cost of a bad hire isn't just in money spent, but in lost opportunities, project delays, and unhappy clients. 
• [16:52] Why building a talent bench and always recruiting is the key to being ready when opportunity strikes. 
• [19:50] Why your hiring process deserves more attention than sales and how investing in your team directly impacts long-term success. 
• [21:39] Fletcher’s Fact Driven Hiring course—an eight-hour, 40-module system to help you master hiring and level up your agency's recruitment process. 

Get In Touch with Fletcher: 

• Website
• LinkedIn

Client onboarding is more than just paperwork—it’s about setting the tone for a lasting partnership. How then do you streamline the process without losing the human touch that makes clients feel valued? 

In this episode of The Agency Blueprint, I discuss how automation can help streamline the client onboarding process while maintaining a personal touch. I explain the benefits of a positive onboarding experience and how bad onboarding can lead to micromanagement and dissatisfaction.   

Don’t miss this episode to learn how consistency in the onboarding process helps identify potential problems and improves the overall client experience! 

Key Questions: 

• [00:34] Have you considered how automating parts of your client onboarding can save you time while keeping the process personalized? 
• [07:18] Do you have a standardized onboarding process in place, or is it something you need to develop? 
• [10:23] How could automating repetitive tasks in your client onboarding process help free up your time for more valuable activities? 
• [13:49] Are you ensuring that your client onboarding experience is fast enough to reduce buyer’s remorse? 
• [18:18] How could you personalize your automated emails to enhance the client experience without compromising efficiency? 

What You’ll Discover: 

• [01:18] The concept of buyer’s remorse and how a smooth onboarding process can calm client fears. 
• [03:51] How a bad onboarding experience can lead to micromanagement and dissatisfaction, which can negatively impact the project. 
• [04:52] The benefits of a positive onboarding experience, including reduced anxiety and stronger client trust. 
• [07:18] The importance of standardizing the onboarding process before considering automation. 
• [10:23] The benefits of automation, including saving time, increasing consistency, and allowing for more strategic focus. 
• [12:02] How automation can allow you to manage more clients and boost profitability by streamlining your onboarding process. 
• [13:00] How automated emails can set clear expectations for clients, including team introductions and next steps. 
• [13:49] The importance of onboarding speed in reducing buyer’s remorse and setting the stage for success. 
• [14:33] How even without full automation, templated emails can still provide consistency while adding slight personal customizations. 
• [15:17] How sending out effective client questionnaires ensures you’re gathering the right information without overwhelming clients. 
• [17:36] Why having standardized onboarding checklists in your project management software ensures a consistent client experience. 
• [18:18] How you can inject personal touches into automated systems, like adding client names or specific goals. 
• [20:18] The importance of balancing between automation and human connection in client onboarding to avoid an overly robotic experience. 
• [21:25] How a balanced, well-automated onboarding experience can foster long-term client success while maintaining a personal connection.

Do you often feel overwhelmed by constant client demands, unpredictable schedules, and the pressure to always be available? Establishing clear boundaries can help you regain control of your time and improve your client relationships. 

In this episode of The Agency Blueprint, we discuss how to regain freedom by setting professional boundaries in a respectful, structured way with clients. We explain the importance of clearly defining expectations around scope of work, communication tools, and response times to avoid burnout and maintain a healthy work-life balance. 

Don’t miss this episode to learn from a cautionary tale that highlights how personal involvement with clients can lead to burnout and strained relationships! 

Key Questions: 

• [00:40] Are you setting clear boundaries with your clients and how did that improve client relationships? 
• [04:57] What specific items should you include and exclude in your scope of work to avoid clients demanding additional, unplanned tasks? 
• [13:52] Have you ever found yourself in a situation where a client became entitled to your time, and how did you handle it? 
• [20:52] How do you currently set and enforce boundaries with your clients, and what steps can you take today to improve those processes? 

What You’ll Discover: 

• [01:38] The negative impact of not setting clear boundaries and how clients will take advantage of your availability if boundaries aren't set. 
• [03:38] How to define your scope of work and set clear deliverables in your proposal process to avoid overwork. 
• [04:57] How to handle additional work requests and communicate additional costs effectively. 
• [05:56] The importance of having a structured communication process and avoid the trap of always being available. 
• [08:10] The importance of internal communication within your team to ensure consistency with clients and avoid confusion. 
• [09:07] How to handle internal expectations of client response times and ensure clarity across all team members. 
• [10:35] A success story of an agency that improved their client relationships by setting clear boundaries. 
• [12:50] The lasting benefits of setting boundaries, including improved client retention, respect, and profitability. 
• [13:52] An inside look at how a client demanded unreasonable time and how it led to the breakdown of the relationship. 
• [16:53] How personal involvement with clients can cloud judgment, leading to negative consequences for both parties involved. 
• [20:52] The importance of setting clear boundaries early in the relationship and consistently enforcing them.