Streamlining Client Onboarding

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Is churn currently a problem with your agency clients? Are you aware of the reasons they decide to leave? It may be time to think hard about your onboarding process, client communication, and generally the ways you’re ensuring client satisfaction. The difference often comes down to positioning: are you operating as a trusted advisor or simply completing tasks? Today's special guest knows that agencies that prioritize client satisfaction, embrace accountability, and focus on becoming trusted advisors rather than mere task completers are the ones that create truly loyal clients.

As our Agency Scale Specialist, Darby Copenhaver, has closely observed the growth trajectories of numerous mastermind members and constantly communicates with them in their journeys. In this conversation, he and Jason get into the importance of strong communication and transparent onboarding processes to combat buyer's remorse and build trust.

They also address the strategic use of AI to enhance efficiency and results, stressing that while AI can automate tasks, human connection and understanding clients' evolving needs remain paramount for long-term partnerships.

In this episode, we’ll discuss:

• How to prevent your clients’ buyer's remorse.

• Your onboarding might be the problem.

• Stop ignoring current clients.

• Your secret retention weapon: ongoing discovery.

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Sponsors and Resources

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Why Your Clients Might Not Love You (Even if You’re Getting Results)

Ever feel like you’re crushing it for clients, but then they ghost you or churn unexpectedly? There are several reasons why this could be happening and ways to stop it before it kills your momentum.

Here’s the truth: buyers remorse sets in immediately after a client signs. It’s your job to kill that remorse with rock-solid communication and a frictionless onboarding experience. Most agencies think they’re good communicators because they answer emails. But clients want more than tasks checked off. They want to feel seen, understood, and confident they made the right decision. If you’re not proactively communicating wins (and misses), or if you let your PMs control the narrative without your oversight, you’re setting yourself up for churn, no matter how “good” your delivery is.

Your Onboarding Might Be Pushing Clients Away

As Jason knows from recent experiences as a client, most agencies’ onboarding is just an exhausting homework dump on clients who already told you their goals in the sales calls you recorded. Why are you making them repeat themselves, fill out giant forms, or wait for your scattered follow-ups?

Your clients didn’t hire you to do more work. They hired you to get results while saving them time.

• Break your onboarding into clear, easy phases,

• Reset expectations,

• Use the data you already have (like call transcripts and AI sorting) to fill in the blanks yourself.

If you set clear timelines, communication rhythms, and how success will be measured in that first meeting, you’ll position yourself as a trusted advisor, not another vendor barking for “assets” they’ve already shared. This is what makes clients relieved to work with you instead of stressed.

Communication: Simple, But Rarely Done Right

It’s so important for any business to show that you’re trustworthy, and you’ll show that by doing what you say you’ll do, when you say you’ll do it. Too many agencies fail to communicate delays, let tasks slip, and think a monthly dashboard is enough. It’s not.

Dashboards alone mean nothing to most clients. Some need a quick Loom, some need Slack check-ins, others need a simple “Here’s what we did, what’s next, and why it matters.” Customizing your communication style shows your clients you’re paying attention to them, not just copy-pasting your agency SOPs onto their business. This is how you become a trusted advisor, the person they call with challenges (not just tasks). That’s how you become irreplaceable.

So, which measures are you implementing at your agency to ensure - not just assume - that you know your clients are happy, not only with the results presented but also the overall experience?

Want Clients to Stick Around? Be Human

When was the last time you called a client you didn’t personally sell or deliver on, just to check in and say, “Hey, I’m the CEO, here’s my number if you need anything”?

Most agencies never do this, but it’s one of the simplest ways to build relationships that survive budget cuts and economic slowdowns. If clients only see you as a transaction, you’re the first thing to get cut. If they see you as a partner, they’ll fight to keep you.

Want to take it further? Fly out and have dinner with your top clients once a year. Exchange stories, show them you care, and watch how your retention and upsells climb.

Stop Leaving Money on the Table by Ignoring Current Clients

Agencies love to yell, “We need more leads!” But often, your easiest growth is sitting right in front of you. If your clients trust you, they’ll come to you with new problems—many of which you can solve or connect them with someone who can. This positions you as a problem solver, not an order taker.

Instances like this are a great opportunity to be strategic, guide them, and reinforce how much you value the relationship. Results are awesome, but that value is what will take from being transactional to being a value relationship they’ll fight to keep in times of economic uncertainty.

Why Ongoing Discovery Is Your Secret Retention Weapon

If you’re selling to clients you can’t grow with, you’re setting yourself up for frustration. Too many agencies say “yes” to clients who aren’t ready, don’t want help, or can’t commit to scaling. It’s like hiring a personal trainer while refusing to stop eating cake every night. They might pay you, but they won’t get results—and they’ll blame you when they don’t.

And what about after you’ve found the right clients? Darby believes too many agencies forget that discovery isn’t just for the sales process. Every client interaction should be a sort of ongoing discovery. Agencies that retain and grow accounts are constantly in ongoing discovery mode.

As you bring success to clients their needs will evolve, their businesses shift, and what worked four months ago might be irrelevant today. If you’re not in tune with those shifts, your agency becomes stale, and you’ll get replaced.

A challenge for agency owners: How are you staying aware of what’s changing in your clients’ businesses? Are you proactively checking in, asking about priorities, and aligning your services to what’s happening right now? Or are you stuck on autopilot, delivering what they hired you for while missing what they actually need today? Stay curious, stay in discovery, and you’ll stay essential.

Communication Clarity: 411 vs. 911

To prevent the typical disconnect when clients are unsure of who to reach out to and for what, Darby and Jason recommend this simple but powerful tactic brought by Agency Mastery member, Travis. He tells clients exactly who to reach out to for “411” (info & updates) vs. “911” (emergencies). This eliminates confusion, speeds up communication, and prevents small issues from turning into big frustrations.

And when you mess up—and you will—own it fast. Clients don’t want spin or silence. They want the truth — fast. One agency Jason used messed up an ad so badly it was embarrassing, and instead of calling to own it, they hid behind Slack messages. Don’t be that agency. Mistakes happen. What matters is how quickly and humanly you fix them.

Be Human. Clients Crave It.

At the heart of retention and growth is human connection. If your agency relationships feel like sterile transactions, you’re replaceable. Clients want to feel seen and understood. If everything you share sounds like sugarcoated wins while their results lag, they’ll start doubting you.

Long-term, high-value clients come from humanizing your interactions—having real conversations, admitting mistakes, sharing wins, and being upfront about challenges. Clients don’t want perfect robots; they want partners they trust.

Don’t Fear AI - Use It to Win

Do clients want their agencies to use AI? Overwhelmingly, yes. They just don’t what you to use it just to write articles and create crappy images, brands want their agencies using AI to get better results. According to a survey conducted by Audience Audit, 77% of brands are more likely to hire an agency seen as an AI expert, yet only 32% think their current agency is.

This is a massive opportunity. But here’s the key: don’t use AI as a crutch to replace human strategy. Use it to collect, analyze, and interpret data faster so you can bring clients valuable insights and make micro-adjustments that drive real results. Clients want done-for-you solutions that leverage AI under the hood while preserving a human relationship on the front end.

Just remember that clients don’t care about your systems, your dashboards, or your internal processes if they don’t lead to results. They want outcomes with as little friction as possible. AI can help you cut busywork, speed up insights, and refine strategy—but it’s your human understanding and relationship that keeps clients paying, referring, and expanding their contracts.

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