The Agency Accelerator

Today's episode is all about my favourite tools and apps that have helped me run my business more efficiently and effectively.  I'll be sharing 16 productivity tool recommendations across various categories, including AI tools, podcast production, all-in-one tools, communication tools, video production, LinkedIn management, and planning and productivity.  These tools have been game-changers for me, and I hope they inspire you to discover new tools to optimise your agency operations.  So, grab a pen and paper or head to the show notes to download the accompanying PDF guide, as we dive into my top tool recommendations for 2024. Let's get started! Time Stamp [01:12] Introduction to my top 16 tools of 2023 [01:50] My choice of AI tools [04:56] Podcast production tools [06:25] All-In-One Tools  [09:00] Communication Tools [10:30] Video Production [11:30] LinkedIn Management [13:21] Planning and Productivity [16:50] Conclusion Download your free guide: Top 17 Tools & Apps To Help You Become More Productive Links to the tools I mentioned in this episode Claude.aiChatGPTKartraSearchieFinalCut ProCanvaZoomLoomWaalaxyTobyReMarkableAsanaTickTickAddEvent Quotations “Tools & Apps should free up your time to focus on higher value tasks” - Rob Da Costa Rate, Review, & Subscribe on Apple Podcasts “I enjoy listening to The Agency Accelerator Podcast. I always learn something from every episode.” If that sounds like you, please consider rating and reviewing my show! This helps me support more people like you to move towards a Self-Running Agency. How to leave a review on Apple Podcasts Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then, let me know what you loved most about the episode! Also, if you haven’t done so already, subscribe to the podcast. I’m adding a bunch of bonus episodes to the feed and, if you’re not subscribed, there’s a good chance you’ll miss out. Subscribe now!

Welcome to episode 196 of The Agency Accelerator!  In today's episode, our host, Rob Da Costa, delves into the world of business operations with the operations expert, Jhana Li. As the founder of Spyglass Operations, Jhana has a wealth of knowledge and experience in scaling startups and optimising resources.  Together, Rob and Jhana explore the importance of identifying and closing gaps in operations, the connection between operations and profitability, and the key metrics to measure operational effectiveness. They also discuss the critical role of operational expertise in unlocking the potential of teams and regaining focus on high-value activities.  So, whether you're an entrepreneur looking to scale your business or someone interested in the fascinating world of operations, you won't want to miss this episode of The Agency Accelerator! Time Stamp [01:00] Introduction to Jhana and why operations is such an important topic [02:37] What do we mean by operations? [04:20] What stage should you start thinking about the operations role? [06:30] The importance of measuring the leaks and cracks in your organisation [08:00] Operations should not be seen as a cost but as an investment [09:45] What key metrics should you measure in your agency? [14:40] How do you find the right operational person [17:06] What systems & processes should they implement? [21:42] The importance of Standard Operating Systems [25:35] Put systems in place BEFORE the lack of them becomes an issue! [30:00] Final tips from Jhana Quotations “Operations responsibility is to identify cracks and gaps and ensure they are filled so you are not leaking money!” - Jhana Li “Most CEOs and leaders are not good at operations!” - Jhana Li “Operations should be seen as an investment, not a cost” - Rob Da Costa Rate, Review, & Subscribe on Apple Podcasts “I enjoy listening to The Agency Accelerator Podcast. I always learn something from every episode.” If that sounds like you, please consider rating and reviewing my show! This helps me support more people like you to move towards a Self-Running Agency. How to leave a review on Apple Podcasts Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then, let me know what you loved most about the episode! Also, if you haven’t done so already, subscribe to the podcast. I’m adding a bunch of bonus episodes to the feed and, if you’re not subscribed, there’s a good chance you’ll miss out. Subscribe now! Useful links mentioned in this episode: Spyglass Ops Facebook (for free workshops)Spyglass Ops WebsiteAgency Accelerator LIVE Workshops

Welcome to the latest episode of the Agency Accelerator podcast. Today we are delving into the challenges that agency owners face when it comes to letting go and stepping up in their businesses.  Drawing from his own experience of running an agency, Rob discusses the importance of delegation, the benefits it brings, and the mindset shifts required to make it successful. He shares practical tips and strategies for starting to delegate tasks effectively, including calculating the value of your time, creating standard operating procedures, and challenging your perfectionist tendencies.  Whether you're just starting out or have been running an agency for years, this episode is packed with insights to help you level up and achieve a better work-life balance.  Time Stamp [0:15] Introduction and my experience of running my agency [01:40] Black Friday offer to Join The Self-Running Agency Implementation Group [03:14] Why do agency owners get stuck in the weeds, what is the issue with this? [04:53] Your notional hourly rate - what is an hour of your time worth? [06:28] Why is it so hard for agency owners to delegate? [08:00] The benefits of delegation [09:29] How do you start delegating tasks? [12:00] Focus on the things that you can truly only do Quotations “Assess your tasks by your notional hourly rate, if the task is worth less, then you need to get it off your plate” - Rob Da Costa “50% of running a successful agency is a mindset” - Rob Da Costa Rate, Review, & Subscribe on Apple Podcasts “I enjoy listening to The Agency Accelerator Podcast. I always learn something from every episode.” If that sounds like you, please consider rating and reviewing my show! This helps me support more people like you to move towards a Self-Running Agency. How to leave a review on Apple Podcasts Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then, let me know what you loved most about the episode! Also, if you haven’t done so already, subscribe to the podcast. I’m adding a bunch of bonus episodes to the feed and, if you’re not subscribed, there’s a good chance you’ll miss out. Subscribe now! Useful links mentioned in this episode: The Self-Running Agency Implementation Group, Black Friday OfferFree Guide: 9-steps to Great Delegation

In this episode of The Agency Accelerator, host Rob Da Costa dives into the crucial question - What Agency Model is Right for you?  Joined by business and operations strategist, Jessica Lackey, they discuss the importance of reassessing one's role as a business owner and aligning personal and business visions. Jessica shares valuable insights on designing one's role, letting go of control, and shifting focus to higher-value tasks.  We explore different agency personas/options and provide actionable steps for agency owners to determine their desired model and mindset for growth and delegation.  Time Stamp [02:51] Recognise when your ambitions don't align with your desires. [03:40] 4 types of persona you can be when running your agency [05:40] How do you decide what role/persona you want to take in your agency? [09:15] At what stage should you start considering these questions? [10:40] Once I have decided on my persona, how do I start changing the agency to step into that new role? [12:08] How important is mindset in all this? [18:38] Taking steps to change your role [21:12] What to do if you feel stuck in your current role [25:34] How do agency owners continue to evolve their role? [27:57] Align your personal vision with your business vision. Start with your ‘why’. [28:50] If you could go back in time and give your younger self, a piece of advice, what would you say? Quotations "Every year you should step away, evaluate what you want for your life and business, and see how your role can evolve."— Jessica Lackey “50% of the success of your agency is getting the right mindset.” - Rob Da Costa "Your business trajectory should align with your personal goals. Saying 'not this year' doesn't mean 'never', just a decision for now that is based on everything going on in life." — Jessica Lackey Rate, Review, & Subscribe on Apple Podcasts “I enjoy listening to The Agency Accelerator Podcast. I always learn something from every episode.” If that sounds like you, please consider rating and reviewing my show! This helps me support more people like you to move towards a Self-Running Agency. How to leave a review on Apple Podcasts Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then, let me know what you loved most about the episode! Also, if you haven’t done so already, subscribe to the podcast. I’m adding a bunch of bonus episodes to the feed and, if you’re not subscribed, there’s a good chance you’ll miss out. Subscribe now! Useful links mentioned in this episode: Jessica’s websiteAttend my FREE LIVE Masterclass to elevate your role to CEO

In today's episode, we tackle a common problem faced by agency owners - being stuck in the day-to-day grind of client work.  As your agency grows, it's easy to get caught up in the tactical details and lose sight of the bigger picture. But fear not, Rob is here to share some valuable tips on how to delegate and elevate your role, so you can focus on strategic growth and innovative thinking.  Discover the consequences of staying stuck in the weeds, from missed opportunities to high employee turnover, and learn how to break free from this cycle by adopting a CEO mindset.  So grab your notebook and get ready to transform your agency in today's episode of The Agency Accelerator Podcast.  Time Stamp [00:00] Introduction to why agency owners get ‘stuck in the weeds’ [02:43] What is the problem in being stuck in the weeds and involved in all client work? [04:30] Missing opportunities with existing and new clients [06:11] The importance of delegation [06:48] Block out time in your diary to focus on strategy [07:46] Create clear scopes of work and keep focused on your core niche [09:10] If you don’t have a team, hire a VA and delegate all low-value tasks [09:55] Making the mindset shift [11:45] Summarising key changes to make in 2024  Quotations “It's really stressful to constantly be reactive to clients rather than proactive. You spend all your time putting out fires and it's you who eventually gets burned!” - Rob Da Costa “Being stuck in the weeds is unsustainable, to truly grow you need to elevate your role and change your mindset” - Rob Da Costa Rate, Review, & Subscribe on Apple Podcasts “I enjoy listening to The Agency Accelerator Podcast. I always learn something from every episode.” If that sounds like you, please consider rating and reviewing my show! This helps me support more people like you to move towards a Self-Running Agency. How to leave a review on Apple Podcasts Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then, let me know what you loved most about the episode! Also, if you haven’t done so already, subscribe to the podcast. I’m adding a bunch of bonus episodes to the feed and, if you’re not subscribed, there’s a good chance you’ll miss out. Subscribe now! Useful links mentioned in this episode: Save your seat for my CEO Masterclass '3 Strategies To Elevate Your Role and Build a Self-Running Agency'

In today's episode, my guest, Skyler Reeves, the founder and CEO of Ardent Growth, challenges the conventional wisdom of why focusing solely on agency utilisation is the wrong metric. We delve into the concept of throughput and why it should take precedence over utilisation. Skyler shares valuable insights from applying this approach in his agency and the lessons learned. We also dig into the importance of setting realistic timelines, minimising context switching, and prioritising customer satisfaction.  Time Stamp [00:00] This week’s podcast explores improving efficiency and profitability by focusing on throughput rather than utilisation [02:44] What do we mean by throughput over utilisation? [05:37] The Toyota methodology [07:03] Limit work in progress for better productivity [09:39] What changes should an agency make to refocus on throughput? [12:44] The importance of having an equal partnership relationship with clients [14:23] Should agencies change the way they price and create scopes of works? [19:00] Should you still time-track when implementing a focus on throughput? [23:34] Practical tips to improve throughput and efficiency [28:05] Shifting focus from what is best for you to what is best for the customer, brings better results [29:19] Advice Skyler would give his younger self Quotations “Throughput is like a computer queue: tasks can only move through the system one at a time unless you are trying to (inefficiently) multi-task” - Skyler Reeves “Clients don't care about tasks completed, they care about outcomes” - Rob Da Costa Rate, Review, & Subscribe on Apple Podcasts “I enjoy listening to The Agency Accelerator Podcast. I always learn something from every episode.” If that sounds like you, please consider rating and reviewing my show! This helps me support more people like you to move towards a Self-Running Agency. How to leave a review on Apple Podcasts Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then, let me know what you loved most about the episode! Also, if you haven’t done so already, subscribe to the podcast. I’m adding a bunch of bonus episodes to the feed and, if you’re not subscribed, there’s a good chance you’ll miss out. Subscribe now! Useful links mentioned in this episode: Ardent Growth WebsiteSkyler Reeves LinkedIn profileMy free CEO Masterclass: ‘3 Strategies to Elevate Your Role & Build a Self-Running Agency’

In today's episode, I'm going to share something really innovative and game-changing with all of you and something I have been working on, behind the scenes, all summer.  I recently created an AI version of myself, yep, meet AI Rob, (it’s actually called AgencyAssist).  Now, I know there's a lot of hype around AI these days, but trust me, this is different. It's not just about jumping on the bandwagon; it's about using AI in a way that is tailored to my knowledge and experience over the past 30 years. I'll be diving into the details of this AI tool called AgencyAssist, how it works, and who it's targeted for.  Whether you're just starting out in the agency world or looking to grow your existing business, this tool is designed to provide you with personalised guidance and support at every step of your journey. It's like having a mentor by your side 24/7. I couldn't be more thrilled about the potential of this tool, and the feedback I've received from beta testers has been exciting. So join me as I take you through the ins and outs of AgencyAssist and how it can revolutionise your agency experience.  Time Stamp [00:00] I created an AI version of myself! [01:35] My background that led to the creation of a group coaching programme and my AI mentor, AgencyAssist [03:41] It’s lonely running an agency on your own! [04:30] Launching AI mentor, AgencyAssist [05:30] How AgencyAssist works and why it is so different to other generic AI tools [07:15] How AgencyAssist will assist you [08:40] How beta testers are using the tool [09:30] Future roadmap [10:00] Who is AgencyAssist aimed at? Quotations “It’s lonely running an agency and I want to impact as many people as I can with by sharing my agency knowledge and experience” - Rob Da Costa “The potential of having an AI tool solely based on my own knowledgebase, is huge.” - Rob Da Costa Rate, Review, & Subscribe on Apple Podcasts “I enjoy listening to The Agency Accelerator Podcast. I always learn something from every episode.” If that sounds like you, please consider rating and reviewing my show! This helps me support more people like you to move towards a Self-Running Agency. How to leave a review on Apple Podcasts Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then, let me know what you loved most about the episode! Also, if you haven’t done so already, subscribe to the podcast. I’m adding a bunch of bonus episodes to the feed and, if you’re not subscribed, there’s a good chance you’ll miss out. Subscribe now! Useful links mentioned in this episode: Join AgencyAssistThe Self-Running Agency Implementation GroupBook a FREE strategy call with Rob

In this episode, we are diving into the topic of succession planning with guest Christine Nicolson.  We explore the importance of agency owners considering the future of their agency (way before any succession plan is enacted) and the steps they can take to ensure the plan is delivered. From evaluating daily tasks, determining business value, to strategies for selling an agency,  Rob and Christine provide valuable insights and advice for agency owners looking to build profitable and sustainable businesses.  Time Stamp [00:00] Introduction to agency succession planning and Christine Nicolson [01:10] Christine’s background [02:50] What does having a succession plan mean? [06:29] What will happen if you are unable to work in your agency? [07:20] What stage should an SME agency owner start their succession plan? [10:22] First steps in creating a succession plan [13:25] Selling might not be the right goal in your succession plan [19:57] Earnout and partnership ended badly, lessons learned. [21:15] How do you value your agency? [26:00] Mistakes people make when valuing your business [29:00] Christine’s advice to her younger self Quotations “If you can’t take a day or week off then you are building no value in your business and you need a succession plan!” - Christine Nicolson “Your agency is not your baby, it's a mechanism to earn money!” - Christine Nicolson “You are very unlikely to sell your business and then walk away with cash in your pocket” - Rob Da Costa Rate, Review, & Subscribe on Apple Podcasts “I enjoy listening to The Agency Accelerator Podcast. I always learn something from every episode.” If that sounds like you, please consider rating and reviewing my show! This helps me support more people like you to move towards a Self-Running Agency. How to leave a review on Apple Podcasts Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then, let me know what you loved most about the episode! Also, if you haven’t done so already, subscribe to the podcast. I’m adding a bunch of bonus episodes to the feed and, if you’re not subscribed, there’s a good chance you’ll miss out. Subscribe now! Useful links mentioned in this episode: Christine’s websiteHow exit ready are you (quiz)Sell it! (book)Imposter syndrome podcast episodeAgencyAccelerator LIVE workshopsBook a strategy call with Rob

Today we have a slightly different and more personal episode. Earlier this month, I had the incredible experience of climbing Mount Snowdon, the highest mountain in England and Wales.  This challenging endeavour not only pushed me to my limits physically but also provided valuable insights and lessons applicable to running a business.  So in this episode, I'll share with you why I was there, the parallels between mountain climbing and entrepreneurship, as well as practical strategies to implement in your own business.  So whether you've climbed Snowdon before or not, get ready for an inspiring and insightful discussion.  Time Stamp [00:00] Introduction to climbing Mount Snowdon and its relevance to business [02:02] The importance of being part of a supportive community in business [03:00] Why I was in Wales, climbing Snowdon [03:55] The climb was way harder than I thought but it also reminded me of the importance of enjoying the journey [05:05] Highlighting the importance of teamwork and collaboration in business [05:59] Personal accomplishment and the lesson of reconnecting with your vision [07:25] Importance of celebrating wins along the entrepreneurial journey [08:03] Reminder of the need for proper planning and preparation in business Quotations “Having a community around you pushes you to achieve more than you think you could. When your brain is saying STOP, having a community around you who are supporting you and willing you on is so absolutely important.” - Rob Da Costa “It's really important that we stop and enjoy the journey and don't just focus on the destination. This was true when climbing Snowdon and is true when running an agency” - Rob Da Costa Rate, Review, & Subscribe on Apple Podcasts “I enjoy listening to The Agency Accelerator Podcast. I always learn something from every episode.” If that sounds like you, please consider rating and reviewing my show! This helps me support more people like you to move towards a Self-Running Agency. How to leave a review on Apple Podcasts Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then, let me know what you loved most about the episode! Also, if you haven’t done so already, subscribe to the podcast. I’m adding a bunch of bonus episodes to the feed and, if you’re not subscribed, there’s a good chance you’ll miss out. Subscribe now! Useful links mentioned in this episode: The Self-Running Agency Implementation GroupAgency Accelerator LIVEAgencyAssistBook a strategy call and let's chat about where you want your agency to be in 12 months and how to get there

In today's episode, we dive into the world of email marketing and how it can be a game-changer for your agency's growth. Rob shares five common mistakes that agencies make when it comes to their email marketing strategy, from not building their email lists organically to not segmenting their audience effectively.  Join me as I uncover these mistakes and discover the keys to generating leads and converting them into loyal clients through email marketing.  So grab your headphones and let's jump into the show! Time Stamp [00:00] Intro [01:45] 5 mistakes agencies make with their email marketing [01:55] Mistake 1: Not organically building your email list [03:25] Mistake 2: Trying to cover too many topics in one email [05:31] Mistake 3: Sending too many promotional emails [07:10] Mistake 4: Not segmenting your email list [08:19] Mistake 5: Not emailing frequently enough Quotations “You are building a 1-2-1 relationship with your audience in your email marketing” - Rob Da Costa “Emailing quality content weekly is like watching your favourite weekly Netflix show” - Rob Da Costa Rate, Review, & Subscribe on Apple Podcasts “I enjoy listening to The Agency Accelerator Podcast. I always learn something from every episode.” If that sounds like you, please consider rating and reviewing my show! This helps me support more people like you to move towards a Self-Running Agency. How to leave a review on Apple Podcasts Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then, let me know what you loved most about the episode! Also, if you haven’t done so already, subscribe to the podcast. I’m adding a bunch of bonus episodes to the feed and, if you’re not subscribed, there’s a good chance you’ll miss out. Subscribe now! Useful links mentioned in this episode: Free Workshop: Agency Accelerator LIVEFree Guide: Strategic Email Marketing That Gets ResultsPodcast: The Anatomy Of A High-Converting Email