The Agency Accelerator

In today's episode, Brian Gerstner, founder of White Label IQ, joins Rob to share his expertise on how marketing agencies can leverage outsourcing to enhance their capabilities and fuel growth. We delve into the pros and cons of outsourcing versus in-house hiring when is the right time to consider it, how agencies can find reliable partners and the systems required to make outsourcing work smoothly.  Brian also touches on the impact of AI in the industry, making this episode a must-listen for agency owners looking to scale their businesses. Time Stamp [00:00] Introduction to the episode: Brian Gertser, shares expertise on incorporating outsourced labor and finding reliable partners.  [01:47] Why Brian started an outsourcing agency [03:35] Where do you start when considering outsourcing? Learn from your partners before you bring in fixed costs (such as staff) [03:54] Tips on what tasks to outsource v what should be in-house? [05:49] What systems & processes do you need in place to make outsourcing successful? [07:40] How do you find the right partner?     [10:25] What risks are there with outsourcing? [13:56] Examples of projects you can outsource [16:15] The importance of finding partners now [17:33] How do I integrate partners into my in-house team? [19:53] How is AI impacting the future of the marketing landscape?    [23:20] What advice would you give your younger self? Quotations If you really want outsourcing to work, you have to invest in the front end: treat them like an employee."— Brian Gerstner  “We all need to build our pool of freelancers and outsource partners, so they're there when we need them. Don’t start looking for one when you need them now!”— 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: Brian’s LinkedIn profileWhite Label IQ websiteJoin me at the next Agency Accelerator LIVE Workshop

In today's episode, Rob dives deep into the over-servicing epidemic that plagues many agencies. We all want to please our clients, but at what cost?  Rob discusses the hidden costs of over-servicing, shares strategies for establishing better boundaries, and offers ideas on how to refocus on high-value work to accelerate agency growth.  Over-servicing can drain resources, lower margins, and create disconnects between busyness and profitability.  Join Rob as he explores how to push back without losing clients and maintain your margin goals.  So grab your headphones and get ready to learn valuable tips on managing over-servicing in this value-packed episode of The Agency Accelerator! Time Stamp [00:00] Introduction: Exploring the hidden costs of over-servicing clients. [02:40] A definition of over-servicing [03:50] The fear of saying NO! [05:03] What is an acceptable level of over-servicing? [06:11] A different way of looking at over-servicing [06:50] The hidden costs of over-servicing [08:30] Tips on how to stop over-servicing [10:26] Five ways to say ‘YES’ or ‘NO’ to a client request [11:30] Tips for changing your over-service levels Quotations “None of us want to be busy fools: working super hard to keep clients happy no matter what it takes." Rob Da Costa “Make sure you find the right clients in the first place... that fit your ideal target customer avatar... understands and values the work that you do, understands their part in the whole process and is willing to pay a fair fee." 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 me for one of my free value-packed Agency Accelerator LIVE workshopRead my blog series on over-servicing

Welcome to Episode 185 of The Agency Accelerator, where we delve into the power of batching and how it can transform your agency.  If you often find yourself overwhelmed and jumping between tasks, feeling exhausted at the end of the day without a sense of accomplishment, then this episode is for you!  As agency entrepreneurs, we face constant context switching and interruptions, which hinders our productivity and focus. But fear not, batching is here to save the day! In this episode, I dig into the concept of batching and why it will be a game-changer for you. I discuss the benefits including increased focus, time savings, better work quality, and reduced stress. Plus, I share practical tips on how to implement batching in your agency, from grouping tasks to scheduling dedicated batching blocks.  Get ready to take back control of your time and maximise your productivity.  Time Stamp [00:00] Introduction to the topic of batching [03:30] Definition of batching and its purpose in scheduling blocks of time for specific tasks [04:43] Benefits of batching [06:13] Don't let your notifications dominate your time! [06:45] How long should a batching block be? [07:22] Practical steps to implement batching into your life and agency [08:50] Challenging your mindset [09:50] Follow your energy levels  [10:40] Examples of batching Quotations “Agency work comes with lots of complexity and constant context switching. This type of fragmented work takes a major toll on your productivity and focus.” - Rob Da Costa “The Power of Batching: With some tweaks to your schedule, you can get more high-quality work done in less time, and don't we all want that!” - 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 Productivity GuidesAgency Accelerator LIVE Workshop

In today's episode, my guest, Joe Ardeeser, from Smart Pricing Table, explores the art of writing a winning proposal. Joe will share his insights on what to do before agreeing to write a proposal, how to structure a proposal effectively, and how to make a great impression with your follow-up. We also discuss the importance of understanding your client's needs, the value of productising services, and the benefits of interactive proposal software. So whether you're an agency owner looking to up your proposal game or a freelance consultant hoping to close more deals, this episode is packed with invaluable tips and strategies.  Time Stamp [00:00 Introduction to writing winning proposals for agencies [03:48] What questions should you ask in a sales call? [07:45] Ascertaining your prospect's budget [09:00] How to use 3 pricing examples [09:28] What warning signs to look for that would lead you to walk away from a prospect [12;15] What should a proposal contain? [14:21] Simplify your proposal creation: Define each service and save to a reusable library. [18:59] What should you do when asked to provide design ideas in a proposal? [20:44] What do you do once you complete the proposal? [25:49] How does Smart Pricing Table support the proposal writing process? [30:26] What advice would Joe give his younger self just starting out in business? Quotations “Never send a proposal to a client, instead, book a proposal presentation meeting” - Joe Ardeeser “Creating a Client-Centric Proposal: A prospect doesn’t want to dig through 100 pages to find your price or to find your detailed proposal." - Rob Da Costa “I'd want to ensure that I have access to the decision maker... If I can't get a promise that I can talk to that person, I'd be very hesitant.” - Joe Ardeeser 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: Smart Pricing Table Free guide: The Profitable Proposal BlueprintSchedule a demo of Smart Pricing TableJoe’s LinkedIn profileThe Agency Accelerator LIVE Free Workshops

Procrastination and perfectionism can hold agency leaders back from taking action and making progress. We often tell ourselves stories that our work isn’t good enough yet or that we need to know more before launching something new or completing a project. But these limiting beliefs keep us stuck.  The expression "progress over perfection" reminds us to focus on moving forward rather than endlessly 'polishing'! Delivering an imperfect product is better than never launching at all. Taking small steps creates momentum while waiting for things to be flawless causes paralysis.  In today's episode, we'll discuss strategies for overcoming perfectionist tendencies. How can we challenge our inner critic? What mindset shifts help us value iteration and growth over chasing perfection? What practices help us deliver work, launch new offerings, and make continuous progress? By taking action over aiming for perfection, we build momentum and bring our ideas to life. Progress fuels motivation, while the endless pursuit of perfection is demoralising. Let's explore ways agency leaders can move from paralysis to traction by embracing "progress over perfection”. Time Stamp [00:00] Intro [02:21] The origins of ‘done is better than perfect’ [03:00] Perfectionism is a fast track to failure [03:40] Getting something done is so much better than hanging on to it because you feel it isn't yet perfect [04:28] When is good enough, good enough? Your target audience will answer this question [05:15] 10 reasons why you should get things done and off your plate [05:27] 1. You get results faster! [05:45] 2. Getting something done is overwhelmingly satisfying while perfection may keep us tweaking something forever. [05:58] 3. Remember done is not over, you can still develop your craft, your idea, and your project [06:16] 4. Done rather than perfect means you avoid paralysis [09:27] If you get lost in the detail then stop, and remind yourself of the context [10:20] Understand your minimum standard and start there [10:45] An example of getting a PDF guide designed [11:43] Write PROGRESS OVER PERFECTION on a post-it and remind yourself of it frequently! Quotations “No one is going to get rich off an idea that stays an idea.” - Rob Da Costa “Take off your perfectionist hat and remind yourself of the purpose of the task at hand and who the audience is.” - 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 — just like you — move towards a Self-Running Agency. Scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then be sure to 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: Improve your mindset15 Tools to help you be more productiveSign up to attend a FREE LIVE Agency Accelerator Workshop

In this episode of The Agency Accelerator, Rob is joined by guest Joel Klettke to discuss the hidden power of case studies in the sales process. Joel shares valuable insights on how customer stories can support your new business, the different formats to deploy them, and their importance in winning, upselling and retaining clients. We also delve into the value of creating compelling anonymous case studies, the key elements of a successful case study, and the strategic use of case studies throughout the buyer's journey.  Time Stamp [02:43] Case studies are critical for agencies as they demonstrate skills, differentiate themselves from competitors, and provide proof of value [08:12] How do get clients to agree to a case study and when should you ask for them? [14:12] Joel’s view on anonymous case studies (if a client doesn't want you to use their name) [17:00] How can you get clients to share their ROI and metrics with you? [21:19] How do we drive the approval process and ensure things don’t stall at this stage? [25:29] Different levels of content repurposing: nibble, bite, snack, meal & buffet [29:38] How many case studies should you aim for?  [32:16] What advice would Joel give his younger self, just starting out in business? Quotations “There are a few assets more powerful at demonstrating how you think, how you treat clients, how you work through problems than a case study. When everyone's making similar promises, it really comes down to your proof and your ability to show that thinking and value in action." — Joel Klettke “When considering how many case studies you need, look at it through the lens of who you're trying to appeal to and what stories will be most relatable for them." — Joel Klettke 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: Joel’s LinkedIn profileJoel’s website Register for the next Agency Accelerator LIVE FREE Workshop

Grab a pen and paper, because in today's episode, we're revealing the secrets behind creating high-converting lead magnets that attract and nurture new clients for your agency. You'll discover proven lead magnet strategies to capture emails, nurture leads, and grow your agency. We'll explore the anatomy of effective lead magnets—from irresistible titles to delivering quick value. You'll learn how to promote lead magnets through social media, email, and other key channels to drive opt-ins. We'll debunk common myths and misconceptions about lead magnets. Whether you're just starting out or looking to improve your lead gen, this episode will give you a step-by-step blueprint for leveraging lead magnet magic. Get ready to transform leads into loyal, high-paying clients with specialised lead magnets tailored for your ideal avatar. Let's dive in and unlock the true potential of lead magnets for your agency! Time Stamp [00:00] We start by discussing one mistake agencies make: not building trust before asking for sales. We explore how a lead magnet can be used to show expertise and nurture prospects along the buyer’s journey. [04:21] Some misconceptions: you don’t need lots of lead magnets and they don't have to be long; focus on one good one and market it consistently [08:42] Create a form for visitors to input their name and email and use an email marketing system to trigger an automation for follow-up. [10:25] Once they have downloaded a lead magnet, offer the next step on their buyer's journey, such as a workshop or one-to-one call. This is the next micro-commitment and is rarely the sale Quotations “No one is gonna ever buy from you until they know you, they like you and they trust you." — Rob Da Costa “Any lead magnet you create needs to provide excellent value, give a really quick win to your audience, and it, of course, needs to solve a problem that keeps your audience awake at night." — 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: Creating A Lead Generation System FREE GuideStrategic Email Marketing That Gets Results FREE GuideJoin my FREE Live Agency Accelerator Workshops

Today we are diving into the struggles agency owners face when it comes to letting go and delegating responsibilities. Joined by special guest Rachel Gertz, co-founder of Louder Than Ten, we explore the typical growth journey and share common indicators that agency owners are ready to delegate.  From the importance of project managers to building a brand that is not defined by the owner, this episode offers insights and advice to help agency owners transition from micromanagers to visionaries. Learn how to build a strong foundation for your agency's growth and overcome the hurdles of letting go. Time Stamp [00:54] Introduction to Rachel Gertz, co-founder of Louder Than Ten, helping agencies improve project management [04:01] When should you hire your first project manager/account manager? [07:10] Working on your mindset to learn to ‘let go’ [08:46] Separating the leader from the brand  [11:04] Knowing when you are ready to let get.  Trust and communication [14:01] Plugging the gap between the owner and the rest of the team [16:50[ What systems do you need to put in place to ensure you can consistently grow? [21:40] Training your account managers to respond effectively to clients and not just be ‘people pleasers’! [22:20] 5 answers you can give when a client asks ‘can you just…’. [24:15] Can you train an AM to become a PM and vice versa? [27:56] What are the basic tools and systems to put in place? [31:54] What company KPIs should you share with your team? Quotations “Having a system of communication whereby individuals can pull insights from the person who is the knowledge holder can totally flip a dynamic and make delegation and scaling much easier." ‘My belief is that project managers can make great account managers. However, not all account managers can make great project managers’— Rachel Gertz  "The sooner we teach our teams to have a commercial mindset and understand what profit means, the better." - 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: Louder Than Ten websiteRachel’s email:rachel@louderthanten.comJoin my FREE all-value no-sales fortnightly agency workshops

In this week’s episode, we are digging into expanding your comfort zone and getting comfortable with discomfort for personal and professional growth. I discuss the four stages of learning and share strategies to expand your comfort zone.  Ultimately, the goal is to continually push beyond your limits and achieve sustainable growth in a manageable and incremental way. Beyond your comfort zone lies excitement and development! Time Stamp [00:00] Introduction: Getting comfortable with discomfort [01:18] Why do we stick to what we know, instead of leaving our comfort zone? [02;50] My story of sticking in my comfort zone [03:36] The benefits of stepping into discomfort [04:00] The 4 levels of learning and comfort, learning and fear zones [08:15] The way to expand your comfort zone [10:18] Reframe discomfort as growth, focus on developing yourself (rather than focusing on results), celebrate wins and get support [13:43] Learn more in my fortnightly value-packed live Agency Accelerator LIVE Workshops  Quotations “While it's comfortable to stay in your comfort zone, it's not a place where you are going to grow as a person and as a business owner." - Rob Da Costa “Turn off that internal self-talk that will discourage you from doing anything slightly scary and just get on and do it!” - 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: Register for my FREE all-value and no-sales fortnightly agency Accelerator LIVE workshops

Welcome back to another episode of The Agency Accelerator! In this week's episode, our host, Rob Da Costa, sits down with the brilliant Alyson Caffrey, founder of Operations Agency. Together, they dive deep into the strategies and techniques that agency owners can implement to build a self-running agency, ensuring its success even when they take a much-needed sabbatical. Alyson shares her invaluable insights on professionalising operations, creating systems and processes, and streamlining backend operations. She introduces her Sabbatical Method and Operations Simplified Framework, which empower agency owners to strategically utilise rest to grow their businesses. Time Stamp [00:00] Alyson Caffrey from Operations Agency discusses how to professionalise your operations and implement systems and processes that will allow you to take a sabbatical from your agency. The aim is to build a self-running agency that doesn't rely solely on you! [04:33] Don’t be your own capture, know that you can take time off and get good boundaries. [08:27] Agency owners struggle with perfectionism and trust which leads to poor delegation. Instead of selling their time, they should focus on creating core processes and delegating tasks to their team.  [13:13] At what stage in an agency’s evolution should you start to document your processes? [18:10] Keep adding to your processes to build a solid foundation for your agency [22:55] Being numbers-driven and metrics-focused is crucial. Metrics provide insights and inform operational changes. Key metrics create structure and momentum. [25:34] What tools and apps does Alyson recommend to support systemisation [29:46] If Alyson could go back in time and give her younger self, just starting out in business, a piece of advice, what would it be? Quotations “We will have to take some time off at some point, so focus on building your business to support this rather than panicking because you're being forced to take time off!” - Alyson Caffrey “I always say that finances tell us the truth and operational key performance indicators tell us the narrative in between the truths” - Alyson Caffrey “Taking action is better than waiting for perfection” - Alyson Caffrey 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: Operations Agency WebsiteSocial media: @operationsagencyYouTube ChannelFree LIVE Agency Growth WorkshopsThe Self-Running Agency Book