The Agency Accelerator

In this episode of The Agency Accelerator, we focus on staff utilisation. My guest, Ryan Watson from Upsourced, shares his experiences and advice to help agencies grow profitably by focusing on utilisation. The goal is to avoid being busy but not profitable! Ryan categorises agencies into growth stages, discussing when utilisation becomes a priority. He also emphasises the importance of time tracking for creating a feedback loop to determine gross and project profits. The target utilisation rate for each team member should be approximately 80%. The episode shares insights on how agencies can achieve this to create sustainable & profitable growth. Time Stamp [01:53] The importance of measuring utilisation to maximise agency profit [04:25] The misconception of capacity in agencies [06:16] Breaking down agency growth stages: From 'create' to 'build' [09:03] Margins matter: Navigating profitable business strategies [11:04] How to measure utilisation and billable hours [15:47] Optimal service utilisation for maximum profitability [18:20] The downside of aiming for 100% workforce utilisation [22:31] Monthly feedback loops are crucial for profit growth [26:06] Balancing time-tracking and cultural resistance [29:21] Advice to Ryan's younger self - No one really knows what they're doing! Useful Quotes "Utilisation becomes a priority as a business heads towards a million dollars in revenue." Ryan Watson "Utilisation is one of the two key diagnostic metrics to improve profitability." Ryan Watson "I don't believe there is a more effective way of measuring utilisation than implementing time tracking" Rob Da Costa Useful Links Upsourcedaccounting.comRyan on Twitter Some time tracking tools mentioned in the episode: HarvestStreamTimeTogglParallax

On this episode of The Agency Accelerator, host Rob Da Costa dives into the crucial topic of middle-of-funnel marketing. He explains why agencies should focus on educating potential clients and providing genuine value that helps them move closer to making a purchase decision. Tune in to discover how to master the middle of the funnel and build customer trust, authority, and loyalty. Time Stamp [00:00] Introduction: In this episode of Agency Accelerator, we will discuss the importance of focusing marketing efforts on middle-of-funnel activities. [00:42] What is the middle of the funnel? Rob explains that the middle of the funnel is where you nurture new leads, educate them, and provide genuine value to bring them closer to purchasing. [01:15] Why is the middle of the funnel important? Rob explains that agencies tend to generate new leads coming into their business, but they are not good at the next stage, which is the middle of the funnel. He says effective middle-of-the-funnel marketing activities can help businesses build trust, establish authority, and increase customer loyalty. [02:12] Examples of middle-of-the-funnel marketing activities. Rob explains that examples could include email nurturing campaigns, webinars, free trainings, detailed case studies, free trials, strategy calls or free consultations. [03:30] Providing genuine value. Rob talks about how providing genuine value can help to build trust, establish authority, and increase loyalty with prospects, which may ultimately lead to a conversion. [04:20] Starting with a clear niche and understanding the customer. Rob emphasises the importance of having a clear niche and really understanding the customer. He suggests agencies address specific challenges or concerns that potential customers may have that keep them awake at night and then start to provide solutions to those problems. [05:22] Personalise your messaging. Rob talks about the importance of personalising messaging as much as possible to ensure relevance and effectiveness. [06:05] Offer free trials or consultations. Rob recommends offering free trials, free demos, or free consultations to your potential customers as a way of building trust and demonstrating value. [06:45] Engage with your audience. Rob emphasises the importance of engaging with your audience, whether it's through social media, webinars, or other channels. [07:12] In conclusion, middle-of-the-funnel marketing activities are essential to building and scaling a successful agency. By providing genuine value to potential customers, agencies can build trust, establish authority, and increase customer loyalty, ultimately leading to more conversions and greater success. Useful quotes 1. "The middle of the funnel is where you really build trust with your potential customers, and ultimately, that's what's going to lead to conversions." - Rob Da Costa 2. "Middle-of-the-funnel marketing is all about providing genuine value to potential customers, rather than just pushing sales pitches onto them." - Rob Da Costa 3. "If you're only focusing on top-of-the-funnel marketing, you're missing out on a massive opportunity to really connect with your audience and build lasting relationships." - Rob Da Costa Useful links mentioned in the episode Niching GuideRegister for my Agency Accelerator LIVE FREE Training

On this episode of The Agency Accelerator, we delve into the common challenges marketing agencies encounter regarding growth. Rob provides insights into overcoming obstacles such as a lack of leads, inability to scale, cash flow and stagnant client growth. The podcast emphasises the importance of having a strong foundation for growth by delegating work (to ultimately work towards creating a self-running agency).  Listeners will learn how to create a clear roadmap and maintain margins and how to take your team on the journey with you. Time Stamp 00:00 Introduction 00:50 Overview of the common obstacles that marketing agencies face in terms of growth 02:35 Importance of having a solid foundation for growth 04:20 Difficulty in generating leads and closing deals 06:10 Stagnant client growth and the challenge of scaling 09:00 Importance of delegating work to build a self-running agency 11:15 Tips for creating a clear roadmap for growth and maintaining margins Quotations "Without a clear roadmap, you’re driving a car without a destination in mind. You may eventually get somewhere, but it will take longer, and you might end up lost along the way." Rob Da Costa "Your job as a business owner is not to be the best at everything, but to be the best at delegating and building a team of experts around you."  Rob Da Costa  "Scaling doesn't mean just adding more employees, it means building a scalable business model that can support growth without sacrificing quality." 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! Further reading: "The Four Systems You Need To Grow Your Agency" (blog post)"How to Build a Strong Foundation for Growth in Your Agency" (podcast episode)"6 Ways to Scale Your Agency Without Sacrificing Quality" (blog post)

In this episode, we delve into the common problem of ghosting agencies face when prospects fail to respond after receiving a proposal. Rob shares how agencies can prevent ghosting by better qualifying prospects before sending proposals, better understanding their budgets and timelines, and building strong relationships from the beginning. We also explore how creating a sense of urgency and providing clear next steps can help move prospects towards a decision while following up effectively and being tenacious in pursuing them can increase the chances of closing a deal.  Tune in to discover how to tackle ghosting and win long-term business. Time Stamp 00:00 - Introduction: Rob introduces the topic of ghosting in the agency world, and provides a brief overview of the key facts that will be discussed in the episode. 02:07 - Qualifying Prospects: Rob explains the importance of properly qualifying prospects to prevent ghosting. He discusses how agencies can better understand a prospect's budget, timeline, and overall fit before agreeing to send a proposal. 04:01 - Building Relationships: Rob emphasises the value of building strong relationships with prospects from the beginning of the sales process. He explains that by positioning yourselves as experts and understanding the prospect's needs, agencies can increase their chances of winning and retaining long-term business. 4:58 - Creating Urgency: Rob shares tips on creating a sense of urgency in the sales process. He discusses how clear next steps, deadlines, and time-limited offers can help move prospects towards a decision. 6:39 - Following Up: Rob emphasises the importance of following up effectively and being tenacious in pursuing prospects. He shares tactics for following up with prospects, such as using personalised messaging and checking in regularly. 08:41 - Conclusion: Rob summarises the key takeaways from the episode  Quotations "Preventing ghosting begins by qualifying prospects thoroughly. It's not about rushing to get a proposal in front of them, it's about truly understanding their needs and identifying whether they are a good fit for your agency." Rob Da Costa "By positioning yourself as an expert and getting to know the prospect's business, you can build trust and confidence that you are the right fit." Rob Da Costa "Following up is key to prevent ghosting, but it's important to do it effectively. Focus on creating urgency and clear next steps, and don't be afraid to be tenacious in pursuing prospects." 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! Further reading: "How to create a sales follow-up process": This article provides tips on how to effectively follow up with prospects and increase the chances of closing a deal."5 proven strategies to deal with indecisive prospects": This article provides helpful insights on how to approach prospects who may be hesitant to make a decision. "How to build trust and rapport with new clients": This article provides guidance on how to establish a strong relationship with prospects from the beginning

In this episode of The Agency Accelerator, Noel Andrews, founder of Job Rack, joins the podcast to discuss how to make remote workers feel like part of the team. The conversation covers topics such as setting clear expectations, providing feedback, and the differences between freelancers and core team members. The importance of regular check-ins and scorecards is emphasised, along with the use of communication tools such as Slack and Loom. The benefits and challenges of hiring offshore talent are also discussed. Business owners looking to grow a profitable, sustainable, and enjoyable agency will find valuable advice and experiences shared in this episode. Time Stamp [00:00] Noel Andrews runs Jobrack EU, helping businesses hire remote team members from Eastern Europe  [02:55] Invest time and energy in onboarding to foster company culture, technical skills, and interpersonal connection. [06:30] Team meetings should be fun and include personal questions; use Geekbot for automated stand ups; have 1-1s with scorecards to review performance. [10:09] Communication and project management tools (Slack, MS Teams, Zoom, Around Co, Myro), Send Wish Online for birthday and work anniversary cards, Loom for check-ins. [15:31] Hiring offshore can provide high-quality English speakers, but how and when do you introduce them to your clients?  [21:57] Set clear expectations, give permission to ask questions, give feedback and encourage ownership of changing. [26:07] Focus on outputs, not hours, but don't expect freelancers to do multiple jobs. Quotations "Investing in Onboarding is crucial so invest the  time to explain how you want them to work and fit in with your team and your culture." Noel Andrews "We need to assess the performance of our staff on outcomes and outputs, not the hours that they're working." Rob Da Costa "The AID Model (Action, Impact, Do Differently): "When we give feedback, discussing the impact can help encourage ownership and change” Noel Andrews 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: Job Rack websiteReach out to Noel: noel@jobrack.euFree guide on delegation

In this episode, Rob Da Costa dives into the importance of agencies understanding the buyer's journey. Rob breaks down the three stages of the buyer's journey - awareness, consideration, and decision - and explains the common mistakes agencies make with their marketing.  In the first stage, awareness, Rob suggests creating short-form marketing content to get people to know more about your agency.  In the second stage, consideration, education-based marketing is used to provide more detailed content to nurture leads.  Finally, in the decision-making stage, the agency needs to gain the trust of the leads by proving that they can solve their pain points.  Tune in for more insights on understanding the buyer's journey. Time Stamp 00:00 Introduction Rob introduces the topic of understanding the buyer's journey and the 3 key stages. 01:34 Importance of understanding the buyer's journey for agencies Rob stresses the importance of understanding the buyer's journey and how it impacts how agencies market themselves and communicate with potential clients. 03:18 The stages of the buyer's journey Rob breaks down the three stages of the buyer's journey: awareness, consideration, and decision. 04:51 Overlaying marketing communication across the three stages Rob discusses the mistake agencies often make by not overlaying their marketing communication across the three stages of know, like, and trust. 06:58 First stage: Awareness Rob explains the first stage of the buyer's journey, awareness, where short-form marketing content is created to get people to learn more about your agency and how you can help them. 09:21 Second stage: Consideration Rob dives into the second stage of the buyer's journey, consideration, where education-based marketing is used to provide more detailed content to nurture leads and build like. 12:41 Third stage: Decision Rob concludes the episode by discussing the third stage of the buyer's journey, decision-making, where the agency needs to gain the trust of the leads and prove that they can solve their pain points. Quotations “If you're not considering the buyer's journey when creating your agency's marketing content, you're likely missing out on potential leads and sales." Rob Da Costa "In the consideration stage, educate your leads with more detailed content that helps them recognise your agency as THE experts." Rob Da Costa "When it comes to the decision-making stage, gaining trust is key - focus on demonstrating that your agency has a proven track record of solving pain points for clients." 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! Further reading Buyer's Journey: What It Is and Why It's Important for AgenciesEducation-Based Marketing: The Key to Nurturing Leads in the Consideration StageBuilding Trust with Your Audience: How to Use Content Marketing to Establish Authority

Resourcing continues to be a challenge for most agencies. Should you hire in-house full-time staff, remote workers or can you build your agency using freelancers? To answer these questions and more I am joined by David Wain-Heapy And Bachir Smahi, former agency owners and now running a remote resourcing agency, Prodigi. Time Stamp [00:36] Introduction [00:54] Running and selling your eCommerce marketing agency, Best Response Media [02:08] When you started your agency, did you always plan to sell the agency one day? [03:05] Where did the idea for Prodigi come from? [05:40] What led you to sell, how did it come about? [12:28] Tell us more about the clients you work for today and the challenges they have. [13:56] What objections do people have to hiring remote workers (and how do you overcome them)? [18:10] Can remote workers work for all roles (e.g. writers, account managers etc.)? [21:20] How do you go about finding the ideal candidate for a client? [23:30] How do I manage a remote worker and keep them engaged? [26:40] How can we build our agency using freelance staff? [30:17] Is there a point to switch from a freelancer to a full-time employee? [32:44] If you could go back in time and give your younger self one piece of advice, what would it be? Quotations “Focus on building a great business and everything else will follow.” - David Wain-Heapy “Stop micromanaging and instead, focus on outputs.” - Bachir Smahi 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: Prodigi’s websiteDavid’s LinkedIn profileBachir’s LinkedIn profileFree Delegation Guide

As an agency owner, managing your time effectively is crucial to ensure that you can accomplish everything that needs to be done. But sometimes we get really busy focusing on client work and all our best-laid plans go out the window. So in today's podcast episode, I share with you some tips to help you manage your time when you get really busy. Time Stamp [00:55] introduction to 7 tips to manage your time more effectively [01:31] Prioritise your tasks: Determine which tasks are most important and need to be done immediately, and which ones can wait.  [05:27] Set realistic goals: Be realistic about what you can accomplish in a day or week, and set goals accordingly.  [06:30] Create a schedule: Create a schedule for yourself that includes all of the tasks you need to accomplish, as well as any appointments or meetings you have. [08:48] Delegate tasks: If possible, delegate some of the less critical tasks to employees or freelancers.  [10:34] Use technology to your advantage: There are many tools and apps available that can help you manage your time more effectively, such as calendar apps, to-do list apps, and project management software. [11:12] Take breaks: It's important to take breaks throughout the day to avoid burnout and maintain productivity. Make sure to schedule breaks into your schedule so that you have time to recharge. [12:08] Develop good boundaries and learn to say no: remember when you say YES to something you are saying NO to something else. Quotations “Remember when you say YES to something you are saying NO to something else.” - Rob Da Costa “There are just 3 pots of time you should focus on: REVENUE, STRATEGY and ADMIN” - Rob Da Costa “Don’t be a busy fool focusing on tasks that don’t move your agency forwards” - name 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: Download your FREE Delegation GuideIt’s doesn't have to be ‘lonely at the top’ anymore, join my agency community

David Blois is an agency M&A Expert and founder of M&A Advisory and I sat down with him to discuss succession planning, maximising the value of your agency if you are thinking of selling and the best routes to finding a buyer. Time Stamp [00:00] Introduction [01:05] Is there still demand for acquisition in the past few crazy years?  [02:00] Tips and advice on planning to sell your agency one day [04:08] Why there is often a big gap between the agency owner and the rest of the business [04:39] How do you build value into your business? [06:52] What should you look for in a potential partner or buyer? [11:20] Some of the mistakes I made when selling my agency [13:00] How do you value your agency? [16:15] When is the best time to sell an agency? [18:40] The one piece of advice I would give anyone who wants to sell their agency [21:40] The value of your business is based on the quality of your proposition [22:59] If you could go back in time and give your younger self one piece of advice, what would it be? Quotations “It’s important to build a 2nd tier management team and often it’s best done from the ground up” - David Blois “Create scaleable systems and processes to add value to your agency” - Rob Da Costa “You need choice when looking for a buyer, just like you would if you were buying a new home.” - David Blois “Minimise the discount factors and maximise the premium factors to get the best value for your agency” - David Blois 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: davidb@mandaadvisory.comwww.mandaadvisory.comJoin The Self-Running Agency (and get to speak with David directly as he heads up one of our Expert Training Sessions)

I have been out in South Afrrica for the past 10 weeks, living and working like a local (rather than being on holiday).  In today’s podcast I explore what it’s like to live and work as a digital nomad. I share the major advantages and disadvantages - in the hope that it might inspire you. Time Stamp [00:00] Introduction [01:11] I have worked away from the UK during the winter for the past few years and it has allowed me to travel and experience different cultures, whilst still earning a living [01:55] Why I love South Africa [02:23] 5 benefits and 5 disadvantages of working and living in Cape Town [02:41] Benefit 1: The sunshine and general climate [04:10] Benefit 2: Low cost of living [05:26] Benefit 3: Easy to explore the country [06:15] Benefit 4: Networking and meeting new people [07:23] Benefit 5: Lack of time difference between South Africa and the UK [08:38] Disadvantage 1 (& 2): Load shedding (daily power cuts) [11:00] Disadvantage 3: Being homesick [11:36] Disadvantage 4: Is it safe to be in South Africa? [12:35] Disadvantage 5: Working beyond 3 months [13:44] What you need to become a digital nomad [13:44] Other examples of clients leading a digital nomad lifestyle Quotations “The digital nomad lifestyle is great if you have a sense of adventure and are willing to be away from home” - Rob Da Costa “Pick up your tennis racket and bat away the excuses that stop you stepping out of your comfort zone” - 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: Blog: What I learned from a month in Cape Town