How to Optimize Agency Processes? A Best Practices Manual

Several processes within an operational workspace, which are constantly repetitive or complex can be streamlined to execute the complexities easily. There are more than hundreds of processes that act as the lifeline for seamless operations of a business.

The best marketing agencies can stay up with the competition only if they have the idea to implement the right optimization practices. So, let’s discuss how you can optimize the agency’s marketing processes.

The Need for Optimizing the Agency Processes

In an agency business, there are often a lot of processes that need to be handled almost every day. Some include on boarding, marketing, customer support requests, sales, human resources, accounting and order fulfillment. Over time, when the business grows, these processes evolve and become repetitive and time-consuming when not processed accordingly.

When the processes are outdated, it can cause employee or customer dissatisfaction and increase the cost of operational inefficiencies. Suppose you contribute most of your business time towards streamlining the repetitive agency process. In that case, you won’t be able to direct your attention toward other core operations, which might lead you to lose your brand value and moreover your clients.

Marketing agency process management needs a well-thought plan to address the problems and evaluate and resolve them to improve operational efficiency.

Best Practices to Optimize the Agency Processes

When your business runs with multiple processes simultaneously, it is important to seek optimization. It is possibly hard for you to keep track of all business processes with a limited team and expect them to monitor your core operations.

You must ease the operations to a possible extent, and that is possible by optimizing the agency processes. So, here are evident ways how you can achieve it:

1. Process Mining

Process mining is not one, but it is a group of techniques that comes along with a data science approach. Here, the data is taken from the event logs to determine the work done by the respective team members and the steps they take to complete any particular task.

The data obtained in the process will then be turned into actionable insights, which will help the project managers find any roadblocks, redundancy or loopholes in the processes. Following that, they can be fixed to streamline or optimist the processes.

2. Six Sigma

Six Sigma is probably the best agency business process optimization method adopted by several companies. With this concept, you can expect to nearly perfect your business operations by eliminating all defects.

Using the dedicated Six Sigma sub-methods, DMAIC and DMADV, it will be easy to measure your operational progress from one point to another.

• DMAIC (Define, Measure, Analyse, Improve, Control)

It is a data-focused improvement method for the processes, which is executed through five stages and in the form of a cycle. Here, the customers will be defined first, then the performance is measured, data is then analysed, and finally, the improvements are suggested & implemented.

• DMADV (Define, Measure, Analyse, Design, Verify)

It is again a data-focused method where there will be an approach to define the processes executed within the operational space of a business. Following this, the processes will be measured and analyzed for any flaws or loopholes that might affect their performance. Once identified, a design for proper optimization will be made, ensuring that your business goals are achieved. The design will then be verified and implemented to optimize every marketing agency process.

3. PDSA (Plan, Do, Study, Act)

Among all of the methods to optimize agency processes, this is one of the simplest and the most effective ones. It comprises four stages for improving the quality of your business and optimizing the processes. The project managers take up the duty of mapping the goals and achievements, after which the proposed changes or upgrades will be tested on a small scale. The optimization will be implemented across all business processes when the results are studied and verified for effectiveness.

Examples of Business Process Optimization

These were the three basic yet powerful methods to optimize your business processes. The foundation of all optimization methods remains the same, i.e., identifying the problem and then thinking of a solution to overcome it. Here are a few examples of how implementing rightful optimization tact can help your business thrive:

1. Automating the Social Media Postings

Social media marketing is one of the major keys to making a brand successful. Your team might be instructed to post content around three times a week for your own agency or for multiple clients, which they do manually. But this manual process hurts when the concerned person can’t prepare the post or publish it over the site.

You cannot replace the effort of your social media post designer, but you can automate the posting task. Set a schedule for you to post dedicated social media posts on specified dates without any inconsistency due to employees missing out on posting the content manually on those dates.

2. Give Quality Resources to the Employees

Suppose you are the head of operations in your business, and your employees are coming to you at all times to get instructions on how a particular process will be executed. In that case, it becomes difficult for you to focus on your work.

You might have prepared PDFs and Sheets to explain the work, but that might not be understandable enough to attend to all practical queries of the employees. Therefore, as you have identified the problem, the solution is to implement software where all business processes and the SOPs are updated systematically with all minute or major factors.

Ask your employees to access the same when in need, and reach out to you only if there is any serious query that cannot be solved through the information available over the software.

3. Track Your Digital Performance in a Unified Dashboard

If you are supporting a lot of eCommerce businesses and are promoting their products over various online channels, then monitoring the performance is of utmost importance too. But using different tools and dashboards to monitor websites, social media channels paid ads, and others will be a mess that will complicate the process.

Hence, this is one of the problems in your management process, which can be handled when you introduce a unified dashboard, such as Weavr Slate, for keeping track of all digital performance insight under one centralized place. This way, you will be able to turn these observations into actionable insights and take action faster to improve business outcomes.

Weavr Can Help You Keep Track of How Your Business Performs

Whether you are implementing changes, identifying process loopholes or just keeping track of your marketing channels, Weavr is your one-stop dashboard to assist you with a clear visualization of all possible ideologies. You can track how your customers respond to your new marketing tactics, the overall performance of your business, the loopholes where the business is losing sales, and much more.

Keeping track of such metrics will help you with the in-depth optimization of your agency processes. So, if growing your business is among your priorities, get along with Weavr, and let it help you in the quest.