Now that so many companies have had to switch operations to remote working, streamlining your workflow has become even more important. One of the most efficient ways to streamline is automating as many tasks as possible.
Automation can help overcome many of the challenges remote working presents. It reduces repetitive workloads and the time saved can be used more productively. It channels processes to minimize miscommunication and keep everyone on the same page. Automation can even help you retain customers and grow your business.
The rewards of automation
Companies that prioritize automating their workflows see big returns almost immediately. The team at Cubatica uses a variety of tools to automate workflow and improve efficiency. Josh Bretag, Founder and CEO of Cubatica, recently shared with us how much the team benefited from implementing the online project management tool ClickUp: “Using it, we’ve reduced project management workloads by approximately 50%. This means we spend less time worrying about the small stuff, and have more time and energy to devote to getting our clients exceptional results and improving their ROI.”
By reducing their project management workload, the Cubatica team is able to spend the majority of their time reviewing accounts, coming up with new ideas to increase conversions, and communicating with clients and partners. “Everything else, we systematically and aggressively reduce the time we spend on so we can better leverage our highest-value activities”, added Bretag.
Gain’s Customer Success Manager, Deborah Ramirez, shared with us some additional benefits of automation that she’s observed with our agency clients. “A streamlined workflow also benefits team dynamics, offering more accountability to everyone involved and allowing everyone to be on the same page. Plus, it has a huge impact on how the client perceives the agency. Offering clients transparency and using technology that saves them time and money helps solidify the relationship.”
The biggest time-sucks for agencies and marketing teams
Most of the industry people we talk to agree that project management is the most-time consuming activity. That’s a problem. We interviewed Alex Zachman, CEO and CCO of Old North Collective, and he explained it this way: “When you let projects run your team, you’re always putting fires out and you never have time to actually get ahead.”
Gathering feedback and revisions
Communicating the creative process to clients or stakeholders can be difficult. Add to this the learning curve of different tools and different processes to give feedback and approve content for different marketing efforts created by different teams, and it can quickly become overwhelming. “We already work in a complicated field, so if we can simplify the amount of tools for the client, that’ll make the revision process smoother”, said Zachman.
Fixing communication issues
Not having specific channels designated for the different types of communication that need to happen between teams and clients can lead to misunderstandings and time wasted. The team at Old North Collective is living proof. “Before we streamlined, we were letting each client drive how they wanted to communicate with us, whether it be emails or video calls. We quickly realized how inefficient this was, and how many things got lost because we had disparate systems”, added Zachman.
For Zachman’s team, streamlining their workflow immediately freed up 40 hours a week–enough to hire a new team member! “As projects and workflows become more complicated, it’s not sustainable to deal with emails, spreadsheets and calendars”, he explained. “At one point, you have to ask yourself, how many steps do we actually need?”
So, how can you be sure that you’re automating the right tasks for your operation, and furthermore, that you’re doing it with the right tools? Like Bretag at Cubatica told us, “anything that requires “outside the box” thinking is generally best not automated–or at least, not entirely automated. Automation is best suited to reduce mental workload and reduce the amount of resources needed to complete a task.”
While there’s no one-size-fits-all solution, the Gain Team has put together a comprehensive resource to help you make these decisions wisely and navigate the most common issues that agencies and marketing teams encounter in their day-to-day.
Gain’s Guide to Streamlining Your Team’s Workflow is a free book the Gain Team wrote using our combined experience working in agencies, and the workflows we’ve seen work best throughout the years from Gain users. A lot of what we’ve learned we’ve previously discussed in this blog, so we’ve compiled all that valuable information in a simple guide you can share with your team and immediately put to use.
In this guide, you’ll find techniques to:
- Analyze where your team is spending the most time
- Choose the right tools to automate your process
- Replace email with more automated, collaborative, communication tools
- Get your team members on board
- Lead remote teams efficiently
- Keep your workforce motivated
Gain’s Guide to Streamlining Your Workflow is free to download here, no strings attached. Get your copy now and share the love! We really hope you find it useful. Oh, and feel free to share this link with your team, clients, and anyone you think can benefit from it!
If you need expert advice, the Gain team is here for you. We offer free, personalized workflow consultations. We’ll go over your current content or marketing process and apply our knowledge from working with agencies all over the world to help you identify opportunities to streamline. Click here to schedule a free consultation.