Welcome to the DoInbound family! We're pumped to have you here.
My goal is that after reading this article and watching all the videos you'll have a clear understanding of how each of your unique agency processes fit into our Campaign - Deliverable - Task framework and you'll know the proper actions to take to capture them inside DoInbound.
The reason most agency attempts to set up a project management tool fail is because they lack a framework. A framework is the structure used to organize your work.
Before we jump into customizing the software, it is important to get everyone on the same page about what you're about to build together.
Instead of giving you a blank whiteboard, here you're given a framework. It is your job to get together with your teammates and determine how each of your unique processes fit into this framework.
After working with hundreds of agencies of all sizes, markets, and history I can tell you that the successful ones are the ones that make these 5 steps a priority.
Step 1: Bringing Your Core Team Together
As you're getting started, you want to have the team get together. Establishing your processes and beginning the work of documentation isn't a job to just outsource to one team member.
Step 2: Organizing All of Your Agency Work as Campaigns
The highest level of the framework is Campaigns. There are three different types of campaigns you can use to organize your work. The goal is to bring every activity, both internal and client facing, into this framework.
This video defines a campaign and shares how you can classify your work as:
- One Time Campaign
- Recurring Campaign
- Internal Campaign
Step 3: Breaking Each Campaign into Deliverables
After Campaigns, the next level in the framework are your Deliverables. You can use Deliverables in two different ways:
- One-Time Milestones
- Recurring Assets
For a one-time Campaign, like a website redesign or new client onboarding, the deliverables will function like milestones. With the completion of each deliverable, the campaign as a whole moves closer to completion.
In a recurring Campaign, like quarterly deliverables based on a client's package, deliverables will be assets. Things like blog posts, videos, webinars, Facebook ad campaigns, and so on. These tactical elements are the building blocks for your agency. Once the process is documented, they can be deployed into unlimited campaigns across all of your clients.
Step 4: Using the 80/20 Rule to Prioritize Your Template Building
Processes live everywhere in your agency. But don't get caught in the trap of trying to build templates for every process before you create your first live campaign.
You want to identify the Deliverables in your agency that are the most impactful. Document those first using the Template Builder. This video will show you have to quickly build a list of your agency deliverables and prioritize that list based on frequency.
Tip: You can use this Google Spreadsheet to help build out your list of deliverables and set priority to each. When you open this sheet, just click "File" and "Make a Copy" to save a version to your local Drive.
Once you have your prioritized list in place, focus on building templates for the top 20% of the list. This will likely capture about 80% of your agency workload.
The rest of your processes can be documented as you go!
Step 5: Building Task Templates that Capture Your Process
Task templates are where project management meets process management. Each task should have one owner. This is to provide clear ownership to the task. Multiple people can collaborate on a task by tracking time (Pro and Advanced Packages) and leaving comments, but at the end of the day it is owned by one person.
As you're breaking down your deliverables into tasks, you may find a task where you're trying to assign different steps to different people. That is a sign that you should split the task into two separate tasks.
The checklist there to capture the process of how to complete the assigned task. This is best built out by a member of your team that completes the task on a regular basis.
You've covered a lot of ground! Right now, you've worked through more of your agency process than most of your competitors will ever do.
Doesn't it feel good to start to get organized?!
If you think it feels good at this stage, just wait until you take your list of Campaigns, Deliverables, and Tasks and start adding them into DoInbound.
Once you've watched all the videos on this page and completed the exercises, it is time to start adding elements into DoInbound!