Social Media Lab LIVE!
Social Media Lab LIVE!

Episode · 2 years ago

Does Your Agency Suck?? An Interview with @AskYvi

ABOUT THIS EPISODE

Does your agency suck? Could you be losing out on sales? Are you running your agency inefficient?

Yvonne Heimann is joining Scott Ayres on this week's Social Media Lab LIVE to geek out about data related to agencies and help you become better at running your agency!

Social Media Lab LIVE is hosted by Scott Ayres, the Content Scientist at the Social Media Lab ( www.agorapulselab.com ). It's a weekly show where Scott talks about social media marketing with expert guests and is always testing something!!!

Welcome to the social media lab live podcast, powered by a Gora pulse. I am Scott Ares to content scientists at the Social Media Lab, where we bust the miss the rumors and the stories of social media marketing with science. On this episode of the Social Media Lab Alive I'm sharing my interview that I have with my friend Ivan Hyman, better known as asked Evie. That's asked, Why v I and we talked all about the subject of does your agency suck? And Ivan is matter of fact and blunt and I love her honesty. And we dive into laws, the different thing that will let you know how to run an agency, let you know what tools you need to run an agency and really kind of evaluate if your agency sucks or not. If you want to see and listen to and watch and read more of our episodes of the social media lab live podcast, go over to social media lab dot live. Here is my interview with my friend asked Evie. It's good to have you on the show, is yeah, she told me before show make sure I don't pronounce your name wrong, and I probably will, but Ivan him see I got it right. Yes, I got it right. Yeah, if you don't, if you don't. I call her ask Ev and so makes it easier. It's like, okay, what's the whole name? It's ask Ev. But she's a business efficiency code. She helps digital entrepreneurs, you know, automate their business, you know, so they can dominate their industry. She's got over ten years experience organizing and streamlizing businesses and the probability and success and your base in in San Diego. Right, Yep. Moved here in November. Best decision to best decision I ever made right before colvid nineteen. Thank God I'm not stuck in Sucramento wife now is that worse? There is that? I'm like, wait here, we have the heat right now, but you still have a little breeze going. You and send Jiggy just go out to the ocean if you get the heat wave right. But sacramental or had the three digit now for a while and they's nothing to go do. You literally just sit in the house and you sweat. I don't say yet. I'm I live in Texas. So we had we had days a hundred fifteen last week. So you have fun with that. I'm San Diego spoiled now. I stopped complaining at ninety. Yeah, like we we have a we have a cool front right now. It's like ninety five, ninety eight this week, so it's like a cold front for us. So yeah, so tell us a little bit. You been you've been doing agency stuff for like ten years. Like do you have a particular type of client? How did you get into that? What's your background? Maybe like your elevator pitch, you know, if you will. Oh my God, how many hours do we have time? That is that is one of my downfalls. Trying to concise all of that through my late husband is pretty much how I ended up going into all of this. Initially that was, oh my God, Twenty Eight, now twenty yes, two thousand and twenty. I don't even remember any years. Ten years ago I started through the need of his clients with social media. Realized really fast I am not a social media manager coming up with the content, written content and everything. I'm like, I'm only struggling with that stuff for myself. Not My thing. But realized I'm really great at the technology and reproposing and Evergreen content and making sure I can get the most with the least. Moved more into the web design piece. I've seen couple of my peeps are in the audience to they know they're short. After that came two year of hiatus in my business where my late husband got diagnosed with cancer, which brought up this passion for what I call bulletproofing businesses, meaning whatever life throws edge you, your business should be able to handle. You should be able to step away from Your Business and take care of things or take a vacation. You know, if if two thousand and twenty doesn't happen, at least you can take a vacation. If two thousand and twenty happens, we'll deal with that kind of thing. So that's the short version of my last ten years, where I still have the agency, I still have a couple clients that I work with. So to make sure, first of all, to still stay in the in the area, to know what's going on, to stay up today, to play around with all the new tools and like I do the same thing you do, where before I recommend a tool, before I recommend an automation or anything, we test it, and I can't test everything just on my own. So I got a couple of my my old standing clients that I still work with...

...that love just playing around with me and testing everything. Very good in you. You moved to the US and you know seven from so mean Germany. Yep, based on the accident. So I got the whole you know, I got the whole system and processes littally just in my blood. It took me a couple years to realize not everybody sees things like I do. Right, like I have that thing where other people see chaos and I see actually systems behind it. That's a good way to put it. Now I got to ask two things. One, where did ask evy come from? And it seems you get a small addiction to wonder woman just a little bit. It's a little bit. So that what's the correlation through all that? So ask Ev came about through a classmate of mine that is now living in Australia and came to visit nine years ago, something like that, and we show her around. I've heart around and they had so many questions of why is this happening and how does this book and how does that work? And I'm one I want to know and either way I do know or I went and searched it. It's like, let me Google that for you and by the end of their visit, it was like, you know what, you should start a website, ask evoncom. The thing was, asking oncom wasn't available. It was a realtor at that time. I think it's now available. But you know what my branding is done. So I used my nickname, I used ask evcom and initially it was the Web Design Company and with everything pivoting and changing, it is the consulting business now, and the wonder woman piece came into this ad my latest rebrand. So talk about rebranding, which will feed into our conversation in general. To I used to have this brand with like peach and teal in the Mendella and blind I thought it was the best and a friend of mine finally kicked me in the booty and it is like that, that's not your personality, that's not you, which then brought in the colors of just like you guys, have the orange and the red in my brand. And that was the first step. And then the second step that when I was looking for imagery and everything, wonder woman images popped up and I actually ended up finding two stock images that are not from the movie, that I can use it, and then easil and and that McDonald took it to the level where it is now and took the colors and took the logo, put the wings on it and now we have a full and wonder woman random like. I love the movie. I love what she stands for. It just evolved naturally into this trying to find the button to get me back on there. There we go. Yeah, really, very cool. Yeah, that's that's far. Always noticed that. I okay, your even your logo kind of has that wonder woman food, that's matings on it. So let's let's so I want to kind of set all that up so everybody's watching. You know, we're talking to Ivan Him in and better known as ask EV. We're going to talk all about agencies because, you she's done a lot of work with agency. She has our own agency. So kind of want to this. So, you know, like all these interviews we can do, we'll talk about some data or some of the just practice, and so so we're going to kind of tread answer that question. You know, does your I can get to the clop up. You know, does your agency suck? And so the first question that we that we want to tackle is should an agency focus on one industry and evy what is? What is your opinion on that, and why might you you think one way or the other? So, a lot of my designers out there I'm not going to like my answer because I believe you should not focus on one industry. Yes, you need to niche down, don't give me wrong, because from the branding aspect and really talking to people and optimizing what you put out there, you need to have a niche the moment you do. I decided digital entrepreneurs, which is a fairly brought niche. Messaging became easy, workflows became easy. It gives you a pathway to optimize your whole marketing, your whole advertising, your whole conversation. But the problem is when you niche down too much, for example, events two thousand and twenty. Have you talked to social media manager and agencies that focused literally just on event companies or events in itself? They quite had a problem about a month in after covet hit. So what I mean by that is, yes, you need to niche down, you need to get your messaging down. You can't just do digital entrepreneurs and then gramma brick and mortar store that don't even have a facebook account.

You want them to match and and fit nicely with each other. So, for example, when you want to work in the event industry and with event managers, that kind of area, that perfectly also matches with restaurants, with music people, anything that feed in with that event industry. Yet you don't completely niche down to just one exact industry. So that means you have a backup. You didn't put your eggs all in one basket. You didn't count on my space being around and bringing in clients. That's the same thing. Find Sister Industries, find where things work together well and just build a story around it. It's like I'm one of those people. I can find you a story and an excuse for pretty much anything. As long as you can explain it and can build a story around it, your follow us are going to get it and understand it and stick around and you can still build your brand around if you still can tell you a story around it while not putting all of your eggs in one basket. Yeah, I think that. I think it's great points about the events that because we know the people friends that are in that hap they did and they mean it's this rough because there's not events right now and so I do think having some diver I know everybody wants to Knitch, you know where. They always say the riches are in the niches. But I mean, and it's true, just don't go too tiny. Yeah, I think you maybe, and maybe a say, maybe, have a mix of niches. Perhaps that you do that the compliment one another. She's I think that could be a good maybe you're a realator and you also you work on realator, real realators, but you also do roofing companies or Plumta Flippers, real estate are BNB. There is so much that work with that real estate, for example, with me and what social media, Web design, graphics designer, they all metch with each other. The story is the same. So your your brand, people, your story, people are still going to be happy with you because you are not throwing a plumber in with the marketing agency. They can build the story around you. But you do have differentiation in it. Yeah, I think I think that's important. So, I mean it's would you would you say with if it so we don't. We don't have one industry, but should should an agency focus on certain aspects only? Like you know, there's some agencies that I use. It just do web design. There's some agencies who just do facebook or just to pr I mean it. Should you do everything, like your agency, do everything social media for someone, or should you diversify that? How we approached it is I teamed up with people. So under the umbrella of Pacific Quest Media, we do offer the web design, we do offer the social media, we do offer the graphics design, we do offer the branding, but I don't do at all. I come I combined my efforts with other entrepreneurs that are running their own business that are way better at the whole wending piece or creating content, on doing all that so I can offer it to my clients, because client comes to you. They want an easy solution. They don't just want to talk to ten people and have a part time there for the social media and have a part time therefore web design and maintenance and have the branding over there and nobody talks to each other and nobody knows what the other one does and you just have a huge mess. So going and putting your efforts together with other people that I ask passionate about, Damn Niche what they do well, and I literally just pulled in the people that I've been working with four years. I got my it guy that knows way more about service and speeding up websites than I do. I got my branding girl that tickled out of me what my brand is. I just pull it in. Make it easy for your client. They prefer a onestop shop and why not upsell them right? I think that's important. I know guys who like just to restaurants. They did a lot of restaurants and biggers bigger cities, but they don't do paid at all. I don't like. Dude, you're missing out and not helping them out with their pains of at least, you know, subcontracted out and take it, you know it spiff off of that or something like that. Yep, so I think they're you got a partner up with even in I mean I'm in Waco, Texas, which is, you know, it's not a big town any means. Two hundred two fiftyzero people. But you know, I know agencies here that you were just doing. There were onestop shop and try to do on their own, and now they combine like two or three agencies together and they us two different things, but they altimately either their clients only talked to one person, though, and I think that's a probably are you want? Yeah, you want to have that conversation easy with which feeds into our whole communic how is it Friday yet? I'll whole all conversation today, where everything about your agency needs...

...to be easy, right, it needs to be easy communications. So and this piece, you don't want to throw ten people at them. You want to have one person that talks to the client and then relays that information. Yeah, and there goes right into our next question here with ev is. You know what processes and workflow should agencies as you kind of just hit on that a little bit, but maybe dive a little bit more of you know, how do you bring on a client? When you bring on a client, in kind of on board them, what's the process and what kind of workflows you have to get the work done? One one of our biggest issues, at least as I have seen with myself as well as clients already, starts with elite management. We get an email in it's a crazy day, second, third, Monday of the week, right, that email suddenly gets lost. Nobody knows what to do. So everything starts out with really having elite management system. Cm will dive into that in a little bit, but having that workflow ready. Of Okay, client messages you especially nowadays, when they come through facebook, they come far twitter message, they come through a potential company association. So, for example, click up has me as a vetted consultant. I get emails through them. So they are coming indifferently. I'm getting emails to my website. I'm getting in quite a was here and Youtube, and if we were, even if you do not use the CIM or any kind of tool, you need to have that workflow down off. Okay, how are we simplifying this? Where are we sending them? How are we getting them the easiest into the system, from all of these outlets into one. So what I tell my clients when I coach with them, it's like, get them into your email, follow up with an email that says hey, this, this, this and this is what I offer here is how you can do the first step and really funnel, no matter where they come from, into one line of communication, because that's just going to make your life easier. Same thing I go up holds inbox or you get all of your stuff in there. At the moment they pop in there, you message them back and say hey, email us at support and evad whatever it is, and that one email then can be automated. There can be a whole follow up. What do you need to do? Remind they are already in your inbox. They already reached out. That is a wantwarm league. You do not have to pay any money for it. You already convinced them that they do want to work with you. Don't lose that lead. And how many have all of us lost one of those leads just by Holy Moly, they messaged us like two weeks ago. Get that moment is that's gone. That's now a cult lead. So having that workflow ready to go, with reminders and all of that stuff ready to go that says, Hey, by the way, that dude emailed you two days ago. You got to follow up because he didn't reply to your email. Same thing with client on boarding, which you just mentioned, where it's like, okay, what happens, especially with social media, you need this log in and that log in and that information and that lending and those images, and when do I get stock images? What are we doing? What a so much information that goes just for bringing on a new client. Now you can start out as simple as having a damn checklist next to you, because the moment you start that process and you have it not written down, I don't care how many thousand times you have done this, there will be one point. Where did I do that? Didn't I do that? wherete that stuff? How does that work? We've all been there. So even if you just start with the notebook, pen and paper and do the whole thing, I like you. Even can go all branded. Right, yeah, more a post booking. Have it written down so you don't waste the time off. Did I do I? Didn't? I do it. And the next step then is taking that pen and paper information and really get it in a digital system. If you are already in a big agency, go digital right away because your team is going to need it. What happens if the the onboarding account manager isn't there, if you are not around, who can take over? Who knows what's going going on? This is crucial, no matter which size of your agency you are in, if it's a one man shop or if you have a hundred and fifty people in there. Same thing with what's your marketing plan? If you are not out there, people don't know about you. If you are not living what you preach, nobody is going to come in. It takes time for people to recognize you. It took me a year to reframe my following from Oh, she does Web Design to Oh, she actually can teach me how to make things easier. You need to stay out...

...there. And, last but not least, what are you doing with your existing clients? How are you making their life easy? How can they, when they do their bookkeeping in year and close for the taxes, find all of the invoices? You think they saved them all? Not gonna Happen, I don't. How can you automatically build them if you? Oh my God, this is a godsend. Ninety five percent of my clients, of my retainer clients, are on automatic invoicing. And even better, they click the button and said I don't care. Every time, this invoice comes every single month and it's just that invoice. So they have to do that for every single invoice. I cannot just invose them and get the money, but they click the box that said just take my money. I know this, I know this invoice is coming every month. Just take it. Here you go, I don't want to deal with it. That means you automatically have your retainer coming in every seeing, no month. So she doesn't want that button. Yeah, so those are those are the main ones where I'm really like, okay, we need to get this in now. We'll get the too. Some of people ask about so we're going to talk about tools here and if tad so, well, we're not. I'm not ignoring your question there, Sarah, but Brad does ask something here. Do you count or block time on certain days to work with leads or how do you manage the Times that it takes to do that? So do you do something? Do you have specific days were just as they come in, you get on him as fast as you can? I'm smoking over here because I literally had to decide last night to put myself on a one day intensive with my business because I need to clean up my blocking. Yes, I do time blocking. So Thursdays, for example, is video. I have my life show in the morning. I need to record youtube videos. We girls. I need a freaking hour and a half to be too ready. So I can't just put on a wake. I the the orange on my head just doesn't work as well as it works for you, Scott. So I want to optimize everything and it's not just the optimization of me needing to get dressed up because I'm on video, on because I want to take care of myself to and look good on video. It's also the brain. Your brain likes to stay in a lane, meaning if I know I have a bunch of discovery called I need to do my sales pitch without doing the sales pitch, I'm in that. I'm in the going. It's all cool. I can do this for a day with multiple called awesome. Going into consulting calls, this is a different thinking of I need to prep for that. I need to make sure I know exactly where my client is and go back into it. There is a follow up that's happening to all of that. So yes, I completely batch everything as of next week when I updated my batching schedule again. Yeah, and I actually because Brad is also the calendar piece. I use book like a boss, for example, where I say discovery calls are only available on those those and those dates and a maximum of that many calls. Now, my clients that are intensive, they have two days a week where they can schedule those intensive because nothing else is going to go on that schedule with those intensive that I'm like my brain is Friday after one of those same with just discovery calls or when I talked with companies, when I do collaborations, and I already set my schedule up in a way where people can schedule time with me where I'm like sorry, Dude, Wednesday, you know my brain is not working in that room on Wednesday. We need to do that on the Thursday and really combine those things. But another thing that I also want to throw in there is I try to set up my tasks matching brain power, and what I mean by that is when I have a discovered we call, I know I'm going to be excited after what's because I know that person I was on a call with is going to leave with at least one Aha moment. That means my brain power, my energy level, just went up. Nowadays out of task where it's like, Oh my God, I don't want to do those. I have to know I schedule those right after because I'm up here, my energy level is going to go down with that task. So I'm either way on neutral or I'm in kind of mood. So I try to Max out my own personal power by matching my task with those energy levels and trying to offset them with each other. That's great advice. I think all of us have a really hard time doing probably, though,...

...for sure. God, I'm like you. I'm just you know, I'm chasing different squirrels all day long. That when it comes to your leads coming in, like wait, if you're batching them and you're waiting for a certain day. Two things. One, I mean I worry. Do you worry, like, okay, I'm going to be it's going to be six days before I reply because that's my scheduled day. I'd worry about that maybe. But to do do you since some sort of automated message when they come in? Let him know, hey, we will look this over. We'll get back to you on Xyz Day. So correct little little thought issue right there. They are getting information right away. So elite comes into my email and box. That's where all funnel them. They go into my email and box and they get a email template that pretty much says the same. It's a little bit customized with the first name. If I already have a little bit additional information, I pluck that in there too, and they get told Hey, just schedule a discovery call. That's where everything starts. That's pretty much the the single call to action that's in that email. Some additional information and schedule the discover we call. So I do these email on every single day, specific times throughout the day, but you get a response for me within twenty four hours. The call itself is where the batching happens. So the batching on the email and response happens daily by times of the day where morning, mid day, afternoon before I close everything up, or when I just have a break in between and I'm just playing on my phone again. Then the actual day batching happens by that discover we call schedule, because I'm not doing discovery calls on a Monday. Monday's are crazy. I don't want to have any potential. You appliant in there when the crap is on fire again. So that's where that happens. You always will hear from me right away and then pretty much the bigger the project goes, the longer the weight is going to be. Again, communication always happens. Discover we calls happen a couple days a week. My retainer coaching clients. They are going throughout. They are easy to plug in in the in the calendar intensives which I either away for hours or a total of eight hours, so full day session with the client. They are scheduled father out simply because, first off, we need to find a full day where that time is in my schedule, and they is a lot of prep that goes into it. But yeah, you're never not going to hear from me within twenty four hours to begin everything good advice, because some people might go, oh no, get scared. So if you're just happening, we're talking to ask Ev trying to answer the question does your agency suck? Hopefully by the end of this you'll know whether yours. Is a self analysis. We're not going to tell you if yours does or not, but we're gonna from levels to that too. Right, let's sucks right now. I have to overhaul my whole work flows. Right. So we've so we've talked about, you know, should you focus on one industry and not? We talked about processes and workflows. The next a kind of this is an interesting one, I think. I think a lot of ages probably struggle with this one is, you know, how does teaching and being active on Social Helping Agency? HMM. First off, two thousand and twenty. We know every thing is crazy right now and we know everybody is on their phones the moment. You are not visual, you are out of mind. People are so fast with jumping right now. It's like, look at me, I realized yesterday I went out of something. What did I do? I took my phone, I went to Amazon and I didn't even walk the five minutes down the street to go to the store. Everything happens so fast right now, which means we are inundated with so much information. You know, and if you're working with clients and trying to get in front of trying to get your clients in front of their target market, you know they gotta stay out there. The same applies for you. And the Nice thing is when you actually are being out there, people keep seeing you, people keep engaging with you. You doing the work. You know that it takes time for people to get to know you, to trust you, to just be like. I've seen you. You actually know what you're talking about. You actually are walking the talk. So many people are now coaching coaches how to coach. You need to walk the talk and show people this stuff actually works. And suddenly you jump on a discovery call and they're like, oh, yeah, I followed you for a year, no need to sell me. What's your package? Take my money. How can you beat that? That's true. That's true. Now, how does that practically look? Let's say we're in you know, someone lives in Alice, Texas. How does it? You know for you know, and they're not someone who's speaking...

...at events, like big events, like you know. You have like how do how does that practicality look? Maybe someone who's in a different area? It's a little smaller. I love the approach of Evergreen content. First off, teaching. Teaching is a big thing, and don't believe the whole take money for your teachings, because nobody is going to hire you because you're already giving them all for free. People don't want to deal with it. Teach them, show them how things are done, because they going to realize how much work that is, how much time they need to spend on what a pain in the booty it is. It's the perfect way to show them your value and how much you do for them. So teach them. Go on Youtube, have short little micro content, snippets of this is why you need to do this. Just show it little three thousand and sixty two videos and reuse that stuff, as I mentioned to to mention before, I hate writing. Yes, I mentioned that before. I hate writing those. Tell Mac Calton how he knows. He knows. I'm like, Dude, really can? Can you clean that up for me please? It's like I had to write something again. So what what did we decide for me? We start with a youtube video, because I it's like you get me started talking, I don't shut up, so put me on video. Not a problem. We then take that, make that in a blog post, make that into all pieces of content, no matter if that's a video, of that social media and run it as ever green. If you were using a go up hools, go set up your cues for your own Promo staff, for upcoming events, Promo Staff, and throw that in there and repeat that stuff. Now, suddenly you created one big piece of content. You made little pieces of content and you constantly share them out there as ever green. Now it might take two months, three months, four months. It took a while for me, but right now, HMM. We had a little hiccup behind the scenes this month, which means barely any fresh content went out in August on my facebook page. Yet go look there is stuff going through the air, like you would not be able to tell that we had an issue behind the scenes, because I build up those evergreen content ques where I'm still teaching you how to use tools. I'm still teaching you how we integrated a go up hools, how we are using click up to do all the things. It's out there. You, as a viewer, would never able to betelled both, never able to tell that there was not really any fresh, unique content going out this month. There was just about that much. Yeah, so on top of content, so maybe maybe offer some free courses. Maybe you rice some blogs or videos, would you? And maybe speaking like chamber events or local events or our teaching may or doing not doing a clay I'll do offer a free thirty minute class on this. I mean, is that stuff valuable still today? For it is. You just need to test that. It's just like it doesn't matter if it's online or if it's offline. There is going to be events where like, why that heck did I do? Have? Nothing came out of it, and there's going to be good events. So if you were at a level where it's like, you know what, I have way too much time on my hand, I don't have enough clients. You're going to be a little bit less choosy on which events you are joining. Once your schedule is full, you're going to be more choosy, but always look at okay, is this my target market? Is there actually a chance to get in front of people that I want to work with? Chambers are great, but chamber isn't a chamber. Locally and Sacramento I did a lot with chambers, but there was one chamber. I really loved them, but it was an old chamber with a lot of old members that I had to fight off. Guys, and Am facebook account update you people. Just even sent an email. I had more time to fight with them, pretty much to educate them why they should go online, because there weren't an age bracket and in a situation where it's like yeah, now, we don't care. And then just a town down the road there was a little bit of bigger chamber, a younger chamber, where the chamber in itself already did the work of educating they are members better than that old chamber did. Just do your research and yes, we it's got we know it. We love our online we love our videos. Yet nothing beats an in person conference. Chambers and in person events are the same way. They get to know you, they get to speak with you. Nowadays, though, a mask and six foot apart, but still you still can meet people, you...

...still can talk with people. They is an energy exchange that you do not have online. So yes, they are totally valid. Just do your job and do your research and put your time where the chances are good that you're going to get a return of your investment. I think it's a good advice there. But I do think what you mentioned earlier, though, because you are, if you are going to be a social media marketing agency. You know, it's kind of you know us. I say they the cobblers. Kids don't have shoes. You get you. I think as an agency who does social media, you better have a good social media presence these days because people are looking at it and they go oh, well, that agencies got like ten people who liked their page and they never post that. That doesn't look good. So you got to make sure you're, like you said, you're walking the talk and I think and then then the numbers need to match. I'm like, for example, before I hire out my Youtube Guy, I was doing the research beginning of the year with multiple people and I looked at one guy where it's like you have that many followers but no views. Chances Are you bought some of those followers, because if you have that kind of following but you only have two hundred views on your views, there's something off. Sorry. The one I'm working with now might have not had a website, might have not had the online presence on facebook or social media, but I looked at his youtube channel and I'm like, Dude, you know what you're talking about. You make your own life easier. Same thing with with any coaches or professional help when I'm hiring. I'm sorry, if you are not putting work into your website, you don't need to know web design, but if you are professional and I look at your website and it's square space broken, kind of no, sorry, I'm gonna move on. I don't care how well you might know your area you are not paying attention to your own public appearance and spend the money to hire somebody to do it right. Sorry, yeah, yeah, you've got I think it's like, you know, it's like going to a mechanic who's got a broke down car. You know you don't want to do and we all go through seasons. I'm like, I am as I am as guilty as anybody else. As I said, it's like my own workflows right now I am mess because I changed packages, I changed approach. I literally just need to do it and take a day for it. We all go through seasons. It comes down to the overall picture, Sha, that you are presenting. You kind of started talking about this, so I can want to go and go into this now. Like how does an agency skill? You've mentioned some things there about getting the good website. All these things look kind of what some practical ways and agency can can scale their business. The funny thing is, for me, scaling is actually an afterthought. It's a result and it's a result of you optimizing pretty much anything. If it's the comet, the communication with your clients, if it's team communications, if it's your workflows and processes, is it your your tools and technology? And one I actually have it right here because I'm working myself through that right now. One thing that can help you get clear on this is this little puppy right here. Scale up an amazing resource, especially when it comes to the communication piece. To that is one of the biggest time sucks there is, no matter if it's with team or clients, not being able to clearly talk with them, to have a one way of communication where you have to find information and and just collect everything from everywhere. So optimizing your communication will cut down on time. Optimizing your workflows, as I talked about before, the moment you start writing workflows and processes down, you will start seeing where bottlenecks are, where things don't make sense. Where Scott goes life, he knows he's going to need the intro, he's going to need the image, he's going to need the culture actions. He knows what he's going to need to do in his head. But that means everything is all over the place, because it's our head. Let's be honest. The moment you write it down, you see, wait a second, if I do this after that, this is going to flow easier. Same thing with client management and talking having a client portal where you can just be like at the end of the year, mentioned it earlier. Client is like, do you have that invoice? Do you know where that information is? And you're like here's healing to your pottle. Just go heay fun optimize, optimize, optimized, and for that you need to follow Scott's teaching. You need to test it, you need to run with it, you need to adjust it. It's a content. It's a constant circle of okay, I have an idea. Let's let's look at this work for it's look at this...

...process, writing it down, running with it, seeing this works, this doesn't work. You suddenly get the data and with that data you can go for it. Big thing I work with my with my clients on is time estimate and I'm all over the place right now. I'm what there are so many things we can do. One of the big things is, again, time management, and not just time blocking and not just time laying out. How often have you been in a situation where I was like, Oh yeah, that image just takes me five minutes, no problem, those posts are written in an hour, not a problem, and suddenly at six PM and you're like whether hell did the day go? Yeah, every day. If you follow me, if you know me, you know I'm a fan on click up. Click up as a project management system that also allows me to say this is the estimated time for this task or for the subtask, which means my workflow. Youtube, Youtube Video, to block post, to social media content, to evergreen content, to an email newsletter. That's all written out and all of those steps have an estimated time next to it. That tells me. I believe this takes half an hour. Cool. Now me or my va actually track our time. Now I can see. Okay, why is this specific piece of content two hours over the estimated time? What happened here? Why is that happening? And without those numbers, without those tracking, without testing it, you're not going to be able to optimize. You're not going to be able to scale. By optimizing everything, you are able to take on more clients, you are able to have your team won it because it's digital, it's in a project management you are using tools. Why Yours so peace? It's standard operating procedures. The end goal with all of this is you being able to step away. If you were able to step away from Your Business, you are ready to scale. It's that simple, but it's not simple to get there. Yeah, that's kind of what I was saying. That maybe there is a great thought, though. If if you can step away, then you can scale. That's a that's an interesting way to put it for an example, I'm like, I'm still at the point. My goal is I want to be able to take a full week CCATION without any hiccups. That is my goal. I got a call a month ago or something like that, on Monday I was on a wait list for selective surgery. Nothing may Jum Agat, but they hold me on Monday for the surgery on Wednesday. Monday was a little crazy because we needed to do all the testing and I needed to tell a client, hey, I can't do our call on Wednesday. We need to move this out. But I was pretty much gone from my business for a week and a half and nothing burnt down. That's good work in stages. Yes, the end goal is four weeks. The end goal is the stuff running without you. But if you just focus on that you're going to get overwhelmed. You're going to be like, I'm never going to get there, this is never going to happen. How the hell am I got no work in stages? Focus on one workflow walk, focus on one process, focus on one issue where. Okay, yeah, why have we have been talking for an hour and nothing got done and we have not made any decisions. We need to streamline this conversation. Piece cool. I just lost the client again because I didn't see the email. How can we fix that? Work on one piece at a time and it will add up and especially after the first six months of piece by piece optimizing those pieces, a snowball effect will come into and you suddenly get so much drive and so much momentum with those things that it's worth it, because initially doing this it's a pain in the bud. You are not seeing anything. This is not a short term fix. This is a long term planning process. Right. This is not having a glass of bubbly and being bust in five minutes. This is actually walking out and starting to drop some pounds in a month or two. Yeah, there's no quick fixes. For sure bad. I do like your idea of figuring out where your problems are at getting those problems fix and it kind of starts snowballing and make it life gets easier as you start to figure out and tweak everything and and kind of with that figuring out and tweaking. What, what tools should an agency use? Or maybe, if you want to kind of keep it simple, like what are like the top five tools maybe that an agency should be using? If they're not now and the peeps in the audience that know me are going to be like you hoo go before. One big thing is com...

...because, again, if a lead is already there, you don't want to lose that momentum and that conversation. It can be as simple as using click up, which is another tool, and set it up as a C I am. I have a video about that on my youtube channel, where it's like you don't go full on Com like company Hap or Nimble, where you have quote coom tools with it. You can start simple with a click up boards that you know that can bend view, where you have have okay, here's a lead, they go into discover, we call they're now a client, they are maintenance client, and you move those through and add tasks to them or task templates that remind you to do certain things, or you go the next step to a full on Cero am, again like Nimble or company have. Those are my two favorites. We did talk click up. That is a big one, really getting your processes and your work flows down. Why I love click up is because we can first off, automate things in there. We can build templates. Client on boarding is this terms stuff. Every time we need to get this information, we need to get that, we need to get this, we need to get here. You can build out that workflow and then every time a new client comes in or even a new lead, if you use it as a CEO I am, you say cool, here's a new task pulling that template done. You don't have to write it down, you you don't have to spend hours of building the stuff, you just pull it in. Last but not least, is cms. There's a lot of people that mix up the serum with the CMS. See, I am is a client retention management. It's the remind me I need to I have a lead, I need to talk to you. What's going on. or a month later you want to follow up, or with a past client you want to follow up in six months. is M as. Is a client management system. That's the tool that's going to take care of the automatic billing or pulling the money off. The client gave me the okay. That gives you a client portal. Often enough, there's even automations in there where, okay, the clients signed up and I can send a bunch of emails off. I need this information and fill out this form. And do this and here, and they're the one that I use for that is called Dopsado. That is my tool of toys, where again, whole bunch of tools here. Some of those tools cross over. Some of those tools have feature where I'm like stay away from that, don't use that, use that one over there. And last one at least. We all should have a schedule of this shouldn't even be a conversation. It's like nobody should be in the email and forward back emailing five times to set up a fifteen minute call. Right. So, yeah, those are you said, book like a boss. Is that the one you use? That's the one I use. I like their approach of being able to have the full calendar page. I can do coupons. So, for example, perception is everything with clients, right. So I have standalone calls where it's like two hundred and ninety seven or nine hundred and ninety seven. Now, if you book and retainer with me, you get those calls but at the cheaper rate. So what you can do to make sure your client doesn't forget about the value and the savings they're getting, you can give them a coupon and you can say go schedule your calls that you are getting with this retainer package and the coupon is going to zero it out, or you can run advertising through it. It's like I was surprised. I was just working with our lovely Amanda Robinson, our facebook ads girl, on her schedule, and I'm like, we can't do a coupon in there. Wait. It's like you have a nice returning client and you want to give them ten percent off of that call and you can't because it doesn't have the feature m. So that's where I like book like a boss. Another one that I have used in the past that's really good too, is acuity scheduling. Okay, yeah, there's so many out like I'm a calendarly, you know, type person. There's some doesn't have coupon code. It's no, it doesn't. Inter some limitations on it to I've seen some cool ones. I haven't. I have to check out the book, like about just like the name of it. It's just kind of this kind of sounds cool and obviously we would say, you know, I know what I told you to recommend, but you know, we would recommend you, as for your clients, to use, I don't know, the software called agorap. Wait, didn't I see? This is why I get so excited. You know that I love a go up holds, especially because of the evergreen scheduling. And ask the social how did I? I suck. I officially suck. It's two thousand and twenty. I'm using joy twenty as an ex case. We've already talked about. It's an assumption, like...

...you only have to say it right. It's like you know, especially with your guys as power we reports, which, by the way, you guys can see, I just wea viewed last week on my channel as a social media manager. I'm like, I've been preaching about social media manager and agencies using a go up holds because you have that walkflow build in from approval, no matter if it's between the BEA and you all, the client. You have the approval process built in, you have the bulk scheduling built and you have the reporting building. You have that whole content creation and reporting workflow build in. So I'm like, how did I? I have it on my list, but in the long order, so I kind of skip. It's all right, we've gone. We've gone over an hour now, so your brain we blame. We blame two thousand and twenty. Well, if we could blame everything, don't covid. At this point I think, yeah, stuff in my toe, blame it on covid. All right. So I think hopefully we've covered enough stuff here so you can kind of self analyze yourself and know if your agency sucks, are not, if people need to go find you, what's the best website or place you would want everybody to kind of go talk to you at or go look more? I'm attached to that thing, so it doesn't really matter where you go. Just ask Ev and you'll find me. You find the website, you find facebook, your friends, instagram, you might even find text Toc and not really active. I'm more the one that suddenly, three out was later, realizes I'm still scrolling. Yeah, but yeah, you'll find me everywhere. They is a facebook, bought active on the page, but I'm still listening into so I remember. You can get me anywhere. Well, you're by like bomb and love bomb TV for being on. Appreciate you. I share your knowledge with those on the shit. Hey, thanks again for listening to the social media lab live podcasts. Be Shut to run over to social media lab dot live to listen and watch all of our live video shows and the check out a Gorea pulse. Make sure you subscribe to our podcast, wherever in the world you are listening to it right now. See You.

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