Do These Before Hiring Another Person For Your Agency

Do These Before Hiring Another Person For Your Agency

Most agency founders try to throw people at the problem when they’re faced with adversity.

However, most of the time, this results in fewer profits, more overwhelm, and more chaos.

Because there was no system to support the additional hires in the first place.

Follow this checklist below to make sure you don’t run into this problem ever again.

1. Have Your Org Chart Created

It doesn’t matter if you’re a team of 3 or 30. You have to have this created.

Go to Miro or Figjam and start mapping out every single role that you currently have in your agency.

If you're juggling multiple responsibilities, such as managing accounts and operations simultaneously, it's still important to clearly define both roles.

The goal is to map out roles first, NOT INDIVIDUAL PEOPLE in your agency.

Because people may leave, but roles stay forever.

This may seem simple, but it will give you the clarity moving forward with all the other steps.

2. Create Responsibilities & KPIs Document For Every Role

For each role, think about what they’re responsible for.

Here’s an example that I’ve created for the Media Buyer (non-client-facing) role at my marketing agency:

Responsibilities: These define the key actions and tasks a team member executes to influence performance metrics. These inputs directly impact Leading KPIs (early indicators) and ultimately drive Lagging KPIs (final business outcomes)

Leading KPIs: Early indicators that predict future performance and can be adjusted in real time. Examples: Click-Through Rate (CTR), Cost Per Click (CPC), and Engagement Rate.

Lagging KPIs: Outcome-based metrics that measure final results and cannot be changed retroactively. Examples: Return on Ad Spend (ROAS), Customer Acquisition Cost (CAC), and Total Revenue.

(Media Buyer) Responsibilities:

• Develop and execute paid media strategies across platforms (Meta, Google, TikTok, LinkedIn, etc.).

• Research and define target audiences to optimize ad placements.

• Set up and manage ad campaigns, including bidding strategies and budget allocation.

• Test and optimize ad creatives, copy, and landing pages for better performance.

• Monitor campaign performance and make data-driven adjustments in real time.

• Collaborate with creative and strategy teams to improve ad effectiveness.

• Stay updated on ad platform changes, trends, and best practices.

• Communicate the media buying performance with weekly reporting.

(Media Buyer) Leading KPIs:

(Media Buyer) Lagging KPIs:

Then lastly, hyperlink these documents to your org chart’s individual roles.

This way it’s easily accessible.

3. Clear Job Description

To hire killers for your agency, you need to have a clear job description.

Hiring is just like sales.

In order to attract high-quality talent, or even A-players, you need to somewhat sell yourself as to why your agency is the best choice that they can make.

And to do that, it all starts with creating a proper job description.

To be brief, here are the sections that you MUST have in your job posts.

• Job Title and Basic Info

  • Job title, location, department, and reporting hierarchy.

• About Us

  • Brief introduction about the agency, its values, and core offerings.

• Job Overview

  • Summary of the role and its primary purpose within the agency.

• Key Responsibilities

  • Clearly outlined duties and expectations for the role.

• Qualifications

  • Necessary education, experience, technical skills, and personal attributes.

• Why Join Us (Benefits) → Really Important

  • Attractive elements of the role, including compensation, culture, opportunities, and perks.

• Call to Action

  • An inviting statement encouraging qualified candidates to apply.

Do not miss any of this.

4. Training System

There’s a difference between SOPs and training.

SOPs are just step-by-step guides on how to complete a specific task.

Trainings are teaching people how to think, what principles they should use, and how they can make autonomous decisions when no one is around.

It is so vital for you to have structured training systems in place in order to increase your productivity, decrease overwhelm,, and most importantly, retain great talent forever.

• Create rock-solid training systems.

• Teach them how to make decisions.

• Talk about company vision, mission, and values.

• Supplement training with interactive sessions, quizzes, and shadowing sessions.

This step, often overlooked, has the potential to significantly impact your agency's success or failure.

5. Onboarding Process

It is also vital for our new hire to have a good first experience when joining to our team.

Have a structured process on how they’re going to be introduced to the systems, your team, and the culture.

Have this laid out step-by-step for both the agency side and the hire’s side.

You can use tech, automations, and templated processes to make this bulletproof.

6. Role Advancement Path

People don't stay in jobs—they stay where they see a future.

As founders, it's our job to clearly map out how a team member can grow within our agencies. Clearly outlining a role advancement path motivates hires, encourages loyalty, and creates a culture where ambition thrives.

To build a clear advancement path:

• Define job levels explicitly (Junior, Mid, Senior, Lead).

• Clarify what's expected at each stage—skills, responsibilities, and impact.

• Regularly communicate these expectations, celebrating promotions and team growth.

• Offer growth resources: training, mentorship, and leadership programs.

When your people see a clear path upwards, they're driven not just by tasks—but by a vision for their own future in your agency.

Make it easy for your team to visualize their next steps, and they'll reward you with their best work.

How I Can Help

If you're losing hours and thousands of dollars to daily chaos or bottlenecks that are stalling your agency growth, we should talk.

We’ll fix your agency’s #1 operational bottleneck in 14 days, guaranteed to give you time and profit back—without adding more hires.

Curious what that looks like for your agency? You can book a call with me here.

Let me know what you think!👋

I’m a real person & read every response. Is there anything you’ve wanted me to talk about that I haven’t covered already? Assuming it’s a valuable idea, I’ll make it a post, and record a YouTube video around it (and even tag you!)

No pressure ofc. Just like listening to my audience, and try to make these newsletters as useful as possible

Okay: thanks for reading and I’ll talk to you soon.

-Egemen

Make Your Team More Productive With This 2-Step Process

1. Introduce Ordinary Work Checklists For Each Team Member

Checklists are crucial to any business’ operations.

They provide radical transparency throughout the team, and they make founders’ and managers’ lives 10x easier by having complete visibility. (and no, this is not micro-management)

This is directly tied to your team’s workflow. If you want to learn more about creating workflows, check this post out.

Make a list of all the things that they need to do every day, every week, etc., no matter the changes in their workflow.

Of course, this is going to be different for every role in your agency, so create a different one for each role.

For more context, here’s what it should look like (example of an account manager’s flows):

You can have this checklist live in G Sheets, but what I recommend is having this built into your project management software (e.g., ClickUp), so every operational workflow is centralized in one place.

You can also include tasks/work that are less frequent than daily.

Once you add those tasks that are less frequent, just change the frequency and gray out the checklist section on the right-hand side based on that.

Having this checklist being used by your team instantly means more accountability, more visibility, and less micro-management.

Once you do this for all of your roles in your agency, you’re ready for the next step.

2. Have Everyone Send Their Checklists As EOD Reports

Now, this is the most crucial part, and this is where the accountability part kicks in.

Create an ‘EOD Reports’ Slack channel, and have everyone post a screenshot of their checklists at the end of each day there.

After this, you should be seeing everyone’s EOD reports with checklists coming in daily.

Also, have a VA auditor that checks the Slack channel daily to ensure everyone is sending their EOD reports daily.

You should also write feedback on 1-2 EOD reports weekly to show your team you’re actively monitoring these.

What if they miss an item on the checklist?

Make your team explain:

• What did we miss?

• Why did we miss it?

• What will we do to execute differently tomorrow?

This will ensure that everyone is managing themselves, and it adds an additional layer of accountability to this whole process.

3. How To Roll This Out For Your Team

• Conduct a meeting where you introduce the checklists and the importance of them

• Review each team members checklist in a 1-on-1 format

• Inform them everyone has to execute these daily and report out on them in the Slack channel moving forward

How Can I Help

If you're losing hours to daily chaos or bottlenecks that are stalling growth, we should talk.

We’ll fix your agency’s #1 operational bottleneck in 7 days, guaranteed to give you time and profit back—without adding more hires.

Curious what that looks like for your agency? You can book a call with me here.

Let me know what you think!👋

I’m a real person & read every response. Is there anything you’ve wanted me to talk about that I haven’t covered already? Assuming it’s a valuable idea, I’ll make it a post, and record a YouTube video around it (and even tag you!)

No pressure ofc. Just like listening to my audience, and try to make these newsletters as useful as possible

Okay: thanks for reading and I’ll talk to you soon.

-Egemen