How To Properly Create An Agency Org Chart

How To Properly Create An Agency Org Chart

1. Understand The Foundations Of An Agency Org Chart

An organizational chart shows a company's team structure, reporting hierarchy, and staff duties.

When done correctly, an organizational chart can become more than just a schematic. It can boost agency productivity, assist team members in achieving their goals, and support, collaborate, and build teams.

It will almost always provide more clarity to everyone on the team about day-to-day operations, and it will undoubtedly allow you (as the founder or operations professional) to make better decisions.

2. Map Out Your Agency Hierarchy

I recommend using a whiteboard tool like Miro or Whimsical for this exercise.

From the top of the hierarchy to the bottom, make sure to include all the full-time/part-time team members in this chart.

Map out who they're reporting to and from whom they’re responsible.

Pod Definition: A group of team members that work on accounts together.

In the example above, we have a pod of 4 people working on the same client accounts together. Meaning they collaborate on the same projects/accounts.

This pod structure will allow you to scale your agency horizontally without depending on too many variables.

(Exercise) Ask yourself this: “If my agency had a headcount of 100, what would each pod look like?

3. Create A Responsibilities & KPIs Document For Each Role

This is crucial for clarity & accountability.

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:

4. Hyperlink The Responsibilities & KPIs Documents To Your Org Chart

After finishing the responsibilities & KPIs for each role, you can now hyperlink these documents to the appropriate roles in your org chart.

Congratulations; by clearly defining each role, their responsibilities, KPIs, and eventually creating your own agency org chart, you have outperformed 80% of agencies.

How Can I Help

If you’d like to hear about how I could help you and your agency scale efficiently without additional headcount by implementing our Agency Operations System™, you can book a call with me here.

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-Egemen