Simple Process To Increase Agency's Capacity by 35% Without Additional Hires

How Do We Eliminate Manual, Day-To-Day Work In Digital Agencies?

Most agency founders are stuck doing things they shouldn’t.

Chasing internal approvals, manual reporting, or redundant task handovers – this is the silent killer of agency profitability. Yet, almost every 6 and 7-figure agency has this hidden inefficiency.

1. Start With Evaluating Your Manual Processes

For this, I love to use the EAD (Eliminate-Automate-Delegate) framework, coined by Tim Ferriss.

The first thing you have to do is identify your current workflows and bottlenecks associated with them.

Where do you spend most of your day-to-day time?

Where does your team lose the most time?

What are some of the processes that you feel are unnecessary?

After this, you should have a handful of processes that you can go from.

2. Eliminate Processes Before Trying To Automate Them

Before even thinking about automating your tasks, you should be checking if this process is mandatory to your workflow.

Or can this be eliminated completely?

For example, what we’ve seen with the agencies we’ve worked with is that most internal meetings in an agency can be eliminated with structured Loom updates.

More niche example: Instead of running status meetings for client projects, replace them with simple written project updates or Loom videos.

This step alone will help you identify the bloated processes that you have by default and will most likely save you time.

3. Automating Low-Complexity, High-Frequency Tasks First

Once you’ve trimmed the fat, it’s time to automate what’s left—starting with the simple, repetitive tasks that eat up your team’s time.

Look for tasks that:

• Happen daily or weekly.

• Follow a clear, repeatable pattern.

• Don’t require much creative or strategic input.

Examples include:

• Auto-assigning tasks based on project status in ClickUp or Asana.

• Automating client onboarding sequences via your CRM & PM tool.

• Setting up automatic Slack or email notifications when milestones are hit.

These are "quick wins" that free up time fast without risking quality or team confusion.

4. Automating Advanced Tasks & Creative Flows

Once the simple stuff is automated, it’s time to tackle more advanced workflows.

This is where tools like Make , n8n, and AI integrations come into play. They allow you to automate more complex, creative, and client-facing processes.

Some examples:

• Creative ideation flows
  Automatically generate initial ad copy or design briefs using AI tools triggered by new project briefs.

• Partial fulfillment automation
  Auto-pull client data into proposals, media plans, or reporting templates to reduce manual prep work for your team.

• Automated proposal generator
  Use Make.com to create proposals directly from project management data, merging client details and project scopes into pre-designed templates.

• Fully automated client portal
  Build a client portal that auto-updates project statuses, deliverables, and reports by syncing your PM tool with tools like ClickUp, Airtable or Softr via Make.com.

• Meeting notes to project brief automation
  Use Convert structured meeting notes into actionable project briefs using Make.com and AI to parse and summarize key information automatically.

These automations remove friction in areas most agencies never touch—and they don’t replace creativity, they supercharge it.

5. Delegate Low-Valued Work

Congratulations. By now, you should have both eliminated and automated the tasks that take a crap ton of time.

However, we’re not fully done yet.

You and your leadership team should be focusing on high-leverage, strategic tasks—not low hourly rate work.

The delegated tasks will be stuff that’s really hard to automate, because most likely they still need some human touch.

What should be delegated?

• Admin tasks: inbox management, data entry, calendar scheduling.

• Repetitive creative work: resizing images, basic video edits, formatting content.

• Simple client communication: follow-ups, reminders, or FAQs.

Whether to a VA or a specialist, removing this from your plate will massively increase your team’s capacity.

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.

Let me know what you think!👋

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

-Egemen