5 Things You Are Overlooking in Your Agency Management System

Mike Wang Aug 2, 2016 2 min read

Staying on top of your agency’s process can be a difficult task—especially if you work with multiple departments, out of several locations (remote, or otherwise). While the rise of all things digital has undoubtedly benefited agencies, it has also created additional hurdles for some organizations.

We’re here to say that it is possible to manage your agency’s disparate workforce. The solution? An integrated agency management system. Whether you’re looking to update an outdated PM system or are looking to get the most out of your existing software, here are five things that are commonly overlooked—and why it’s best not to ignore them.

1) Project Request Management

Not only is project request management important for project managers, it’s crucial for all components of a project. Being able to see all current project statuses makes it easy to identify pending tasks and requests. Offering easy access through centralized, convenient portals, project management tools allow managers to submit work requests and see status updates in real-time.

Utilize project request management to kick off projects easily and ensure that they stay on track.

2) Traffic Management

Sure, new business is the lifeblood of any agency. But ensuring that your organization strikes a balance between attracting new clients and customer retention is important. That’s why it’s important to pay attention to the way your agency utilizes its agency management system across traffic management.

Software can be used to generate real-time calendars, complete with project deadlines and deliverables. Calendars provide insight into how time is being spent across your agency, where bottlenecks may potentially occur, and when (and why) client feedback is necessary.

3) Resource Management

An agency is only as good as its employees. And knowing how to forecast resource demand ensures that all deadlines are met. By determining resource allocation and project needs, software ensures that project tasks are properly staffed and managed.

Software has the capability to assess skillsets of in-house resources—as well as freelance and contract workers—to ensure that tasks are appropriately matched to employees. Furthermore, agency management systems can anticipate slowdowns and ramp-ups days in advance. By efficiently managing resources, you can keep your team engaged and productive.

4) File and Document Storage

While this may seem like a no-brainer, it pains us to admit that many agencies overlook this important feature of agency management software.

You already know that juggling multiple drafts across a number of campaigns can be a tedious task. We can guarantee that you have hundreds, if not thousands, of documents and files that are pertinent to your agency’s success. The best management systems utilize automated software to store, access, and collaborate on files and documents.

Say goodbye to the days of lost files.

5) Reporting & Budgeting

These days, more and more agencies are turning to fully integrated processes. It makes sense, doesn’t it? Chances are, you have multiple departments that operate on numerous systems. Why not integrate your processes and benefit from increased collaboration and streamlined processes?

Integrating financial software into your agency’s comprehensive management system can streamline the budgeting process, manage chargebacks, and simplify expense and time tracking. The best software provides your agency with templates and worksheets to create detailed, customized budgets, invoices, and reports, ensuring that both your employees and clients are happy.

Are there any other features sometimes overlooked in an agency management system? Share below.

 

About The Author

Mike Wang

Mike Wang

Mike joined Workamajig back in 1997 and now serves as the Workamajig Director of Training and Support.

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