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Mastering Time Management in a Marketing Agency: Balancing Multiple Clients

Time is an invaluable resource, but learning to effectively manage your time can be a superpower.

Running a successful marketing agency requires impeccable time management skills, especially when juggling multiple clients’ unique demands and deadlines simultaneously. The ability to prioritize tasks, meet deadlines, and maintain a high level of productivity is crucial to providing exceptional service to your clients and the success of your agency.

This blog post will highlight various time management strategies when juggling multiple accounts.

  1. Prioritize and Organize

Start by working backward: what are the deadlines for each client? What deliverables are needed, and how long which each one take to develop? After understanding the unique needs of each client’s deadline, create a detailed schedule – working backward from the deadline – to ensure all deliverables and reviews happen on time. There are various project management tools on the market to assist in tracking assignments, deadlines, and progress that can help marketing agency teams organize their workflows and stay on top of their tasks.

  1. Set Realistic Expectations

Clear and consistent communication is key when managing multiple clients. Manage your client’s expectations by setting realistic deadlines and explaining the process of delivering quality work. Be clear and upfront about your progress and timelines by providing regular updates. Avoid overcommitting as it can lead to compromised quality and burnout.

  1. Delegate and Collaborate

There are account teams for a reason! Whether you are an account lead or support, identify what workload you can realistically take on, and communicate it to the rest of your team as soon as possible. From there, work with your account lead or larger team to identify which tasks can be delegated. Successful delegation helps to lighten your workload while fostering a sense of teamwork and development within your agency. It also provides an opportunity to assign tasks based on team members’ strengths and passions.

  1. Dedicate Specific Time for Each Client

One of the best ways to ensure you are spreading the love between your clients equally is setting dedicated time blocks for each account you work on. This can be dedicated days, or hours per day – find what works for your schedule and your team. By batching similar tasks together, you can optimize productivity and minimize the time and energy spent transitioning between different clients.

  1. Avoid Overcommitment

Clearly define and document project requirements in client and internal conversations from the beginning to minimize going over scope and over-promising. Resist taking on additional projects if they compromise the quality or delivery of existing client work. A measured approach to managing workload leads to better outcomes for both clients and your agency.

  1. Continuously Evaluate and Optimize

One size does not fit all – ensure you are regularly assessing and analyzing your time management strategies. Identify what is working and where you can improve, and always remember to get your full team’s input. You can even use time-tracking tools or techniques to understand how your team’s time is being utilized and identify areas where productivity can be enhanced. By adapting and refining your processes, you will better serve your clients and build a stronger team.

Balancing multiple clients in a marketing agency can be challenging, but with effective time management strategies, it is undoubtedly achievable. Through prioritization, effective communication, delegation, and thoughtful scheduling, you can provide top-notch service to each client while maintaining your sanity. And remember – it’s not just about managing time; it’s about managing expectations, fostering collaboration, and continuously optimizing your approach to deliver exceptional results.

Learn how WorkBook can help streamline your client tasks, contact us for a demo!

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The Power of Deltek WorkBook for Streamlined Project Management

When running a business or working on a project, having a thorough project management strategy in place is essential. Deltek WorkBook is designed to help businesses optimize their processes and improve collaboration to deliver high-quality projects on time and under budget. Whether you’re working on a small project or a large-scale campaign, Deltek WorkBook can help you achieve the best possible results. Below we’ll discuss the benefits of using Deltek WorkBook for finance, operations, marketing, and media teams.

  1. Finance:
    Deltek WorkBook can prove incredibly helpful for finance teams, especially when it comes to managing budgets. With the software, you can track expenses in real-time and have a clear overview of the project’s financial status. This can help teams identify and deal with potential financial risks before they can get out of control. Additionally, Deltek WorkBook provides helpful reporting features that make it easy to communicate project finances with clients and stakeholders.
  2. Operations:
    When you’re managing a project, having your operations running smoothly is vital. Deltek WorkBook provides businesses with tools that can help automate processes and make operations more efficient. This can include streamlining workflows, eliminating unnecessary steps, and automating routine tasks. With less time spent on manual, repetitive tasks, teams can focus on more important activities and deliver projects more quickly.
  3. Marketing:
    For marketing teams, Deltek WorkBook helps maintain cohesive branding of a project. The software can help maintain consistency across multiple channels and make it easier to collaborate with designers, copywriters, and other team members. Additionally, Deltek WorkBook can help maintain brand consistency by ensuring that everyone working on a campaign or project is using approved versions of logos, fonts, colors, and other branding elements.
  4. Media:
    Deltek WorkBook is useful for media teams as it provides access to real-time data insights that can be used to optimize project management and better measure the success of promotional efforts. By using data to make informed decisions, businesses can achieve greater results with less effort, saving time and resources. Additionally, Deltek WorkBook’s media planning and workflow management tools make it easy to collaborate with other media professionals on multiple projects.
  5. Project Management:
    Finally, Deltek WorkBook can serve as an asset for project management by providing analytics and detailed reporting on project performance. This way, project managers can quickly see if a project is on track and make adjustments accordingly. Additionally, the software can help with resource allocation, scheduling, and managing team workload. This way, you can keep track of multiple projects and optimize productivity for maximum outcomes.

Why Costpoint Contract Management Works

Managing contract deliverables, tracking dates, costs, modifications and responding to data calls efficiently – these are just some of the responsibilities contract managers and their staff oversee.

 

New regulatory requirements and increases in contract volumes and complexities, have augmented the importance of an automated solution for better contract management. Costpoint takes a holistic, modern approach to contract management by integrating and automating your financial, project, contract and business development information in a single solution.

 

Contact us today for a consultation on Contract management.

What Value Will Deltek Insight Bring to Government Contracting Accounting Professionals?

What Value Will Deltek Insight Bring to Government Contracting Accounting Professionals?

Historically, many have written to the ROI of the Deltek Insight conference. Using it to “convince” management or a boss that it would be beneficial for the organization that they attend.  This is not that discussion. This is about you as an accounting/finance professional, your growth and your value to your current or any future organization you may be a part of.

Deltek has been offering the conference forum to their users for a long time now (well over 15 years) but about 12 years ago (give or take) Deltek began the Deltek Insight branded conference to include all Deltek products under one knowledge umbrella.

To date, I have attended all but one of these (the year my daughter was born). When I first started going, I was a user at an organization of about 70 employees in size. The event opened my eyes in many ways, and at that point, two things happened:

  1. I wished that I went when the company was smaller, as it’s hard to turn a big ship
  2. I made sure I could attend every conference in the future.

Why I Attend Every Deltek Conference:

Today, there are so many one-day seminars, lunch & learns, workshops, etc. I have attended many of these and there is always one theme throughout; most people spend the event in the hallway on their phones, or in the session checking their email on their phone/laptop. Basically, working remotely for some or part of the day. Additionally, most of these events are heavily attended by service providers and there is little you can glean from what your peers are doing. In short, separation from the day-to-day duties of your job make it impossible to see what’s in front of you and determine how it applies to you and your organization or skillset.

As a professional in the Government Contract accounting space, and in particular when you are in this role at a small or mid-sized business, you need to be able to separate yourself from the day to day, to think strategically about your skillset and your organization’s needs and growth pattern. Deltek Insight offers this exact forum. Your first job is to get the books closed and monthly operations completed, but as a professional, you need to stay in front of your industry, and your organization.

As the organization you work for grows, the team you will work with daily will grow, as will the needs of the organization. As a leader, people will look to you for solutions, to know what’s possible.

Don’t miss this opportunity to grow yourself.

Deltek Insight Format:

The format for Deltek Insight lends itself to growth. By separating you from your daily activities for a few days, you are able to focus on what is in front of you. Deltek provides a forum for you to talk to other users in your industry, see what they are doing and how they do it. However, knowing you are busy, the conference builds breaks around lunch into the schedule to allow you to perform your required daily activities as well as catch up on email so you don’t return to the office with a pile of incomplete tasks. Over the course of the week you will find there is always someone who has walked down the road you are setting out on. Meeting them at the start of your journey is of tremendous value.

While you are growing, so is Deltek; as a software company, Deltek is now updating functionality in systems on a monthly basis, this means that if you have not been keeping up, there are 12 updates to the product since the last conference!

As a leader in the space, Deltek is ideally positioned to give you an understanding of capabilities like:

  • Subcontractors
  • Contracts Management
  • DCAA Incurred Cost
  • Revenue & Audit Trends
  • Proposal and Opportunity Management
  • Recruitment of Talent
  • Human Resources Management
  • Project Management
  • Provisional and Forward Rates

Deltek Insight not only discusses how these types of activities can happen but also how to optimize processes that you may already be doing, simple tasks like AP processing, Cash Forecasting, Credit Card Reconciliation.

In Addition, many of the functions you perform today may be getting updates/upgrades and you will have an opportunity to see these functions in advance of their release. Giving you a minute to plan and get your organization ready for the things to come.

My Objectives as a user or Insight:

  • Find out about enhancements to things we are already doing
  • Build relationships with the Deltek product managers
  • Learn about new features that may be helpful in the future
  • Learn how others are handling the same challenges you face every day

It’s easy to see why I like the atmosphere of learning provided by the Deltek Insight conference.  Understand it will be about a $5k investment by you or your organization to step away for a few days.  The knowledge, relationships, and perspective you will gain far exceed the costs associated. The biggest challenge in life becomes balance, don’t let your professional education and learning not get its due; staying ahead of the curve is far easier than catching those that get in front of you.  If you have taken time to read all of this, and do believe in the benefits of attending, as a sponsor for the conference we have some coupons to share with those who may be interested in attending – send us a note and we will send you a code! There are only a few to go around.

Register for Insight Now 

-Martin McGann, Founder of PCI 

Looking to Make the Jump to Prime Contractor?

Deltek Subcontractor Management will provide you the infrastructure to keep your cash flow positive.

As contractors grow, the pressure to pursue Prime Contract work becomes increasingly apparent. However, with this pressure comes all the responsibility associated with being a Prime. These days, very few contracts are awarded without the involvement of a subcontractor component. As a teaming partner, or simply a service providing subcontractor, these arrangements come with requirements for oversight and management that must be considered before the award is made, not at the time of execution.

Deltek’s Subcontract Management offers you solutions to the most common problems plaguing Prime Contractors in the market today.

* How much has the subcontractor spent?

* How many people are working on the project?

* Have we fully funded the subcontractor?

* When will we know the costs for this month?

By utilizing Deltek Subcontractor Management, we can get simple and reliable answers to these questions quickly and easily. These tools will show us the commitments to our subcontractors, how much they are funded, the period of performance for the funding and the remaining dollars.

To take it one step further, a subcontractor’s employees can now record time directly in your Deltek time system, providing you with the ability to both invoice your customer and pay your subcontractor – diverting any delays in their invoicing cycle that in turn slow your invoice processing time down.

Using real-time dashboards, your Project Managers and Contracts Managers will be able to determine the current project status, the remaining dollars on your subcontracts and which subcontractors are over or under the budget they have been provided.

Interested in seeing more? Let us know and we can discuss the processes that will help you grow!

 [email protected] I 732.693.5596