Ever feel like your agency’s project management is a tangled mess? This system will help you tailor a solution that fits your agency like a glove 🧤, boosting efficiency and client satisfaction.
🕵️ Audit Your Current Workflow
First, understand your current situation. What tools are you using? 🤔 How are they being used (and by whom)? What do you love ❤️ and loathe 💔 about your current setup? Finally, imagine your DREAM system – no limitations, just pure efficiency. Document all of this. This becomes your roadmap 🗺️.
Real-life example: Imagine a social media agency juggling multiple platforms for client management. They realize they’re using different tools for communication, task management, and reporting, leading to confusion and wasted time.
💡 Pro Tip: Involve your team in the audit process! Their feedback is invaluable.
🗺️ Planning Your Platform
Now, bring your vision to life using a visual tool like Figma (or any whiteboard tool). Define user roles (admin, CSM, client, etc.) and their specific access levels. Next, map out your database – this is the heart ❤️ of your system. What information do you need to track for projects, tasks, clients, and employees? Finally, sketch out your platform’s framework – like designing a website’s navigation, ensuring intuitive flow.
Real-life example: The social media agency decides to create separate databases for clients, projects, and team members, linking them together to streamline data access.
💡 Pro Tip: Start with the essentials. You can always add complexity later. A simple, functional system is better than a complex, unused one.
🏗️ Building Your System with Noloco
Noloco is a powerful no-code platform perfect for building custom internal tools. After creating your account, set up your user roles within Noloco, mirroring your Figma plan. Next, create your database tables and fields, importing some dummy data to visualize how it works. Then, build your main pages (project overview, task list, etc.) followed by individual pages (specific project view, task details, etc.). Finally, set data permissions to ensure each user only sees relevant information.
Real-life example: Using Noloco, the agency builds a dashboard showing project progress, client communication, and team workload, all in one place.
💡 Pro Tip: Noloco offers templates! Use them as a starting point, then customize to your heart’s content.
🚀 Activating and Improving Your System
Don’t just build it, use it! Import real data – your actual projects, clients, and tasks. This encourages adoption. Provide training to your team, whether through documentation or live demos. Crucially, gather feedback. What’s working? What’s not? Use this to refine your system. This isn’t a one-time setup; it’s an evolving process.
Real-life example: The agency rolls out the new system, gathers feedback from the team, and iterates on the design based on the feedback.
💡 Pro Tip: Integrate automations to further streamline tasks, like automatically assigning tasks or sending client reports.
🧰 Resource Toolbox
Here are some tools mentioned in the video to help you build your system:
- Noloco (no-code app builder): Build custom internal tools without coding.
- Figma (design & prototyping): A collaborative design tool for planning your platform’s layout and user interface.
- Make.com (automation): Connect different apps and automate workflows.
- Skool (community): Join a community of agency owners for support and resources.
- Pandadoc (contracts): Streamline contract creation and management.
- Notion (documentation): Create detailed documentation for your team and clients.
- Fireflies (meeting AI): Record and transcribe meetings to capture important information.
- Blitzit (productivity): Enhance team productivity with various tools.
- Typeform (forms): Create engaging forms for data collection and feedback.
- Fluxomate Scale-Proof Roadmap: Access resources and support for building scalable systems.
By following these steps, you can build a project management system that truly empowers your agency, allowing you to scale efficiently and keep clients happy. 🎉
