👋 Running an agency is tough, and automating tasks seems like the golden ticket to freedom. But hold on! Before you jump into a contract with an automation agency, there’s a CRITICAL factor most people miss (and it could save you THOUSANDS).
🗝️ The Documentation Dilemma: Why It’s Essential
Let’s face it, most agencies want to keep you around. Some achieve this by creating systems YOU can’t understand or maintain without them.
Imagine this: You invest in automation, things are running smoothly, then BAM! Something breaks. You’re stuck because you don’t know how to fix it. This forces you into a pricey retainer, even if you don’t need their full service.
This is where documentation comes in.
📑 Demand Clarity: Your Rights as a Client
When an agency builds something for YOU, you DESERVE complete transparency. Here’s what to demand:
- Thorough Documentation: This isn’t just a how-to guide, it’s a blueprint of your systems. It explains how things work, how to troubleshoot, and empowers YOU to make changes or find alternative solutions.
- Maintenance Plan: Before signing ANYTHING, ask about their maintenance plan. Will they provide ongoing support? Is it included, or an extra cost?
- Contract Clause: Want extra security? Add a clause in your contract that OBLIGATES them to provide clear, comprehensive documentation for everything they build.
🚀 Benefits of Transparency: Beyond Saving Money
This isn’t just about your wallet, it’s about building a HEALTHY, long-term business relationship.
- Confidence: Understanding your systems gives you peace of mind. You’re in control, not reliant on someone else.
- Flexibility: Need to switch things up? No problem! You have the knowledge to adapt without being held hostage.
- Long-Term Savings: While upfront costs might be higher with agencies that prioritize documentation, you’ll avoid costly retainers and gain valuable knowledge.
🕵️ Red Flags: What to Watch Out For
- Vague Answers: If an agency avoids questions about documentation or maintenance, it’s a HUGE red flag. 🚩
- Proprietary Systems: Be wary of agencies pushing “exclusive” or overly complex solutions. They might be intentionally making it harder for you to leave.
- Pressure Tactics: A good agency will educate you, not pressure you into a decision.
💪 Take Control: Don’t Settle for Less
You work hard for your agency. Don’t let anyone hold your systems hostage. By demanding transparency and proper documentation, you’re not just protecting your investment, you’re setting yourself up for long-term success.
🧰 Resources
- Make.com (automation): https://www.make.com/en/register?pc=fluxomate – Build powerful automations for your agency workflows.
- Skool (community): https://www.skool.com/refer?ref=ef4af8407ee64f04b77d223898230111 – Join a community of agency owners and access valuable resources.
- Noloco (no-code app builder): https://get.noloco.io/qfgvhq8pf1j2 – Create custom internal tools and platforms without coding.
- Pandadoc (contracts): https://pandadoc.partnerlinks.io/mxb1pqotve1d – Streamline your contract process with electronic signatures and templates.
- Notion (documentation): https://affiliate.notion.so/urbcha826a5z – Organize your agency’s knowledge base and documentation in one place.
- Fireflies (meeting AI): https://fireflies.ai/?fpr=fluxomate – Record and transcribe meetings to improve team communication and documentation.
- Blitzit (productivity): https://blitzit.app/?via=leonardo – Enhance your team’s productivity with task management and collaboration tools.
- Typeform (forms): https://typeform.cello.so/xIO45JECDEC – Create engaging forms and surveys to gather information from clients and leads.
