01
Information scattered across channels
Project context, client assets, and revisions live across Slack threads, Google Docs, task boards, and email without a single clean source of truth.
20-Minute Workflow Review
One workflow in your agency shouldn't be this difficult to manage.
For digital agency founders and operators dealing with repeated handoff breakdowns, scattered client updates, or processes that only work when someone manually intervenes.
Bring one workflow that currently feels heavier than it should. In 20 minutes, we map what actually happens, locate where ownership or visibility breaks down, and identify the first high-leverage fix.
Book a 20-Minute Workflow Review
One workflow. 20 minutes. A concise written summary of what we found.
Common Agency Friction
Where agency workflows quietly break down
Friction rarely comes from lack of effort. It usually appears in the seams between people, tools, and handoffs.
02
Manual handoffs & repeated follow-ups
Moving work from sales to onboarding, or from strategy to delivery, relies on someone remembering to ping a colleague rather than an explicit trigger.
03
Unclear step ownership
Multiple people touch a deliverable, but no single person owns the transition from one stage to the next—leaving gaps where work sits idle.
04
Founder as the default safety net
When a milestone stalls or team visibility fails, the founder gets pulled in to resolve what should have been a standard operational routine.
20-Minute Working Session
Have a workflow in mind already?
Pick a time for a 20-minute working session. Bring one workflow that's becoming difficult to manage.
What we'll ask when you schedule
1
Agency Type
Web, SEO, performance, creative, dev, etc.
2
Rough Team Size
Helps us understand coordination scale.
3
The Workflow to Review
Which process feels harder than it should?
4
Brief Current Reality
2–3 sentences on what happens today.
No revenue questions. No budget forms. Just operational context.
Want to see how we unpack the workflow first?
Explore our diagnostic method below ↓
The Diagnostic Method
How the 20-minute review works
We don't do generic sales calls or pitch software stacks. We focus directly on the mechanics of one workflow across three disciplined steps.
Map what actually happens
Not what the handbook says should happen, but how work actually flows through your team today. Where it originates, what data gets collected, and who handles each step.
- Starting event & entry channel
- Who takes initial custody
- How data transfers between steps
Locate friction & handoff breaks
We look specifically at the seams: where information gets re-typed, where handoffs stall, where visibility turns opaque, and where team members become bottlenecks.
- Information & handoff gaps
- Visibility & status blind spots
- Founder dependency loops
Prioritize the first thing worth fixing
You don't need an overwhelming 40-step roadmap. We isolate the single highest-leverage operational adjustment that will immediately stabilize this workflow.
- Single targeted recommendation
- Clear rationale for priority
- No aggressive sales pitch
Diagnostic Flow
The questions we run through live
01 · Origin
Where does it start?
Client sign-off, lead form, Slack ping, or signed agreement.
Diagnostic: Is the trigger explicit or informal?
data moves
02 · Custody
Who owns the first step?
Who gathers requirements, creates the project record, or sets milestones?
Diagnostic: Is ownership singular or diffuse?
handoff
03 · Payload
What information moves?
Where does context live, who needs it next, and how do they know it's ready?
Diagnostic: Does context survive the transfer?
friction check
04 · Friction Check
Where does manual intervention happen?
Where does the founder intervene? What happens when a step gets delayed or missed?
Diagnostic: Pinpoint failure modes & fallback loops
Core Principle
The answer isn't always automation.
Automating an ambiguous, broken workflow only accelerates confusion. The right first fix is often clearer step ownership, eliminating a redundant check, fixing a data handoff, improving visibility, or restructuring a process. Automation comes only where the workflow is already sound and truly benefits from it.
Guaranteed Deliverable
What you leave with
You leave with operational clarity during the call, followed by a written Workflow Review Summary delivered to your inbox.
Our Guarantee
A clear view of the workflow and a concise summary of what we found.
We do not produce 30-page audits filled with generic consulting jargon that no one reads.
Instead, you receive an actionable, single-page summary documenting exactly where your process currently stalls and the specific first change we recommend making.
Mapped Current State
The real mechanics of the workflow documented clearly.
Core Friction Diagnosis
The exact handoff, visibility, or ownership gap identified.
Recommended First Fix
The highest-leverage change to stabilize the workflow first.
Future Considerations
Secondary optimizations or automation opportunities if relevant.
Book a 20-Minute Workflow Review
Zero obligation · 20 minutes
The Microsite · Workflow Review Record
Specimen
Agency Type
Creative & Web Agency (14 people)
Workflow Examined
Client Onboarding & Asset Collection
Current Flow
Sales signs contract in PandaDoc → manual email to account manager → account manager sends questionnaire link → client assets arrive partially in Drive and email → designer waits for complete pack without notification.
Primary Friction
Asset handoff is unstructured. Designer has no visibility into completeness; account manager spends 3–4 hours weekly chasing missing logins; founder is pulled in when kickoffs are delayed.
Recommended First Fix
Establish an explicit "Asset Complete" readiness gate with clear ownership before scheduling kickoffs. Do not automate emails yet; fix intake validation first so incomplete handoffs cannot enter delivery.
Later Opportunities
Once the intake criteria are standardized, automate client reminder triggers and direct drive folder provisioning.
Questions & Details
Frequently asked questions
Direct answers about the session, scope, and expectations.
Do I need to prepare process diagrams or documentation?
No. You know how your agency operates better than anyone. Just come prepared to talk through what actually happens step-by-step when this workflow runs. If you have rough notes, that's fine, but none are required.
What if I know the workflow feels messy, but I can't pinpoint why?
That is the entire purpose of the 20 minutes. Most founders feel the symptom (things feel slow, questions get asked repeatedly, balls get dropped). We ask targeted diagnostic questions to uncover the structural cause.
Does the workflow need to be automated or technical?
Not at all. The review examines operational flow—who does what, where information goes, and how handoffs happen. A manual spreadsheet-based process has the exact same underlying logic requirements as an automated one.
Can we review more than one workflow in the same call?
We deliberately restrict the 20 minutes to one workflow. Trying to review multiple processes in 20 minutes leads to shallow, surface-level conversations. Focusing on one allows us to diagnose root-cause friction with real precision.
What happens after the review?
You receive your written summary. You are free to take our recommendations and implement them internally with your team. If you decide you'd like our help redesigning or implementing the system later, we can discuss that separately, but there is zero sales pitch on this call.
One workflow in your agency is ready to be fixed.
Spend 20 minutes with a systems person to map what's happening, locate where friction stalls your team, and get a clear recommendation on what to fix first.