9 tips for effective agency project management

Help your agency team perform better with these tips for agency project management


Craft Author: Sam Baldwin
Sam Baldwin

Running an agency is no easy task. Handling multiple clients, sticking to deadlines, and managing staff, it’s easy to feel overwhelmed. However, with the right project management techniques, you can manage projects more efficiently and effectively. Here are 9 tips for effective agency project management:

1. Set clear expectations for the client

Setting expectations is key to successful project management. Begin by defining the project’s objectives and setting specific milestones for completion. Make sure all stakeholders understand exactly what is expected from them and by when.

2. Use the right tools

To run an agency smoothly you need a way to keep track of many moving parts. There are many tools available to help you manage your projects. Choose the right tools for your business and use them consistently to track progress, assign tasks, and communicate with stakeholders. See our tips on the best tools for automating processes.

3. Schedule regular meetings with stakeholders

Make sure you factor in regular, scheduled meetings with key stakeholders. This is a great way to check in, get updates, and discuss any issues or changes. Document the discussion and any outcomes of your meetings and then share with your client and team. You can use our free meeting notes template to quickly get started.

Craft template for meeting notes

4. Anticipate problems

Keep a close eye on tasks and progress. Be proactive in looking for any potential problems and address them as soon as possible. It's better to flag up a potential problem on the horizon with a client than say nothing and wait until your client raises the issue. 

5. Track progress and review results

Make sure you track progress against the project milestones and review the results to ensure objectives are being met, both within your team, and for the client. We recommend keeping your client engaged and informed about progress by using our free client dashboard template which is a quick way of demonstrating and sharing results.

6. Reward success

Celebrate success when projects are completed. This will motivate your team and help them stay positive throughout the project. In addition to public praise, think about the other ways you could reward your team, from a slap-up lunch or evening drinks to bonuses and extra days of vacation.

7. Take responsibility

As the project manager, it’s your responsibility to ensure the success of the project. Take ownership and be accountable for any issues or delays. It's better to be honest with your team and clients than to try and shirk responsibility or place blame elsewhere.

8. Revisit your practices

Tracking and reviewing your project management processes is a great way to identify any areas of improvement. Revisit your practices regularly to make sure you’re making the most of your time and resources.


Project management is a vital skill for any agency. By following these tips, you can ensure your projects are completed on time, within budget, and to the highest standards. [See templates for project management]