Social Media Agency Needs Help With Business Automations

This Social Media Agency (SMA) had a clean business model with a solid client base, but there was trouble brewing in their backend operations as many of their software was loosely connected, and processes for client deliverables were not handled properly.

This SMA does social media posts for small businesses. Pretty much anything to do with creating, designing, and editing social media posts and reels was up to these guys. It was a productized model, so clients sign up to, for example, 30 social posts per month, and they'd get a batch of posts every two weeks for their business until they cancel.

The primary issue here was in the way they were handling general client deliverables. To put it into perspective, when you have just 6 clients each wanting 30 posts every single month, along with their own strategy, that's 180 posts you need to plan, write, design, and post. Which is a lot of back and forth between designers, copywriters, and video editors.

The perfect solution to this is actually to have both a proper CRM, such as GoHighLevel, and a project management tool such as Trello. The CRM would allow them to have their clients inside a single platform to add notes, tasks, appointments, etc… based on the client, but also automate a lot of backend things depending on which stage that client is actually at.

We actually reached out to them at a perfect time as they were getting overwhelmed with their processes. After a quick discovery call, it was very clear that they needed a central point to place all of their tasks, as well as a CRM to manage their clients. Once those have been set up, it was time to test out just how quick a batch of 30 posts would take them.

At first, a batch of 30 posts was taking the team 4 days to complete. Day 1 was strategy, day 2 was copywriting, and day 3-4 was spent designing and editing the posts.

With the new system and CRM, each batch of 30 could be done asynchronously. Each service was split and only given exactly what it needed. For example, video editors were only given briefs for the videos they need to create. Designers were only given briefs for the posts they needed to design. It was simple!

This turned a batch of 30 posts to be done in just two days, where Day 1 was Strategy and Copy, and Day 2 was video editing and designing.

This was a unique project in of itself. Not the biggest marketing funnel operations type of thing, but it does show how far you could stretch our services.