8 Ways Vendasta’s online Task Manager will help scale your agency

Staying on top of client projects, deadlines, and tasks, as well as following up with prospects, and maintaining communication both internally and externally are all essential activities for any growth-oriented agency. No matter how good your intentions are, important tasks can begin to slip through the cracks as you start to grow your agency. That is, if you don’t have project management software to help keep you and your team organized. That’s exactly where Vendasta’s online Task Manager can help.

Which agency growth stage do you fit in right now, and are you hitting the right benchmarks to reach the next level? Take the short quiz to find out.

Over 60,000 agency owners trust us to help them drive growth. That’s why we’ve built an online Task Manager with the specific needs of agencies in mind. Our Task Manager is an all-in-one, feature-rich dashboard. It can streamline the way you work, save time, boost your productivity, and ultimately make it easier for you to scale your business.

1. Boost productivity with Vendasta's online Task Manager

Our online Task Manager helps you and your team get more out of each day. Repetitive tasks are a productivity killer, and with our online Task Manager’s customizable workflows and automations, you can significantly cut back on the administrative tasks that slow down your agency.

For example, you can create the perfect workflow for one type of project once, and then reuse it every time you have a similar project in the future. You can make use of auto-populated tasks, saving you from having to waste time typing out the same tasks again and again.

Not sure how to design the perfect project or task flow? Task Manager’s templates, created specifically for agencies, can get you started right away. Work from a template as-is, customize it to meet your organization’s needs, or create your own completely personalized templates that you can reuse. The choice is yours.

2. Improve Collaboration

Digging through old email threads, chasing down colleagues for meetings, and playing phone tag with important information about projects are things of the past. Task Manager makes collaboration, both internally and with each client, easy and efficient.

Whether you’re communicating directly with your clients or you have a white-label fulfilment team working on your behalf, updates and conversations take place in-app in easy-to-navigate single threads. Front the client’s perspective, any collaboration with your white-label fulfilment team will look like it’s coming directly from your agency.

You can also communicate internally in the same place. It’s easy to set the visibility of your messages, so you can chat internally with your team about a project, and communicate with clients, all from the same dashboard.

Files can also be shared in Task Manager, so whether you’re delivering a file to a client or you’re collaborating on a draft internally, it can all happen within Task Manager. 

3. Boost transparency

Clients like to know what’s going on with their projects on an ongoing basis, and our online Task Manager simplifies the process of keeping them up to date.

You can eliminate the frequency of check-in messages and emails with project management software that lets clients see the progress of their order at their convenience, just by logging into the branded online client portal dashboard. They can see the scope of a project, including steps that have been completed and an overview of what’s coming up next, along with statuses for the different tasks.

Being transparent in your dealings with clients is essential for building trust with them, and trusting your agency is what will keep them coming back for more projects and services. However, taking the time to write individualized updates for every client is another repetitive task that Task Manager helps eliminate. Clients can easily see progress and updates taking place in real time, so they know your team is on the ball.

4. Eliminate silos

In a digital agency, working in silos means creating a repetition of tasks, inaccurate information, less-than-optimal collaboration, and, ultimately, a poorer result for your clients.

Fast, efficient, and high-qualtiy work takes place when every member of your team—including white-label fulfillment experts—has access to the most up-to-date version of the information they need, on demand.

If your current way of doing things involves teams using different programs, software, or information management systems to store overlapping data, you likely find it difficult and inefficient to ensure that everything stays up to date across your different silos.

Task Manager makes it simple for different teams, such as sales and project management, to have access to the same correct information. It also helps each team member do their job more effectively. For example, by combining CRM and project management using Task Manager, a sales rep can easily see when a project has been delivered and when it’s the perfect opportunity to upsell an additional service.

5. Become a master of organization

Staying organized becomes increasingly difficult as your agency grows. The demands are simply greater than they were when you only had a small list of clients. That means you need more sophisticated solutions to keep up with the workload and ensure nothing slips through the cracks.

Task Manager makes staying organized an automatic process. The built-in project tracker means you see, at a glance, exactly what has been done and what is pending on any project. You can view all your projects to get a big-picture view of what your team is working on, or zoom in on specific clients for a more granular view. Being able to see your tasks, your team’s tasks, and the status of projects at a glance makes it easy to prioritize and ensure that nothing important gets missed.

6. Meet every deadline

Being able to stick to deadlines and deliver on your commitments shows your clients that you’re a valuable partner in their success. Trouble sticking to deadlines becomes a thing of the past with Task Manager. Since you can create templates for every kind of project or order you get, and assign every step of the workflow to the appropriate member on your in-house or white-label marketing services team, it’s easy to stay on top of each project.

In Task Manager, you can organize projects by:

  • due date
  • assignee
  • status
  • Client

These views make it simple to see what’s coming up next and what every team member is working on.

7. Impress your clients

Clients love to see that you’re actively working on their behalf. With Task Manager, you can nurture your valuable client relationships right in the platform and engage them at any point in a project.

They’ll love being able to see project updates and communicate with you all in one place. Just as it’s easy for your team to have an all-in-one platform for project management, you’ll also be setting yourself apart from competitors by offering a robust platform for your clients.

8. Customize your project management

Every aspect of Vendasta's online Task Manager was created with the needs of agencies in mind. Even so, every agency has its own way of doing things. Task Manager is totally flexible to the characteristic way that you like to organize your work.

Rather than having to work around a rigid project manager, you can custom fit your project manager to your desired workflow. Project and task templates can be tailored in any way that works for you. Plus, custom tags mean you can find what you’re looking for with a few keystrokes.

Tag projects with keywords that you use internally, so any team member can search a tag and instantly locate relevant projects.

Ultimately, Vendasta’s online Task Manager will give you more time to focus on what matters: growing your agency.

About the Author

Solange Messier is the Content Strategy Manager at Vendasta. Solange has spent the majority of her career in content marketing helping companies improve how they connect with their prospects and customers. Her diverse background includes magazine publishing, book publishing, marketing agencies, payment processing, and tech. When she's not working, Solange can be found spending time with her family, running, and volunteering.

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