Running an agency is demanding, juggling clients, meeting deadlines, and keeping your team on track. But when your workflows are broken, you’re stuck chasing updates, missing deadlines, and burning out your team. At KlickProcess, we’ve helped 35+ agencies save 12+ hours a week by fixing their workflows with custom ClickUp systems. In this guide, we’ll show you how to spot the signs of broken workflows like team overload, poor project visibility, and missing templates and share practical steps to diagnose them.

Why Broken Workflows Hurt Your Agency

Inefficient workflows waste time, frustrate clients, and limit your ability to grow. Every hour spent on manual tasks or tracking down project updates is an hour you’re not winning new business or delivering results. It doesn’t matter if you’re managing marketing campaigns, creative projects, or client services, broken workflows create stress and hold you back. The good news is that diagnosing the problem is the first step to fixing it, and we’re here to help you do just that.

4 Signs Your Agency’s Workflows Need Fixing

1. Team Overload and Burnout

If your team is constantly stretched thin, working overtime, or dropping tasks, your workflows aren’t keeping up. Manual processes like updating spreadsheets or juggling multiple tools are often to blame, draining time and energy. For example a project manager at a marketing agency spent 15 hours a week manually updating task trackers, leaving her team exhausted and clients frustrated by delays.

2. Poor Project Visibility

If you can’t quickly see where projects stand or you’re always chasing team members for updates, your workflows lack transparency. Using disconnected tools like email for communication and separate apps for tasks creates confusion and slows progress. For instance, a creative agency had tasks spread across multiple platforms, forcing account managers to waste hours compiling status reports, which led to missed deadlines

3. No Standard Templates

If every project starts from scratch, your team’s wasting time recreating processes for client onboarding, campaign planning, or reporting. Without templates, you risk inconsistent results and rework that frustrates clients. For example a digital agency had no standard process for client handoffs, so each project manager worked differently, causing confusion and extra work.

4. Inability to Scale

If taking on more clients feels impossible without hiring extra staff or breaking your current systems, your workflows aren’t built for growth. Manual tasks that work for a small client base collapse under pressure.For example a service-based agency couldn’t handle new clients because their manual reporting and task tracking couldn’t scale, forcing them to turn away business.

How to Diagnose Workflow Problems in Your Agency

Pinpointing workflow issues is the key to fixing them. Here’s a step-by-step approach to uncover what’s broken in your agency’s operations:

1. Map Your Processes

Document your end-to-end workflow, from client onboarding to project delivery. Identify where tasks slow down or get stuck. Are you manually entering data across tools? That’s a red flag for inefficiency.

2. Gather Team Feedback

Ask your team: “What tasks take too long?” or “Where do you get stuck?” Their insights can reveal pain points, like unclear task assignments or tools that don’t sync. At one agency, team feedback showed 20% of delays came from poor handoffs.

3. Track Time and Errors

Use a time-tracking tool (like ClickUp’s built-in feature) to see where hours are spent. Frequent errors or rework? That points to missing templates or unclear processes. One client found 25% of their project time went to fixing mistakes from inconsistent workflows.

4. Assess Scalability

Could your workflows handle twice as many clients? If manual tasks like generating reports or updating CRMs would break, your systems need a rethink.

5. Review Client Feedback

Are clients frustrated by delays or unclear updates? That’s a workflow issue. Feedback from clients can highlight gaps, like missing deadlines or inconsistent deliverables.

How KlickProcess Solves Workflow Problems

At KlickProcess, we don’t just identify issues, we fix them with our proven three-step process, tailored for agencies across.

1. Discover

We analyze your workflows, using tools like Miro to map your client journey and find inefficiencies.

2. Build

We create a custom ClickUp workspace with templates, automations, and dashboards designed for your agency’s needs, from campaign tracking to client reporting.

3. Train

We deliver hands-on training to ensure your team uses the system confidently, with ongoing support for long-term success.

Since 2023, we’ve helped  agencies save 12+ hours a week, reduce stress, and scale without breaking their systems. As a trusted ClickUp partner, we use insider expertise to build workflows that work from day one.

3 Quick Steps to Improve Your Workflows Today

Want to start fixing your workflows now? Try these:

1. Automate One Task

Set up a ClickUp automation for a repetitive task, like updating task statuses. One agency saved 5 hours a week by automating status reports.

2. Build a Template

Create a ClickUp template for a common process, like client onboarding. A service-based agency cut setup time by 50% with a single template.

3. Hold a Team Check-In

Run a 15-minute meeting to ask your team about their biggest workflow challenges. One agency found half their delays came from unclear task assignments

Take Control of Your Agency’s Workflows

Broken workflows don’t have to slow your agency down. By spotting signs like team overload, poor visibility, missing templates, or scaling struggles, you can take charge of your operations. Book a free 30-minute consultation with our team to learn how a custom ClickUp system can save you time and unlock growth. Let’s make your workflows work for you.