The Secret to Scaling isn’t Working More

Most agency owners and management teams don’t have a time problem—they have a priority problem.

If you and your team constantly feel stretched thin, behind on tasks, or stuck in low-value work, the issue isn’t lack of time—it’s lack of systematic time management. 

I’ve just started a brand new Instagram account this month sharing more agency advice daily. If you’re on IG, hit follow to connect.

Agencies that scale from $2M to $10M+ don’t just work harder; they manage time like a revenue-generating asset.

And truth be told very few of them actually train their people on proper time management techniques.

The Biggest Time Management Mistake Agencies Make

Most agencies operate in reactive mode—responding to emails, handling last-minute client requests, and jumping from task to task. 

The result?

• No focus on high-value work → Time is spent putting out fires instead of driving profitability.

• Constant overwhelm → Work feels endless because there’s no structure.

• Growth stalls → You’re stuck in reactive mode instead of scaling by doing tactical and strategic work.

The solution? 

A structured time management system that prioritizes tactical and strategic work over reactive items.

How to Manage Time Like a Leadership Team at a High-Performing Agency

1. Prioritize Tasks by Revenue Impact

   • Every task should be categorized by its impact on client retention, revenue, or productivity/efficiency.

   • If a task doesn’t directly support one of these, delegate it, automate it, or cut it.

   • Reactive work still needs to get done, just not by leaders.

2. Batch Work & Time Block Critical Tasks

   • Jumping between tasks kills efficiency.

   • Block focused time for deep work (strategy, high-value execution) and batch repetitive tasks (emails, reporting).

   • Email and other communication should be done 2-3 times per day max at specific times. 

   • I personally look at these first thing, before lunch, and before I log-off.

3. Set Hard Boundaries on Client & Internal Requests

   • If you have a large enough team (15+ people) you as the owner should be doing zero reactive work. All reactive work needs to be delegated structurally; meaning it belongs to other people.

   • If your team is constantly interrupted, productivity dies.

   • Implement "rules of engagement"—set response times, internal meeting limits, and escalation criteria. This way if you don't answer until the end of the day or the next day it's already expected.

   • Remember, the prize for answering an email is usually getting another email back.

4. Bonus: It's good to not be 100% accessible to your team all the time - they will grow dependent on you

   • If they already are, create some blackout periods where they can’t reach you progressively. 

   • Let them figure things out without you, in a safe manner, don’t throw them into the deep end overnight.

Bottom Line: Time Is THE Profit Lever

The agencies that scale profitably don’t work more hours—they make their hours count more.

Fix how your agency manages time, and you’ll unlock faster execution, less burnout, and higher profitability. 

Ready to scale your agency in 2025?

Book a time with me to connect about how to hold your team accountable to your 2025 revenue goals.

Nick

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