The 40-Hour Conundrum: Rethinking Time Tracking for Modern Agencies

Is it ever possible to track 40 hours of work in a given week?If not, what should the benchmark be?What is time tracking for, anyway?And how to talk about it with your team members in a way that makes them motivated, and gives you good insights?In this episode of Agency Journey, Gray and Kuba discuss the challenges and best practices of time tracking in agencies. They explore how to communicate its purpose, implement effective processes, and use the data to drive business decisions.Episode Insights:💡 The real purpose of time tracking is to shape business decisions and help managers guide team members' focus💡 Clear communication about why you're tracking time is crucial for team buy-in💡 Using tools like RescueTime can provide more accurate data on how time is actually spent💡 Weekly reviews of time tracking data can help coach team members to be more efficient💡 Time tracking data should inform decisions on pricing, packaging, staffing, and process optimization💡 Reframe time tracking as managing "units of energy" or impact rather than just hours💡 It's important to share back with the team how time tracking data is being used to improve the businessResources Mentioned:🌐 Gray’s LinkedIn: https://www.linkedin.com/in/graymackenzie/🌐 ZenPilot Profitability and Utilization Reporting: https://www.zenpilot.com/agency-profitability-and-utilization-reporting/?utm_campaign=agency-journey-ep-298-gray-time-tracking⚒️ ClickUp: https://www.clickup.com/?utm_campaign=agency-journey-ep-298-gray-time-tracking⚒️ RescueTime⚒️ Harvest⚒️ Everhour⚒️ Toggl----------------------------------Brought to you by ZenPilot, ClickUp’s #1 Solutions Partner with 2,700+ agency ops makeovers under our belt.📕 Read our in-depth, 8000-word How to Use ClickUp Guide: https://www.zenpilot.com/blog/how-to-use-clickup/?utm_campaign=agency-journey-ep-298-gray-time-tracking👉 Don’t forget to follow and rate us on your preferred podcast platforms. We’re also on YouTube: @ZenPilot

In this episode of Agency Journey, Gray and Kuba discuss the pros and cons of daily standup meetings and explore alternative approaches for remote teams. They break down why many companies still rely on standups and offer strategies to instead build trust, maintain momentum, and improve planning asynchronously.Episode Insights:💡 Daily standups are often a crutch for poor planning or lack of clear expectations💡 Trust is built when expectations are consistently met over time💡 Asynchronous tools like ClickUp can replace many standup functions if used properly💡 Celebrating wins and progress is crucial for remote team momentum💡 Consider if standups are truly necessary or if they've become an inefficient habit💡 Clear communication and transparency about expectations are key in building trust💡 Journaling and self-reflection can help identify areas for improvement in team processesResources Mentioned:🌐 ZenPilot: https://www.zenpilot.com/?utm_campaign=agency-journey-ep-297-gray-daily-standups-anti-pattern🌐 Gray’s LinkedIn: https://www.linkedin.com/in/graymackenzie/⚒️ ClickUp: https://www.clickup.com/?utm_campaign=agency-journey-ep-297-gray-daily-standups-anti-pattern⚒️ 15Five: https://www.15five.com/?utm_campaign=agency-journey-ep-297-gray-daily-standups-anti-pattern⚒️ HubStaff⚒️ Entrepreneurial Operating System (EOS): https://www.eosworldwide.com//?utm_campaign=agency-journey-ep-297-gray-daily-standups-anti-pattern📦 ZenPilot’s Agency Client Health Tracker: https://www.zenpilot.com/agency-client-health-tracker/?utm_campaign=agency-journey-ep-297-gray-daily-standups-anti-pattern----------------------------------Brought to you by ZenPilot, ClickUp’s #1 Solutions Partner with 2,700+ agency ops makeovers under our belt.📕 Read our in-depth, 8000-word How to Use ClickUp Guide: https://www.zenpilot.com/blog/how-to-use-clickup/?utm_campaign=agency-journey-ep-297-gray-daily-standups-anti-pattern👉 Don’t forget to follow and rate us on your preferred podcast platforms. We’re also on YouTube: @ZenPilot

"From the very start, when I launched Galactic Fed, some of my friends (former entrepreneurs) gave me really good advice, which is that you want to be removing yourself from as many processes as you can. You do not want to create what some people call a key man or key woman scenario."Zach Boyette is the co-founder and Managing Partner at Galactic Fed, a full-service growth marketing agency with a team of 150 people across 25 countries. Zach has an unconventional background, having worked at Google and P&G before becoming a digital nomad and building Galactic Fed.In this episode of Agency Journey, Zach shares insights on scaling an agency while maintaining a strong remote culture. He emphasizes the importance of documentation, promoting from within, and choosing your team over rude clients.Zach also discusses his perspective on the future of remote work and why he believes younger generations will drive a shift toward more location-independent companies. This is a great conversation for agency leaders interested in building a large remote team while maintaining work-life balance.Episode Insights:💡 Document everything to create a consistent client experience as you scale. Have each team member spend a couple hours per week documenting processes.💡 Build culture in a remote agency through casual Slack channels, quarterly all-hands meetings focused on personal updates rather than just company info, and leading by example with communication style.💡 Hire self-starters who are comfortable with written communication. Use written assessments and thorough reference checks early in the hiring process.💡 When leading leaders, have a regular cadence of written updates prior to meetings. Show you are present and remember details about their teams and challenges.💡 Have an org chart planned out far in advance and hire proactively for the structure you want to build. Avoid building the org chart reactively around specific people.💡 Don't personally attach your name to the agency brand. Build a company brand that can exist beyond just you.💡 Be willing to choose your team over abusive clients, even if they pay well. Prioritize a healthy culture.Resources Mentioned:Zach's LinkedIn: https://www.linkedin.com/in/zachboyette/Galactic Fed agency website: https://galacticfed.com/?utm_campaign=agency-journey-ep-296-zach-boyetteZach's personal website: https://zachboyette.com/?utm_campaign=agency-journey-ep-296-zach-boyetteThe E-Myth Revisited by Michael E. Gerber (book recommendation for designing an org chart)ClickUp for project management: https://clickup.com/?utm_campaign=agency-journey-ep-296-zach-boyetteGoogle Suite----------------------------------Brought to you by ZenPilot, ClickUp’s #1 Solutions Partner with 2,700+ agency ops makeovers under our belt.📕 Read our in-depth, 8000-word How to Use ClickUp Guide: https://www.zenpilot.com/blog/how-to-use-clickup/?utm_campaign=agency-journey-ep-296-zach-boyette👉 Don’t forget to follow and rate us on your preferred podcast platforms. We’re also on YouTube: @ZenPilot

“​​In all aspects of your work and your business, you have systems. Why is networking, which is just as important as any one of those singular things, not managed with such ferocity?”Kurt Schmidt is an agency founder, podcast host, author, and agency coach with 25 years of experience growing agencies from just a few people to over 500 employees and tens of millions in revenue. He started his career as a designer and developer before catching the entrepreneurial bug and becoming a "pirate" as he puts it.In this value-packed episode of Agency Journey, Kurt shares his hard-earned wisdom on business development, networking, and delivering client results. He emphasizes the importance of taking a problems-first approach rather than just showcasing capabilities.Kurt is also the author of “The Little Book of Networking”, and in this conversation he explains the system he uses to consistently provide value to his network and build community.Whether you're looking to jumpstart your agency's growth or build a thriving professional network, this episode is a must-listen.Episode Insights:💡 Go back and audit your current and past clients to see which ones are in a growth stage and may have additional problems you can solve. Most clients have no idea about your full capabilities.💡 Focus on the problems you solve and the outcomes you create rather than just showcasing the executional work in your portfolio. Clients care about how you can help them, not how pretty your designs are.💡 When networking, clearly state what you do and what you're looking for. Be equally intentional about understanding and recording others' needs. Systematize your follow-ups and always look for ways to provide value and make connections.💡 Study how other professional services firms like lawyers and accountants acquire clients and manage their businesses. Don't limit your learning to just agencies in your specific niche.💡 Explore different billing models like productized services and outcome-based fees. Discuss what's working with agency peers to find the best fit for your clients and business.Resources Mentioned:🌐 Kurt's LinkedIn: https://www.linkedin.com/in/-kurtschmidt/?utm_campaign=agency-journey-ep-295-kurt-schmidt🌐 Kurt’s website: https://kurtschmidt.me/?utm_campaign=agency-journey-ep-295-kurt-schmidt🏢 Kurt’s consulting business: https://schmidtconsulting.group/?utm_campaign=agency-journey-ep-295-kurt-schmidt🏢 Kurt's agency, Foundry: https://www.foundrymakes.com/📙 The Little Book of Networking by Kurt Schmidt: https://www.amazon.com/Little-Book-Networking-Career-Conversation/dp/1634895835 📙 The 10-10-10 Blueprint by Kurt Schmidt - coming soon🎙️ The Schmidt List Podcast: https://podcasts.apple.com/us/podcast/schmidt-list-inspiring-leaders/id1286383143 ----------------------------------Brought to you by ZenPilot, ClickUp’s #1 Solutions Partner with 2,700+ agency ops makeovers under our belt.📕 Read our in-depth, 8000-word How to Use ClickUp Guide: https://www.zenpilot.com/blog/how-to-use-clickup?utm_campaign=agency-journey-ep-295-kurt-schmidt👉 Don’t forget to follow and rate us on your preferred podcast platforms. We’re also on YouTube: @ZenPilot

John Corcoran is the co-founder of Rise25, an agency that helps B2B companies get clients, referrals, and strategic partnerships through done-for-you podcasts and content marketing. John has been podcasting since 2010 and his business partner Jeremy has been doing it since 2008. Together they've built a team of over 50 people to support B2B companies in leveraging this powerful medium.John has a fascinating and diverse background prior to Rise25. At various points in his career, he was paid by President Bill Clinton as a White House writer, worked for Steven Spielberg at DreamWorks, and did some work for Warren Buffett. He was also a lawyer for a period before discovering the power of podcasting to have high-caliber business conversations and decided to make that his focus.In this episode of Agency Journey, John shares his knowledge on using podcasts strategically to deliver value to your ideal clients and referral partners. He emphasizes that download numbers and vanity metrics matter far less than having the right conversations with the right people.We also dig into John's involvement with Entrepreneurs' Organization (EO) and get an inside look at different high-level business peer groups.This is a great episode for agency leaders interested in the power of podcasts and surrounding yourself with other successful entrepreneurs.Episode Insights:💡 Interviewing people for a podcast is a far more effective way to build relationships than typical coffee networking meetings. It allows you to provide value and have higher caliber conversations.💡 Focus on creating podcast content that delivers value to your ideal clients and referral partners. Don't get caught up in vanity metrics like downloads - it's about having the right conversations with the right people.💡 Joining a peer community for entrepreneurs, such as EO, can provide invaluable support, camaraderie, and learning opportunities to help you through the unique challenges of building a business.💡 Explore different business groups to find the right fit for you.💡 Use your podcast as a strategic tool to have conversations with people who wouldn't otherwise carve out time to meet with you. It's an amazing way to connect with hard-to-reach, high-caliber people.Resources Mentioned:🌐 John’s LinkedIn: https://www.linkedin.com/in/corcoran/🎙️ INspired INsider podcast hosted by Jeremy Weisz: https://www.inspiredinsider.com/?utm_campaign=agency-journey-ep-294-john-corcoran🎙️ Smart Business Revolution podcast hosted by John Corcoran: https://smartbusinessrevolution.com/podcasts/?utm_campaign=agency-journey-ep-294-john-corcoran🏢 Rise25 agency website: https://rise25.com/?utm_campaign=agency-journey-ep-294-john-corcoran👥 EO (Entrepreneurs' Organization): https://hub.eonetwork.org/?utm_campaign=agency-journey-ep-294-john-corcoran👥 Vistage👥 YPO (Young Presidents' Organization)👥 Strategic Coach👥 Tiger21👥 Hampton----------------------------------Brought to you by ZenPilot, ClickUp’s #1 Solutions Partner with 2,700+ agency ops makeovers under our belt.📕 Read our in-depth, 8000-word How to Use ClickUp Guide: https://www.zenpilot.com/blog/how-to-use-clickup?utm_campaign=agency-journey-ep-294-john-corcoran👉 Don’t forget to follow and rate us on your preferred podcast platforms. We’re also on YouTube: @ZenPilot

In this episode, Kuba generates a list of client success tips using AI—and Gray critiques them and goes way deeper based on his hard-won experience in the agency space.Episode Insights:💡 Understanding client goals is crucial for improving client success. Ask questions and listen carefully to their answers to gain a deeper understanding.💡 Regular communication is key. Set clear expectations around how and when you'll communicate with clients, and provide updates on progress and challenges.💡 Be proactive in identifying and preventing issues before they arise. Addressing problems openly and honestly builds trust with clients.💡 Personalize the experience by treating each client as unique and customizing services to fit their specific needs. Show that you are paying attention and value their individuality.💡 Clarity is kindness. Be clear and firm in setting expectations and communicate openly when issues arise.Resourced Mentioned:🌐 ZenPilot: https://www.zenpilot.com/?utm_source=youtube.com&utm_medium=referral&utm_campaign=agency-journey-ep-293-gray-vs-ai-client-success-tips🌐 Gray’s LinkedIn: https://www.linkedin.com/in/graymackenzie/----------------------------------Brought to you by ZenPilot, ClickUp’s #1 Solutions Partner with 2,700+ agency ops makeovers under our belt.📕 Read our in-depth, 8000-word How to Use ClickUp Guide: https://www.zenpilot.com/blog/how-to-use-clickup?utm_campaign=agency-journey-ep-293-gray-vs-ai-client-success-tips👉 Don’t forget to follow and rate us on your preferred podcast platforms. We’re also on YouTube: @ZenPilot

“All of my successes massively outpace my capabilities. Like when you meet me, you're like, ‘I can't believe that guy did all the shit that he did’. Because I look homeless and I'm not really as bright as I pretend to be. I'm not self-deprecating—it's a fact. My success outpaces my capability because I found other people that were more capable than me."Kasim Aslam is the CEO of Solutions 8, co-founder of Driven Mastermind, and co-host of the Perpetual Traffic podcast. He has built four multi-million dollar agencies and had two exits, one of which was an eight-figure deal. Kasim's success in the agency world, particularly in the Google Ads space, and his ability to scale businesses with minimal initial capital make him an impressive figure in the industry.He’s also one of the most energetic and insightful guests this podcast has seen thus far.This episode of Agency Journey will be a perfect listen for agency owners and entrepreneurs looking to remove themselves from the business, identify and keep their most valuable team members, and build the mindset that will take your operation to the next level.Kasim shared a whirlwind of inspiration, including but not limited to: the crucial differences between employees (farmers) and entrepreneurs (hunters); the power of offering equity to top performers; the importance of hiring people who can outperform you in their roles; and the benefits of seeking out hard challenges for personal and professional growth.Episode Insights:💡 Seeking a business mentor can provide valuable guidance and support in personal and professional growth.💡 Asking for help is essential and should not be seen as a sign of weakness. But you need to be humble and willing to do the hard work for others to decide to help you.💡 Seek out hard things for the sake of doing hard things.💡 People are the most important aspect of agency operations and can be the key differentiator in a competitive market. Incentivize and retain peak performers by offering profit share equity.💡 Surround yourself with people who are smarter and more capable than you in their respective roles to build a successful agency.💡 AI is a force multiplier of people—which can be both good and bad, making people even more important in business.💡 Understand that employees (farmers) and entrepreneurs (hunters) have different motivations and expectations, and build your business model accordingly.💡 Tying employee compensation directly to their output and the value they bring to the agency can help balance growth and profitability.💡 Success often outpaces an individual's capabilities because of the power of finding and cultivating talented people.Resourced Mentioned:📚 "No Locked Doors" by Gregory Smith📚 "You Versus Google" by Kasim Aslam📚 "Driven" by Douglas Brackmann and Randy Kelley🏢 Driven Mastermind, co-founded by Kasim Aslam: https://drivenmastermind.com/?utm_campaign=agency-journey-ep-292-kasim-aslam🏢 Solutions 8, Kasim's agency that he recently sold: https://sol8.com/?utm_campaign=agency-journey-ep-292-kasim-aslam🏢 Pareto Talent, Kasim's new venture focused on finding and training executive assistants and other roles for entrepreneurs🎙️ Perpetual Traffic, co-hosted by Kasim Aslam: https://perpetualtraffic.com/?utm_campaign=agency-journey-ep-292-kasim-aslam👤 Gregory Smith, Kasim's long-time business mentor: https://www.linkedin.com/in/gregory1/👤 Erik Huberman, founder of Hawke Media https://www.linkedin.com/in/erikhuberman/LikeSubscribeHit the bellLeave a commentSay something nice to your neighborFollow+rate us on podcast platformsAnd don’t forget to floss!----------------------------------About ZenPilot:As ClickUp's first and highest-rated solutions partner, we've helped over 2,700 agencies streamline their operations in ClickUp. 📕 Get our ultimate "How to Use" ClickUp guide: https://www.zenpilot.com/clickup-guide?utm_source=youtube.com&utm_medium=referral&utm_campaign=agency-journey-ep-292-kasim-aslam🥇 Learn why ZenPilot is ClickUp's highest-rated solutions partner: https://www.zenpilot.com/clickup-consultant-and-highest-rated-partner?utm_source=youtube.com&utm_medium=referral&utm_campaign=agency-journey-ep-292-kasim-aslam💰 Uncover which clients, projects, and services are most profitable for your business with ZenPilot reports: https://www.zenpilot.com/agency-profitability-and-utilization-reporting?utm_source=youtube.com&utm_medium=referral&utm_campaign=agency-journey-ep-292-kasim-aslam----------------------------------⚡️ Want to see how your agency operations stack up against 2,000 other firms? take the 20-question benchmark: https://tools.zenpilot.com/pm-benchmark/?utm_source=youtube.com&utm_medium=referral&utm_campaign=agency-journey-ep-292-kasim-aslam📕 Download the 47-page guide on how to implement ClickUp for agencies: https://www.zenpilot.com/how-to-implement-clickup-for-agencies?utm_source=youtube.com&utm_medium=referral&utm_campaign=agency-journey-ep-292-kasim-aslam📨 Get biweekly agency ops insights from our newsletter: https://www.zenpilot.com/first-class-operations-newsletter?utm_source=youtube.com&utm_medium=referral&utm_campaign=agency-journey-ep-292-kasim-aslam🎁 FREE client onboarding ClickUp template for agencies: https://www.zenpilot.com/client-onboarding-clickup-template?utm_source=youtube.com&utm_medium=referral&utm_campaign=agency-journey-ep-292-kasim-aslam

“Candidate expectations have certainly accelerated. There's a difference today versus 10 years ago in terms of what people's expectations are and how fast other processes are going. And so moving quickly is an advantage in a hiring process—and figuring out how to move quickly without sacrificing on the process is a little bit of an art.”In this episode, our very own Gray McKenzie discusses the process of hiring the right people for an agency. He shares his recent experience of hiring an Integrator and COO for ZenPilot, and all the small and big decisions that shaped the recruitment process. Gray explains the hiring framework we followed, the stages of the hiring process, the approach towards sourcing and screening candidates, and much more.A great listen for anyone looking to expand their team—it will help you craft a fast process that surfaces the best talent and captures it before it goes off the market.Episode Insights:💡 Hiring the right people is crucial for agency growth and success.💡 “Who: the A Method for Hiring” is a framework that can help agencies find and hire the best candidates.💡 It’s important to promote your job postings selectively to have a higher quality pipeline.💡 Clear communication and transparency about the role and expectations are key in attracting the right candidates. Have a defined hiring process to provide clarity and confidence to both candidates and the hiring team.💡 Move quickly in the hiring process to meet candidate expectations and avoid losing top talent.💡 Reference checks are crucial to gather additional insights and validate a candidate's performance.💡 Group interviews can provide different perspectives and help candidates and team members build rapport.💡 Consider a co-working session as part of your hiring process to assess candidates in action.💡 Make connections with unsuccessful candidates to maintain positive relationships and potential future opportunities.Resourced Mentioned:🌐 ZenPilot 🌐 Gray’s LinkedIn 📚 "Who: The A Method for Hiring" by Geoff Smart and Randy Street📚 "Topgrading" by Bradford D. Smart⚙️ EOS (Entrepreneurial Operating System)🤝 EOS Self-Implementers Group ⚒️ Loom----------------------------------Brought to you by ZenPilot, ClickUp’s #1 Solutions Partner with 2,700+ agency ops makeovers under our belt.📕 Get our free, 56-page ebook: "How to Use ClickUp – The Ultimate Guide": 👉 Don’t forget to follow and rate us on your preferred podcast platforms. We’re also on YouTube: @ZenPilot

"I think the hardest thing that all HubSpot agencies are trying to solve for is… 500 product updates this year. How do you keep it all straight? How do you share that knowledge? How much knowledge do you have to know as a team, to what level? One thing that I practice and preach is: not everybody's going to know everything, but that collectively as a team and as an agency, we've got people in certain areas that are experts in those areas that we can rely on."Adam Sharrow is the founder of Process Pro Consulting, a HubSpot Diamond Partner agency specializing in technical implementation, optimization, and support for businesses using HubSpot.Drawing from his experience in building and scaling a successful HubSpot agency, Adam shares about navigating the challenges of growth, managing a team of experts, and staying ahead of the curve even as HubSpot releases 500+ product updates each year.This episode of Agency Journey will be perfect for agency owners looking to specialize in a specific niche, such as HubSpot consulting, and build a sustainable, scalable business model.You'll learn about the importance of conducting thorough client assessments, balancing quick wins with long-term strategic planning, and fostering a culture of knowledge sharing and expertise within your growing team.Episode Insights:💡 Challenges and strategies for running a HubSpot-focused agency—from a HubSpot Diamond Partner💡 The trajectory of HubSpot: where it’s going in the future, and how it relates to how Salesforce grew💡 The importance of a paid discovery/assessment—and seeing it through even when clients want to jump to solving specific issues💡 The capacity planning challenges created by month-to-month retainers (and how to mitigate them)💡 Staying on top of 500+ HubSpot product updates per year and managing collective internal expertise as you scale💡 Addressing the challenges of scaling from 5 to 10 to 15 people—and how it impacts which metrics you track💡 Specializing in your wheelhouse of expertise vs trying to solve everything + the benefits of partnering with other agencies for complementary needs💡 How to build sales pipeline as a HubSpot agencyResourced Mentioned:📚 Process Pro Consulting website 📚 Adam Sharrow on LinkedIn👉 Don’t forget to follow and rate us on your preferred podcast platforms. We’re also on YouTube: @ZenPilot

We’ve got an announcement to share about the future of the podcast.👉 Don’t forget to follow and rate us on your preferred podcast platforms. We’re also on YouTube: @ZenPilot