How to Streamline WordPress Projects in Your Agency

For digital marketing agencies, the ebb and flow of work presents a unique challenge. New projects can be added haphazardly, placing great demands on development and design staff. Meanwhile, it can be difficult to procure talent to quickly upscale when needed. That’s where a streamlined system for managing WordPress projects can help. It allows you to get the most out of the staff you have, increasing your agency’s capacity during peak periods, and improving its overall cost-effectiveness.

Streamlined project management will also have a profound impact on client satisfaction. By establishing clear project objectives and requirements from the outset, your agency can ensure that client’s needs are understood and addressed effectively. Transparent communication, regular progress updates, and prompt response to queries will foster trust and help you build long-lasting relationships with your clients.

At White Label Agency, we have over ten years of experience delivering outsourcing solutions to digital marketing agencies. Having completed over 10,000 development projects for over 600 clients, we have a well-established and streamlined approach to managing WordPress projects.

In this article, I will share the experience of our sales team regarding establishing effective communication with clients, and tips for streamlining the workflow. In a follow up to this article – part two – I will discuss how internal processes for WordPress development may be enhanced.

Setting up the Process with Clients

To streamline WordPress projects in your agency, it’s crucial to focus on building strong relationships with clients and on maintaining effective communication throughout the process. This can be achieved by emphasizing the importance of being engaging and easy to talk to, ensuring that clients feel comfortable discussing their needs and challenges. Streamlining projects involves a collaborative approach where the sales team works closely with clients, understanding their goals and providing solutions tailored to their specific requirements. This is how Joost, our Sales Manager, establishes the communication: “Building strong client relationships is a natural result of being interactive, approachable, and genuinely invested in people. It’s about enjoying meaningful connections and spending quality time with our partners. By prioritizing personal rapport and trust, we create an environment where clients feel comfortable sharing their challenges, knowing we’ll be there to solve them. Remembering crucial details about each client comes from a genuine interest in their success, making them feel valued and understood. Our unique selling point lies in being easily approachable, bridging any language barriers, and fostering a sense of accessibility that sets us apart.”

However, a balance must be struck between building relationships and maintaining professionalism. Achieving this helps streamline the process and workflow:
“Successful client relationships are built on a delicate balance between being personable and maintaining professionalism. By fostering a sense of comfort and trust, clients feel at ease discussing project details and sharing their concerns openly. However, it is equally important to ensure that every interaction has a clear purpose. By focusing on clients’ objectives and aligning their needs with our offerings, we create productive conversations that drive successful outcomes for both parties.”

Utilizing project management tools is essential for fostering efficient collaboration between agencies and their clients. These tools provide a centralized platform where project-related tasks, deadlines, and resources can be managed effectively. They enable seamless communication, file sharing, and real-time updates, ensuring everyone involved is on the same page. Additionally, project management tools offer features like task assignments, facilitating client feedback, progress tracking, and time tracking. By using tools like Clockify and client feedback ticketing systems such as Userback, agencies can provide a degree of transparency, responsiveness and assurance to clients, allowing them to view the logged hours and activities of the developers assigned to their projects, and to submit feedback. This level of transparency not only builds trust but also helps in evaluating progress, allocating resources effectively, and ensuring timely project delivery.

To sum it all up, there are several steps in streamlining projects in your agency:

Conduct an initial discovery call: Start the process by scheduling a video call with the client to understand their requirements, goals, and expectations. Use this opportunity to gather as much information as possible about the project, including the desired features, target audience, design preferences, and timeline. This will help you create a comprehensive project brief and establish a solid foundation for the development process.

Provide a detailed quote and obtain approval: After the discovery call, prepare a detailed quote that outlines the scope of work, project deliverables, timelines, and cost. Clearly communicate the terms and conditions to the client, including any payment milestones or refund policies. Once the client approves the quote, you can proceed with the development process.

Regular progress updates and check-ins: Throughout the project, maintain regular communication with the client to provide progress updates and gather feedback. This can be done through weekly or bi-weekly video calls, email updates, or using project management tools with built-in communication features. By keeping the client informed about the project’s status and involving them in the decision-making process, you ensure transparency and trust.

Deliverables and format: Clearly define the deliverables that will be exchanged between the agency and the client. For example, this can include wireframes, design mockups, content drafts, or the final developed website. Specify the format in which these deliverables will be shared, such as PDF files, cloud storage links, or collaborative design tools. Clearly communicating the deliverables and their format avoids confusion and ensures a smooth exchange of information.

Establishing a feedback process: Set up a structured feedback process with the client to gather their input and make necessary revisions. This can involve scheduled feedback sessions after key milestones or providing clients with access to project management tools where they can leave comments and suggestions directly on the project deliverables. At WLA we use Userback, a client feedback system that integrates with our project management tool ClickUp. Clearly communicate the feedback process to the client to ensure their active participation and timely response.

Post-development follow-up: Once the development is completed, schedule a video call or a meeting with the client to review the final product. Discuss any additional requirements or changes and ensure that the client is satisfied with the delivered solution. This post-development follow-up helps address any remaining concerns and solidify the client’s confidence in your agency.

Pre-Sales Research

Prior to initiating contact with the client, it is essential to gather crucial information about them, to get an insight into their business and specific requirements. By familiarizing yourself with the customer’s background and needs, you can customize the dialogue with them accordingly, ensuring it is both focused and productive. This proactive approach helps Elie, one of our Inside Sales representatives, to avoid wasting valuable time on irrelevant topics. It helps him hone straight into addressing the customer’s concerns and providing tailored solutions: “Thorough research is the foundation of effective communication. By gathering crucial information about our customers, we gain valuable insights into their business and specific requirements. This enables us to tailor our conversations, ensuring that we focus on what truly matters to the customer.”

Let’s take a look at the importance of pre-sales research:

Understanding the target audience: Conducting pre-sales research allows you to gain a deep understanding of the client’s target audience. By researching their industry, target demographics, and market trends, you can provide valuable insights and suggestions to help the client reach their target audience effectively. For instance, if the client operates in the e-commerce industry targeting millennials, you can research their preferences, online shopping habits, and popular platforms to propose tailored solutions that resonate with this specific audience.

Identifying pain points and challenges: By researching their industry landscape and competitors, you can uncover common obstacles and propose solutions that address these issues directly. For example, if a client operates in the hospitality sector, you can research industry trends, customer reviews, and feedback to identify common challenges such as inefficient booking processes.

Personalizing the conversation: When you gather information about the client before initiating contact, you can personalize your conversation and make it more relevant to their specific needs. For instance, if you discover that a client recently launched a new product or service, you can open the conversation by congratulating them on the launch and then discuss how your agency’s expertise can further support their marketing efforts for that particular offering. This personalized approach demonstrates your attentiveness and genuine interest in their business, fostering a stronger connection from the start.

Anticipating objections and concerns: Through pre-sales research, you can anticipate potential objections or concerns the client may have. This allows you to prepare persuasive responses and address these points proactively during your conversation. For example, if a client has previously expressed concerns about project timelines, you can research similar projects you’ve completed and highlight your track record of delivering projects on time. By demonstrating your proactive approach to addressing concerns, you instill confidence in the client’s decision to work with your agency.

Conclusion

In conclusion, streamlining WordPress projects is an essential practice for agencies aiming to excel in today’s competitive landscape. By establishing effective communication with clients, utilizing project management tools, and conducting pre-sales research, agencies can optimize their workflow, build strong client relationships, and deliver exceptional results. Embracing these strategies will contribute to the success, growth, and reputation of any agency navigating the WordPress development realm.