Agency Project Management Best Practices

Managing multiple client projects simultaneously requires different approaches than single-product development. Agencies face unique challenges: competing priorities, diverse client expectations, resource juggling, and profitability tracking. GitScrum provides the structure agencies need to deliver consistently while maintaining healthy margins.

Agency-Specific Challenges

Project Structure for Agencies

Recommended Setup

AGENCY WORKSPACE STRUCTURE
══════════════════════════

Workspace: [Agency Name]
├── Client A - Website Redesign
│   ├── Sprint 1: Discovery & Wireframes
│   ├── Sprint 2: Design
│   └── Sprint 3: Development
├── Client B - Mobile App
│   ├── Phase 1: MVP
│   └── Phase 2: Launch Features
├── Client C - Maintenance Retainer
│   └── Monthly tasks
└── Internal
    ├── Business Development
    └── Team Training

Labels for Agency Work

CLIENT LABELS:
├── client-a        (color coded)
├── client-b        (color coded)
├── client-c        (color coded)
└── internal        (gray)

WORK TYPE LABELS:
├── billable        (green)
├── non-billable    (gray)
├── fixed-price     (blue)
├── hourly          (purple)
└── retainer        (orange)

PRIORITY LABELS:
├── urgent-client   (red)
├── this-week       (yellow)
└── backlog         (gray)

Resource Management

Visibility Across Projects

TEAM WORKLOAD DASHBOARD
═══════════════════════

DEVELOPER      CLIENT A   CLIENT B   CLIENT C   INTERNAL   TOTAL
────────────   ────────   ────────   ────────   ────────   ─────
Alex           20h        15h        5h         0h         40h ✓
Sam            10h        30h        0h         0h         40h ✓
Jordan         0h         20h        10h        15h        45h ⚠️
Casey          25h        0h         20h        0h         45h ⚠️

⚠️ = Over capacity

Preventing Overallocation

1. Weekly capacity planning — Review before accepting new work
2. Buffer time — Reserve 10-20% for unexpected requests
3. Clear prioritization — When conflicts arise, have decision framework
4. Client SLAs — Set expectations on response times

Client Communication with ClientFlow

External Stakeholder Access

CLIENTFLOW CONFIGURATION
════════════════════════

Client Portal Features:
├── View project progress
├── Submit feedback on deliverables
├── Approve completed work
├── Request changes (creates tasks)
└── Access project documentation

What Clients DON'T See:
├── Internal discussions
├── Time estimates
├── Resource allocation
├── Other client projects
└── Internal notes

Billing Integration

Time Tracking Best Practices

TIME ENTRY WORKFLOW
═══════════════════

1. START TASK
   └── Timer starts automatically (optional)
   
2. WORK ON TASK
   └── Time accumulates
   
3. COMPLETE TASK
   └── Log time with description
   
4. REVIEW
   └── Weekly timesheet review
   
5. INVOICE
   └── Export billable hours for invoicing

Profitability Tracking

PROJECT PROFITABILITY REPORT
════════════════════════════

Client A - Website Redesign
───────────────────────────
Budget:         $50,000
Hours Budgeted: 500h @ $100/hr

Hours Used:     420h
Hours Remaining: 80h
Completion:     85%

Status: ✓ ON TRACK
Projected Margin: 15%

Workflow Templates

Standard Project Kickoff

PROJECT KICKOFF TEMPLATE
════════════════════════

□ Discovery call completed
□ Statement of work signed
□ Project created in GitScrum
□ Team assigned
□ Kickoff meeting scheduled
□ Client added to ClientFlow
□ Initial backlog created
□ Sprint 1 planned
□ Communication cadence agreed
□ Success metrics defined

Best Practices

For Agency Success

1. Standardize processes — Use templates for consistency
2. Track everything — Time, scope changes, approvals
3. Communicate proactively — Clients hate surprises
4. Protect margins — Track profitability per project
5. Build relationships — Regular check-ins beyond deliverables

Anti-Patterns to Avoid

AVOID THESE:
✗ Starting without signed SOW
✗ Scope changes without documentation
✗ Mixing client work without clear boundaries
✗ Underestimating admin time
✗ Ignoring profitability until project ends
✗ Over-promising to win business

Related Solutions

• Managing multiple client projects
• Setting up ClientFlow for client communication
• Configuring time tracking in GitScrum