Over the next 10+ weeks, together, we'll work with you to design your operating system, systematize your business, train your team, and build you a single source of truth (in ClickUp) with all the metrics you need to operate a better business.
The Blueprint
Together, we'll audit your systems, processes, and project management to uncover the hidden operational bottlenecks hamstringing your agency.
Then, we'll build you a custom project management blueprint with the ClickUp hierarchy, integrations, and processes you need to make your agency an incredibly efficient, well-oiled machine.
Weeks 1-3
ClickUp Workspace Configuration & Introduction
We'll bring your Blueprint to life and equip you with a ready-to-use, fully configured ClickUp workspace (spaces, folders, lists, views, custom fields, automations, etc.), saving you hundreds of person-hours and months of work.
Week 4
Task Building 101
Once your workspace is set up, we'll walk your team through exactly how and where tasks can and should be added in to the system—highlighting how these play in to views.
We'll help you design a proper resourcing flow to ensure work is planned and assigned correctly—providing realistic timelines for clients and preventing work from slipping through the cracks.
Week 5
Template Building Workshop
You'll now get access to our massive library of 200+ agency-specific and operational templates.
Additionally, we'll work with your team to turn your business into plug-and-play, reusable ClickUp templates that make creating and managing work simple and stress-free.
Week 6
Client Folder Design
After we have some process templates saved, we'll begin designing your client folder template to easily create new client folders with consistent views, custom fields, automations, and documents.
Week 7
Onboarding Workflow
As we continue to work on building process templates, we'll work with you to build out your onboarding workflow—defining the tasks, integrations, and automations that will make onboarding new clients (and providing them with an amazing experience) a breeze.
Week 8
Launch Prep & Full Team Training
We're getting close to the big day! We'll invite your entire team to our ClickUp Certification course, train them live, and get everyone ready to launch in the new system.
You'll go in confident, knowing that your team is fully trained on the best practices surrounding ClickUp usage. They'll be fully equipped to build the habits that deliver consistently great results for your clients.
Week 9
Launch 🚀
We'll walk you through the launch process—helping you transfer work in to the new system and getting all of your projects deployed, assigned, and ready to go!
Week 10
Building Your Account Dashboard
Now that the team is loving the new system, we'll work with you to build out your agency account dashboard.
This will provide you with a single place to manage your client relationships—helping you get a bird's-eye view of the health of every engagement and building the habit of more proactive client management.
Week 11
ClickUp Champion Training + Support
To keep the system running smoothly and ensure your team is building good habits, you'll need a dedicated champion to review ClickUp on a daily basis.
We'll train your ClickUp Champion and provide them with the dashboards and processes they need to monitor ClickUp and hold the team accountable.
Week 12
Dashboards!
Now that the data is flowing in ClickUp, we'll take a look at key ClickUp dashboards you'll need to view time reporting, team performance, and client work!
You'll now have a system that is easy for your team to use, but also powerful enough to getting you the reporting and insights around profitability, utilization, workload, and overall performance!
Week 13
Advanced Reporting and Optimization
After you're implemented, we can continue to help you leverage the full power of your newly implemented system for reporting, ongoing optimization, and strategic decision-making.
We'll provide advanced reporting, continuous workflow enhancements, automation builds, and custom solutions to further improve team productivity and performance.
Week 14+
One Goal: Clarity for All
Let's start with the core objective: clarity. In our experience working with 3,000+ different firms, we've found that the root of most operational inefficiencies—and reason your project management system isn't working—can be traced back to a lack of clarity.
Whether it's confusion about business metrics, team performance, or individual responsibilities, clarity is the solution. Our goal with the 1-3-5 Formula is to eliminate these ambiguities, ensuring that everyone in your organization knows precisely what they need to do and how their work contributes to the broader objectives.
Three Keys: Tools, Processes, and Habits
Now, to truly achieve operational clarity, you need to focus on three critical components: tools, processes, and habits.
Use the Right Tools
The right tools can dramatically enhance your agency's efficiency. All gold-standard operations have a core operating hub that serves as their single source of truth. This hub is intentionally designed to make it as efficient and effortless as possible for their team, while providing the key reporting that leads to better decision-making.
Build the Right Habits
You will succeed or fail by the habits that you and your team have built. We'll help you establish the habits that drive a healthy, happy, and efficient organization.
Execute the Right Processes
Executing established processes will decrease the mental load on your team, improve hand-offs, and help keep projects on track. We'll help you build the processes you need to create clarity for your agency.
Five Steps
Design
Design a system that will help your organization establish your unique goals.
Build
Take your 1-3-5 Formula and build out the processes using ClickUp or Teamwork.
Train
Train your team on the habits and processes that will make your agency successful.
Launch
Launch the new system and monitor its use and effectiveness.
Optimize
Observe what works and what doesn't and make changes accordingly.
What's Included?
Agency Operator Blueprint
We’ll dig into your business and design a custom process and project management blueprint for you. This will be complete with the exact ClickUp hierarchy, views, custom fields, automations, processes, and integrations you'll need.
ZenPilot ClickUp Install
Get a fully customized ClickUp workspace, complete with the hierarchy, views, custom fields, automations, and dashboards you need to run your agency.
1:1 ClickUp and Agency Support
Get personalized, 1:1 support building and installing your company’s ClickUp system via scheduled weekly calls with a ZenPilot Coach.
ZenPilot Training Center
Add your team to our training center to receive hundreds of hours of training for their respective roles.
Private Client Community
You'll be invited to join our ZenPilot community to collaborate and share ideas with peer agencies. Additionally, you'll be able to join weekly "Office Hour" calls to learn from agency and ClickUp experts.
Agency ClickUp 'Template Library'
Access our complete agency ClickUp Template Library packed with hundreds of plug-and-play "best practice" agency process templates.
Full Team Training + ClickUp Certification
We'll enroll your team in our ClickUp Certification to help them become ClickUp experts. Plus, we'll train your team live to help them build the healthy habits that will deliver consistently great results for your clients.
[Optional] Agency Profitability Reporting
We'll build you a custom reporting suite bolted onto your ClickUp workspace to understand just how profitable each of your clients and projects are.
[Optional] Advanced ClickUp Builds and Automations
Need to connect other tools to ClickUp? Or just build some more advanced solutions in ClickUp? We can work together to get it done. As we always say, "if we can't build it in ClickUp, it can't be done."
Since becoming our first partner in 2018, ZenPilot has stood out as the go-to solution for agencies who want to get the most out of ClickUp.
Their commitment to truly solving for the customer and providing the best customer experience is perfectly aligned with our mission at ClickUp - and it shows up in their results and the feedback we consistently hear about ZenPilot.
Zeb Evans ClickUp Founder & CEO
Dealing With Agency Chaos? Stop.
We work with you one-on-one to help you cancel chaos and replace that chaos with clarity.
You’ll boost profit margins with smarter decision making
We'll help your leadership team have the correct data and insights they need to make crucial decisions around staffing, pricing, service lines, and client strategy—leading to a much more profitable agency.
You’ll slash client churn with better expectations
We'll help your project managers have clarity into your team's workload and a completely accurate, live view of every campaign, deliverable, and task for their clients to help them build better, more realistic timelines.
Your team will do better work, faster. guaranteed.
We'll help your individual contributors have clarity into exactly what is on their plate every day and all the details of your agreed-upon process to complete that work flawlessly without an endless cycle of revisions.
You’ll give clients the clarity they’ve been asking for
We'll help your clients love you even more because they'll have clarity into your exact roadmap and strategy for how you've helped and will continue to help them surpass their goals.
Delegating and creating work will be the easiest part of your day
We'll help you build a plug-and-play process template for everything you do—making work creation, setting timelines, and assigning tasks take seconds instead of hours.
You’ll have a scalable system that your team actually uses and loves
We'll help you create a project management system that is easy for your team to use and adopt—ensuring you won't have to continue tool hopping and spending months on end trying to make it work.
The real game changer of working with ZenPilot was the visibility it gave us into our whole business. I can now feel peace knowing where projects are at, see blocks coming ahead of time so we can proactively communicate with clients, and plan out work accordingly with my team.
There is no way I could’ve built out all the top-tier processes we did in such a short amount of time without ZenPilot—or train my team on healthy project management habits.
ZenPilot is hands down one of the best investments we’ve made as a business. They help us live up to our value of excellence. If you have any doubts, leave them at the door and jump in!
Rebecca Nash Beam Content
ZenPilot Testimonials
Our team is more efficient, productive, and healthier. I was always wary of how much of our work could be put into processes, but this has completely changed my mind. If you want to take your agency to the next level, ZenPilot is a must!
Kyle Harms
Digital Hot Sauce
They provided the tools, processes, and in-depth knowledge to allow us to successfully migrate our entire business to ClickUp in just a few weeks. We would recommend ZenPilot to anyone considering a move to ClickUp.
Andrew Cole
Fat Earth Media
They saved us a lot of time and trouble, and we've had many amazed comments from clients and colleagues about how organized our process is now.
Arianne Foulks
Aeolidia
Since following ZenPilot's strategy and best practices,our team is saving hours per team member every week. Communication has improved across the team and we're able to give our clients better visibility in their campaigns. Margins have increased because of the efficiency as well.
Chris Dubois
Lean Labs
Leadership now has a clear view of bandwidth and capacity, the staff understands exactly what is expected of them when they sit down every morning, and our clients have improved visibility into their deliverables.
Kevin D'Arcy
ThinkFuel
We are more efficient than ever and have streamlined our communication so it's organized and on task, vs having a huge Slack channel or Slack mess.
Josh Crouch
Relentless Digital
ZenPilot has been the most impactful agency operations investment we’ve ever made. They understood our situation, know ClickUp inside out, and led our team to a successful implementation. If you’re serious about scaling your agency, you need to talk to ZenPilot - they transformed how we work and led a 300% improvement in efficiency.
Michael Lisovetsky
Co-founder JUICE
ZenPilot came in with a framework, implementation, and training resources to move our agency through a lot of change in the way our 30 member team does things....change management that is super hard like task and time tracking! They really know ClickUp, and we do some crazy complicated things in there. If you need help scaling and measuring operational performance in your agency, ZenPilot is a great partner to get it done.
Ben Labay
CEO, Speero
Our agency has tried many project management tools over the years, but when we migrated to ClickUp we finally felt like we got it right. But hiring ZenPilot to help us implement it was an even better decision -- easily the best investment we made in our agency's growth. In the year since implementing ClickUp, our business has doubled, and our project management systems and structure have been able to adapt and scale with us
Whitney Parker Mitchell
CEO & Founder, Beacon Digital Marketing
And Finally, What’s the Investment?
ZenPilot employs a monthly subscription model broken into three tiers: Economy ($4,000/month), Business ($6,000/month), and First Class ($9,000/month).
Each of these subscription tiers is fully points-based and is crafted to offer unparalleled flexibility and to ensure our services align perfectly with your agency's shifting needs over time.
For a detailed overview of our pricing structure and to better understand the comprehensive benefits of partnering with ZenPilot, check out our pricing page.
We've guided thousands of agencies to successfully increase their productivity and profits. Book a call to see how we can help you navigate the 1-3-5 Formula.
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