Alleviate Project Pile-Ups with Marketing Traffic Control

At Accelity, we’re totally into shaking things up to make life smoother for our team and our clients.

Recently, we introduced an exciting new “traffic” process that has revolutionized how we manage projects. We’re talking more visibility, better teamwork vibes, and chats galore about what our projects really need.

In this blog, we spill the beans on how Accelity’s new traffic process is turning our project management into a well-oiled machine, and the four optimizations we made to get there. Buckle up!

Optimization 1: Hire an Account Coordinator

The first step in updating our traffic control process was hiring someone to own it: a Marketing Account Coordinator. The Account Coordinator is an important part of each client’s account team at Accelity, driving the day-to-day activity of client campaigns and projects. 

Some of the Account Coordinator’s responsibilities include:

• Supporting client campaigns from start to finish, including scheduling meetings, creating meeting agendas, taking meeting notes, updating project status docs, and assigning and managing tasks in our project management system.
• Assisting client onboarding, making each step seamless so clients have a great impression of the agency right away!
• Building the foundations of our client campaigns in HubSpot, leveraging this technology to launch full campaigns that include blogs, emails, social posts, SEO, ads, and more.
• Working closely with the VP of Client Services, account managers and strategists to ensure client success and collaborate together on how to get there.
• Communicating often with the VP of Creative, graphic designers, copywriters and other creative team members to ensure client projects are completed with high quality and are on time.

Optimization 2: Hold a weekly Client Services and Delivery standup

Our weekly team stand-up is a concise yet impactful 20-minute gathering. Here’s an idea of the agenda:

• Because it’s Monday, we have a fun icebreaker to start the week on the right note!
• The Account Coordinator provides a comprehensive overview of project due dates, ensuring everyone is well-informed about the week’s priorities.
• The Strategic Marketing Director delves into reporting results, offering insights into what’s working effectively and where improvements can be made, thus guiding our data-driven decision-making. 
• The Account Managers wrap up the session by sharing client highlights and upcoming endeavors, fostering a deep understanding of client needs. 

Our team’s weekly discussion is a great opportunity for us to work together, brainstorm solutions, and connect with each other. This helps us to be more efficient with our resources and make any necessary adjustments for the upcoming week. By doing this, we make sure that we are all on the same page and committed to delivering awesome results for our B2B SaaS clients.

Optimization 3: Hold weekly team meetings for Client Services and Delivery teams

In addition to our regular team catch-up, we have separate weekly meetings for our Client Services and Delivery teams. These meetings help each group focus on their own areas of expertise and duties. 

During the meetings, we work together to plan our tasks for the upcoming week, making sure we’re all on the same page with project goals and timelines. We also use this time to discuss any issues that might come up and figure out solutions together. It’s a great way to stay ahead of potential problems and keep our projects running smoothly.

Optimization 4: Create a Slack #traffic channel

The introduction of the #traffic Slack channel at Accelity has been a major game-changer for our project management and accountability. This dedicated channel serves as a real-time hub for keeping everyone on the same page and ensuring that tasks are completed efficiently and on schedule—especially important for a team working remotely.  

Here’s how it works:

• Every morning, the Account Coordinator updates the channel with a list of tasks that remained outstanding from the previous day, providing visibility into any unresolved issues.
• Every day at 4 PM, the Account Coordinator then posts a comprehensive list of tasks that are still pending for that day. This daily check-in serves as a timely reminder of the outstanding work, helping teams stay organized and focused on meeting deadlines.

For our process to work, everyone needs to be accountable. If for some reason we miss a deadline, we work together to set a new one. This helps us stay in touch and on top of things. We want everyone to know what’s expected of them so we can keep our clients happy and work together as a team.

So, what happened to our marketing agency when we implemented a traffic process?

When we decided to roll up our sleeves and optimize the way we work, some pretty cool things happened.

First, our communication got a major upgrade. We’re all on the same page, no more confusing messages or missed memos. Plus, our task lists became crystal clear. No more wandering around in the fog, wondering what’s due when. It’s all laid out neatly, so we know exactly what needs to be done and when.

And guess what? Our projects started running better. Deadlines? We got ’em covered. Client services? Nailed it. It’s not just about making our lives easier; it’s about making our clients happier. They’re getting top-notch service, and they can see it. We’re delivering the goods with precision and finesse, all thanks to these process tweaks. So, yeah, we’re loving the results, and our clients are too.

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