Video Agencies:

How to take on $12,000 more projects EVERY MONTH

(without increasing headcount or outsourcing work)
 

SPOILER ALERT:
Your video agency isn’t underperforming because of the quality of your work

..it’s because, every day of every week, you (and your team) are wasting copious amounts of time that could and SHOULD be spent doing great creative work and generating new business.

Instead, that time is spent putting out fires, duplicating work, searching for files and dealing with disorganisation in your team.

Does this sound like you?

  • You run, own or manage a video agency
  • You want to DELIGHT your customers with awe-inspiring video content but constantly come up against time restrictions.
  • You want to have a happy, focused team that will run through brick walls for your business.
  • You’ve tried a bunch of ways to manage your process but none work in the way you need them to and they aren’t made for YOUR business.
  • You’re sick to the back teeth of your clients getting a crappy experience – when you work so hard to win them.
  • You try to get your clients to work using your tools or processes but it always reverts back to email and file sharing.
  • You’re exhausted, burnt out and never know where video projects are up to without asking someone else.
  • You’re the boss but you don’t feel in control.
  • You’re making great videos but your clients aren’t ‘wowed’ by working with you.
  • Your business doesn’t run properly without YOU doing stuff.
  • You want personal freedom – but whenever you try to take time away, you get a barrage of emails and requests to deal with so you can never switch off.

If this sounds like you then keep scrolling…

You’re not alone…

“I knew we should be achieving more based on the quality of our videos, but didn’t have time to spend on sales and marketing.”

// Dan Wright @ Digital Films

“I had no way of knowing where each project was up to without actually interrupting and asking my team.”

// Dan Wright @ Digital Films

“I had no way of knowing where each project was up to without actually interrupting and asking my team.”

// Dan Wright @ Digital Films

“I estimate my team was wasting X hours per week on re-work and searching for lost files.”

// Dan Wright @ Digital Films

We were in the exact same position…

Matt Byrom

I’m Matt Byrom, founder of Wyzowl, a world-renowned animated video agency.

But we weren’t always so successful.

When I started out, we were speaking with clients by email and phone. We saved files on a shared hard drive and our computers. We discussed things internally and – pretty much – improvised on a daily basis to make things work!

But as we grew, this quickly turned into chaos. We didn’t have clarity over what had been agreed, by who and when. This meant we were chasing around for answers, files and project information. Our team used their own calendars and paper-lists to map out their workload, meaning nobody really knew what everybody else was doing.

We ended up working SO MUCH harder than we needed to on the admin side of things – which meant we had less time for creative work, not to mention chasing new leads and opportunities. It was really holding us back.

“Something had to change”

To cut a long story short, I’ve come to realise that running a video production company without the right systems, processes and tools is like expecting an orchestra to play a symphony without sheet music or a conductor. You might have lots of talented artists, each with their unique skills – but without organisation and leadership, all you get is an uncoordinated mess. There might be moments when it comes together briefly – but, in the end, improvisation and individuality only ever lead to chaos.

Putting things right…

So how did we get from ‘that’ to where we are now – a seven-figure turnover business with delighted clients all over the world?
Wyzowl Logos
I don’t say this to brag – because I believe it’s a path others can easily walk, too – but, from those early days of frustration and chaos, we’ve really done exceptionally well. We’ve created over 3,000 videos, and we start between 30 and 50 new videos every month. We have clear visibility of all our work, our team of 20 runs with little management input, and we create videos for some of the world’s most well known brands.

I’m telling you this because, quite frankly, I put it all down to solving 5 key problems that I’m almost certain you’ll have faced.

(And the good news is, I’m equally certain that you can solve them too…)

Problem 1: You don’t have a clear view of project status, schedules and workloads

Organisation is a word that’s easily said – but not so easily achieved. Doing creative work is often a multi-faceted process and generally involves several people. The problem is, each of those people often have their own quirks and ways of working. Whether it’s personal to-do lists scrawled on post-it notes, individual spreadsheets squirrelled away on peoples’ desktops, or team members using their own software tools to organise their day, the end result is that – across your team – overall visibility is poor.

Deadlines and deliverables can easily be missed, and it’s absolutely draining for managers and leaders to work out what work is in progress, when it’s due and how capacity is looking across teams. This leads to a constant nagging feeling of doubt that something’s been missed or not been done – and also saps the energy of your team who can feel micromanaged and stressed out.

The solution:
A centrally accessible calendar – visible to all – which lays out daily and weekly workload for your team. Whether it’s an online calendar tool that everyone has access to, a physical ‘Kanban’ board in your office, daily team-wide meetings – or a hybrid of all these things – visibility and consistency across your team are absolutely mission-critical.

The outcome:
Management have clear visibility of where videos are up to in the production process and can gauge capacity/resourcing issues at a glance. Everyone in the team has a clearly defined list of tasks to work through, and knows exactly what needs to be done to complete a video on time – significantly saving time, reducing project anxiety and making your whole studio a much nicer place to work!

Problem 2: Your communication with clients is inconsistent and gappy

It’s ironic that, with literally thousands of tools available to enhance communication with clients, businesses have never struggled more.

Again, creating a video involves teams of people, and people have their own preferred means of communication. Most people say their team communicates primarily by email, which, by definition, is private and siloed – so what happens if someone is out of office unexpectedly? What happens when someone leaves your team? What happens if someone just misses an email in the midst of other tasks?

Suddenly, the client experience becomes gappy, messy and frustrating. They find themselves repeating information, chasing for updates – and your team struggle to understand exactly what’s been discussed earlier in the process, robbing them of an important layer of context in their creative decision-making.

The solution:
The end goal HAS to be that all communication is stored in one place, with the ability to refer back over all past correspondence. Email, while convenient, should really be discouraged once projects are underway, and calls should be recorded for later reference – particularly when it comes to feedback calls. Project handovers between teams in your process are also a great way to ensure key information is recapped and reflected in the end product.

The outcome:
All messages can be back-referenced so your team can understand what’s been agreed along the way, and make the best possible decisions to suit the clients’ needs. When people are out of office, other team members can step seamlessly into the project and deliver outstanding service – great for the client, and great for your employee’s mental health. They can enjoy their vacations in peace!

Problem 3: Your team don’t communicate with each other effectively

Whether you work in the same office, or work remotely in distant locations, communication between teams is absolutely fundamental to delivering great videos.

But again, there are familiar problems: it’s easier said than done. Interpersonal dynamics are very much at play, and people often have their own preferred communication channels – not to mention their own view of what does and doesn’t need to be communicated.

Things might be discussed informally in the office or via email and then forgotten, leading to a lack of follow-through, while important project information, again, can be lost amidst the graveyard of post-it notes and A5 notepads.

The solution:
Invest time in creating a clear, transparent way for people to communicate in a way that can be back-referenced. Embed a process whereby any conversations are ‘action-focused’ – i.e. what needs to be done as a follow-on from this, and where does that need to be scheduled?

The outcome:
Everyone has the tools and knowledge to do their best work, important project information is passed through your process effectively and your team is empowered to build strong interdepartmental relationships – reducing friction!

Problem 4: Important information goes missing, takes ages to find – or gets lost

I’ve spoken at length about how people have their own personal preferences around communication and task management – and it’s exactly the same issue with information. How many times have you frantically dug around for a particular file, only to realise it lives on someone else’s desktop? How many times has an important file been sent to your business by email, meaning it lives in someone else’s (inaccessible) inbox? How much time is wasted digging around for these things – or spent on re-work when you have to act without them? It’s soul-destroying and creates significant issues for you, your team and your clients.

The solution:
It’s simple: an effective video production team need