Running an agency is exciting, but as any founder knows, it’s a balancing act, speaking from my own experience as the founder of Studio White Marketing.
One of the biggest challenges I see in our industry is finding time to work on the business itself when we’re so deeply involved in it. It’s easy to get pulled into client work, but stepping back to focus on growth is crucial if you want to scale effectively.
Here are some strategies that have helped me and can help you to prioritise time for working on your agency without losing the quality that keeps clients coming back.
1. Carve Out “CEO/Founder Time” Each Week
To work on your business, you need to dedicate time for strategic thinking and planning. For a lot of founders, this is easier said than done. When the day-to-day tasks pile up, setting aside time for “CEO work” can feel like a luxury. But it’s an investment that pays off in clarity and direction.
- Set aside 1–2 hours weekly to reflect on big-picture goals.
- Use this time to evaluate what’s driving growth, what’s holding it back and where you want the agency to go.
- Focus on one or two big priorities each week to avoid feeling overwhelmed.
2. Streamline, Automate, and Delegate
If you want to scale, processes are your best friend! They save time, reduce errors and make your agency more resilient when you’re not there. Start by identifying repetitive tasks and see where you can streamline them with automation or delegation.
- Document key workflows that you and your team repeat often.
- Look into automation tools for things like invoicing, client communications and scheduling.
- Delegate tasks to team members based on their strengths. For many founders, letting go of client work is tough, but trust is key to freeing up your time.
3. Define Your CEO/Founder Role Clearly
One of the biggest mindset shifts in moving from “doer” to “CEO” is learning to prioritise high-level strategy over day-to-day execution. As a founder, it’s tempting to stay hands-on with client work. But to scale, you need to see yourself as a leader who drives growth, sets the vision and inspires your team.
- Clarify your role as CEO/Founder and focus on leadership, growth, and innovation.
- Set boundaries to avoid getting pulled into every client detail. Instead, delegate those to your team.
- Start small with monthly “CEO/Founder check-ins” to assess the agency’s direction, performance, and growth opportunities.
4. Build a Team You Trust
Building a strong team is essential if you want to step back from day-to-day operations. You’ll need people who understand and share your vision, values and expectations for client service. Hiring right means you can confidently delegate without compromising quality, allowing you to focus on scaling.
- Invest in training so that your team can handle client work independently.
- Empower your team to make decisions within their roles to foster ownership and accountability.
- Communicate the agency’s goals and direction so everyone understands their part in the bigger picture.
In Summary:
Working on your business doesn’t mean stepping away from what you love. It’s about setting yourself up to keep doing what you love, but with room to grow.
In the end, scaling is about building a business that thrives even when you’re not in the weeds every day.
Embrace the CEO/Founder mindset, set up the right structures and enjoy watching your agency grow!
Rachel,
Founder/ Strategic Marketing & Business Consultant
Studio White Marketing Consultancy
“Marketing is what I love, marketing is what I do”
