March 9, 2023
Build a Proper Business, Not Just a Creative Shop
You’re brilliant designers stuck managing chaos instead of creating. Every project feels like starting from scratch because you have no proper systems. I’ll sort out your operations so your agency actually runs smoothly.
How I Work
Look, most business operations advice is theoretical rubbish written by consultants who’ve never actually run an agency. ‘Implement project management software’ – which one? How? What about the stuff that actually matters?
I treat operations like plumbing – it should work invisibly in the background. You shouldn’t think about it, you shouldn’t have to fix it constantly, and it definitely shouldn’t be the reason projects go sideways.
Here’s how I actually work: I audit what’s currently broken (usually everything), then I build simple systems that work for creative teams, not corporate bureaucrats. Project tracking that designers will actually use, financial systems that make sense, team structures that don’t create bottlenecks.
No complicated software that needs a manual. No processes that take longer to follow than the actual work. Just operational systems that run your agency properly while you focus on design.
Why Work With Me?
Because I’ve built the operational systems for Ester Digital and DNSK.WORK – agencies that went from chaos to running smoothly enough to serve Fortune 500 clients and Deutsche Telekom. I know what works because I’ve implemented it.
Services
Business Operations Setup – What’s Included
When I sort out your operations, here’s exactly what you get. No theoretical frameworks, no complicated systems that need a manual – just working operations that run your agency properly:
Project Management That Actually Works
Stop losing track of where projects stand and why they’re running over budget. Simple project tracking systems that designers will actually use, clear workflows from brief to delivery, and budget tracking that shows you problems before they become disasters. No complicated software – just systems that work.
Team Structure & Communication
End the confusion about who does what and when. Clear role definitions, communication protocols that prevent things falling through cracks, and delegation frameworks so you’re not the bottleneck for every decision. Your team knows what they’re responsible for without constant micromanaging.
Financial Systems & Resource Planning
Stop wondering where the money went and whether projects are profitable. Simple financial tracking, resource allocation that prevents overcommitting your team, and cash flow planning so you’re not scrambling to pay bills. You’ll know if a project is profitable before you start it, not after you finish it.
Your Operations System in Three Steps
I don’t do six-month operational overhauls. Most agency operations are broken in predictable ways – I can spot the problems immediately. Here’s how I actually build systems that work:
I audit what’s actually broken in your day-to-day operations. Usually it’s everything – no project tracking, unclear team roles, financial mess, constant firefighting. I identify which operational disasters are costing you the most time and money, and what needs fixing first.
I create operational systems that creative teams will actually use. Project management that doesn’t require a manual, team structures that prevent bottlenecks, financial tracking that shows profitability clearly. No corporate bureaucracy – just systems that make your agency run smoothly.
Once the systems work, I make sure your team can run them without me. Clear processes everyone understands, documentation that actually makes sense, and training so you’re not the only person who knows how things work. Your agency operates professionally without constant hand-holding.
Stop Being the Bottleneck for Everything
Your agency can’t grow because everything goes through you. Projects stall when you’re not available. Team members can’t make decisions without checking with you first. You’re managing operations instead of focusing on creative work.
The agencies I’ve worked with went from founder-dependent chaos to professional operations that run smoothly. You get the same systems that scale.
Business Operations Setup FAQ
How long until my operations actually work?
6-8 weeks typically, but here’s the reality check – your team will resist change. Designers hate administrative stuff. They’ll complain about new processes until they realize their projects stop going sideways. Expect some whinging at first.
What if my team won’t follow the new systems?
Then you have the wrong team. Look, if someone can’t handle basic project tracking or following simple processes, they’re not professional enough for a growing agency. Good people adapt. Problem people complain endlessly.
Do I really need all this operational stuff?
If you want to stay a freelancer with helpers, no. If you want to build an actual business that works without you, yes. Most agencies get stuck because they never professionalize their operations. Your choice.
Will this make my agency feel too corporate?
There’s a difference between professional operations and corporate bureaucracy. I build systems that work for creative teams, not endless meetings and reports. If having clear processes feels “too corporate,” you’re probably not ready to scale.
What if the systems are too complicated for my team?
Then I built them wrong. Good operational systems should be simple enough that new team members can figure them out quickly. If it needs a training manual, it’s too complicated.
How much will this cost me in time and money?
Less than the money you’re losing from chaotic operations. One project that goes 50% over budget because of poor tracking costs more than fixing your systems properly. Do the math.