Operations and efficiency sprint
designed for marketing agencies
Growing your agency shouldn’t feel chaotic
Unfortunately, behind the scenes, projects feel harder to manage than they should. You operate with a lean team and everyone is wearing multiple hats. Your team is so busy keeping the work moving, nobody has time to document and optimize the systems.
That’s where we come in.
What is it?
The Operations and Efficiency Sprint is a three-month engagement designed specifically for small marketing and creative agencies.
For up to 10 hours each week, Amanda (with nearly two decades of agency experience) will imbed herself in your team as a remote Sr. Project Manager, helping manage client work, keeping projects moving and supporting your team where it’s needed most.
While doing that, she’s also watching how your agency actually operates. Not how you think it operates, but how work really flows. She’ll be looking for:
where project work stalls
where communication might be breaking down
where software is creating more work than it’s solving
where your people are spending time they shouldn’t be
What’s Included?
Fractional Senior Project Management: Amanda will jump into your day-to-day operations quickly, managing projects, supporting your team and helping keep client work on track.
Operational Review: Throughout the engagement, Amanda will assess your agency's workflows, systems, communication patterns and delivery processes, all while working alongside your team.
Actionable Recommendations: At the end of the engagement, you'll receive a customized operational review outlining where your biggest opportunities are, and how to address them. You’ll also have all your existing processes cleanly documented.
Who it’s for?
This sprint is designed for marketing, branding, creative and digital agencies with fewer than 20 people. You're growing and you’ve outgrown the "figure it out as we go" stage, but you're not quite ready for a full-time Operations Director.
Every agency is different, but here’s what you can expect to walk away with:
Clear visibility into operational bottlenecks
Better project workflows
Improved team capacity planning
Recommendations for project management software (or ways to better use what you already have)
Simplified intake and kickoff processes
More consistent project timelines
Better handoffs between sales, accounts, creative and production
Reduced context switching
Fewer status meetings
Standard operating procedures that your team will actually use
A project management playbook that allows a junior coordinator to confidently run day-to-day work
Better resource allocation
Clearer roles and responsibilities
Better client communication workflows
Healthier project margins
More predictable delivery
Reduced operational risk when someone is away
Recommendations for automation opportunities
Templates, checklists and repeatable processes
A prioritized roadmap so you know what to fix first
Investment
The best part is, because Amanda is actively managing projects, you can treat most of this as a billable role.
3-month engagement (minimum), up to 10 hours per week.
$5,000 CAD/month
At the end of three months, you'll have more than completed projects. You'll also have a clearer picture of how your agency operates, and a practical plan for making it stronger.
Whether we continue working together or your team takes it from there is entirely up to you.
Why MatterBetter?
Amanda has spent nearly two decades inside small and mid-sized agencies. She’s worked with creative teams, account teams, leadership, clients, production and administration. She’s managed everything from small campaigns to large, multi-stakeholder initiatives.
Most importantly though, she knows how agencies actually work.
She won't need weeks of onboarding and won’t require a 200-page process manual. She can jump into your projects, earn your team's trust quickly and start creating value almost immediately.
Behind the scenes, Amanda works with Jane, a senior business strategist who brings a different lens to the problems. Together, they look at the bigger picture:
What's actually causing the bottleneck?
Is this a process problem, a people problem, a leadership problem… or some combination of all three?
When an issue goes beyond workflow and into team dynamics, leadership, roles, accountability or organizational behaviour, Jane may also step in to help.
You get one person embedded in the day-to-day, with a second experienced perspective helping make sure we're solving the right problems.