Starting a WordPress agency has been a dream come true right? You no longer have to deal with rush hour traffic, clock in and out at the corporate office, or deal with an incompetent boss. Plus, you’re passionate about your work, are generating more money than you ever thought possible, and even have extra time to spend with your friends and family.

Then again, maybe it’s not quite a dream.

Even though working for yourself offers a lot more flexibility in some areas, it doesn’t come without its challenges. This is especially true if your agency is growing.

If you’ve found yourself in the midst of growing a successful WordPress agency, but lacking in productivity, you’re in the right place. We’ve got some surefire ways to improve your productivity and help your team become more efficient, no matter how many clients you take on.


1. Always Have a Plan


It’s easy to get stuck in a situation where you’re always reacting to what’s going on in your business. Daily administrative tasks piling up, clients with questions and concerns, team members with software issues; the problems can be endless.

The thing is, one of the easiest ways to fall short of having a productive day, week, month, or even year, is to not have a plan.

Sure, you can’t foresee every problem that will pop up. But with a plan in place, you’ll streamline your routine workload, and those of your team, so that when major issues do arise, you have some spare time to figure things out.

Take for instance acquiring new clients. Many business owners just sit back and hope that new clients will come rolling in. But this problematic and passive way of building business not only makes it harder for you to grow as a company, it leaves you scrambling and stressed at the last minute when you don’t have enough work to cover your business expenses.

Instead, try devising a simple plan of action that will help you acquire new clients:

  • Figure out who your target audience is so you can market your services to the right people
  • Discover what sets you apart from the competition and promote those differences
  • Decide which channels you’ll use most to reach your target audience and stop wasting time on channels that don’t convert
  • Plan out the daily or weekly tasks you or your team members need to complete to keep brand awareness high

You should follow a similar approach with all major areas of your business, including budgeting/finances, training, client project intakes, etc. And after you have a basic plan outlined and in place, stick to it.

Your agency will always get super busy, but important things like marketing your brand can never fall by the wayside. Staying on top of this plan is the only way you and your team can stay productive.


2. Ditch the Paper


We get it, some people love the old school paper and pen method. But with a large WordPress agency, this isn’t going to cut it. You need to get rid of inefficient tracking and recordkeeping methods that involve paper and spreadsheets. Instead, aim to do everything, like project management, time tracking, and team communication in one or two secure online tools.

A popular project management tool is Asana. Organize projects, assign tasks, communicate with team members, upload files, set due dates, visually monitor progress, control user access, get notifications, and collaborate with your clients all in one convenient location.



Using secure software like Asana that can be accessed anywhere by anyone eliminates the need for endless email threads, file sharing, and updates with every team member. Plus, you’ll never have to worry about losing another paper again, which can be devastating to a growing agency.


3. Streamline Billing


One of the most time-consuming tasks that any agency must contend with is billing. And while it would be great to hire an on-house accountant to handle everything for you, this may not always be possible. So, if you need to be in charge of your company’s billing processes, try streamlining it with a software solution like Zoho Books.


Here are some helpful tips for streamlining your agency’s billing processes:

  • Create templates for all the services you provide
  • Automate the billing process so as each stage of a project is completed, another invoice is automatically sent out
  • Find a system that will remind you about overdue payments
  • Make the process easy for everyone involved to reduce errors
  • Use a time-tracking system like Time Doctor to make sure your team is on task when billing for work

Lastly, keep all the billable information in one easy to locate place so when that time comes each month, you or your team know exactly where to find it.

You may not be able to avoid spending time on billing clients for the work your agency does, but you can at least be productive in your approach.


4. Create an Arsenal of WordPress Themes and Plugins


As a WordPress agency it’s your job to create one-of-a-kind websites for your clients that will look and function the way they should. That said, you also want to save time on repetitive tasks so that you and your team can stay productive and finalize more work, but never sacrifice the final product.

One of the best ways to run a more WordPress agency is to create an arsenal of WordPress themes you love to work with. Even better, invest in some high-quality, multipurpose themes that come with built-in tools like the drag & drop page builders Divi, Elementor, or Beaver Builder.


Having go-to themes on hand to work with as you create the foundation of each website will ensure the quality of your work and give you an easy base to start with.

The same can be done with WordPress plugins. Of course, each client is going to have their own requirements depending on the type of website they need. But rather than try to hunt down that cool contact form plugin you used on your last client’s website that you can’t remember the name of now and waste precious time, keep a running list of must-have plugins that you and your team can reference while working.


5. Plan for the Future


If you run a WordPress agency that builds websites and lets clients go, you might want to rethink your business model. After all, there are tons of business owners that have no idea how to maintain their websites one they’re up and running. This means there are plenty of opportunities for you and your team to make more money and builder a better reputation as an agency that continues to care.

If you want to integrate website maintenance services into your WordPress agency, be sure to check out our managed WooCommerce services for clients with eCommerce shops, and our WordPress high availability solutions to help you stay productive as you take on more work.

We understand the needs of WordPress websites. We also know what it takes to scale a client’s large WooCommerce shop, secure website data, and guarantee website uptime so your clients never skip a beat. Updates, speed optimization, scaling, caching, backups, and more are all handled by our WordPress experts so you don’t have to. But you can bet you’ll get the credit for our work when your client is satisfied and refers you to another online business owner looking to go big.