11 Kinds of Tools an Agency Should Use to Scale Their Business 

Trying to figure out how to scale your agency? This post covers the tools an agency would and should use to do just that. Keep reading.

Kinds of Tools an Agency Should Use to Scale Their Business

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If you’re an agency looking to grow your client base, the best way to do so is by scaling it up. 


Scaling your agency means finding more innovative tools and processes that allow you to take on more clients and projects while still providing top-notch client service. 


Scaling an agency with the right tools and strategies doesn’t have to be complicated. 

Reasons Why Agencies Need To Scale Their Business 


There are plenty of reasons why agencies should scale their business. Some include:


  • Increased client base and revenue 
  • Increased efficiency and productivity 
  • Leverage technology to streamline processes 
  • Improved client experience, loyalty, and satisfaction 
  • Reduced costs by automating parts of the workflow   

11 Kinds of Tools That Agency Might Need

Here are our top 11 tools and strategies I recommend you use to scale up your agency:

1. Client Relationship Management Software

A client relationship management (CRM) tool is essential for any agency looking to scale its client base. A CRM can help you track client activities, communications, and relationships in one central hub. 


Clientvenue is an all-in-one client relationship management (CRM) and project management software. It helps agencies track client requests, communications, tasks, deadlines, and more in one central hub. It also enables agencies to create custom client portals and manage client projects in one place. 


This tool makes keeping track of client communication and data easier while managing multiple projects simultaneously. 


A good CRM tool should include contact management, task tracking, lead generation, and more features. 


A CRM system helps you keep track of client details, manage client communications, and automate client follow-up tasks. Also, it’s an excellent tool for growing agencies looking to streamline their client workflow.

2. Online Project Management Software

An online project management tool like Asana, Trello, or Basecamp is essential for any agency that wants to scale its business. 


These tools allow you to create and manage client projects in one central hub, keeping an overview of client progress and better tracking client requests and feedback. 


Good project management software can help you track client deadlines, requests, team tasks, and more, making it easier to manage multiple projects without having to worry about missing deadlines.

3. Marketing Automation Tools

Marketing automation tools are a great way to automate client outreach, lead capture and nurturing, and client follow-up. 


Automation tools like Zapier or IFTTT are great for agencies that want to automate mundane tasks and free up time for client work. 


This tool helps agencies save time and resources while boosting client engagement and retention and allow you to connect different software programs and create automated “workflows” to save time and effort. 

4. Graphic design tools

We live in a world where visual presentation matters a lot. From social media platforms to websites, everyone uses visual assets to get the words out. So, having some graphic design tools at your disposal is essential. 

Sometimes you may need a banner, brochure, business card, logo design, and other brand assets to scale your business. Graphic design tools help you create them in no time and within your budget.

Most of the tools such as logo maker, calendar maker, brochure maker, etc. are available for free use. You can leverage them without breaking the bank.

5. Virtual Assistant Services

Virtual assistant services like Fiverr and Upwork can be invaluable if you’re looking to outsource client work. 


These platforms allow you to hire freelancers for tasks requiring little client interaction or specialized knowledge. 


These virtual assistants can help with client tasks like client onboarding, client research, client communication 

and more. 


They can also take on mundane tasks like data entry, customer service support, and other administrative duties so you can focus on client work instead.

6. Email Marketing Software

You can use this tool to create email marketing campaigns that meet each client’s needs. Email automation tools like Constant Contact, MailChimp, and AWeber offer features such as customizable templates, client segmentation, analytics tracking 

and more. 


This feature allows you to reach out to potential and existing clients, nurture relationships, and keep them informed about client progress. 


You can also use email marketing software to send automated client follow-up emails to ensure client satisfaction and retention.

7. Content Management System

Use a content management system like WordPress or Squarespace to create a content writing tool and a client website-based quickly and easily, making it easier for clients to find your agency online, and helping you meet client requests more quickly.  


A content management system also makes keeping client websites up-to-date and secure easier, thereby helping you save time and money by avoiding client website development costs.  

8. Analytics Software

Use analytics software like Google Analytics to track client website traffic, performance, and engagement metrics. 


This software helps you identify client needs and optimize client websites for better results. 


Analytics software like Google Analytics is essential for any agency looking to scale its business. 


It helps you gain insights into important metrics such as user behavior, website performance, and engagement levels. 


It also enables you to identify client needs and goals more effectively to optimize their websites for better results. 


Analytics software also makes it easier to track client ROI and success. 

9. Social Media Management Tool

Use a social media management tool like Hootsuite or Buffer to manage client social media accounts. 


This tool helps you keep client accounts active and engaged and track client progress and performance. Social media management tools are essential for agencies seeking to increase client engagement and reach. 


These tools allow you to manage client accounts on social media platforms like Twitter, Facebook, and Instagram in one central hub. 


They provide features such as post-scheduling, analytics tracking, client reading, client engagement, client segmentation, lead generation, and more. 

10. SEO Software

Search engine optimization (SEO) is essential to any agency’s digital marketing strategy. 


To help with this, agencies should consider using SEO software like Ahrefs or Moz to track client performance and optimize the website for search engine rankings. 


These platforms provide powerful analytics tools to measure website traffic, keywords, backlinks, and other data. 


SEO Software helps ensure client websites are optimized for better rankings on search engine result pages. 

11. Stock Video and Footage

Websites offering stock videos are a valuable tool for any agency looking to scale its business. As a source of free stock video footage, including free drone videos and footage, it provides a cost-effective way for agencies to produce high-quality videos for their clients without breaking the bank. 


These websites are diverse and cover a wide range of subjects, making it easy for agencies to find the perfect clips to match the specific needs of their clients. Additionally, most of them are royalty-free, which means that agencies can use them without worrying about copyright issues. 


This can save a lot of time and money for agencies, which can then be invested in other areas of their business. Overall, this tool is an essential tool for any agency looking to scale its business by producing high-quality videos at an affordable cost.


Building a successful agency takes hard work, dedication, and the right tools. 


Investing in these top twelve essential tools for scaling your business will increase your client base, reduce costs with automation, improve overall customer experience and manage clients more efficiently. 


Clientvenue provides an effective platform to collaborate with potential and existing customers and track their performance metrics, such as website traffic, backlinks, and other data that can help optimize websites for better rankings on search engine result pages. 


Utilizing content marketing strategies like creating success stories or feedback surveys can also help attract new clients while increasing engagement levels among current ones. 


With the right tools, agencies have all they need to scale up their businesses successfully!