Running a business means facing tough questions — and way too often, we face them alone.
Should I grow a team or stay solo?
How do I pick a niche when nothing feels like the one?
What kind of productized services actually sell?
Why do my clients disappear after paying a deposit?
For this month’s Happy Hour, we’re bringing back the Agency Help Desk…
We collected real (anonymous) submissions from Barflies who are dealing with very real challenges in their business — and we’re bringing them to the group for live feedback, discussion, and support.
It’s a chance to hear how other agency owners are thinking through the same stuff you’re probably dealing with too — and share your own perspective along the way.
Join us for a collaborative session where we tackle some of the stickiest agency problems… together.
Got a challenge you’d like the group to discuss? Submit it here to have it shared anonymously.
Questions We Tackled in This Call
- 2FA Management and Business Scaling
The team discussed strategies for managing two-factor authentication (2FA) and shared logins, with Shanda and Shannon sharing their approaches of creating separate accounts and using password managers like Bitwarden. Gary suggested copying numeric TOTP codes from QR codes as an alternative for accounts that don’t support collaborative access. The group also explored WordPress-specific solutions, with Tim mentioning a custom plugin for email-based codes. The conversation ended with Morgan’s question about scaling a generalist business that offers various services, seeking advice on systematizing operations while maintaining quality. - Specializing for Better Business Balance
Dan shared his experience of transitioning his business from being a generalist to specializing in development, which led to better work-life balance and increased profitability. He emphasized the importance of focusing on high-profit-margin clients and industries that align with the business’s strengths. The group discussed the challenges of maintaining variety while specializing, with Kathy and Jessie sharing their experiences of balancing niche marketing with broader service offerings. Beth suggested finding partners for outsourcing non-core services to maintain revenue while focusing on preferred areas. - Client Referrals and Outsourcing Challenges
The group discussed client referrals and outsourcing challenges. Gary expressed concerns about losing clients when handing off work to other providers, while Kyle shared an experience with an awkward situation when a client hired a new SEO agency despite his withdrawal from SEO services. The discussion highlighted the importance of thorough vetting when recommending partners to clients and the need for clear boundaries in client relationships. The conversation concluded with Alexa raising a question about organizing a freelance database, but no specific solutions were provided. - Effective Freelancer Project Management
The team discussed project management practices, particularly around freelancer management and timeline padding. Beth emphasized the importance of documenting all changes and using a formal change control process, while Kyle suggested that padding timelines can provide flexibility when dealing with external contractors. Shannon shared her method of tracking freelancers and partners in ClickUp, while Samantha noted that a similar system could be implemented in Airtable. The discussion highlighted the challenges of managing freelancer timelines and the benefits of maintaining detailed records of project changes. - Outsourcing Pricing and Project Management
Beth discussed pricing strategies for outsourcing work, emphasizing the importance of profit margins and flexibility in project management. She explained how she handles unexpected issues by adjusting project plans and budgets through change requests. Maureen shared her approach of setting a minimum threshold for contractor prices to ensure profitability. The group also touched on the challenges of managing client timelines and project delays, with Taylor expressing frustration over clients extending projects without regard for her schedule. - Client Delay Management Strategies
The group discussed strategies for managing client delays and enforcing project timelines. Beth emphasized the importance of enforcing contract terms and using incentives, like discounts, to motivate clients. Jessie shared her experience of charging maintenance fees immediately to encourage timely project completion. Adam highlighted the effectiveness of setting milestone payments and suggested starting care plans after full payment to push projects along. The discussion also touched on the necessity of client accountability and the occasional need to terminate unproductive client relationships.