Master Client Management – 5 Ways to Scale Your Creative Agency

If you're looking to improve client relationships and retention skills or seeking insights into managing creative project client expectations, this guide is for you. If you're looking for client management solutions tailored to your needs or you need automation and organized workflows to scale effectively, you'll find your answers here. 

The Roadmap

Here's how we'll roll. First, the foundation, the basics — what client management is from a creative perspective. Then we'll address the issue of client expectations and move on to automation, integration and scaling.

Then, I'll give you proven client management strategies to help you run and grow your creative agency. Along the way, you'll find tools and templates to streamline and simplify your operations.

Enough talking. Let's go. 

What is Client Management? 

📌 Client management, also known as customer relationship management (CRM), is the process (practices, strategies and technologies) of managing all interactions with a client from when they just made an inquiry to when they became a paid client.

The goal of client management is to guarantee deliverables (projects) of the highest quality and client satisfaction.

For this to happen, you must first understand your client (their needs, goals, expectations, etc). Then you formulate a plan to interact with them and meet those needs and expectations, so that they may be converted and retained for a long time. 

But why is client management so important? 

First, increase in sales. A study by Salesforce shows that companies that implement CRM systems see an average increase of 29% in sales. 

97% of businesses that use a CRM system met or exceeded their sales goals in the past year, and only 3% fell short. Moreover, businesses that use a CRM are 86% more likely to exceed their sales goals than those that don’t.

Also, using a CRM software can help boost sales. According to Capterra, 45% of businesses said their sales revenue increased by using a CRM software. 

Second, it'll save you time. Most businesses find that CRMs save their employees 5-10 hours per week.

Third, it can reduce the cost of acquiring a client. According to a study by Freshworks, nearly half of businesses (49%) saw their customer acquisition cost (CAC) decrease by 11-20% with a CRM platform. 

I can go on with the benefits but since we don't have all day, let's continue with the topic. 

So for you to effectively and successfully manage your clients, you must understand them — their needs, goals and expectations. 

Speaking of expectations, what do your clients really want? Let's briefly discuss this before we move on. 

What Do Clients Need? 

Clients' expectations have been shifting for a while now. And in 2025, that shift will go into overdrive.

Efficiency, transparency, personalized experiences, fast turnarounds, proactive problem-solving, etc. are now top of clients' wishlists. Just being great at what you do won't cut it anymore.

You should also be able to effectively manage relationships and projects.

You have to execute in a way which speaks to the client. Bringing them backstage and letting them in on your processes for them to see and become a part of your creative process. 

Clients are no longer content with being in the stands. They want to be in the arena, in the thick of the action. 

Let's look at these in detail. 

1. Transparency and Real-Time Updates

Transparency has become a non-negotiable aspect of client management for creative agencies. Clients want to be in the know. They demand 100 percent transparency. 

How long will the project take and how much will it cost? Is there a place where they can witness (or even partake of) the creative process?

When you make changes, can they see it in real-time? 

If you can provide this level of transparency, you'll have clients who like and trust you. 

When clients see their work coming along and taking shape, there'll be no need to ask for frequent updates. Miscommunication and misunderstanding will quickly take the backseat or even drop off entirely. 

If they have anything to chip in, they'll do so as the changes are made. That's real-time feedback right there. You won't have to wait for one long, boring email or a disruptive phone call to come 7 days after you made a change to a client's project asking you to tweak it all over again. 

No, feedback, adaptations and approvals will be instant, saving you and your client precious time. 

Oh and when the client tries to move the goal post, making demands for things which were not in the contract (scope creep), you can quickly whip out a copy of the contract as a reminder. 

Thank god, you won't have to do these manually. ManyRequests hosts all of these interactions. If you and your client are the players, ManyRequests is the arena where the action happens. 

Now, transparency and real-time updates are great. But as they say, moderation is key. 

If you spend all your time back-and-forth with clients, you'll not only have less time to work on projects, you'll also wear yourself out.

Hence the need for safeguards... 

Schedule a specific time (weekly, bi-weekly, whatever works for you) to discuss project status and address client concerns.

The frequency should be agreed on at the time of client onboarding and signed off so that you're sure the client is okay with it. 

Also, don't overshare. Don't be too transparent. Else, you might overwhelm the client with too much information that they become confused. 

So stay on point. Keep your eyes on metrics and milestones and leave out minor details.

2. Personalized Experiences

To succeed at client management, you must see each of your clients as unique entities with specific needs, goals, expectations and challenges. 

Unique entities that must be understood, valued and treated differently. This is the bedrock of client personalization. A one-size-fits-all approach won't work here. 

But why is personalization important? Here's why… 

Clients work with those who understand their needs and solve their problems. Those who get them results. 

Personalization gives you a competitive edge over your competition. When you personalize your service, you burn your brand name into the mind of the client. Your client won't forget you in a hurry, especially when you do a great job. 

When you personalize your approach, you show the client that you actually care and value them. They'll be more likely to trust you and remain loyal. And trust and loyalty are the foundation on which lasting relationships are built. 

So how can you make your client's experience with you personal? 

It starts with knowing your client. Sound familiar? It should. We already touched on it. Now, let's dissect it — how to figure it out. Research. 

First, research the industry to understand your client's environment. Then research your client. What are the industry trends and who are your client's competitors?

Gather as much information as you can during onboarding — your client’s goals, target audience, challenges, and expectations.

What's their vision? What do they prefer? Surveys and interviews will come in handy here. 

Tailor solutions to client goals

Now that you know enough (for a start) about your client, it's time to start addressing the issues bedeviling them. Begin solving those problems and meeting those specific needs in line with agreed deliverables and your client’s brand identity and objectives. 

Whatever you do, avoid one-size-fits-all approaches. Does your client prefer detailed reports, visual dashboards, or concise summaries? Give them just that? 

Strengthen the relationship

Relationships are like flowers, they need "water" to grow. 

So get your gardening tools and get to work. Remember, behind businesses, companies and corporations, are human beings — like you and me. 

Acknowledge and celebrate important dates such as project launches, anniversaries, or key achievements. Send personalized gifts, messages, or rewards. 

3. Faster Turnaround Times

💡 People are impatient. They want what they want right now. Clients expect projects to be completed quickly without sacrificing quality. Now, that's a tough one. Easier said than done. 

We all know that quality has always had an inverse relationship with speed — drops as speed increases. Therefore the puzzle would be finding the sweet spot between both where you deliver high quality projects on time without exceeding deadlines and budget. 

Faster turnaround times allow agencies to meet deadlines, respond to market demands, and retain clients.

Your own sweet spot is left for you to figure out. But I'll at least give you a few tips so you can optimize your turnaround time. 

Strategies for faster turnaround times

Streamline your workflows

Break projects into smaller, manageable tasks with clear goals and deadlines.

Employ agile methodologies where you chop down the project in chunks, delivering value incrementally. This way, you'll iterate much more quickly than when you take on the project as a whole. 

It's 2025. Leverage technology... 

Use a solid all-in-one solution such as ManyRequests to keep teams aligned and tasks on schedule.

Use ready-made templates 

Don't waste your time drawing up proposals, contracts, creative briefs and reports from scratch. No one does that these days. Simply use pre-made templates. 

As for client onboarding, standardize them as much as possible to save time. These things take a lot of time without adding to the bottom line. The goal is to standardize or automate them to save time. 

Automate repetitive tasks

Automate routine tasks using ManyRequests’ integration with Zapier. We'll trash out the nuts and bolts of automation a bit later in this guide. 

How good are your communication channels? 

This is one place you can save a ton of time without sacrificing quality. So make the most of it. 

Establish clear communication channels and protocols to reduce back-and-forth delays. Email sucks when it comes to client management. Instead, use a platform such as ManyRequests where all the conversations happen in one central place — the client portal. 

You don't want to lose precious minutes on meetings either. Hold daily stand-ups or weekly check-ins to address issues quickly. Do this only if it's absolutely necessary. 

Use collaborative tools

Collaborative design tools like Figma or Adobe Creative Cloud where edits and feedback happen in real-time will save you a lot of time. 

Cloud-based file sharing and version control platforms eliminate delays caused by sifting through outdated files or miscommunication.

In a nutshell, the trick is to operate in a collaborative space where all the processes take place centrally in one space. 

That's exactly why ManyRequests exists. 

You won't waste time on multiple tools and the back-and-forth frustration which comes with them. 

Set clear expectations

I hesitated before including this because — come on, it should be a no-brainer.

If project scopes, deliverables, and timelines aren't well-defined at the very beginning, then I don't know what to tell you. That should be the bare minimum. 

Balancing Speed with Quality

I know I already talked about finding the sweet spot between quality and speed but let me touch briefly on it again because it's so important. 

Now, let me emphasize this.

While faster turnaround times are essential, they must not come at the expense of quality.

So here's what you should do...

Find a way to minimize revisions

Your revision cycles will be minimal if you make fewer mistakes in your execution. And one way to keep mistakes down is by being thorough in the planning phase, long before you even fire up a design tool. 

Allocate time for quality checks before final delivery

Before you release the final product to your client, run some checks to confirm they can stand on their own in the wild. This is to prevent returns and recalls which will certainly eat into your time and other valuable resources. 

Be honest and realistic about timelines and deadlines

Let your client know how long it'll take to deliver their project and make sure your client is in agreement before you proceed. If not, abort, for the sake of your brand. 

Whatever you do, remember — it's better to under-promise and over-deliver than vice versa. 

I guess I'm over-flogging this now. Let's go to the next point. 

4. Proactive Problem-Solving

Creative agencies are in the business of problem-solving. I mean isn't that the crux of project management? 

As an agency owner or project manager, you'll face problems — project scope creep, resource allocation issues, adverse market conditions, client feedback delays. The list is endless. You can add yours. 

You must anticipate potential challenges, address issues before they arise and provide solutions (to pressing problems) to keep projects on track.

That way, you get to minimize delays, build trust, reduce costs and earn your client's confidence. 

So what must you do? 

A few things... 

Proactive problem-solving strategies

Thorough discovery sessions

Before you begin any project, make sure you fully understand the client’s goals, challenges, and expectations.

Identify potential risks and bottlenecks your team might encounter on the way and find solutions ahead of time. That's what discovery sessions are about. 

Do you have contingency plans? 

What are your backup plans in case you run out of resources, or technology fails you, or a high-priority client feedback doesn't arrive on time? 

Share these plans with team members and your client. You're, in essence, conducting a survival drill here. 

Keep communication lines open

It's hard to successfully complete projects without seamless communication. So encourage honest conversations and feedback among team members. Also update your client accordingly on project progress. 

Eyes on the ball

Monitor project progress closely. Use ManyRequests to track progress in real time. Set up automated alerts for overdue tasks. 

Encourage teams to act proactively

Train and encourage team members to identify and address small issues on their own before they escalate. They should be able to at least raise concerns early enough without reprimands.

The Power of Automation for Creative Agencies

Every creative agency needs automation to survive the competitive, cutthroat nature of the client-facing business environment. 

Automation streamlines processes and improves efficiency. It empowers agencies to handle complex workflows, reduce operational bottlenecks, so they can do what they do best — delivering exceptional creative work.

By integrating automation into your operations, you can enhance productivity, improve client relationships, and maintain a competitive edge in this very competitive space.

Here’s what automation can do for you. 

Improve operational efficiency

Automation simplifies repetitive and time-consuming tasks that can otherwise drain valuable resources.

Administrative tasks, for example — client onboarding, invoicing, scheduling, and project updates.

Automating these processes minimizes human intervention, reduces errors, and accelerates task completion.

Why would a human send project reminders to clients, generate invoices, or update internal teams on task progress when a machine can do it? 

Strengthen collaboration across teams

Creative projects often require collaboration across multiple cross-functional teams — designers, copywriters, account managers, strategists, etc. Automation makes it easier.

Automatons can assign tasks, notify team members of changes, and track deadlines in real time.

Again, no human should be doing these in 2025.

Delivers faster turnaround times

We've discussed this above. Reread that section so that it sticks 

Improves client engagement and retention

Clients want timely updates, personalized communication, and quick responses to their inquiries.

Through automation, you can send progress reports, collect feedback through surveys, or provide real-time updates on project milestones.

Help scale operations

With automated systems, you can manage workflows, track project timelines, and handle client communication more efficiently, even as your workload increases.

This means you can take on more clients and projects, and grow your revenue streams without compromising service quality.

Enable data-driven decision-making

By automating analytics and reporting, you can gain insights intoaa project efficiency, team productivity, and campaign ROI.

Reduce costs and maximize profits

Automation slashes the time and resources taken up by repetitive tasks, leading to cost savings and higher profits.

Now, let me show exactly how ManyRequests can literally save the life of your agency through automation… 

How ManyRequests Automates Creative Processes

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ManyRequests excels at integrating automation into creative workflows. When you have a lot of repetitive tasks in your workflows, they eat into your time and introduce inconsistencies. 

Meeting deadlines then becomes an uphill task. 

ManyRequests shines through here. It automates critical aspects of the creative process, so that agencies can focus on delivering impactful creative work. 

Let's look at what it does and how in more detail. 

Streamlining task assignments and management

One of the most time-consuming aspects of managing creative projects is task assignment and monitoring.

ManyRequests automates this process by allowing agencies predefine task allocation rules based on project type, team structure, or client preferences.

For example, recurring projects such as monthly social media graphics or routine blog posts can be set up with automatic task assignments to the relevant team members.

The platform ensures that each team member knows their responsibilities, deadlines, and dependencies without the need for constant oversight.

Notifications and updates are automatically sent to remind team members of upcoming deadlines.

This eliminates the need for manual follow-ups. 

This ingrains accountability across teams and reduces the risk of missed deadlines.

Automating client communication

Client communication, as important as it is, can become one big tedious chore when done manually.

ManyRequests automates this process by providing pre-built templates and workflows for client updates, approvals and feedback requests.

For example, once a deliverable reaches the approval stage in the workflow, ManyRequests automatically notifies the client via their dedicated portal.

Clients receive reminders to review and approve work. This eliminates unnecessary delays.

Additionally, automated status updates are sent at regular intervals, keeping clients informed without the need for constant back-and-forth emails.

This level of automation not only improves efficiency but also improves the overall client experience.

Recurring task scheduling

Creative agencies often deal with projects that follow a recurring pattern, such as weekly newsletters, monthly reports, or seasonal campaigns. Managing these recurring tasks manually can be both tedious and error-prone.

You can set up recurring tasks with predefined timelines and deliverables in ManyRequests and once this is done, the system automatically generates the required workflows, assigns responsibilities, and schedules deadlines. 

You won't have to recreate tasks from scratch each time, allowing teams to focus on the creative aspects rather than administrative details.

By automating recurring tasks, ManyRequests ensures that projects are consistent and deadlines are predictable. 

Automating feedback loops and revisions

Managing feedback and revisions often takes a lot of time. ManyRequests simplifies this by automating feedback loops within the workflow.

When a client provides feedback or requests revisions, the platform automatically updates the task status and notifies relevant team members.

These notifications include specific comments or instructions from the client, ensuring that nothing is missed. 

This means there's no need for manual tracking. Also, the risk of miscommunication is minimized, leading to faster and more accurate revisions.

Time tracking and performance metrics

ManyRequests automatically tracks the time spent on various tasks and projects, providing valuable insights into team productivity and resource allocation.

By automating this process, you won't have to log time manually anymore. Manual time logging can be very inaccurate and time-consuming anyway. 

Instead, ManyRequests will generate detailed reports showing how resources are being utilized, where there are bottlenecks and how you can optimize your workflows.

Consistency by templates

Use templates to standardize design processes. You can create templates for website design, campaign launches, content creation. 

Once a template is set up, it can be applied to similar projects with just a few clicks.

ManyRequests automates the implementation of these templates, generating tasks, assigning roles, and setting deadlines based on predefined parameters. This guarantees that all projects follow a consistent process, maintaining quality and reducing setup time.

ManyRequests also has its own templates library, a collection of very useful pre-made templates to standardize certain tasks in your workflow, saving you time. 

Automating reporting and analytics

ManyRequests automates reports generation, pulling data from the platform’s tracking and analytics tools.

Reports can include metrics such as project timelines, completed tasks, team performance, and client feedback. These insights are presented in a clear and professional format, ready to be shared with clients.

These reports aren't only accurate and comprehensive, they also save you time. 

Improving team collaboration through automation

Through automation, ManyRequests also improves collaboration among team members.

Features like real-time notifications, task dependencies and centralized file management ensure that everyone is on the same page.

For example, when one task is completed, the platform automatically notifies the next team member in the workflow. This eliminates delays caused by waiting for manual updates and keeps the project moving forward smoothly.

Centralized file storage ensures that all team members have access to the latest versions of creative assets, reducing confusion and duplication of effort.

Integration with tools for automated workflows

ManyRequests’ ability to integrate with third-party tools enhances its automation capabilities further. By connecting ManyRequests with platforms such as Zapier, agencies can create seamless workflows which go beyond ManyRequests itself.

For instance, when a new client request is submitted via ManyRequests, an integrated Zapier workflow can automatically create a task in Trello, notify the team on Slack, and update the project status on a shared dashboard. This interconnected system ensures that all tools work in harmony, reducing manual input and streamlining operations.

Integrations also allow for automated data syncing, ensuring that all project information is up-to-date across platforms. This not only saves time but also reduces errors caused by outdated or inconsistent data.

Now, let's look specifically at how ManyRequests' integrates with Zapier and how it can benefit your creative agency. 

How ManyRequests Automates Tasks with Zapier

Zapier is a popular and powerful automation tool which connects applications and gets them to work together seamlessly. 

ManyRequests leverages Zapier, to extend its own functionality and create customized workflows, automating repetitive tasks which often consume time and resources.

By integrating with over 2,000 apps (at the time of writing) through Zapier, ManyRequests gives creative agencies the power to streamline processes, improve efficiency and minimize manual input.

Let's look in detail at how ManyRequests automates tasks using Zapier.

Automating client onboarding

Client onboarding often involves multiple steps, from collecting information to setting up workflows.

ManyRequests, through its integration with Zapier, simplifies this process, automating the transition from client inquiry to project initiation.

For example, when a potential client submits an inquiry via a form application like Google Forms, Zapier can automatically create a new client record in ManyRequests.

Simultaneously, it can trigger additional actions such as sending a welcome email through Gmail or Mailchimp and notifying the onboarding team via Slack.

This level of automation ensures that clients receive a seamless and professional onboarding experience without delays. It also eliminates the risk of missed steps, ensuring that all necessary information is collected and the onboarding process is executed efficiently.

Simplifying task creation and assignment

ManyRequests integrates with Zapier to automate task creation based on triggers in other applications.

For instance, when a creative agency receives a new request from a client via an external app, Zapier can automatically create a corresponding task in ManyRequests.

For example, a new client email in Gmail can trigger Zapier to set up a task in ManyRequests, complete with assigned team members, deadlines and associated files.

Additionally, the system can assign these tasks based on predefined rules, for example, allocating social media content creation to the marketing team or video editing to the production team.

You can imagine how tedious, error-prone and time-wasting it would be been doing this manually. 

Streamlining notifications and updates

Keeping teams and clients updated on projects can be time-intensive if done manually.

ManyRequests, paired with Zapier, automates these notifications, keeping everyone in the loop with minimal effort.

When a task in ManyRequests is completed or moves to a new stage, Zapier can send an automatic notification to the relevant team members via Slack or Microsoft Teams.

Similarly, clients can be updated on the status of their project through automated emails or notifications in their ManyRequests client portal.

This real-time communication keeps projects on track and clients informed without manual updates from team members.

Automating file management and sharing

Without automation, file sharing can take a lot of time. 

ManyRequests, when linked (through Zapier) with file-sharing tools such as Google Drive or Dropbox, can automate this process seamlessly.

Let me give you an example. 

When a client uploads a file via ManyRequests, Zapier can automatically save it to a designated folder in Google Drive. Conversely, when a deliverable or project is completed, Zapier can share it directly with the client, ensuring they receive it promptly without manual intervention.

Seamless integration with payment systems

ManyRequests connects with payroll and payment systems such as QuickBooks, Stripe, or PayPal, to automate financial workflows.

When a project is completed and marked as "Completed" in ManyRequests, Zapier can trigger an invoice to be generated in QuickBooks and sent to the client.

And once the payment is processed via Stripe or PayPal, the status can be automatically updated in ManyRequests, notifying the team that the transaction is complete.

This end-to-end automation streamlines financial processes, reduces administrative errors, and ensures that clients are billed promptly.

Creating cross-platform workflows

One of Zapier’s most valuable features is its ability to connect ManyRequests with multiple platforms in a single workflow. 

This enables agencies to automate complex processes which involve multiple tools and teams.

For instance, a new project request in ManyRequests could trigger a series of actions:

1. Task creation in Trello with a detailed checklist for the creative team.

2. Sent notification to the project manager via Slack.

3. New folder creation in Google Drive to store project assets.

4. Sent email to the client confirming that their project has been initiated.

This interconnected workflow ensures that all necessary actions are executed without you lifting a finger, and saving time. 

Scaling operations with automation

At the risk of sounding like a broken record, let me repeat… 

As your creative agency grows, managing increasing workloads manually becomes unsustainable, even unnecessary — you don't have to. Seriously. 

Exploiting ManyRequests' integration with Zapier, you can scale your operations without incurring unnecessary administrative overhead.

By automating repetitive tasks and integrating seamlessly with other tools, you can handle larger volumes of projects while still maintaining efficiency and consistency.

Okay, this is the last time I'll be a broken record. Pinky promise. 

I've got 2 more tools to show you. You don't want to miss this because chances are that you already use at least one of them. 

How ManyRequests Integrates with Adobe Creative Cloud and Figma

As a creative agency, you're likely using Adobe Creative Cloud or Figma (or both) to deliver high-quality design work. 

ManyRequests integrates seamlessly with both platforms to streamline creative workflows, enhance collaboration and ensure efficiency.

By doing so, ManyRequests enables teams to manage assets, share updates and centralize workflows. 

This provides a cohesive environment for creative production.

How does this happen? Let's take an in-depth look. 

Centralizing design assets for easy access

One of the key advantages of ManyRequests' integration with Adobe Creative Cloud and Figma is the centralization of design assets.

Creative projects often involve multiple revisions, iterations and variations.This can lead to scattered files and disorganized workflows.

With ManyRequests, you can directly link Adobe and Figma projects to specific client requests or tasks within the platform.

For example, when a designer uploads a new version of a Photoshop or Illustrator file in Adobe Creative Cloud, it can be automatically attached to the relevant task or project in ManyRequests.

Similarly, Figma files (prototypes, wireframes, or mockups) can be embedded or linked, so that all stakeholders can have immediate access to the latest versions.

Notice how there's no mention of emails or shared drives in these workflows?

What does this mean? 

Seamless, streamlined and accelerated execution, saving time and reducing the risk of miscommunication.

Streamlined feedback and revisions

Feedback and revisions can be a pain in the butt especially when teams and clients are using different tools.

ManyRequests takes care of this by establishing direct communication between its platform and design tools such as Adobe Creative Cloud and Figma.

Clients and internal stakeholders can review designs directly within ManyRequests, leaving comments and feedback. These are then synced back to the corresponding file in Figma or Adobe.

A client reviewing a Figma prototype can provide input which is immediately visible to the design team.

This makes revisions clear, actionable and centralized. Not the inefficient, fragmented feedback through emails or standalone tools.

Automating design workflow updates

By linking ManyRequests with Adobe Creative Cloud and Figma, you can also automate updates and notifications related to design workflows.

When a designer completes a task in Figma or uploads a final design to Adobe Creative Cloud, ManyRequests can automatically update the task status, notify the project manager and inform the client that the deliverable is ready for review.

When a Figma file is marked as finalized, ManyRequests can trigger a notification to the client, along with a link to the updated design. This not only speeds up the workflow but also ensures that everyone involved in the project is kept informed in real time, reducing delays and miscommunication.

Facilitating team collaboration on creative projects

Through ManyRequests' integration with Adobe Creative Cloud and Figma, teams can work cohesively within a unified platform.

Team members can comment on a Figma design directly within ManyRequests, making it easier for designers to address feedback without leaving their primary design tool. 

Similarly, Adobe Creative Cloud assets such as InDesign layouts or After Effects animations can be previewed or discussed within ManyRequests, ensuring that all team members are aligned on the project’s progress and objectives.

This seamless collaboration reduces the friction of switching between platforms. 

This allows teams to focus on delivering high-quality creative work.

Tracking design progress and deadlines

ManyRequests integrates with Adobe Creative Cloud and Figma to provide real-time visibility into the progress of design tasks.

A project manager using ManyRequests can monitor the status of an Illustrator file being worked on in Adobe Creative Cloud or a Figma prototype under development. 

The integration allows for automatic status updates, ensuring that managers can track progress without needing to micromanage or interrupt the design team. This visibility helps teams stay on schedule and ensures that clients receive deliverables on time.

Ensuring consistency across projects

ManyRequests enhances consistency by integrating with Adobe Libraries and Figma components, enabling teams to access pre-approved assets and templates directly within the platform.

Branding guidelines stored in Adobe Creative Cloud Libraries can be linked to client projects in ManyRequests so that designers get to use the correct colors, fonts, and logos.

Similarly, Figma components like buttons or navigation elements can be shared across projects. This reduces the risk of inconsistencies and maintains a unified look and feel across deliverables.

Simplifying file sharing with clients

ManyRequests streamlines file sharing, a burdensome task, by integrating with Adobe Creative Cloud and Figma to allow for direct file sharing within the platform.

Clients can access design files without needing separate accounts for Adobe or Figma. They can view, download, or comment on deliverables directly through the ManyRequests client portal. This makes it easier for them to review work and provide timely feedback.

Okay, we're done with tools and automation but I haven't really shown you how to go about this all important task and called client management, have I? 

So let me show you. After that, we'll begin to wind down. 

Strategies for Proactive Client Management

If you want to confidently exceed client expectations and handle potential issues before they arise, you must understand and utilize the specifics of proactive client management. 

If you want to foster a collaborative environment that breeds trust and satisfaction. minimize risks, and give your client a treat, then you must master proactive client management. 

Proactive client management is the key to long-lasting, productive relationships with clients.

Okay let's look at a few strategies...

What are your client goals and expectations? 

This is always the starting point. 

The most important aspect (in my opinion) of effective client management, especially for creative agencies. It sets the stage for a successful partnership and ensures your client’s vision and your agency’s efforts align. 

This ultimately leads to more satisfied clients. 

So what does your client want to achieve and what are their expectations? Why do they want it and how? 

Don't move an inch forward until you've figured out the what, the why and the how. 

If you skip this part or do it haphazardly, I guarantee you'll huff and puff, spin your wheels all you want and still go nowhere. 

Here’s what to do... 

Ask the right questions

Don't waste that discovery session on empty chatter. Make that kick-off meeting count. 

Gather as much information as possible about the client’s business, goals and vision. Open-ended questions work best.

Then sit back and listen actively while keeping an eye on your client’s true desires, challenges and long-term objectives. 

To set the ball rolling, these questions will suffice. 

“What are your top three business goals for the next 6-12 months?”

“Who is your target audience, and how do you engage with them?”

“What do you see as the biggest challenges your business is currently facing?”

“What is the desired outcome of this project? How do you define success?”

“Are there any specific competitors or industry trends you are concerned with?”

I know you have yours. Add them here. 

It's only after you have this foundational information that you swing into action — putting together an action plan. 

But this is just the beginning... 

What are your client's brand vision and values? 

You must know what your client stands for before you can create content, designs or strategies that resonate with their target audience.

So inquire about their company values, their vision for the future, and what sets them apart from competitors.

Note, you must have done your own little digging by now. 

Set clear and measurable Key Performance Indicators (KPIs)

Now that you have enough information to, at least, spring to action, there's one more thing to do — set KPIs. 

They'll be your guiding light. The benchmark against which you measure the success of the project. Goals aren't goals if they aren't measurable. 

So figure this out with the client. 

Set Clear Communication Expectations

If you don't iron out communication channels, timelines and protocols with your client, misunderstandings may arise. 

Do this... 

What communication channels will be used? 

What's it going to be? — project management software (such as ManyRequests), email, video conferencing, or instant messaging platforms?

It's always best to have all the conversations in a centralized portal such as ManyRequests'. That way, no message is lost or unread. 

What will response time be like? 

Will it be immediate, within a set timeframe (48 hours), or delayed? This is easily a source of frustration — waiting for a party to respond to a message. 

What about updates? How regular? 

Your client would normally demand regular updates from you. But what would "regular" mean? Weekly, bi-weekly? And in what form will those updates be? Written or recorded? 

Again, sort this out with them.

What about escalation processes? 

No project ever goes as planned. Remember Murphy’s Law? 

Issues which may require the immediate attention of the client may arise. If and when they do, what will the escalation process be along with their urgency levels? 

You'll need feedback, right? 

Without clear expectations, client feedback can be delayed, vague, or inconsistent, hindering the project’s progress.

Just like with updates, sort of client feedback frequency and timelines. 

Sort this at the start of the project, specifying when clients should review deliverables and provide input.

Feedback forms or structured templates? Doesn't matter what you use. Just make sure you have this sorted. It'll save you a lot of stress especially when dealing with aloof clients who want you to do everything without a single input from them. 

Anticipate and Solve Problems Before They Arise

Proactive client management involves anticipating potential problems (which may affect client experience) before they escalate. 

I said this before but I didn't show you how. Let me do that now.

Develop a comprehensive risk management plan

A well-structured risk management plan allows you to identify, assess and deal with potential risks before they impact projects.

How do you go about it? 

Conduct a thorough risk assessment during the project planning phase, factoring in resource availability, client dependencies, and technical challenges.

Next, classify risks by likelihood and impact, to prioritize your focus.

Then develop contingency plans for high-priority risks to ensure quick action when needed.

Communicate openly with your client Clients usually provide valuable insights that can help agencies anticipate challenges.

These will only surface when you're in constant contact with your client. This can be during updates when you discuss progress with the client. 

Do what works for you. The important thing is creating an open environment where clients feel comfortable sharing potential roadblocks or concerns.

Keep an eye on metrics and milestones

Project metrics and milestones don't lie. They'll tell you if you're ahead of time or lagging behind by a mile. 

They'll alert you of potential delays, resource shortages, or other issues that could derail progress.

Again, you can use ManyRequests to track milestones, task completion rates and resource allocation.

Be Flexible and Adaptable

Nothing is guaranteed. External factors such as market shifts or internal ones like a change in strategy can cause your client's needs to change in the middle of a project.

Whatever it is, it can throw a spanner in the works and disrupt the project. 

The only antidote to this is being flexible and adaptable, so you can respond quickly and effectively to changes without losing momentum.

How? 

Understand and appreciate the need for flexibility. Instill a culture within your agency where teams view adaptability as a strength and not a weakness.

Anticipate and prepare for situations where flexibility might be required. It could be market shifts or sudden changes in project scope. 

If creative teams practice and prepare ahead of time for sudden changes such as these, they'll cope better when such events eventually happen. 

Adopt Agile methodologies

The Agile methodology is big on iterative progress, regular feedback, and adaptability. This makes it ideal for managing client projects.

Here’s how to execute... 

Break projects into smaller, manageable tasks (sprints) and make room for regular review, client feedback and adjustments at each stage.

Train teams to embrace adaptability

Train team members to handle changes effectively. Organize workshops and training sessions on managing uncertainty and embracing change.

Encourage collaboration and knowledge sharing to create a more dynamic and responsive team environment.

Reward employees who demonstrate adaptability in challenging situations.

A note of warning, though. 

While being adaptable is essential, you should maintain project boundaries to avoid overextending yourself. 

Clearly define project scope at the contract or onboarding phase and set limits on the number of revisions. 

Build Long-Term Relationships

Building long-term relationships with clients is vital for the sustained success of creative agencies. Loyal clients provide steady revenue, offer valuable referrals, and often grow alongside the agency, creating opportunities for larger projects.

What can you do? 

5-star performance every time

Consistently deliver high-quality work for your client. This makes you reliable. Set clear standards for project deliverables that must be met with every project, and ensure that all team members adhere to them.

Templates and streamlined workflows will help maintain consistency across projects.

Continually evaluate and design processes to ensure the highest quality in every deliverable.

The result? 

Increased client confidence in your agency’s ability to meet their needs consistently. A happy satisfied client is more likely to stay for the long haul.

Regular communication

Communicate frequently and openly with your client to discuss progress, address concerns and align on next steps. 

This is the one of the keys to a strong client-agency relationship.

So…

Be genuinely interested in your client's success. No eye service here. They'll see through the charade. Don't just appear to care. Genuine care about your client. 

Clients want partners who are invested in their growth and success, not just transactional service providers.

Understand the client’s long-term business goals and align your services accordingly. Celebrate their successes and be happy for their achievements.

Offer strategic insights, advice or suggestions when needed. 

Propose retainer agreements that provide consistent services over an extended period. This will ensure ongoing collaboration and deepen the client-agency relationship.

Over-deliver. Always go the extra mile for your clients. Who says you can't go beyond a project scope whenever you can? Consider this a bonus (a deal sweetener).

Take note of personal milestones, such as birthdays or anniversaries, and acknowledge them with thoughtful gestures.

Developing a personal connection with clients adds a human touch (probably a face too) to the professional relationship.

Frequently Asked Questions 

Why is proactive client management important for creative agencies?

Proactive client management helps creative agencies anticipate client needs, address challenges before they arise, and build stronger relationships.

How can creative agencies use automation to improve client management?

Automation streamlines repetitive tasks like invoicing, reporting, and client communication, freeing up time for creative work. 

What tools are essential for managing clients effectively in 2025?

An all-in-one solution (made specifically for creative agencies) that covers project management, communication and analytics, and also integrates with design tools like Adobe Creative Cloud and Figma. ManyRequests ticks all the boxes. 

Conclusion

It's been a long long journey. Thank you so much for staying with me as we traversed the hills and the valleys of creative client management. Now, it's time to sit down to a cold beer. 

But before you do, I have a gift for you. A 14-day ManyRequests free trial at zero costs to you. Not even a credit card info is needed. 

Take the tool for a spin. Push it as hard as you can. See if it breaks in your face or puts a smile on it instead. Here, you free trial. 

Many agency owners like you have been using ManyRequests to solve their problems and grow their brands. 

For example, SquidPixels, a design subscription service founded by husband and wife team, Steve and Alexandra Adams, has done over 17000 requests. 

There's also Flowspark, a Webflow agency which needed a scalable way to sell their services. 

Then VideoTaxi, a digital content agency which uses ManyRequests to track all their digital content production in one place. 

These 3 reassuring stories are just a drop in the ocean. 

Click here to begin your own success journey so you can eventually write your own success story. 

Okay, that'd be it for now. 

See you on the next one. Bye.

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