Systems Consultancy For Agencies

Turn your agency into a predictable profit engine

Shift from chaotic delivery, overworked teams, and founder-dependence into a self-managing agency built for margin, consistency, and scale.

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Deliver work without chaos

Build systems your team can run confidently, without relying on you to save the day.

Protect your profit margins

Use repeatable processes, templates, and automation that reduce delivery time and increase capacity.

Scale without team burnout

Give your staff clarity, structure, and the tools to do their best work, without micromanagement or constant firefighting.

Poor systems are killing your agency’s potential

Without proper processes and data, your agency faces growing challenges that hurt profits and block growth:

Projects slipping through the cracks

Because everything operational is dependent on you, you're unwillingly creating bottlenecks between you, your team and the service delivery to clients.

Teams relying on tribal knowledge

Important processes aren't documented and instead live in people’s heads, not inside systems. Departments operate in solos, with everyone doing things differently.

Growth pulling you into the weeds

You don't have time to lead, plan, or improve anything long-term, causing business stagnation, low morale and dissatisfaction.

Agency operations, transformed

Get the systems that drive profitable growth

As your systems consultant, I'll help you build an agency that runs like clockwork:

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Make every project profitable

Get clear data on project costs and margins, with processes that prevent scope creep and protect your profits.

Deliver consistently

Create repeatable systems that help your team produce excellent work on time, every time, building lasting client trust.

Scale confidently

Set up automation and workflows that let you take on more clients without adding chaos or burning out your team.

Free up your time

Stop fighting fires and start working on strategy. Get systems that run smoothly without constant oversight.

Measure what matters

Track the metrics that drive agency growth, with dashboards showing exactly what's working and what needs attention.

I don’t build systems that rely on me; I build systems your team can own.

Most agencies struggle with chaos as they grow, juggling multiple tools, losing track of tasks, and watching profitable work turn into costly headaches.

I don't just fix these problems for you. I work with your team to build systems they understand, can manage, and will actually use. We'll connect your tools, automate the repetitive tasks, and create clear processes that make sense for how your agency works. Then I'll train your team to run and adapt these systems themselves.

The result? An agency that runs smoothly without depending on me, or anyone else outside your business.

Price for profit, not just revenue

Understanding your true project costs is crucial for agency growth, but most agencies guess at pricing and hope for the best. I'll help you analyse your service delivery costs, establish proper margins, and create pricing strategies that ensure profitability.

I'll set up systems to track the metrics that matter, so you can spot scope creep early, understand which work is most profitable, and make confident decisions about which clients and projects to take on.

Testimonials

"From the start, Tom took the time to understand our business and proactively identified ways to make it better. I wanted to set high standards for our operations and deliverables, and Tom has certainly exceeded those expectations. As our fCOO, he has enabled us to implement positive changes that help us scale up and look forward to an exciting year ahead."

Charleh Knighton - Managing Director, KUB

How we'll work together

Your path from chaos to controlled growth

A clear process to transform your agency from chaos to control:

Start with systems mapping

Share your agency's challenges and goals in a friendly chat. I'll learn about your current processes, identify bottlenecks, and make sure we're a good fit to work together.

Build your framework

After agreeing to work together, I'll audit your systems and create a clear plan. You'll get priorities for quick efficiency wins and a strategy for long-term profitability, with everything focused on scalable growth.

Transform your agency

Watch your operations become streamlined and profitable. I'll set up systems, train your team, and ensure you're getting measurable improvements in project margins and delivery efficiency.

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Pricing

How much does a systems implementation for agencies cost?

Systems implementation can be done as a long-term project, or short-term audits to identify where areas can be improved.

Systems audit

£2,750

one-time fee

Initial workshop

Comprehensive audit of existing systems

Roadmap and proposal for customised tech stack

Pricing audit

£3,850

one-time fee

Initial workshop

Comprehensive audit of existing pricing

Tailored pricing formulae, template and training

Implementation

£6k-10k

typical range; one-time fee

Full implementation of proposal roadmap

Weekly accountability call with senior leadership

Ongoing training for your team

Meet your systems consultant

I know how chaotic and founder-dependent agencies can become.

Having worked inside agencies for years, I've seen the same problems repeat themselves: everything depends on the founder, processes live in people's heads, and growth magnifies inefficiency.

I help agencies escape this cycle by building systems your team can run confidently without relying on you. Everything I build is designed to remove that dependency, giving you back your time, your margins, and your sanity.

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Frequently asked questions

What exactly does an Agency Systems Consultant do?

I help agencies build the systems, processes, and operational structure they need to scale profitably. This includes workflow design, project tracking, profitability systems, capacity planning, and delivery frameworks that keep your agency consistent and predictable.

How is this different from general business consulting?

This is specifically built for agencies. Every process, tool, and optimisation is tailored to creative, marketing, or service-based delivery models, where margins, resourcing, and workflow challenges are unique.

Do you replace project managers or operations teams?

No, I strengthen them. I build the systems they rely on and help them deliver more consistently, with less stress and fewer bottlenecks.

How involved are you in day-to-day operations?

I actively support implementation, review processes, and optimise systems, but the goal is to empower your team to run everything independently.

Who is this service best suited for?

Founder-led agencies, small teams stuck in firefighting mode, or agencies scaling past £40k–£100k months that need structure to avoid burnout.

Can you work with agencies that already have project management tools?

Yes, I refine and optimise what you already use. Most tools fail not because they’re wrong, but because they’re badly set up or poorly adopted.

What makes agency systems different from other industries?

Agencies deal with variable scope, creative delivery, people-heavy operations, and time-sensitive output. Systems must be adaptable while still protecting margins.

Do you help with client onboarding systems?

Absolutely. Strong onboarding drives profitability, prevents scope creep, and sets expectations early; it’s one of the first areas we optimise.

Do you help productise services?

Yes, when appropriate. Productisation helps agencies create predictable delivery, improve margins, and eliminate client-by-client reinvention.

Do you offer audits before we commit?

Yes, a systems audit identifies bottlenecks, team overload points, and margin killers so you know exactly what needs fixing.

Do we need specific software or tools in place first?

No. I can work with your current setup or recommend tools that fit your agency’s stage and workload. The priority is simplicity, not adding more tech.

What systems do you typically put in place?

Project tracking, resourcing and capacity planning, onboarding, QA workflows, profitability tracking, reporting dashboards, and delivery frameworks that reduce chaos.

Do you help migrate us to new tools if needed?

Yes. From Asana to ClickUp, Trello to Monday, or spreadsheets to a real operations platform. I handle structure, templates, and implementation.

What does a typical systems rebuild look like?

We start with discovery, map your delivery flow, rebuild workflows, set up dashboards, create templates, and train your team for adoption.

How do you ensure systems are actually used?

Adoption is built in. We create simple processes, assign ownership, provide training, and integrate systems into daily routines so they stick.

Do you help with SOPs and documentation?

Yes. I write or co-create SOPs, templates, and delivery guides tailored to your agency’s model.

Can you help reduce the founder’s involvement in delivery?

Absolutely. Systems are designed to remove the founder from day-to-day work so you can focus on strategy, sales, and leadership.

Do you fix capacity and resourcing issues?

Yes. We implement capacity planning tools and clearer workload systems so you stop overbooking your team and protect margins.

Do you streamline client communication processes?

Yes. Consistent communication reduces fire drills, client churn, and delivery gaps, and it helps your team operate more confidently.

Can you build systems for retainer and project-based agencies?

Yes. The workflows differ, but I design systems for both models so you can deliver consistently regardless of project type.

How quickly will we see improvements?

Most agencies feel relief within the first month: clearer project tracking, better visibility, and fewer surprises. Full transformation takes 3–4 months of focused implementation.

What results can we expect long term?

Predictable delivery, improved margins, better project timelines, less chaos, and a team that operates smoothly without constant supervision.

Will this improve profitability?

Yes, clearer scope control, capacity planning, and delivery systems almost always improve margins within the first quarter.

Can you help us reduce scope creep?

Definitely. Systems make scope boundaries clear, track overages, and give your team confidence to enforce them.

What’s the biggest operational mistake agencies make?

Building operations around heroic effort, not systems. When processes rely on individuals, everything breaks the moment they’re unavailable.

Will systems help us scale?

Yes. Systems make scaling safer by removing bottlenecks and making results consistent regardless of team size.

Can you help improve client retention?

Yes. Predictable delivery, clear communication, and measurable performance directly improve retention and reduce client churn.

How do you measure operational success?

We track project timelines, profitability, utilisation, team bandwidth, and client satisfaction — not vanity metrics.

Can systems fix team burnout?

They help significantly. Burnout is usually caused by unclear priorities, overbooking, and reactive workload, all problems systems solve.

How do we maintain results after you finish?

You’ll have documented processes, templates, dashboards, and a simple maintenance rhythm so your systems stay strong as you scale.

How much time will our team need to commit?

Minimal. I handle system setup. Your team provides input during workshops and testing so the systems match how they actually work.

Who needs to be involved from our side?

Usually the founder/leadership, your project manager, and anyone heavily involved in delivery. Involving the right people early ensures systems stick.

What if our team resists new systems?

Resistance usually comes from unclear processes. I build systems with the team, not for them, and that collaboration drives high adoption.

Can you work with remote or hybrid teams?

Absolutely, and remote agencies benefit even more from clear processes and structured collaboration.

Do you work with agencies using subcontractors or freelancers?

Yes. I create processes that include external contributors so delivery remains seamless regardless of who completes the work.

What if our agency is already using multiple tools?

I consolidate, simplify, and integrate. Most agencies use too many tools, the goal is reducing complexity, not adding more.

Do you help train our team on new processes?

Yes, every system comes with team training, walkthroughs, and documentation to ensure smooth adoption.

Is this suitable for very small agencies or one-person teams?

Yes, because the earlier you build systems, the easier it becomes to scale without chaos later.

Will team members get individual support?

If needed, yes. I can coach project managers, operations leads, and account managers on using the systems confidently.

Can this work alongside existing agency coaching or mentorship programmes?

Absolutely. Many agencies pair this with sales coaching or leadership development; systems strengthen everything else you invest in.

How much does agency systems implementation cost?

Pricing depends on your agency size and the depth of the rebuild, with most agencies falling into the Systems Audit, Pricing Audit, or Full Systems build tiers.

Do we need to commit to a long-term contract?

No. Most engagements run month-to-month with 30 days’ notice, except deep rebuilds that require set project timelines.

Is there ongoing support after setup?

Yes. Optional monthly support ensures your systems evolve as you grow and new challenges appear.

What’s included in a full systems build?

Workflow mapping, delivery frameworks, SOP creation, project tracking setup, profitability systems, resourcing processes, and team adoption coaching.

How do payments work?

Most projects are billed monthly in arrears, with larger rebuilds split across milestones.

Do you help agencies improve pricing structures too?

Yes. I optimise service pricing, packaging, and margin protection so your systems support profitability, not just admin.

Can we do a smaller engagement first?

Yes. An audit is a low-commitment starting point that identifies gaps and priorities before you invest in a full implementation.

How long does a full systems setup take?

Most take 8–12 weeks depending on team size, tool complexity, and how many workflows we’re rebuilding.

Do you work with agencies internationally?

Yes; everything can be delivered remotely, regardless of your location or team structure.

How do we get started?

Book a discovery call. We’ll review where systems are breaking, identify profit leaks, and outline the exact steps to build a predictable, scalable agency.

Ready to build an agency that runs itself?

Book a friendly chat to explore how the right systems and processes could transform your agency from constant firefighting to controlled growth. Let’s build the systems your team needs, not more work that falls back on you.

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