The Importance Of Utilisation In Agency Profitability - With Ryan Watson

11 May 2023 · 31 min
Episode

11 May 2023 · 31 min

0:00

Podcast episode (recorded May 11, 2023) where host Rob Da Costa (AskRobAnything) interviews Ryan Watson (Upsourced) about staff utilization in creative agencies. Key points: utilization links directly to gross profit (gross margin = revenue minus cost of goods sold, i.e., wages); target gross margin ideally north of 50% (working toward ~55%). Utilization defined as billable hours divided by available hours (commonly 40). Rules of thumb: individual service-role utilization target ≈80% (can be 75–90% depending on work fungibility); firm-wide blended utilization ≈65–70%. Agency life stages: create mode (~0–1M) — focus on sales/service, not utilization; build mode (~1M+) — start measuring utilization and gross margin; grow mode (~3M+) — need delegated leaders to run monthly feedback loops on project/client profitability. Time tracking is necessary to measure billable hours (tools: Harvest, Toggle, Parallax, spreadsheets as fallback). Cultural implementation is critical: leadership must model time tracking, provide context and monthly feedback, and use data for non-punitive learning. Over-servicing evaluation depends on client value — small occasional over-servicing can be strategic, consistent 20–30% over-servicing indicates need to push back or drop clients.

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