10 GAME CHANGING Hacks For Your Agency In 2025

Are you scanning through YouTube trying to find some actionable advice on how to grow your agency in 2025? I want you to sit there and imagine a video where you can just watch it and then pause and then jot down some notes and then immediately implement that advice into your agency. And that's what I'm trying to do here. So if you don't know who I am, my name is Matt and I work with over 550 agencies on a monthly basis to help them grow their lead generation and to scale their operations. And over the past year of this work I have distilled 10 game changing tips for any agency that you could do within 24 hours. So in this video I'm going to show you how to 5 extra productivity, master, lead, nurturing, and show you a bunch of real world examples from my own agency and 550 others. So let's get into it. The first piece of advice is what I call the 514 daily routine. And there are so many things that you need to do as an agency owner that it's kind of hard to determine how to set up your day. So in the 514 daily routine, the first five hours of your day are always on your most important task. And the thing that we need to really get in here is that you can only have one most important thing at a time. And if you finish that, then something else is your most important thing. And it's very important to think of it this way as opposed to just having a big daily list of tasks because you need to focus on whatever the most important high leverage task is until it's done. We can't half complete it. We can't even 95% complete it. We need to do one thing, finish it, do the next thing, finish it, do the next thing, finish it, and so on. And in this five hours, it's very important that we only do work that pushes the business forward. Not busy work, not admin work. Not answering our team's questions. This is our daily five hours of Zen and deep focus. The one in the 514 is for admin work and client work, managing the team, that kind of stuff. This schedule is kind of assuming you're at that 30k per month or more range at this point and you're kind of getting, getting out of client work just to keep that in mind. And then the four is dedicated to client acquisition and lead generation. So paid ads, content outreach and partnerships. So if you were trying to implement something like this, you would want to block the first five hours in your schedule from probably 7am to 12pm Noon to do your most important things. And then you're going to delegate your client work, sales operations, that kind of stuff over time. And it's very important that for each of these things. So for your most important tasks we want to have a plan the night before and then for our four hours of client acquisition, okay, I'm going to make these videos. Okay, I'm going to film these ads. Okay, I'm going to write this script. We always want to have a plan for this kind of stuff before. It's very, very important. And then once we have made the schedule, how do we ensure that our employees actually do the work? And we do that through employee Slack reminders. This is the number one way to get your employees to do what you want by reminding them that they have to actually do what you want do X, Y and Z. And over the past 12 years of running agencies, I've literally tried everything. I've tried manually reminding them, reminding them through email, through stuff on their calendar, through printed out sheets and none of that worked in comparison to this. And the best way that I found was automated Slack reminders using Slack's workflows feature. And I guess this is assuming that you use Slack to be honest. But you know there's going to be something like this in every single thing. So how do we set this up? So the first thing we want to do is go to Slack. Just whatever your Slack looks like. Maybe you have multiple. We want to click on the name of the Slack and we want to go to Tools and Settings and we're going to go to Workflow Builder. Then when you get here we'll go to new workflow and build workflow. Just do build workflow, not create it from a template. And then we will go into this will have or title it. So I want Jimmy reminder to post call recordings. Jimmy's not a real person at my company, but we'll just pretend he is. Let's click Save because we want to label them and then we want to. There's a bit of different options to get it to trigger. So you could do it from a link from a schedule for an emoji. When someone joins a channel. For this one we're going to do on a schedule. So we'll do tomorrow at 8am and then we'll choose the time zone. You're going to figure out your employees time zones pretty quick for this. And then we want to do this daily, weekly on Fridays if it's a weekly Thing every month on the third Friday or custom. I usually do it on every weekday, for example. And then what we do is we go to add a step and there's different things we can do. I do send a message. So send a message to a person. And then you would choose Jimmy here. Just Jimmy doesn't exist. And then you say, hey, I need you to upload the call recordings from school. And then you would click save and then you would do it. So that is really how you do it. And you probably have hundreds of these for every single task and every single person at your company. It's going to be a lot of stuff, but it's going to help you get so much more out of your employees that it's just actually insane. It's insane. So after we have the reminders, we still need them to actually do the work properly and we do that with checklists for every deliverable. So we really need consistent work that gets high results for our clients. And that should be obvious. But as we grow and as we hire and we get further and further away from doing the work ourselves, this is usually where things fall apart. And the thing that really saved my operations at my previous 900k per month agency was creating these checklists for every single task, every single deliverable and that kind of stuff. Before I did this, my results when I was scaling were very inconsistent. Putting it nicely. And just if you're not going to put it nicely, they were terrible. So there are only a few required steps for this. So the first is to identify all of your tasks and all of your deliverables and create a checklist for each. The next is to do the task yourself while recording it via loom. And then we'll turn that loom into a step by step transcript. As part of your training process, when you onboard someone you'll be on a call with, every employee or their manager will be on a call and they will watch you do the task with this checklist. If it takes five minutes, if it takes two hours, they're going to watch you do it. Then you're going to flip the tables and watch them do it while they use this checklist. And if they can't do it just as good as you, or 80% as good as you, you need to improve the checklist. And that's basically all there is to it. So to see something like this, we might have for how to create an opt in page. So we might have, okay, go to this, but clone the template. Now we're going to write the Headline and the sub headline, the form fields, we need to update the form settings, we need to publish the page and then test it and all that kind of stuff. That is an example of it. Some tasks will have many, many steps, some will have very few. It all depends on the task. And once they have created this checklist and once they, you know, have proven them that they can do the task, they need a final test to check if their work is living up to your standards. And that is examples for every deliverable. So the other thing in addition to the checklist is very necessary to have examples of what this stuff should look like so that your employees can compare that to their work. So what might that look like? At my 900k per month agency we did a lot of landing pages and I'll do that example. So I had three examples of great sales pages and bundle pages, three listicles, which is a type of landing page. You don't really need to know what it means if you're not in E commerce. And then three advertorials, same thing as a listicle. And these had great above the fold sections. They loaded in two seconds or less and had great offers. And those are the three most important things for the performance of a landing page. So one of my other clients, to give you an example that's not me, is an editor and he has a bank of short form content that he did. So here's how you do the visual hook, here's how you zoom in, here's how you edit and that kind of stuff. And another one of my clients who has an email marketing agency has a bank of example emails they did for each flow. So the welcome flow, the abandoned checkout flow, the abandoned cart flow, the browse abandonment, the sunset flow, the win back flow, the post purchase flow, you name it. So if you want to do the same as this, all you really need to do is identify the most important deliverables. Usually there'll be like five, maybe 10 of them at most. If you're a bigger agency, get about nine examples of what to do in terms of your very high quality portfolio to kind of show compare their work to put these in a folder, usually a Google Drive or something of that nature, and then send a reminder to your team every day to check their work against it. And also put this in the checklist, you know, check it against the examples and that's basically all we need to do for that. So we've talked a lot about operations and rightfully so, that's a very important part of running an agency, but to basically fill up our operations and get our employees with client work. We need clients and that will bring us to the lead nurturing phase. So this is what I call the 30email FAQ flow. It's the welcome flow, the nurture flow goes by many names. So once we capture our leads with a form, we need to nurture them because no one buys high priced services right away. No one just goes to a stripe button, clicks. I want Facebook ads for 7,000 and checks out. They need to trust us, they need to have a call with us. We need to see if they can help us, that kind of stuff. And what is one of the best ways to do this? It is with this 30 email FAQ flow. So we want to create a 30 day flow with 30 emails. And each of these emails will go over one of the most important objections or FAQs. So 30 emails, one email per day, one FAQ in each. And we're going to keep emailing them over the course of 30 days after their opt in and we're going to overcome most of or all of the objections that they have until there's hopefully none left and they just book a call. So a lot of people will only have like three or four objections and then you hit them with this flow. Day one you hit objection number one. Let's say day nine you hit number two. Day 15 you hit number three and then day 28 you hit number four. Once you've done all of these objections then they just book a call. But a lot of people don't dispel the objections to the point where they even want to book a call with you. This is very big thing that separates the biggest agencies from the rest of the. So at my agency, for example, some of my most important objections are FAQs. Will this work for my product? Will this work for my niche? So this might work for supplements, but will this work for home furniture? Will this work for my country? So like I believe this works in the United States, but will this work in Germany? For example, you know, will you use my brand guidelines and my brand voice? You know, what is the process, what is the price? What are the most important parts of a landing page? These are all FAQs and or objections that I dispelled in my 30 day email flow. So for you to do something like this, you really need to only do a few things. You need to set up a 30 day flow that triggers on opt in. So if you have a lead magnet or really any form, this flow will trigger brainstorm the 30 biggest objections and questions that you hear on sales calls, which is usually the best way to do it. Then write one short email per day for this flow. And I like to keep it at 200 words or less, overcoming each objection, and then link to your book, a call button or some kind of other cta. So to show you an example of this, for a thousand x leads, this is a master nurture flow. So a mistake that you really need to avoid is knowing something or thinking you know something that you don't. Another one is coming up with unlimited content ideas, because that's a big objection for content. Next is how do I actually make these good ads? Or I agree with the thousand x leads funnel, but it's overwhelming. You know, the next one is something like, can I just hire you to do it so no one can do it for you and why? And that kind of stuff. So once we get these email flows, that's great, but how do we actually get people to opt in? And the way we do that is by creating a different lead magnet for every step of our service. So lead magnets, if you don't know they are documents or pieces of expertise, they're important because they build you up as an authority in your niche. So what are some examples of good lead magnets and what should you do to create theirs? So the best way to think of these is to break down your service into different steps and to think of each of these lead magnet as a different part or different guide on how to do each step. So for a thousand x leads, you know, there are a bunch of different categories. So there's paid ads, there's content, there's outreach, there's partnerships, there's prospecting, conversion mechanisms, offers, standards, productivity, all that kind of stuff. So that's what I do. But what should you do? So what you should do is break down your service into parts. There could be one, there could be a hundred, but typically they'll be between 6 and 12. Make a 40 to 50 page lead magnet for each, run it through a series of tests. So I call it the value test. Even though the lead magnet is typically free. Would you honestly pay $50 for this? And if it's not, or if you wouldn't, it's not good enough and you need to make it better. The next test is the is this useful or actionable test. So does it have a plan that they can implement within 24 hours of viewing it? And the third is the readability test. So one image and one idea per slide. That's what you need to do to make it as readable as possible. And let me show you some of my lead magnets. So to show you that I'm not just pulling this out of my ass, here are some of my lead magnets for a thousand x leads, because these are the different parts. I even have a lead magnet on how to create lead magnets, if you can believe it. So you'll see that these are going to be very valuable. This is the one on newsletters and I'm following my one image plus idea per slide. They're just taking a little bit to load here. So one image and idea per slide. If you have four different ideas in one slide, you make four different images. So this is one, you know, this is two. Let's see how long some of these are. They're all going to be in that page range. So this one is 78 pages. And to give you an idea, these probably have made me $2 million or more in 2024 because my YouTube videos go to these people, download it, book a call from these. And it just works just like that. So let's try and stay on the topic of lead capturing and lead nurturing here. And this is one of the top three most important things I think for an agency. The next thing I'm going to talk about, and that is a very frequent newsletter and we're going to call this the one minute value newsletter. So the email flows are great way to nurture and overcome objections initially, but after 30 days they run out. So what would we do if they haven't booked a call within the 30 days, we are going to create this newsletter and this is how we can take advantage of the same concept forever. So by creating a one minute value newsletter that gives them some good ideas and quick to read, you can stay top of mind, you can, you know, stay in contact with them further. Build yourself up as an authority. And you can do this because it's so short. Five times, maybe even seven times per week. And you can see Alex Hermosi doing that this right now just to like, you know, I'm not the only one saying this, but here's his mozy minute, he calls it. So I get these maybe a couple of times per week and they're all very short and very fast to do it. So what you're going to want to do is get a list of hacks, maybe 30, maybe a hundred. Who knows that? Only you, you know, that are very not obvious, not something that you could just find on Google or is common sense. So get a list of hacks or industry insights. Write three, three newsletters per week. Make sure each of them can be read in one to two minutes. I say under two minutes here. And after you written them, chop them down so that the average reading comprehension is a third grade level. An eight year old, it's going to make it a lot better because you'd be surprised how unintelligent the mass market is. So after we have nurtured these leads and they're ready to buy, like what should we sell them? So we need to have two different offers at our agency and only two in my opinion. An intro offer and a recurring service. This is very important to have both because these both have strengths and weaknesses and each of them work together to cover the other weakness. So an intro offer is typically a one time offer that you sell that's low risk, low commitment, low friction and it's great to get your foot in the door. So, so that is the strength of it. But the con or the weakness of it is that it's because it's one time, it doesn't build mrr. And MRR is the lifeblood of an agency. The recurring service, the main weakness of it is it's very hard to sell. It's high commitment, high price, usually has a contract. But the pro of it is it builds mrr. So you can see you get them in the door with your intro offer very easily. You do a great job and you upsell them to recurring service where all the LTV is. So for some examples of this, at my CR agency I did landing pages as my intro offer and then upsold them to site wide conversion rate optimization. One of my clients has an intro offer where he's going to take your ads that are already working and then he's going to recreate them with 10 UGC influencers. So one old, one young, one white, one black, one Asian, one Latino, one man, one woman, one skinny, one fat. So that the brand has tons of different avatars and people in their ads and that will open up a brand new audience or 10 new audiences because people buy from people who look like them, you know, whether you like it or not. And then once he has that and he's proven to work ongoing ad management, more UGC creatives every month. Another client of mine who does roofing, he sets up the funnel for them as the intro offer because if they don't have the funnel, his recurring service which is Facebook and Google Ads and email marketing and SEO are not going to work properly. It's just how it works. And most recurring services are kind of set in stone. They have little room for differentiation. Like if you do email marketing, you do email marketing, you're going to basically be doing the same thing as every other email marketing agency for your ongoing service. So when you want to do this, you want to focus on the intro offer. So how can you create a great intro offer? There's five steps that I say really you need to think about needs to either make them more money or save them time. Because that's the only two reasons that people buy stuff in B2B context. It needs to be measurable or have a tangible deliverable. So for example, in my intro offer of landing pages you can a B test and find out if it's working based on the actual data conversion rate, revenue per session, average order value, that kind of stuff. But in the sense of like the full funnel, like not really, it either exists or it doesn't. There's no way to measure it if it didn't exist beforehand. So that is what a tangible deliverable is. The next is a productized offer, which means they pay X, they get Y, the same thing every time. There's no customer, there's no proposals, they either buy it or they don't. And this is very important because you don't want to have custom work. When you just do it productized in this fashion, you get a ton of reps, so you get better at it. All of your hiring, all of your training, all of your systems, all of your tech, if you develop your own tech down the line is built around fulfilling that service. And that leads to higher margins, higher quality, higher upsell rate because the quality is better and everything the next is it needs to be delivered at $250 per hour or more. And that includes your employees time. So if it's taking you 10 hours, for example, you need to sell it for at least 250. If you can sell it for 10,000, that's even better. But at least 2,500 which is 250 per hour. The reason for this is as you grow after labor, after customer acquisition costs, after non revenue producing roles like account managers, HR finance, after software, and just miscell costs and taxes, there's just no money left and over to reinvest in your business. If you're charging less than $250 per hour or more. And then the final thing is obviously it should naturally lead into the recurring service. If it's completely unrelated, it kind of defeats the point. We can't have landing pages as a one time service and then SEO as the main thing. It just doesn't make any sense. So let's get back to lead generation next because we have our offers and we want to really nail in our YouTube. So either having a script or at the very least bullet points are going to make your YouTube videos five times better. And this is very important because YouTube is the number one way to get clients to your agency. And better videos mean more views, which mean more leads, which mean more clients. So what difference does it make if we were talking about it from my videos? So if you watched any of my latest videos, including this one maybe from January 10 onwards, these are the first videos ever that I've been working on with not really a full script but an outline. So watch some of my videos from back in the day when I first started versus now and you're going to see and the average watch time has increased by 55% with these new ones to give you an idea of how powerful it is. So the best framework to follow in the one that I'm using is, you know, you have an intro introducing the subject, then you have a transition to an example or story which for proof of concept is like here's my intro, here is my story. Then we have a transition to the application and then here's my application, then I'm going to transition to the next point. So if we want to open up some of my example here I have for my previous video I have my slides that you're looking over right now, but I also have a notes to them and it's on my second screen. So if you see me looking at over my screen, still learning, let's just say so my intro here is every agency needs to do content marketing. So so how do you come up with these ideas? So I teach over 550 agencies every month. What I call the FAQ strategy and how do you do this? And then you break it down like that and I just do this for every single one of my points and then I move on. So that is how you do that. So after you do this, the final hack of this video is one that will make your videos better as you film it. So that is the transition to the next point and I'm still learning and still practicing. Give me another year and this will be smooth as shit. So the final thing of the video is it's called a phonic and that is a SAS or a tool or an app, whatever you want to call it. It's an AI sound engineering app, which is basically their fancy way of saying you upload your footage and they make your sound quality better. And this works very well. Even if you have a terrible mic, like even if you're using the default built in Mac mic, this is going to work well. So my setup is I film in obs, so if you see it over here, I'll drag it to the screen. This is my thing that I film to. My OBS stands for Open Broadcast Studio, where it saves the video, is automatically going to save it into a Dropbox, which I have an A phonic folder and you can see some of my previous videos in here. And then if we go to a phonic and I for some reason don't have it open here, basically I have what's called a watch folder and this watches that Dropbox. So if something new gets added to that Dropbox, it will notify or get picked up in a phonic. And basically what I have here is I have a preset for YouTube. It's called a preset. So it will put the description, it will remove like noise, it will just make everything sound a lot better. And then it will automatically upload to YouTube for me. I can't show you that because it's going to do it after the video is made, but all automatically so you can see my previous productions here, you know, done. If sometimes it messes up. If you like, if you accidentally start recording and then you screw up and you have to start over, it's going to do this process and you got to go delete them from your YouTube channel. But it's all good. So done, done, done, done. These are all my previous videos, then it's going to upload them to YouTube. Um, let's see. I don't have any mistakes here because I delete them. But sometimes if you screw up a lot of time It'll have like 10 videos in there. So what this does is it makes your quality of your video sound a lot better. And if you are going to do this, you have a couple of decisions to make. You could either follow mine if you're just going to do one long take, but if you're going to edit it at all, you would not save the stuff from OBS right into Dropbox, you would save it into or you would have it save individually. You'd upload them to Cap Cut or whatever software you use, then you would do your editing and then you would set that export from Cap Cut to go into Dropbox and then that's how it work. Just a slight difference depending on how much editing you use. I don't do any, but that is what I do for this flow and that's how you can do it as well. So if you were to implement all 10 of these hacks that I've gone over in the past 26 minutes, what could you expect to happen? You would have a much better, more successful agency. That's what the end result of this was. So I say that jokingly, but dead serious at the same time. If you liked this video, like comment and subscribe and I will see you in the next one.