9 Ways a Creative Agency Traffic Management System Can Help Your Firm

To be profitable in the creative business, it is vital for small to medium-sized creative, advertising and design agencies to acknowledge that their success relies on delivering concepts developed within their core competencies of creative work.

Ensuring that the agency is working on billable items as much as possible is key. The selection of the right business partners to assist with areas outside of their core competencies can become both a competitive advantage and profitable endeavour.

An effective implementation of a standardized traffic management system and process, will enable the creative agency to save money by increasing resource efficiencies, which will help increase your focus on billable work.

To have a fast, smooth agency workflow, agencies need a specific system to:

  • Open jobs
  • Build creative briefs
  • Create estimates
  • Build timelines
  • Organize and task daily efforts
  • Post workers’ time to projects
  • Issue purchase orders to vendors
  • Record miscellaneous expenses
  • Create invoices

Let’s dive into the detail.

How a Traffic Management System Benefits Your Creative Agency

  1. Open Jobs

With a traffic management system, you can open new jobs and assign tasks to your team members, such as creating concepts, copywriting, designing, etc. The traffic management system allows you to set and monitor each task’s deadlines. In this way, you can see each job’s status in real-time and quickly check which tasks are completed, which are still pending, and who is in charge.

  1. Build Creative Briefs

Advertising traffic management software supports you in developing creative briefs that convey your clients’ requirements to your team members. When creating a creative brief in the system, you can include details such as the client’s name, project name, project scope, target audience, objectives, and key messaging.  

  1. Create Estimates

Another benefit of an agency traffic management system is helping you create project estimates. To do this, you first specify the resources required for the project scope, such as designers, copywriters, etc. Then, approximate the man-hours to complete each job. Finally, calculate the project’s overall cost based on your personnel’s hourly rates.

  1. Build Timelines

A system for traffic management lets you create timelines for your projects. You can define each task’s start and end dates, allocate resources, and track the project’s progress. If there’re any changes during the execution, you can always come back and modify the schedule accordingly.

  1. Organize and Task Daily Efforts

Organizing and assigning daily tasks to your team members is effortless with advertising agency traffic software. The tool allows you to manage multiple projects simultaneously and monitor whether tasks are on track or potentially overdue. This lets you quickly identify bottlenecks and ensure all tasks proceed smoothly. 

  1. Post workers’ time to projects

Tracking employees’ time on each task is crucial to managing projects effectively. A traffic creative management system lets you easily track employee time and better understand their productivity levels. From there, you can make necessary modifications to ensure all tasks can be finished punctually and within budget. 

  1. Issue purchase orders to vendors

If your agency needs to outsource parts of work to a vendor, you can control the procurement process in an advertising traffic management software. The system allows you to issue purchase orders, track deliverables and expenses, and track the payment status for all vendors. Therefore, you can manage and foster vendor relationships and know if you’re getting the best value for your money.

  1. Record miscellaneous expenses

Software for creative agency traffic management also helps you record miscellaneous expenses related to a project. This includes indirect costs to handle a project, such as travel[, supplies, rent, and utilities associated with the project. By tracking all expenses in one place, you can keep your projects within budget and adequately account for all expenses.

  1. Create invoices

Finally, a traffic management system helps your agency create accurate and detailed client invoices. Since the software centralizes all project data, including time and expense tracking, it can quickly generate accurate and customized invoices for clients. 

This way, you can eliminate discrepancies in timesheets and ensure clients are billed accurately and on time. The clients are only charged for the time spent on their projects, and the agency can receive payment for all work completed. These repetitive invoicing tasks can be automated, freeing your team to focus on more important tasks to serve clients.

For more information on this, see secondwindonline.com

Choose the Ideal Agency Management System for Your Firm’s Needs

Find the right project management software for your team’s workflow and project success

How to choose the right creative agency traffic management system

Choosing a suitable traffic management system for your creative agency is vital to running your business effectively. However, with so many different choices in the market, it can be challenging to select the best fit for your agency. To help you make the decision, here are some key factors to consider:

  1. Ease of use: The traffic management system should be easy to use with an intuitive interface and doesn’t require extensive training to get started. It must be integrated into your existing workflows, so your team can quickly pick it up.
  2. Customization: As every agency is different, the software must be customizable to your specific needs and requirements. Look for a system that allows you to create custom processes, templates, and reports and can be tailored to reflect how your agency works. 
  3. Collaboration: All projects require a certain level of cooperation. Hence, the traffic management system should facilitate coordination between employees and departments. Make sure you choose a system that allows team members to communicate and share files in real-time and manage all project activities in a centralized platform.
  4. Integration: If you use multiple systems in your agency, the traffic management software must integrate seamlessly with the other tools (i.e project management software, accounting software, and time-tracking tools). Hence, you can prevent data inconsistency and allow your team to work more efficiently. You can also go for an all-in-one agency management system for convenience and avoid duplicating data storage. 
  5. Reporting: The advertising traffic management software should provide detailed and customizable reports on project progress, resource allocation, and financials. Find a system that offers a wide range of reporting options. It will allow you to analyze the data in detail to gain insights into your performance.
  6. Support: Finally, don’t forget to consider the level of support offered by the system provider. Look for a company that provides responsive and helpful customer service and training materials to help you optimize the system.

Relating these requirements to the selection of an online traffic management system for a small agency, it becomes apparent that there needs to be a strong relationship between the agency and the software provider.

At Function Point, we see ourselves as more than just agency software providers but as business partners. Our promise is to serve as both business consultants and IT experts for your creative firm.

To wrap up

Overall, a traffic management system is an essential tool for creative agencies to streamline workflow and enhance project management. From opening jobs to invoicing clients, the software can simplify your process to ensure timely and cost-effective project delivery. Among numerous traffic management systems available, you must seek a user-friendly solution that can be customized to your agency and integrated into your current workflows.

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