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We lead agencies through the last project management implementation they'll ever need.

ZenPilot helps you put an end to chaotic project management so that you can stop switching tools, frustrating your team, and wasting thousands of dollars in lost productivity every month.

Trusted by 2,700+ agencies
Speero
Mavan
Lean Labs
Trinity Insights
legalzoom-logo
Osedea
Gravity Global
Fat Earth Media
Aeolidia
Seaworthy Strategy
Beacon Digital

+27%

Avg. Capacity Improvement

+11%

Avg. Gross Margin Growth

+34%

Avg. Client LTV Increase

The Problem

You implemented a new project management system, but it's not providing the value that you thought it would

Lack of visibility

Lack of visibility

Your leadership team still has no idea what's going on. You thought you'd gain a 30,000 foot view to see team performance, workload, profitability, and project progress, but that hasn't happened.

Chaotic Projects-1

Chaotic projects

Without a single source of truth, work continues to slip through the cracks, deadlines aren't being met, and your team is operating in silos.

A Frustrated Team-1

A frustrated team

The new system is complex and your team is frustrated because they don't know how to use it, when to use it, or what work is on their plate.

The Solution

We help you streamline your operations to cancel chaos and create clarity for your team

Technical Blueprint

Step 1: We'll build you a custom process and project management blueprint

We will spend 2-3 weeks working with you to identify your current operational inefficiencies, document your goals, and design a technical blueprint—structure, integrations, automations, etc.—and an implementation plan that will provide clarity for every member of your organization.

Step 2: We'll get your new project management system up and running in a few weeks

Next, we'll take the Blueprint we designed together and build this exact structure inside ClickUp—saving you hundreds of person-hours and months of work. After your system is live, we'll train your team on how to use it and get you fully onboarded in just a few weeks.

Agency Process Expertise
Agency Work Overview

Step 3: We'll help you define and design your core processes to unlock simplicity and visibility

After your new system is live and being used by your entire team, we'll spend the next few months improving the system. You'll be enrolled in our community-based training program where you'll have access to hundreds of hours of pre-recorded training courses, a dedicated coach, and live office-hours training calls to help you document your core processes, unlock leadership-level visibility, and enable your team do better work, faster.

Step 4: We'll help you track profitability, utilization, and team performance

Lastly, we'll continue to help you leverage the full power of your newly implemented system for reporting, ongoing optimization, and strategic decision-making—providing advanced reporting and continuous workflow enhancements, automation builds, and custom solutions to improve team productivity.

Utilization & Profitability

The Results

Our proven implementation process builds more productive, profitable, and healthy teams

"Every service we offer for clients is now fully documented and streamlined. Plus, we were able to automate most of our repetitive busy work."

"Leadership now has a singular view that shows our team's bandwidth and capacity."

"We now have an amazing dashboard that shows us exactly which clients, projects, and services are most profitable to our business."

"Account managers can make better decisions now that they have their own dashboard that provides them with project statuses, burn rates, and costs."

"We now have a single source of truth and paper trail of everything that has happened across the agency."

"Our team knows exactly what they need to do, how to do it, and they have the additional context they need to get it done right the first time."

"Leadership has a singular view that shows all client data - health, status, goals, billing, etc. This data used to be in 5 different places."

"Our clients have much better visibility in to their deliverables and results."

"As the owner of the business, I was finally able to take some needed time off because the team could operate without me."

"Our team has never been more bought in to our project management system. Everyone has amazing habits when it comes to tracking time, closing tasks, and communicating in one place!"

Agency success spotlight

Gravity-Global-Testimonial


ZenPilot has got us all rowing in the same direction
and it’s very clear that our operations are much smoother now and we’re able to get through things much quicker.

They have alleviated a lot of confusion and stress for the team, improved our communication and collaboration, and ensured people have fewer questions and do the job faster.

Now, we have the right systems in place to scale our agency and become more profitable. And that’s thanks to ZenPilot.


Allison Gibbs
Gravity Global

 

ZenPilot testimonials

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Our team is more efficient, productive, and healthier. I was always wary of how much of our work could be put into processes, but this has completely changed my mind. If you want to take your agency to the next level, ZenPilot is a must!

Kyle Harms, Digital Hot Sauce
Kyle Harms

Digital Hot Sauce

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They provided the tools, processes, and in-depth knowledge to allow us to successfully migrate our entire business to ClickUp in just a few weeks. We would recommend ZenPilot to anyone considering a move to ClickUp.
Andrew Cole, Fat Earth
Andrew Cole

Fat Earth Media

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They saved us a lot of time and trouble, and we've had many amazed comments from clients and colleagues about how organized our process is now.

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Arianne Foulks

Aeolidia

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Since following ZenPilot's strategy and best practices, our team is saving hours per team member every week. Communication has improved across the team and we're able to give our clients better visibility in their campaigns. Margins have increased because of the efficiency as well.
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Chris Dubois

Lean Labs

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Leadership now has a clear view of bandwidth and capacity, the staff understands exactly what is expected of them when they sit down every morning, and our clients have improved visibility into their deliverables.
Kevin D'Arcy, ThinkFuel
Kevin D'Arcy

ThinkFuel

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We are more efficient than ever and have streamlined our communication so it's organized and on task, vs having a huge Slack channel or Slack mess.
Josh Crouch, Relentless Digital
Josh Crouch

Relentless Digital

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ZenPilot has been the most impactful agency operations investment we’ve ever made. They understood our situation, know ClickUp inside out, and led our team to a successful implementation. If you’re serious about scaling your agency, you need to talk to ZenPilot - they transformed how we work and led a 300% improvement in efficiency.
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Michael Lisovetsky

Co-founder JUICE

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ZenPilot came in with a framework, implementation, and training resources to move our agency through a lot of change in the way our 30 member team does things....change management that is super hard like task and time tracking! They really know ClickUp, and we do some crazy complicated things in there. If you need help scaling and measuring operational performance in your agency, ZenPilot is a great partner to get it done.
Ben Labay
Ben Labay

CEO, Speero

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Our agency has tried many project management tools over the years, but when we migrated to ClickUp we finally felt like we got it right. But hiring ZenPilot to help us implement it was an even better decision -- easily the best investment we made in our agency's growth. In the year since implementing ClickUp, our business has doubled, and our project management systems and structure have been able to adapt and scale with us

whitney-parker-mitchell-beacon-digital-1
Whitney Parker Mitchell

CEO & Founder, Beacon Digital Marketing

Agency PM Health Benchmark

See how your agency operations stack up against 2,700+ other agencies.

Agency PM Benchmark

Why ZenPilot?

Zeb Evans Quote About ZenPilot

Project management mastery

Over the last 10 years, we've evaluated, used, and tested every project management tool on the market. We're now the most-trusted solutions partners for both ClickUp and Teamwork.com. We lower your risk and help you get the right technology for the job.

Agency operations expertise

With a behind-the-scenes look at 3,000 different agencies, we've built (and tested) the structure and process templates agencies need to build a more productive, profitable, and healthy teams. We provide you with minimal manual effort and the fastest time-to-value with an extensive library of plug-and-play templates.

Agency Process Expertise
ROI-Driven Change Management

ROI-driven change management

After leading over 10,000 people through a complete transformation in the way they work, we've designed the exact process agencies need to get their team to buy-in and build the habits that makes a project management tool work. We upskill your team with the best agency project management and operations education on the market.

Frequently asked questions

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Thanks to ZenPilot, the company has increased their overall productivity by 400% and revenue acquisition by 25%.

The team strictly adheres to timelines and the budget, but internal stakeholders are particularly impressed with their knowledge and workforce methodology.

shayla
Shayla Pearson

Director of Rev Ops
Seaworthy Strategy

How much does it cost to work with ZenPilot?

We'd begin answering this question by asking "How much is inefficient operations currently costing you?", but...

To briefly answer the question, a full transformation can be $25,000 to $75,000, but most of our clients can get started for as little as $4,000.

For a detailed overview of our pricing structure and to better understand the comprehensive benefits of partnering with ZenPilot, check out our pricing page.

What results can we expect to see? How do you measure results?

That depends on your goals and your plan, but it's not uncommon for us to see up to 300% increase in efficiency for our agency clients.

But that's just one example. Working with us will allow you to reliably measure + improve a variety of agency metrics.

Our main tool for measuring success is called the Agency Operator Scorecard. The Scorecard gives you a clear view of key data about your agency (target vs actual), such as utilization, earnings/FTE, net margin, PM technology costs, and more. The Scorecard will show you how much money you're leaving on the table by letting underutilization and inefficiencies persist in your organization. Working with us will allow you to get that money back.

To see an example of the Agency Operator Scorecard, book a call with us.

How long does the process take?

That depends entirely on your stated goals, but most agencies will undergo a complete transformation in 10-12 weeks and will have reached 4x ROI by 12 months.

Do you only work with agencies?

Not exactly! We also work with in-house marketing teams (who often see themselves as an "internal agency")—one example is the marketing crew at LegalZoom.

And we work with businesses who do client work that may not necessarily see themselves as agencies, such as accounting firms.

While it's true that our expertise runs deepest in the agency space (and we have a library of 200+ plug-and-play process templates for that specific context), we have lots of advice and specific frameworks to share for any business that wants to put an end to chaotic project management and stop hopping from one PM tool to the next.

Book a free consultation with us and let's find out if we're a fit for you!

Do we have to use ClickUp?

Technically, no. You can work through the 1-3-5 Formula with whatever tool you currently use.  In fact, we wrote a guide on how to choose the best project management tool for your organization.  However, in our experience working with hundreds of agencies, ClickUp  stands out as the most versatile and easy-to-use tools for agencies. 

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Thanks to ZenPilot, the company has increased their overall productivity by 400% and revenue acquisition by 25%.

The team strictly adheres to timelines and the budget, but internal stakeholders are particularly impressed with their knowledge and workforce methodology.

shayla
Shayla Pearson

Director of Rev Ops
Seaworthy Strategy

Turn productivity into profit.
We're your agency operations co-pilot.

Our clients benefit from our comprehensive library of pre-built ClickUp templates, agency-specific training and certification programs, and automation engine to help double their productivity.