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Project Management Intensives

Systematize your business and unlock leadership-level visibility

We'll lead you through our proven process to completely systematize your business—helping your team do better work faster and unlocking leadership-level visibility.

ZenPilot Operator Certification - Team Performance 2
Trusted by 2,700+ Agencies
Lean Labs
Trinity Insights
Gravity Global
Fat Earth Media
Seaworthy Strategy
Beacon Digital

Build your agency's biggest asset—your process library

In this third phase, our goal is to lead you through our proven process to help you document and templatize your core processes, migrate all client projects into ClickUp, and help your team use your new processes and workflows to make better plans and assign work based on workload. Throughout this phase, we'll be setting your team up for sustainable growth with a business that's completely systematized and processes that are followed by all.

We'll guide you through four main intensives to streamline your operations in ClickUp

Your leadership team, entire organization, and in-house ClickUp Champion will receive tailored support and training to build the system, maintain it, and uphold accountability. Taking you through key phases of building efficient operations:

Stage 1: Process building

Your subject-matter experts work closely with our team to convert your SOPs and processes into actionable ClickUp templates.

We'll lead you through the process of building processes and ensure all of your templates follow best practices and are fully equipped to help your team do better work, faster.

Stage 2: Migration prep

Next, well coach your client leads in how to structure and manage client work in ClickUp.

We'll cover everything from setting up client projects to packaging and tracking deliverables.

Stage 3: Migration execution

With your processes built and client work structured, your team will start executing projects fully in ClickUp.

Client leads will continue to master the new workflows and guide their teams in the new system—creating a single source of truth and providing excellent visibility into project progress and workload.

Stage 4: Workload management

As you settle into the new workflows, your team leads will learn how to leverage the new data visibility for better resource planning and allocation.

We'll cover tracking team capacity, managing workloads, and optimizing resource utilization.

Your team will begin to follow our workload-driven project management methodology.


By the end of the project management intensives phase, you'll have your core agency processes built out in ClickUp, client work fully managed and executed in ClickUp, improved visibility into project progress and team workloads, and a team that's proficient in managing work the ZenPilot way.

ZenPilot Project Management Intensives
ZenPilot Training Center-1

Cohort-based training for communal learning

You won't be going through this transformation alone. We structure the intensives into weekly cohorts, so you'll be working alongside other agencies at the same stage of their ClickUp journey.

Each stage has a dedicated cohort, allowing for targeted learning and peer support.

Your process experts will be involved in the Process Building cohort, your client leads in the Migration Prep and Execution cohorts, and your team leads in the Workload Management cohort.

Comprehensive support and coaching

In addition to the cohort-based learning, your team will have access to:

On-demand training in our training center

Your team will be invited to our training center, where they'll gain access to 10+ hours of on-demand ClickUp and agency operations courses, allowing for self-paced learning.

Additionally, this training center will grant them access to 100+ ClickUp FAQs and documented training materials, plus a community of like-minded operators implementing ClickUp.

A dedicated ZenPilot coach

Your coach will provide one-on-one support, answering questions, providing feedback on your processes, and guiding you through the intensives.

Leadership alignment sessions

We'll regularly meet with your leadership team to ensure the implementation aligns with your broader business goals and strategies.

ClickUp champion support

We'll provide advanced training and support for your in-house ClickUp expert, empowering them to lead the change internally.

ZenPilot template library

Jumpstart your process building with access to our library of 200+ tried-and-tested ClickUp templates built specifically for service-based businesses.


Your team will be provided with all the tools they'll need to build a finely-tuned operational system that not only boosts efficiency, but fosters a culture of accountability and continuous improvement within your agency.

ZenPilot Reporting + Optimization

What's next?

With your processes documented and your team working efficiently in ClickUp, you're ready to enter the optimization and reporting stage.

At this point, you've only just begun the journey to a more productive, profitable, and healthy team. You've built a single source of truth with a ton of data, but it's time to bring that data to life and use it to make strategic decisions.

In Phase 4, 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.

What success have ZenPilot clients seen?

When companies buy into our proven process—not just with money, but with time, effort, and belief—success is sure to follow.


Team Capacity Improvement


Avg Gross Margin Growth


Avg Client LTV Increase

Gravity Global Story

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


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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.
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


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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.
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

CEO & Founder, Beacon Digital Marketing

Ready to build a more productive, profitable, & healthy team?


We've helped thousands of agencies tame the chaos of #agencylife. If you're ready for 360 clarity into your operations, book a call with us and let's get started.

Frequently asked questions

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Hiring ZenPilot is the best thing I've done since my time at LegalZoom.

We function so much more smoothly now. We can accommodate more projects, and our general volume of work has increased significantly. It's been an absolute game-changer.

If you're on the fence about this decision and your team needs some organizational support, do it. You won't regret it.

Melanie Brook LegalZoom
Melanie Brook

Principal, Creative Operations

How long does the process take?

That depends entirely on your stated goals, but most teams will undergo a complete transformation using our 1-3-5 Formula in 5-6 months and will have recouped their investment in profit margin by 12 months.

To provide a more thorough breakdown, you can expect the timeline to look something similar to this:

Our goal is to provide you with continuous support, ensuring that your operations remain lean, efficient, and ahead of the curve. So while a complete operational transformation can be achieved within three months, many of our most successful clients choose to extend our partnership beyond two years. Operational excellence is an ongoing endeavor, and ZenPilot is committed to guiding your agency's growth and evolution every step of the way.
What does the time investment look like when working with ZenPilot?

This all depends on the stage that your team is in.

If you're in the Blueprint phase, you should expect your implementation team to be spending 1-2 hours weekly. This time will mostly be allocated to calls with our team, but also a few assignments that we will have for your team in between calls.

If you're beyond the Blueprint phase, you should expect your implementation team to be spending 2-4 hours per week on the project. This work is grouped into a few buckets:

  • 1 hour weekly attending calls with ZenPilot
  • 30-45 minutes weekly consuming asynchronous course materials
  • 60-120 minutes weekly completing tasks related to building templates, migrating, and optimizing the workspace (depending on where in the timeline the team is)

We'd recommend batching "ZenPilot work." Our most successful clients spend one whole morning or afternoon each week dedicated to just working with ZenPilot—building processes, completing coursework, optimizing their workspace, etc.

Who is ZenPilot's ideal client?

We partner with agencies, internal marketing teams, and professional service firms that desire to improve visibility, reduce internal chaos, and get more clarity.

However, truly achieving gold-standard operations and clarity for all requires time, effort, and the willingness to buy-in, embrace, and love the process. The teams that are successful are the ones that:

  • Desire to reduce internal chaos and give team members more clarity.
  • Desire to be excellent at managing projects to deliver great client results on time and within budget.
  • Desire to improve visibility into team performance, capacity planning, and results.
  • Desire to be more systematic, process-driven, and organized.
  • And have a willingness to pay for expertise and listen to experience. They "want what works."

If you have the desire and motivation to spend the necessary time to eliminate chaos, you're a perfect fit for ZenPilot.

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!

How much does it cost to work with ZenPilot?

ZenPilot employs a monthly subscription model broken into three tiers: Economy ($4,000/month), Business ($6,000/month), and First Class ($9,000/month).

Each of these subscription tiers is fully points-based and is crafted to offer unparalleled flexibility and to ensure our services align perfectly with your agency's shifting needs over time.

However, teams working with ZenPilot typically invest at least $16,000.

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

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Hiring ZenPilot is the best thing I've done since my time at LegalZoom.

We function so much more smoothly now. We can accommodate more projects, and our general volume of work has increased significantly. It's been an absolute game-changer.

If you're on the fence about this decision and your team needs some organizational support, do it. You won't regret it.

Melanie Brook LegalZoom
Melanie Brook

Principal, Creative Operations

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.