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Reporting and Optimization

Make data-driven decisions that boost productivity and profits

After you've successfully streamlined your operations in ClickUp, we'll continue to help you leverage the full power of your newly implemented system for reporting, ongoing optimization, and strategic decision-making.

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

The Problem

Most teams put their ClickUp workspace on autopilot after implementation

You've done the hard work of streamlining your operations in ClickUp, but this is only the beginning. Don't fall into the trap of thinking the hard work is over.

A lack of monitoring, holding the team accountable, and continuing to build on your momentum can lead to your team slipping back into their old bad habits and undermining your hard work.

The Solution

We help you monitor, promote, and enforce the habits that drive success and provide visibility

In our last phase, we'll provide the ongoing reporting, training, coaching, accountability, and support needed to drive the adoption of ClickUp across your entire team—helping you continue to build a more productive, profitable, and healthy team. 

ZenPilot optimization roadmap

Together, we'll iterate toward a gold-standard operation:

Operating in monthly sprints, we'll work together to build a custom optimization plan based on your unique needs and requirements:

Analyzing performance

We'll keep an eye on how your system is performing by conducting task, workspace, and team member analysis each week so you can focus on serving your clients and growing the agency.

Optimizing the system

We’ll work alongside you to prioritize issues each month that have the greatest impact on your workflow and then implement the recommendations so you can spend more time on client work.

Activating your team

We’ll train your team on the new improvements and help them develop the healthy habits they need in order to maximize the system so you can focus on keeping the company running.

Whether you need advanced reporting, more training, or automations built for your team, we'll continue to build a gold-standard operating system to help you build a more efficient and scalable business.

1. Profitability reporting

If knowing exactly which projects, clients, and services are most profitable is important to your business, we will configure detailed reports to provide deep insights into key performance indicators like profitability, resource utilization, budget pacing, timelines, and team efficiency.

ZenPilot certification healthy habits
ZenPilot Operator Certification - Team Performance 2

2. Team performance reporting and analysis

To help hold your team accountable, we will provide detailed dashboards on how your team is performing inside ClickUp.

You'll receive weekly and monthly reports that show you how well the team is planning, assigning, and creating work—providing you with the data you need to better scope and plan projects for your clients.

Additionally, you'll get a good grasp of your leaders and laggards across the organization—helping you understand who is and who isn't developing the habits needed to reach your goals.

3. Custom automations & workflow improvements

We'll continue to work together to identify operational bottlenecks and provide you with advanced automations and workflow enhancements to ramp up team productivity—saving you time and money.

Whether it's connecting QuickBooks and ClickUp to manage invoices, or integrating HubSpot and ClickUp to pass deal data back and forth, our team can help you design and build the automations and integrations you need to 10x productivity.

Custom Automations + Integrations
Advanced ClickUp Builds

4. Advanced ClickUp builds

We live by the motto, "If we can't build it in ClickUp, it can't be done."

We'll continue to build advanced solutions in ClickUp to continuously improve your operations and build a more productive, profitable, and healthy team.

Whether it's building an OOO manager, a space to manage contractors and freelancers, or getting EOS running in ClickUp, our team can help you design complex solutions in ClickUp and train your team on how to use them.

5. Continued coaching, training & support

Lastly, your team will retain access to our training center, and we'll continue to provide ongoing training and education to help your team excel in their respective roles.

Whether you need coaching on how to be a better agency operator or your project managers need training on how to better manage workload, our team is here to help.

ZenPilot Training Center-1

The results

You'll be able to understand and improve your business better than ever before

With a high-performing team fully leveraging ClickUp under the guidance of ZenPilot's experts, you'll gain insights into your business like never before.
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Bigger profits

Pinpoint your most profitable projects, clients, and service offerings through accurate time tracking and advanced reporting to show you the data. 

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Improved forecasting

Confidently forecast workload and identify resourcing gaps weeks or months in advance through reliable due dates and estimates.

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Smarter hiring decisions

Make smart, data-driven decisions on hiring and strategic growth initiatives. Expand confidently, not reactively.

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Better project scoping

Reduce profit leaks and eliminate budget overages through accurate project scoping and planning.

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Happier clients

Wow clients through predictable delivery and visibility into progress. Deliverables are on-time and on-budget.

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A happier and healthier team

Motivate your team by locking down efficient processes they can follow to do their best work and grow their skills.

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.

+27%

Team Capacity Improvement

+11%

Avg Gross Margin Growth

+34%

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

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

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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
LegalZoom

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
LegalZoom

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.