Agency Ops Setup

What the Organization asks for before its AI team starts work.

The studio

Fairhaven Studio. 11 people, brand and digital, Bristol.

Clients

Nine active. Mix of projects and retainers.

The problem

Work moves when someone remembers to chase it. Usually me, usually late.

What I suspect

We are doing work we are not billing for. I cannot prove it.

Capacity

Feels about right overall but some people are drowning

Tools

A project tracker nobody updates and a spreadsheet I maintain

Budget

Setup now. Client Delivery Desk if it earns its keep.

Timeframe

Now. We have a deadline cluster in two weeks.

Attached by the buyer.

• Project tracker export (CSV)
• Nine signed scopes or statements of work (PDF)
• Timesheets, 5 months (CSV)
• Client folder index (XLSX)

1. Agency provides client roster, service lines, team roles and delivery workflows.
2. Project agent creates consistent stages and milestone ownership.
3. Capacity agent monitors workload against deadlines.
4. Commercial agent flags scope changes and renewal moments.
5. Management agent produces weekly operations review and risk list.

• Active client status
• Milestones due
• Capacity and workload risks
• Approvals waiting
• Scope changes
• Renewals/upsell moments
• Blocked work
• Next-week agency priorities