Smarter Week

How to automate it

How to automate “chase the team for updates and deliverables”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

20 min
typically, every day
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AutomationBest fix

Let the project tool nudge people instead of you

Rules in Asana, Monday, ClickUp and Teamwork remind owners before tasks are due, alert you when they slip, and move work forward when a step is done.

Typically saves about 45% of the time45 min to set up
  1. 1Make sure every task has an owner and due date.
  2. 2Add rules: reminder a day before due, alert you when overdue, notify the next person when a task is marked complete.
  3. 3Ask the team to update status in the tool, not in chat.
  4. 4Check the overdue view each morning instead of messaging everyone.

Tools: Asana rules · Monday automations · ClickUp automations · Teamwork.com automations

Fix 2 of 2

Process fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Agency Account / Client ManagerAgency Project Manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Agency Account / Client Managers