The endless cycle of emails and Slack messages can be a hauntingly familiar scenario for many agency professionals. In a recent bonus episode of Automate Your Agency, Micah and Alane had an enlightening discussion that revealed how these tools might not be the time-savers people think they are. Instead, they argued, email and Slack might actually be the hidden impediments to productivity we’ve all unwittingly embraced. They showed a path towards efficiency by eliminating internal emails and restricting Slack to urgent matters only, thereby freeing up invaluable time for what really matters—growing the business.
Communicating through a tangled web of emails and Slack messages can seem like trying to find your way through a dense fog. As Maika succinctly puts it, “These two channels could be talking about the same subject, but there is no connection between.” In their conversation, Micah and Alane unravel this convoluted method of internal communication for agencies and present a compelling argument for breaking free from it.When communication is decentralized across email and Slack, teams face myriad challenges such as accountability issues, project mismanagement, and time lost in the vortex of unthreaded conversations. Alane notes, "People go to lunch, they come back, they may not check it and read it." This lack of visibility and traceability only exacerbates inefficiencies. By reintegrating communication within a project management system like ClickUp, Asana, or Monday, agencies can streamline their operations. This allows not only for cohesive internal communication but also institutes a new realm of accountability and tracking.
False urgency—the bane of efficient work—is the result of reacting to communication tools as they pop up, constantly interrupting the natural flow of work. Introducing a new methodology that focuses on substantive tasks rather than reactionary responses can change this narrative. Through their personal experiences, Micah and Alane convey the high cost of being in reactive mode. "I've lived in that world for too many years and I vowed never to go back there," confesses Micah. This constant barrage of messages and expectations not only fosters stress but detracts from the deep work needed for high-quality output. By transferring conversation to a project management system, staff can finally detach from this cycle. Alane agrees, emphasizing, "If I get a Slack, especially from another executive, that feels urgent." Their proposed solution transforms Slack into an urgent-only tool while encouraging communication to happen within projects. This strategic move mitigates false urgency and supports a dynamic shift toward structured, prioritized tasks aligned with the organization’s broader goals.
The intersection of accountability, employee satisfaction, and efficient processes is pivotal for an agency’s success. In the absence of a coherent system, project history and responsibility become fragmented pieces of a larger puzzle—a notion that Alane acknowledges: "If everything is housed in their email... you're having to then go search and dig. "Successfully implementing a project management system will not only gather all the threads of communication under one roof but also strengthen accountability among team members. By assigning tasks and including deadlines within these systems, as noted in their "Campaign stripes" example, both project history and individual responsibility become transparent. Micah assures, "We're talking about real money." This clarity reduces errors and omissions in operations, presents clearer historical records in the event of employee turnover, and enhances employee satisfaction by fostering an environment where accomplishments and responsibilities are tangibly recognized. The cumulative effect of these changes is not only operational efficiency but also lowers turnover rates, as employees find themselves in an environment that supports focus-driven work rather than continual firefighting. The transformation from a reactive work environment governed by email and Slack to a purposeful, organized system using dedicated project management tools is more than just feasible—it’s necessary. As Micah concludes, it's time for agencies to "go enjoy your day at the beach at the end of the day instead of stressing about work," cementing a vision of streamlined collaboration and efficient project management. With structured communication, minimized distractions, and enhanced accountability, the agency of the future is no longer a distant dream but something within reach, achievable through intentional reforms today.
Managing a business can feel like you're juggling a million things at once, and the last thing you need is a system that adds to the chaos. If you’re tired of bouncing between Slack, email, and who knows what else just to stay organized, this bonus episode is exactly what you need.
Alane and Micah originally recorded this as a video, but we loved the conversation so much that we wanted to bring it to you as a podcast. In this episode, they share real, no-nonsense insights into how to make your project management system actually work for you (instead of against you).
Here’s what they dive into:
🔹 Why too many tools can actually slow you down
🔹 The biggest mistakes agencies make with their systems (and how to fix them)
🔹 ClickUp, Asana, or Monday—what’s really the best fit for your team?
🔹 Simple tweaks that can massively boost your team’s productivity
🔹 And so much more!
If your project management system feels like a constant struggle, this episode is packed with actionable advice you can implement right away.
🎥 Want to see the original video? Check it out here.
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