Introducing Agency Software: 9 Steps to Successful implementation

All experts agree that the introduction of agency software can help take an agency to a whole new level. With powerful features for project and financial management, customer support and document management, specialised software ensures smooth workflows and satisfied clients.


However, introducing agency software is not a task that can be completed quickly and casually, but a complex and challenging process. In nine steps, we will show you how to successfully achieve your goal and avoid common stumbling blocks along the way.


Why Implement Agency Software?

Does any of this sound familiar? Cost estimates are created in Word, the calculator is pulled out for the calculation of quotes. Time tracking, when it does take place, is done roughly by hand, job lists are managed in self-created forms. External documents are hecticly collected before each invoice is issued and Outlook is used for address management. Tedious Excel spreadsheets are used for agency controlling.

Even if you are already one step ahead and already work with ERP software, the most common pain points in the creative industry include under-calculated offers, a lack of overview, unclear processes and task distribution and a lack of target/actual comparisons. It's understandable that you are thinking about introducing new agency software to optimise your processes.


Using Agency Software Offers a Wide Range of Benefits:

  • Improved Efficiency: automation and simplification of many management tasks.
  • Better Collaboration: Effective communication and document sharing within the team.
  • Comprehensive Overview: Transparency across all projects, clients and team activities.
  • Error Reduction: Automated processes minimise the risk of human error.
  • High Security Protection of sensitive data through robust security functions.
  • Scalability: Flexibility to adapt to your agency's growing requirements.
  • Increased Client Satisfaction: Optimised workflows improve communication and collaboration with clients.

When Is the Best Time to Introduce Agency Software?

The best time to implement agency software depends on several factors that take into account your agency's specific needs and circumstances. Here are some key considerations that can help you determine the optimal time:

  • After the busy season or during a quiet period: during quieter periods, your staff will have more time and resources to focus on implementation and training without the pressure of the daily workload.
  • During a realignment or expansion: If your agency is entering new business areas or expanding, this is a good time to optimise processes and make them more efficient with new software.
  • At the start of a new financial year or quarter: New financial years or quarters are natural points for change and improvement, with planning and budgeting already underway. Start the implementation at the beginning of the new financial year, when strategic plans and budgets are redefined.
  • When current systems reach their limits: Are there problems with scalability or does the security of the existing software no longer meet changing requirements? Then it is also time for a changeover.
  • Before the start of a major project: A major new customer that requires a lot of coordination can also be a good reason to introduce new software and work in a process-optimised way right from the start.

By considering these factors, you can determine the best time to introduce agency software to ensure a smooth and successful implementation.


What Are the Main Challenges When Introducing New Agency Software?

The introduction of agency software can be complicated by various obstacles. An inadequate needs analysis and unclear goals can lead to the wrong software being selected and the intended results not being achieved. Employee resistance and a lack of training and support make it difficult to use the new software effectively. In addition, data migration issues and insufficient resources can delay or hinder implementation, while unclear project responsibilities lead to misunderstandings and delays.


agency software implementation

9 Steps to Successfully Implement Agency Software

  1. Create Framework Conditions: Define the prerequisites and key data of the project. Thorough planning is essential to ensure the project doesn't get lost in daily business.
  2. Current State Analysis: Examine the current business processes. Identify inefficiencies and use the knowledge and ideas of employees to create a well-founded inventory.
  3. Set Goals: Formulate specific goals to be achieved through the software, such as process optimizations, strategic goals, or adjustments to the organizational structure.
  4. Define Desired State: Create a requirements catalog based on the defined goals. This should balance between general and detailed requirements.
  5. Evaluation: Research suitable software solutions and providers. Create a shortlist based on your requirements and narrow it down to a few candidates.
  6. Detailed Selection and Pitch: Invite the best providers to present their software, ideally on-site, to thoroughly evaluate the provider and the software.
  7. Cost Calculation and Contract Design: Calculate the total costs, including license fees, implementation, and maintenance. Carefully review and negotiate the contracts to secure the best long-term conditions.
  8. Implementation Process - Preparation and Execution: Prepare the implementation thoroughly by cleaning data and providing all necessary materials. Train employees intensively and adapt the software to your processes.
  9. Go Live and Continuous Improvement: Launch the software during a less busy period. Encourage feedback on the new system and establish a continuous improvement process to ensure long-term use and efficiency of the software.

By following these steps, you can successfully implement your agency software and avoid the aforementioned pitfalls.

Why Implement LEADING Job as Agency Software?

The introduction of new software is a challenge even for experienced agency management. You don't have to reinvent the wheel, but can rely on the accumulated best practice experience of a software provider that has been mapping and optimising agency processes for 30 years.

When implementing LEADING Job, we offer comprehensive assistance and excellent support throughout the entire implementation process. Our aim is to ensure that you can utilise the full potential of LEADING Job.

Individual Needs Analysis and Process Optimisation

We work with you to analyse your specific needs. Where appropriate, we adapt LEADING Job to your established processes. And where necessary, we support you in switching to new, optimised processes. Our team works closely with you to find the best solution for your agency.

Comprehensive Training for Your Team

We offer training courses and workshops to familiarise your team with all the functions and possibilities of LEADING Job. This ensures that all employees can use the software efficiently.

Support That Knows and Understands You

Even after implementation, our technical support is available to you at all times. You always speak to the account manager assigned to you, who knows you and your agency and who is always immediately in the picture with every support enquiry without long explanations. We offer various support channels, including telephone, email and live chat, to help you at any time. 

Always Up to Date: Free Updates and Improvements

LEADING Job is constantly being developed and improved to meet the changing requirements of your agency. We will inform you regularly about updates and new functions that will further optimise your work processes.


Best Software for Agencies - Contact Now

Find out more about how LEADING Job can support your business success and help you set up efficient agency controlling. Simply contact us and let us advise you individually on how you can make processes in your agency more digital, more efficient and more successful.