Goals

• Casey, the owner of Prestige Social Media Management, reached out to me after attending a masterclass I hosted for The Social Sofa, an online membership community for social media managers. As the owner of a growing social media marketing agency with a team and multiple clients, she was feeling the strain of managing everything manually.

  Before we started working together, Prestige had no formal systems in place. All documents lived in a Google Drive, client communication happened through constant back-and-forth emails, and both Casey and her team were handling onboarding, projects, and follow-ups manually. This was time-consuming, inefficient, and not sustainable for an agency managing a high client load.

  The goals of this project were to:

  • Create structured, automated systems to support an agency model.

  • Reduce manual admin and email back-and-forth.

  • Streamline client onboarding and internal workflows.

  • Improve visibility and organisation for both Casey and her team.

  • Build a scalable backend that could grow with the business.

Approach

Casey signed up for my Client Journey Pro (CJP) package, which is designed to build a complete, end-to-end backend foundation for service-based businesses and agencies.

The approach was to take Prestige from zero systems to fully functional, integrated tools that worked together seamlessly. Every setup decision was made with efficiency, team collaboration, and client experience in mind.

Rather than simply “setting up software,” the focus was on creating systems that removed friction, saved time, and supported the realities of running an agency.

Solutions

CRM Setup – Dubsado
We built Prestige’s CRM from scratch inside of Dubsado. I did have her previous documents to work from but all forms and schedulers were set up from scratch in Dubsado.

This included:

• Structuring her services and workflows to suit an agency model.

• Creating all core forms, including enquiry forms, proposals, contracts, information kits, and client questionnaires.

• Building automated workflows to guide leads and clients through each stage of the journey.

• Reducing manual follow-ups and repetitive admin tasks.

Dubsado is now the central hub for managing leads, onboarding clients, and keeping everything organised in one place.

Project Management Setup – Asana
To support both Casey and her team, we set up Asana as the operational backbone of the agency. This included:

• Creating structured spaces for client work and internal operations.

• Setting up repeatable project templates to ensure consistency across clients.

• Building clear task flows so nothing is missed and everyone knows their responsibilities.

• Improving team collaboration and visibility across all active projects.

This replaced scattered documents and manual tracking with a clear, scalable system.

Email Nurture Sequences
We also created automated email nurture sequences to support Prestige’s sales and lead management process, including:

• Three welcome emails for new leads.

• Four emails for cold leads to nurture and re-engage interest.

• One lost lead email to maintain connection and keep the door open.

These sequences now work behind the scenes to build trust, save time, and reduce manual follow-ups.