15 Essential Practices to Optimize Your Social Media Agency’s Workflow

May 28, 2024
Jen McKinnon

Working for a social media agency, and feeling overwhelmed with the pile of accounts you have to manage? We're here to share practical strategies to help you conquer the chaos and streamline your multi-account management. From essential tools to killer workflows, we've got you covered.

If you’re working for a social media agency, overwhelm can simply feel like an unavoidable part of the game.

For a start, each account demands unique content and engagement strategies. And then there are the clients: each one has different needs, quirks, and preferences.  

That means when it comes to the ‘mechanics’ of your day-to-day—the planning, the approvals, the scheduling, the community engagement—efficiency is non-negotiable. 

Here’s how you and your team can nail it.

1. Choose a centralized management tool

Let's talk tools. A good social media management tool can be a game-changer for agencies handling lots of social media accounts. 

With features like post scheduling, platform analytics, and team collaboration, they make it easier to stay organized. 

Take Sked Social, for instance—it lets you schedule posts, track performance, and collaborate effortlessly. The result? 

Better batch-scheduled content, a more focused workflow, and a more nuanced oversight of your results—in other words, less time spent in the weeds, and more time spent on improving the bigger picture.

2. Schedule content in advance

Sked allows you to schedule posts across various platforms well in advance. 

This ensures a consistent posting schedule, without you having to whip your phone out at all hours of the day to publish content.

The bulk upload feature is a significant time-saver, letting you prepare and queue multiple posts at once. With a user-friendly interface, you can easily visualize and adjust your content calendar to align with your strategic goals.

Similarly, the content calendar feature gives you full visibility of a client’s scheduled posts. This ability to plan and manage content across all accounts from one central hub means nothing slips through the cracks, and no channel is neglected

3. Track and report your content efficiently

Sked gives you robust analytics that help you track the performance of your posts in real time. 

Detailed insights into metrics like engagement rates, follower growth, and reach make it easier to link your content pieces to results, which helps you make data-driven decisions. 

You can generate customized reports in ready-to-share—and easily digestible—PDFs. These make it easier to demonstrate ROI to clients.

4. Streamline collaboration with your team

Efficient collaboration is crucial when handling multiple clients: both within your team at the agency and with the clients themselves.

Sked makes this easier with its integrated communication tools. Within Sked, you can assign tasks, manage approvals from both internal and external stakeholders, and ensure everyone is on the same page. 

This reduces miscommunications and streamlines the workflow, ensuring your team can work together effectively and efficiently.

5. Keep track of your assets

Sked’s content library feature lets you store and organize all your media assets—from photos to infographics to videos to cover images—in one place. 

This makes it easy to reuse and repurpose content so you can maintain consistency across different accounts. 

And if someone from your team leaves (or has been storing assets locally on their device and loses that device) your files don’t leave (or get lost) with them.

6. Pick a system that lets you manage multiple clients easily

A good social media management system will allow you to neatly separate client accounts, ensuring that each client’s content and data are streamlined and secure. 

This feature is useful for agencies, as it makes it easier to manage different client requirements and maintain confidentiality.

In turn, this will help you save time, reduce human error, and improve your client’s overall social media strategy. 

7. Delegate tasks thoughtfully

Efficiency starts with smart delegation. 

Clearly define the roles and responsibilities within your team, and make sure everyone’s on the same page. 

Assign specific tasks like content creation, scheduling, community management, and analytics reporting to designated team members, and be crystal clear on deadlines. 

Clear responsibilities and expectations mean less confusion and more productivity. Regular team meetings can keep everyone aligned, and ensure any challenges are nipped in the bud.

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8. Work in batches

Grouping similar tasks, and knocking them out all at once is your secret weapon to working smarter.

For social media management, that could mean creating and scheduling content in bulk instead of one at a time and setting aside specific days for brainstorming content ideas, filming, editing and designing, writing captions, and scheduling posts. 

This not only keeps your content consistent but helps your team hit their stride, saving precious time. 

9. Embrace automation

With so many clients to manage and accounts to monitor, you need to embrace tools that offer every chance for automation. For instance, Sked can: 

  • Create an automated queue to make sure your content goes live on optimal days and times, without you having to manually analyze which days and times are best
  • Deliver content performance insights straight to your inbox so you can stay on top of strategy
  • Set up alerts for key metrics so you can stay in the loop without constant monitoring
  • Use AI to create a bespoke performance presentation, highlighting key insights for clients so you don’t have to write the report from scratch

By embracing automation on every manual and time-consuming task, you’ll free up brainpower for more creative and strategic jobs.

10. Build templates

Take time to develop templates for your most frequent tasks like monthly reports and client updates. This standardizes your processes and helps new team members get up to speed quickly. It also ensures all necessary data is included and consistently presented to clients.

Similarly, look at your clients’ most successful social media posts, and explore which ones can be templated and repeated on a monthly or weekly basis. 

11. Recycle and repurpose content

A winning Instagram post can easily be transformed into a detailed blog article, an engaging X or Threads thread, or even a dynamic LinkedIn Doc. 

This approach maximizes your content’s reach and impact, giving you more bang for your buck and keeping your audience engaged across multiple channels. 

By strategically repurposing content, you maintain a steady flow of high-quality posts without constantly starting from scratch.

As part of your content review each month, specifically look for successful posts that could take another form, and work them into your calendar for the following month.

12. Categorize content to enhance your reporting

By categorizing content into topics and types—for instance, infographics versus comedic content versus educational content—you can more easily monitor performance trends within your posts.

This is especially true if you use a reporting tool that supports this functionality, like Sked does with its Content Labels feature. 

Sked’s content labels let you categorize content as you post it, meaning similar content pieces can be grouped together, and their success monitored as one. 

Monitoring engagement rates across different labels can reveal broader trends around which types of posts resonate most with your audience, allowing you to refine your content strategy accordingly. 

By consistently reviewing and tweaking your approach based on data, you can ensure your social media efforts remain effective and aligned with your clients' goals.

13. Create efficient content approval processes

Streamlining your content approval process goes a long way to avoiding delays, and ensuring posts go out on time. 

Sked’s collaboration feature helps you to manage approvals efficiently. 

For instance, you can create a workflow where content creators submit drafts, managers review and provide feedback, and final approvers sign off. 

This structured approach minimizes back-and-forth and ensures high-quality content is published on schedule. Use version control to track changes and maintain a clear record of approvals.

14. Build a process that supports continuous improvement

When you’re managing social accounts for lots of clients, it’s easy to get caught up in the day-to-day. But by reviewing and refining your workflow, you can identify areas for improvement, and give clients the confidence that you’re at the top of your game.

Get feedback from your team on what’s working and what’s not. Bring in changes bit by bit, and be sure to monitor their impact. By looking at your workflow with fresh eyes regularly, you’ll spot inefficiencies and find opportunities to streamline your processes even further.

This’ll let your team focus on what matters most—creating killer content and engaging with your audience.

15. Communicate performance effectively

Keeping clients in the loop is crucial—but it’s important to avoid overwhelming them with excessive details. 

Regular, concise updates that highlight key metrics and progress will keep clients informed and confident in your work without bogging them down with specifics.

Sked’s custom PDF export report provides high-level detail, without diving too deep into the nitty gritty—it’s perfect for week-to-week or month-to-month reporting. 

Available at the click of a button, it’s packed with key metrics (think engagement rates, follower growth, and conversion rates) visual charts, and concise summaries to make the information easily digestible.

Ready to step up your multi-account management?

Efficiently managing multiple social media accounts is absolutely achievable with the right tools and strategies. 

By centralizing your efforts with a tool like Sked Social, optimizing your workflow, crafting a unified content strategy, and leveraging effective communication, you take your agency’s efficiency to the next level.

Implement these tips and check out Sked Social to enhance your agency’s efficiency.


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