Rob Da Costa:
Welcome to the Agency Accelerator podcast. I'm your host, Rob Da Costa. And today, we're diving into a topic that I know resonates with every agency owner out there, and that is the constant balancing act between our biggest dreams, yet conquering our deepest fears. You know, running an agency isn't just about landing clients and delivering great work. Of course, that's important, but it's also about navigating a landscape filled with both exciting opportunities and really scary daunting challenges. On the one hand, we dream of building something incredible, an agency that that runs like a well or machine even when we're not there, I. E. A Self-Running agency.

Rob Da Costa:
We envision financial success, recognition in our field, and the freedom to enjoy the fruits of our labor. But on the flip side, we're often plagued with fears. We will be able to keep our business afloat in this competitive market. Are we pricing our services correctly, or are we leaving money on the table? And what if we lose our best clients to bigger agencies with deeper pockets? These conflicting emotions, the dreams that drive us forward and the fears that keep us awake at night, they're not just normal. They're an integral part of the agency owner's journey. And that's what we're gonna cover in today's episode, the agency owner's dilemma, balancing dreams and fears in an ever changing world. We'll unpack these dreams and fears. We'll look at some practical strategies to address them.

Rob Da Costa:
And hopefully, by the end of this episode, you'll first of all know that you're not alone in these conflicting dreams and fears, and you'll have some new insights and tools to navigate your own agency journey more effectively. So whether you're just starting out or you've been in the game for years, stick around. This conversation is for you, and I promise it's gonna be a valuable one. So let's get started. I'm Rob Da Costa, and this is the agency accelerator podcast. As someone who has stood in your shoes, having started, grown, and sold my own agency, I know just how it feels in the ups and downs of agency life. So this podcast aims to ease your journey just a little by sharing mine and my guests' experiences and advice as you navigate your way to growing a profitable, sustainable, and enjoyable business. Let's dive into this duality that every single agency owner faces.

Rob Da Costa:
That's the interplay between our grandest ambitions and our most pressing concerns. So it's a bit like being on a seesaw, isn't it? If you can remember those as a kid. On one end, we have the incredible dreams pushing us skyward. And on the other, we have these weights weighty fears trying to bring us back down to Earth. So know that you're not alone if you're grappling with these conflicting feelings. Now I want you to think about your own experience for a moment. Can you recall a time when you fell on top of the world? Certainly, your agency was on the brink of something amazing. Maybe you just landed that big dream client, or you'd finally cracked a challenging project, or you just hired your star employee.

Rob Da Costa:
That feeling of potential of being unstoppable, that's the dream end of the seesaw. But, sadly, I bet it wasn't long before the other end came crashing down. Perhaps you started worrying about how you're gonna deliver on your promises to this new client or whether you could replicate your success. That's the fear talking, and it's just as real and as valid as the dream. This constant back and forth isn't just normal. It's actually a crucial part of running a successful agency. I like to call it productive tension. It's this tension that keeps us grounded while still allowing us to reach for the stars.

Rob Da Costa:
Okay. So let me break it down a bit. On the dream side, we've got aspirations like building an agency that can run without our constant involvement. We envision it being more profitable, not just earning revenue, but keeping a significant portion of that revenue in the agency or in your pocket. We dream of having more flexibility and freedom of becoming a recognized leader in our field. But for every dream, there's a corresponding fear. We worry about the sustainability of our business. We worry about pricing our services correctly, about losing those clients to bigger agencies.

Rob Da Costa:
We fear burnout. We struggle with that work life balance and sometimes doubt our ability to keep up in this ever evolving industry. Now here's where it gets interesting. Those fears, as comfortable as they may be, serve a purpose. They keep us vigilant. Details. Similarly, our dreams are not just pie in the sky fantasies. They're the fuel that keeps us going even when times get tough.

Rob Da Costa:
They inspire us to learn, grow, and push us beyond our comfort zones. And this is why I make sure all my clients have a really clear vision that they stay connected with so they can get through those tough times. In my 18 plus years of coaching agency owners, I found that the most successful owners aren't those that never feel fear or those that just dream big. They're the ones who learn to harness this duality using fears as a compass and their dreams as a North Star. Basically, they fill their fear and do it anyway, which is a great book to read, by the way. Now, as we move through the rest of this episode, I want you to keep this concept of productive tension in mind. We'll be exploring specific dreams and fears and looking at how we can use this duality to our advantage in running our agency. And this is true whether you're a one person business, a freelancer, or you're running an agency of 20 people.

Rob Da Costa:
We've all got dreams. We've all got fears. Remember, the goal isn't to eliminate the fear or to achieve every dream overnight. It's to find that sweet spot where fears keep us grounded and our dreams keep us moving forward. That's where true agency growth happens. This episode is sponsored by my coaching program, the Self-Running Agency, the AI edition. If you've ever dreamed about building an agency that is less dependent on you, I. E. a Self-Running Agency, then I have all the tools, the foundations, the templates, the techniques that you need to build an agency that is less dependent on you so that you can get that flexibility and freedom that you craved when you started your agency. And because it's powered by an AI coach, which is trained on my 30 plus years of content, it is a super affordable price. So head over to dacostacoaching.co.ukforward/selfrunningagencyaiedition with dashes between each of those. Obviously, the link will be in the show notes as well to learn more. Now let's zoom in on one of the most common dreams I hear from owners. That is the dream of autonomy. You know, the one that I'm talking about. It's the vision of an agency that runs smoothly, efficiently, and profitably even when you're not there micromanaging every detail.

Rob Da Costa:
Indeed, that's why I created the Self-Running Agency group to support people on this journey, and we've had some amazing success stories. It's a fantastic dream, isn't it? Imagine being able to take a vacation without your laptop or having the freedom to focus on high level strategy instead of being bogged down in day to day operations. But here's the thing. The dream often feels out of reach for many agency owners. So why is that? Well, the answer lies in the paradox that's at the heart of many agencies. Look. We start these businesses because we're good at what we do, whether that's design or marketing, development, or strategy. But the skills that make us great as practitioners aren't necessarily the same skills we need to build a self sufficient team and create systems that can run without us.

Rob Da Costa:
So how do we bridge this gap? How do we move from being the linchpin that holds everything together to being the visionary leader who can step back and let the machine run on its own? Let's break this down into actionable steps. First, we need to acknowledge that this transition doesn't happen overnight. It's a gradual process that requires patience, trust, and a willingness to sometimes let things be done differently to how you would do them. Step 1 is to start documenting your processes. I know. I know. It's not the most exciting task, but trust me, it's absolutely crucial. Write down how you do things from client onboarding to project execution to invoicing.

Rob Da Costa:
This documentation serves two purposes. It forces you to analyse and potentially improve your processes, and it creates a playbook that others can follow. Next, focus on building a strong team. This doesn't just mean hiring skilled individuals, although, of course, that's important. It means cultivating a team culture where people feel empowered to make decisions and take ownership of their work, encourage initiative, reward problem solving, and create an environment where it's okay to make mistakes as long as lessons are learned. A crucial part of this learning is to delegate effectively, which so many agency owners are bad at. So start small, identify tasks that don't necessarily need your direct input, and hand them over to your team members. Provide clear instructions and expectations, but resist the urge to micromanage.

Rob Da Costa:
Remember, the goal is to make yourself progressively less essential to the day to day operations. Now this is where many agency owners start to feel uncomfortable. You might worry that stepping back will lead to a drop in quality or that clients will be unhappy if they're not dealing directly with you. These are, of course, valid concerns, but they're also fears that can hold you back from achieving true autonomy. Start by over communicating with both your team and your clients. Let your team know that you trust them to maintain the high standards you've set and reassure your clients that they're in good hands with your capable team. Another key aspect is to gradually shift your role from doer to coach. Instead of jumping in to fix problems, guide your team through the process of finding solutions.

Rob Da Costa:
Ask questions rather than tell. This not only builds their skills and confidence, but also reinforces that they can handle challenges without your direct intervention. Lastly, and this might seem the hardest part, you need to be willing to let go. Accept that things might not always be done exactly as you would do them, but know that that's okay. As long as results meet your standards and your clients are happy, the specific method becomes less important. Remember, the goal here isn't to make yourself redundant. It's to free yourself up to focus on the big picture, steering the ship rather than rowing the boat. When you achieve this level of autonomy, you'll find you have more time and mental space to work on growing your agency, exploring new opportunities, and yes, taking that vacation without taking your laptop.

Rob Da Costa:
Look, I know it's not an easy journey. It won't happen overnight. This is a conversation I've had 100 of times with clients who don't believe it's possible. But with patience, trust in your team, and a commitment to systems and processes, you can turn your dream of autonomy into reality. And when you do, you'll find your agency isn't just surviving, it's thriving with or without your constant presence. You are truly built a self running agency. Of course, one of the big fears about growing an agency like this and putting a team in place so that you are not involved in every aspect of your business is the fear of financial instability. This isn't just about making payroll or paying the bills.

Rob Da Costa:
It's about the constant pressure to keep the business not just afloat, but growing and thriving in a highly competitive landscape and, of course, being profitable as well. One of the biggest fears I hear from agency owners is this nagging worry. Am I pricing my services correctly? Or am I too expensive? Or am I leaving money on the table? It's a valid question. And if you're asking it, you're not alone. The truth is pricing in the agency world isn't an exact science. It's part art, part strategy, and a whole lot of confidence. Many of us start out by pricing based on what we think the market will bear or worse by simply undercutting our competition. But this approach can lead us down a dangerous path of undervaluing our work and struggling to maintain profitability, especially as we grow.

Rob Da Costa:
So how do we address this? Firstly, we need to shift our mindset from time based pricing to value based pricing. This means pricing our services based on the value that you provide your clients, not just the hours you put in. It's about understanding the impact of your work on your client's business and pricing accordingly. Now I'm not gonna go into this in too much detail because if you go back and listen to last week's episode, that's episode 2 to 9, I spoke with Rory Spence from the Wow Company, and we spoke all about value pricing. But to do this effectively, you do need to have a clear understanding of your costs. And I'm not just talking about your direct costs like salaries and software subscriptions. You need to factor in overheads, taxes, and even a buffer for those unexpected expenses that always seem to pop up. Once you've got a handle on your cost, you can start building your pricing strategy.

Rob Da Costa:
Now closely related to the pricing fear is the anxiety about losing clients to bigger agencies with more resources. It's easy to fall into the trap of thinking that you need to compete on price or that you need to offer every service under the sun to keep up. But here's the thing. The smallest size can actually be a huge advantage. You can be more agile, more personalized, and often more innovative than larger agencies. The key is to find your niche, to specialize in areas where you truly excel, and to build deep, lasting relationships with your clients. This brings us onto another crucial aspect of financial stability, which is client retention. We all know that it's cheaper to keep an existing client than it is to acquire a new one.

Rob Da Costa:
So make sure you've got a proactive account development planning strategy in place to look at how you can not only retain, but grow existing clients. So by addressing your pricing strategy, focusing on client retention and diversification, manage cash flow effectively, and build your financial knowledge, you can turn this fear of financial instability into a driver for creating a more robust, profitable agency. Of course, it's not always easy, and it certainly requires ongoing attention and effort and maybe pushes you into an area outside of your comfort zone. But with the right strategies in place, you can build an agency that's not just surviving financially, but is truly thriving. You can turn that fear into something that you are really comfortable with. Now let's tackle the concept that might seem a little bit counterintuitive at first, and that is the idea that success in the agency world isn't just about how much money you're bringing in. Don't get me wrong. Of course, revenue is important.

Rob Da Costa:
But if we're being honest with ourselves, we need to acknowledge that high revenue doesn't always equate to success, happiness, or fulfilment. I've seen agencies that are bringing in 1,000,000 but are just constantly stressed, overworked, and ultimately unfulfilled. On the flip side, I've seen smaller agencies that are thriving, not just financially, but in terms of that all important work life balance, job satisfaction, and overall quality of life. They're running their agency rather than the agency running them. So what is the big difference? Well, it all comes down to how how we define success, something that I'm really passionate about. Because for too long, many of us in the agency world have been chasing top line growth at the expense of everything else. We equate bigger clients and higher revenue with success without considering the toll it might be taking on our lives and our teams. So today, I want to challenge you to redefine what success means for your agency.

Rob Da Costa:
Let's just start by looking at profitability rather than just revenue. Not about how much money is coming in. It's about how much money you're keeping. An agency that's bringing in £300,000 a year but keeping 30% of it as profit will be in a much better position than an agency that's bringing in £2,000,000 a year but only keeping 5% profit. So focus on your profit margins. That's the first thing. You know what everyone says. Revenue is vanity and profit is sanity, and it's true.

Rob Da Costa:
So look at ways of increasing efficiency, streamlining your processes, and possibly even trimming your client list so that you're only working with your ideal clients and letting go of some of those high maintenance, low profit clients that can actually improve your bottom line and definitely reduce stress levels. But let's go beyond just the numbers. What about work life balance? You have to think about why you started your agency, and it wasn't to be working for a tougher boss longer hours than ever before. Because is success really success if you're working 70, 80 hour weeks, and you never see your family and friends? So consider building flexibility into your agency model. This might mean adopting remote working policies, implementing flexible hours, or simply being much more intentional about carving out time for life outside of work. Another aspect to consider is the impact that you're making. So are you proud of the work that you're doing? Are you helping your clients achieve their goals? Are you contributing positively to the industry or community? These factors can contribute significantly to your sense of fulfilment and success. And also think about your team as well.

Rob Da Costa:
Because a truly successful agency isn't just about the owner's satisfaction. Satisfaction. Are you creating an environment where your team can thrive, grow, and feel valued? Building a strong motivated team can lead to better work, happier clients, and ultimately a more successful agency. And I just want to say if you're listening to this and today you're a one person business, then all of what I'm talking about is gonna be relevant for you at some point in the future if you intend to grow your agency or even if you just intend to outsource work to freelancers. Because if you treat your freelancers like your team, applying exactly what I'm talking about today, then you're gonna be well on your way to building a successful, profitable, and happy agency. And this all comes because you have created a long term vision because success isn't just about where you are now, but where you want to be in the future. So do you have a clear idea of what you want your agency to look like in 1 year, 3 years, 5 years, or even 10 years? And are your current actions aligned with that vision? I know I talk about having a clear vision and having a roadmap for your agency all the time. And indeed, it's the first thing I do with my Self-Running Agency members because without a clear roadmap of where we're headed, we're likely to go round in circles at best, taking 1 step forward and 2 steps back.

Rob Da Costa:
And without a vision, we're more likely to be at the mercy of external factors, and that leads to a lot of stress. Now remember, there's no one size fits all definition of success. What matters is that your definition aligns with your values, your goals, and your vision for your life and for your agency. As we near the end of this episode, it's essential to acknowledge a truth that all agencies must come to terms with. Perfection is a myth. In the world of agency ownership, where dreams and fears constantly tug at us, striving for perfection can can often lead to paralysis. But here's the key, embracing imperfection isn't about settling for less. It's about recognising that growth comes from learning, experimenting, and yes, sometimes failing.

Rob Da Costa:
Running an agency means navigating an ever changing landscape where new challenges and opportunities arise daily. You might dream of flawless execution of every single project, of all your projects running smoothly without a hitch. But the reality is that hiccups, mistakes, and setbacks are inevitable, and that's okay. In fact, these imperfections are where some of the most valuable lessons will come from. To effectively balance your dreams with your fears, you need to adopt a mindset of continuous learning. This means being open to feedback, staying curious, and always seeking out ways to improve. It's about understanding that you don't need to have all the answers right now. Instead, focus on growing your knowledge and skills over time, one step at a time.

Rob Da Costa:
Think of your agency as a work in progress. Each challenge you face, whether it's a difficult client, a ridiculously tight deadline, or financial worries, is an opportunity to refine your approach and get closer to your dreams. By embracing imperfection, you give yourself the freedom to innovate, to take calculated risks, and to push your agency forward without the crippling fear of failure. Remember, the journey of an agency owner is not a straight path. It's a series of adjustments, learning moments, and continuous evolution. So as you work towards balancing your biggest dreams with your deepest fears, give yourself permission to learn as you go. It's a commitment to growth rather than a pursuit of perfection that ultimately will help you achieve the success and fulfillment you seek. Okay.

Rob Da Costa:
So as we wrap up today's episode, let's take a moment to reflect on the journey that we've explored together. The life of an agency owner is a constant balancing act. A dance between chasing your biggest dreams whilst managing your deepest fears. But as we've discussed, this duality isn't something to avoid. Rather, it's something to embrace. Remember, it's this very tension between our ambitions and our anxieties that drives us to innovate, grow, and push our agency forward. The key is to harness this energy constructively using our fears as a compass to guide us and our dreams as the north star that keeps us moving forward. So as you go back to your agency, I encourage you to reflect on the balance between your dreams and your fears.

Rob Da Costa:
How can you use this productive tension to your advantage? What steps can you take to turn your fears into action and your dreams into reality? So if you got this far, thank you so much for joining me today on the podcast. If you found value in the episode, please consider leaving a review. Do share it with your fellow agency owners owners and colleagues, And don't forget to subscribe so you never miss an insight that can help you grow your business. Keep striving. Keep balancing until next week. Here's to your agency success and your personal fulfillment.