Episode 147 – The Art of Capturing: Client Requests, Teamwork, Access, How To’s & More!

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Welcome to another engaging episode of The Builders. I'm your host, Matt Levenhagen, and today I'm excited to share my insights on a topic that's fundamental to the success of any agency: The Art of Capturing. In this episode, I delve into how capturing every detail, be it client requests, teamwork dynamics, access control, or the creation of comprehensive how-to guides, forms the backbone of effective agency management.

As someone who has navigated the transition from solo work to leading a team within a bustling web design and development agency, I've experienced first-hand the challenges and rewards of this evolution. I'll walk you through the journey of how we transitioned from using Notion to Atlassian Confluence and finally to ClickUp, exploring the unique advantages each tool offered in managing our complex tasks.

An integral part of this process is capturing client requests accurately and effectively. I'll discuss strategies and systems we’ve implemented to ensure every client communication is documented and organized, ensuring nothing falls through the cracks. Additionally, I'll share how tools like Slack and ClickUp have revolutionized our approach to teamwork and communication, fostering a collaborative and efficient work environment.

Security and accessibility are paramount in our line of work. I'll talk about how we handle sensitive client information and access management, particularly our adoption of 1Password. This tool has been a game-changer in securely managing access details and ensuring our clients' data is safe.

Lastly, I’ll touch on the importance of creating detailed how-to guides. These resources are not just about giving instructions; they are about building a knowledge base that empowers the team and enhances our service quality.

Join me in this episode as I unfold the layers of capturing every crucial aspect of agency work, a practice that has been instrumental in the growth and success of my agency. Whether you’re running an agency, part of a team, or just interested in organizational strategies, there’s something in this episode for everyone. Let’s dive in!


  • Introduction and Episode Overview
    • Introduction to the episode's theme: the art of capturing in agency management.
  • The Evolution of Agency Management
    • Discussing the transition from individual work to managing a team.
    • The journey through different project management tools.
  • The Role of Project Management Tools
    • Exploring the shift from Notion to Atlassian Confluence, and ultimately to ClickUp.
    • Advantages of ClickUp in managing complex agency tasks.
  • Capturing Client Requests Effectively
    • Strategies for documenting and organizing client requests.
    • Importance of contextual documentation in client management.
  • Fostering Teamwork and Communication
    • Using Slack in combination with ClickUp for enhanced team collaboration.
  • Ensuring Secure Access and Information Management
    • Discussing the importance of securing client access and sensitive information.
    • The implementation of 1Password for managing access securely.
  • Creating Comprehensive How-To Guides
    • Developing and organizing how-to guides for various projects and tasks.
  • Capturing Time and Project Progress
    • Discussing the significance of time tracking in project management.
  • Conclusion: The Importance of Capturing in Agency Management
    • Summarizing key takeaways from the episode.
    • Final thoughts on the importance of capturing every detail for agency success.

Matt Levenhagen
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