Transcript to SOP

Running an agency is chaotic — with a million moving pieces, creating clear processes often gets pushed to the bottom of the priority list. Without clear SOPs, your team makes mistakes, clients get frustrated, and growth stalls because you’re stuck fixing the same problems over and over. That's why we created a custom SOP-building tool: to instantly turn messy workflows into crystal-clear, plug-and-play SOPs — so your agency can scale smoothly and your team can finally work independently.

  • SOP Title: Processing Online Orders for Shopify Store (Created: April 26, 2025)

    1. Purpose

    This SOP outlines the step-by-step process to accurately and efficiently process customer orders from a Shopify store to ensure timely fulfillment and excellent customer service.

    2. Expected Outcome

    • Orders are processed within 2 hours of being received.

    • Customer details are accurately verified.

    • Inventory levels are updated correctly.

    • Customers are notified of shipping within 24 hours.

    3. Step-by-Step Procedure

    3.1 Access Orders

    a. Log into the Shopify Admin Dashboard.
    b. Navigate to the Orders tab.
    c. Filter orders by "Unfulfilled" status.

    3.2 Verify Order Details

    a. Open the newest unfulfilled order.
    b. Confirm:

    • Customer name and shipping address.

    • Items ordered match inventory listings. c. If customer information is incomplete:

    • Mark order as "On Hold."

    • Email customer using template: Missing Information Request.

    3.3 Check Inventory Availability

    a. Confirm stock levels for all items:

    • If In Stock, proceed to fulfillment.

    • If Out of Stock:

      • Mark order as "Backorder Pending."

      • Email customer using template: Backorder Notification.

    3.4 Process Fulfillment

    a. Generate shipping label through Shopify or connected shipping app.
    b. Package the product(s) carefully:

    • Double-check items inside the package.

    • Include thank-you card and any promotional material. c. Attach shipping label securely.

    3.5 Update Order Status

    a. Mark the order as "Fulfilled" in Shopify.
    b. Input tracking number (if applicable).
    c. Shopify will automatically email the customer their shipping confirmation.

    3.6 Inventory Update

    a. Deduct item quantities in inventory if not done automatically.
    b. If inventory falls below restock threshold (pre-set at 5 units):

    • Trigger reorder request using "Inventory Restock Request Form."

    4. Decision Points

    • If missing customer information ➔ Place order on hold and email the customer.

    • If item is out of stock ➔ Notify customer and await confirmation to backorder or refund.

    • If inventory is low after fulfillment ➔ Submit restock request immediately.

    5. Time to Completion

    • Initial order processing: within 2 hours of order receipt.

    • Shipping: within 24 hours of order processing.

    Is this SOP A - too technical, B - not technical enough, C - good, no changes needed?

    Once you answer that, I would move forward to a final review stage as described in my operating process.on text goes here

Task Optimization Advisor

Running an agency means you're constantly juggling client demands, team management, and growth strategies — but your own time often gets buried under low-value tasks. Every hour you spend stuck in admin work, chasing down invoices, or doing repetitive tasks is an hour you're not closing deals, leading the team, or scaling revenue — and over time, that opportunity cost compounds into serious lost growth. That’s where this Task Optimization Advisor comes in: it instantly analyzes your Task Assessment Matrix, pinpoints time leaks, and gives you a clear, tactical plan to eliminate, automate, or delegate low-leverage work — so you can stay laser-focused on the activities that actually move your agency forward.

  • 📊 Time Leverage Summary

    • $10/hr tasks: 3 (30%)

    • $100/hr tasks: 4 (40%)

    • $1,000/hr tasks: 3 (30%)

    🔍 Key Insights

    • You're currently spending too much time on $10/hr admin work — this is costing you thousands over time.

    • High-value leadership and sales tasks are being kept, but not fully protected on your calendar.

    • Several $100/hr tasks could be automated with simple tools or delegated to a VA with SOPs.

    ✅ Task-by-Task Recommendations

    Managing social media DMs

    Client onboarding emails

    • Value: $100/hr | Weekly | ⚠ Impact

    • ⚙ Recommendation: Automate using CRM workflows like Hubspot or Close.io. Set it up once and save hours monthly.

    Sales consultations

    • Value: $1,000/hr | Weekly | 💀 Impact

    • ✅ Recommendation: Keep and prioritize. Build a booking system and pre-call questionnaires to further optimize your time.

Sales Call Assessment

Most agency owners struggle to pinpoint exactly why their sales calls aren't converting as well as they should. Without clear, structured feedback, it's easy to miss critical mistakes that cost you high-value clients and leave money on the table. Worse, every missed opportunity feeds into wasted ad spend, underperforming pipelines, and stalled growth. With our Sales Call Assessment GPT, you get a detailed, easy-to-apply Sandler-based breakdown of your sales conversations — showing you exactly what you're doing well, where you're losing prospects, and how to fix it fast. Better calls, better clients, more revenue.

  • Salesperson: Alex Ramirez

    1. Establish Bonding and Rapport — 4/5
    What Went Well: Alex opened with friendly small talk and matched the prospect’s tone nicely. Good use of open, empathetic language.
    What Could Be Improved: Could have asked one or two more personal questions to deepen rapport faster.
    Missed: None.

    2. Set an Upfront Contract — 2/5
    What Went Well: Some hint at setting an agenda.
    What Could Be Improved: Didn’t clearly establish meeting purpose, time expectation, or desired outcome.
    Missed: Full upfront contract structure.

    3. Uncover Pain Points — 3/5
    What Went Well: Asked basic problem-focused questions.
    What Could Be Improved: Needed to dig deeper using the PAIN funnel (especially amplify and impact questions).
    Missed: Full emotional connection to the pain.

    4. Budget Discussion — 1/5
    What Went Well: None.
    What Could Be Improved: Budget was never discussed. Big risk of misalignment.
    Missed: Entire budget conversation.

    5. Decision-Making Process — 3/5
    What Went Well: Lightly touched on decision timeline.
    What Could Be Improved: Should have asked directly who else is involved in the decision.
    Missed: Full mapping of decision process.

    6. Presentation of Solutions — 5/5
    What Went Well: Only presented a solution after confirming needs. Very tailored and value-focused.
    What Could Be Improved: Minor — could confirm once more that the prospect agreed with the pain points before pitching.
    Missed: None.

    7. Post-Sell Step — 2/5
    What Went Well: Confirmed next meeting.
    What Could Be Improved: Needed to reinforce value and address potential buyer’s remorse proactively.
    Missed: Clear, reinforced commitment.

    8. Maintain Equal Business Stature — 4/5
    What Went Well: Alex maintained a confident, consultative tone throughout.
    What Could Be Improved: Slight signs of eagerness at the end — be careful not to "chase."
    Missed: None.


Client Call Feedback

Agency owners often struggle to get honest, actionable feedback on their client calls — leaving blind spots that can quietly erode client trust, retention, and growth opportunities. Without structured assessments, important moments slip through the cracks: small concerns become major churn risks, hidden upsell chances are missed, and team performance plateaus. That's why we built Client Call Feedback GPT — a hyper-focused tool that evaluates your client calls against proven standards, uncovers hidden risks and opportunities, and arms you with concise, powerful insights to drive retention, loyalty, and growth.

  • Things You Did Great

    • Warm and professional start.

    • Very clear data presentation.

    • Excellent empathy and client engagement throughout.

    Things You Could Improve At

    • Confirm agenda alignment at the start.

    • Make recommendations more specific and actionable.

    • Be more explicit about next steps and deadlines at closing.

    Things I Noticed That You May Not Have

    • Minor concern: Client asked "Is there anything else we can try?" but no new initiatives were suggested.

    • Small hidden tension when discussing ad performance dip ("we expected more honestly").

    • No formal check-in at the end about overall satisfaction with the call structure.

    Potential Hidden Opportunities

    • Client praised the campaign performance ("best numbers we’ve ever had") — strong potential to request a testimonial or case study.

    • Possible upsell into creative testing based on their interest in "new things to try."

    • Momentum for referral ask — client sounded very happy with results.

Agency Diagnosis Tool

Agency owners waste hours trying to fix problems they don’t fully understand — patching symptoms instead of solving what’s really broken.
The result? Deadlines keep slipping. Clients stay frustrated. Team fires never seem to end. Without knowing why things are happening, it’s just guesswork — and guesswork is expensive.
This Agency Diagnosis GPT makes getting to the real root of your agency’s issues fast and simple. It guides you like a coach, asking smart questions, uncovering hidden problems, and handing you clear next steps — so you can fix what matters and finally move forward.

  • User:
    "Our clients are constantly asking for updates and seem frustrated, even though we’re doing good work."

    GPT:
    Sounds like the symptom is client frustration around communication. Let’s dig in: Why do you think they’re asking for updates so often?

    User:
    "Because we only send formal updates once a month."

    GPT:
    And why only once a month?

    User:
    "We don’t have a set rhythm for client check-ins — it’s kind of random."

    GPT:
    Got it. That points to a root cause around Communication processes.
    Here’s how you could tackle it:

    • Set up a simple, repeatable weekly client update process.

    • Automate reminders for account managers.

    • Build in a feedback loop to catch frustrations early.

    Would you like me to turn this into a quick action plan or SOP template?


Case Study GPT

Most agency owners know they should be creating case studies to build trust and close more clients — but finding the time, knowing what to say, and formatting them correctly always seems to fall to the bottom of the list. Without clear, professional case studies, agencies miss out on powerful social proof and leave money on the table with every lost lead. That’s where Case Study GPT comes in: a specialized tool that quickly transforms your raw data into polished, aspirational case studies that position your agency and your clients as unstoppable success stories. No more blank pages, no more second-guessing — just powerful case studies that drive sales.

  • Case Study Name: Beauty Brand + Paid Social Strategy
    Introduction:
    GlowUp Beauty is a skincare brand that partnered with our agency to accelerate their online growth through targeted paid social campaigns. This case study dives into how strategic ad scaling led to record-breaking months in both revenue and engagement.

    The Challenge:
    GlowUp needed to quickly boost their online sales without losing profitability as they expanded into new audiences.

    • Key Finding 1 Title: Limited Audience Saturation

    • Key Finding 1 Text: Core audiences were becoming oversaturated, driving up CPA.

    • Key Finding 2 Title: Ad Creative Fatigue

    • Key Finding 2 Text: Performance data showed declining engagement due to overused creative.

    • Key Finding 3 Title: Underutilized Lookalike Audiences

    • Key Finding 3 Text: Opportunities existed to expand reach using existing customer data.

    The Solution:
    We designed a multi-phase paid social strategy, refreshing ad creatives weekly, launching aggressive lookalike audience testing, and optimizing for ROAS daily. By staying agile and scaling what worked, GlowUp was able to reach new customers while improving overall profitability.

    • The Outcome text: The paid social revamp delivered a major spike in both revenue and brand awareness.

    • Outcome 1 title: 3x ROAS Increase

    • Outcome 1 text: GlowUp tripled their return on ad spend within 90 days.

    • Outcome 2 title: 40% New Customer Growth

    • Outcome 2 text: The campaigns attracted 40% more new customers month-over-month.

    • Outcome 3 title: 65% Increase in Engagement

    • Outcome 3 text: Fresh creatives and new audience segments led to a 65% boost in social engagement.

    Summary:
    This partnership showcases the power of strategic paid social management combined with dynamic creative testing. GlowUp Beauty proved that with the right strategy and a trusted partner, rapid online growth is absolutely achievable.

    Marketing Channels Used: Facebook Ads, Instagram Ads


Clifton Strengths GPT

Agency owners know their people are their greatest asset, but most leadership tools feel one-size-fits-all and miss the opportunity to truly maximize individual strengths.
Without a strengths-focused approach, agency teams can feel disconnected, underutilized, and less motivated—leading to high turnover, lower creativity, and managers stuck guessing how to inspire their people.
The CliftonStrengths Agency GPT changes that by offering a fully customized, agency-specific coaching tool that brings individual and team strengths to the forefront. With ready-to-use coaching prompts, engagement strategies, and strengths-based development paths, agency owners can create teams that thrive, perform, and stay deeply connected to their mission.

  • Team Member Review: Riley Carter
    Top 5 Strengths: Futuristic, Activator, Communication, Woo, Ideation

    Strengths Snapshot:

    • Futuristic: Riley is inspired by what could be. They see possibilities before others do and are energized by envisioning exciting futures.

    • Activator: They’re not just a dreamer — Riley pushes for action quickly and thrives on momentum.

    • Communication: Riley excels at turning ideas into stories that inspire and align others.

    • Woo: They connect easily with new people and bring energy to first impressions and new relationships.

    • Ideation: Riley loves to brainstorm and sees connections between seemingly unrelated ideas.

    Basement Watchouts:

    • Futuristic (Basement): May become so focused on future possibilities that current priorities get overlooked.

    • Activator (Basement): Can push the team to move too quickly without enough planning or alignment.

    • Communication (Basement): Might dominate conversations without always fully listening.

    • Woo (Basement): Could prioritize breadth of relationships over depth, leading to shallow connections.

    • Ideation (Basement): May get caught in endless brainstorming without moving to execution.

    Strengths Partnership Opportunities:

    • Pair Riley with someone strong in Focus or Discipline to keep big ideas anchored in day-to-day priorities.

    • Team them with a Strategic thinker to help filter the best ideas for action.

    • Leverage their natural energy by involving Riley early in client projects or new team initiatives where excitement and buy-in are critical.

    Coaching Conversation Starter:
    "Riley, your ability to see the future and get others excited is a huge asset. How can we help you balance your big-picture vision with the need to bring a few key ideas fully across the finish line?"