Set up Notion workspace for clients and content calendars

~30 min

Build the agency operating system in Notion with client dashboards, content calendars, and approval workflows.

1. Create a master "Clients" database with properties: Client Name, Status (Active/Onboarding/Past), Monthly Retainer, Platforms, Brand Guidelines Link
2. Build a "Content Calendar" database linked to Clients - each entry has: Date, Platform, Content Type, Copy, Visual Link, Status (Draft/Pending Approval/Approved/Published)
3. Create a Kanban view of the content calendar filtered by client for easy production management
4. Build an "SOP Library" section with templates for: client onboarding, content creation checklist, posting schedule, and monthly reporting
5. Set up a "Content Ideas" backlog database where team members can capture ideas for each client

Design brand templates in Canva

~30 min

Create reusable design templates for each client's brand so your team can produce content fast.

1. Set up a Canva Brand Kit for each client: their logo, colors, fonts, and brand voice notes
2. Create template sets for each platform: Instagram posts (1080x1080), Stories (1080x1920), LinkedIn posts (1200x627), Twitter headers
3. Design 5-10 template variations per client: quote cards, tips, product features, testimonials, carousel slides
4. Build a "Content Toolkit" folder structure: Client Name → Platform → Template Type
5. Share template folders with your team so anyone can produce on-brand content without design skills

Configure Buffer for multi-client scheduling

~20 min

Set up Buffer to manage and schedule social media posts across all your client accounts from one dashboard.

1. Sign up at buffer.com and connect each client's social media accounts (Instagram, Twitter, LinkedIn, Facebook)
2. Set up posting schedules for each client - configure the best times to post based on their audience timezone
3. Create a queue for each client with their approved content from the Notion calendar
4. Use Buffer's calendar view to visualize the posting schedule across all clients and spot gaps
5. Enable Buffer's analytics to track engagement metrics for each client's accounts

Create client reporting with Loom videos

~20 min

Build a monthly reporting workflow using Loom videos that clients actually watch and appreciate.

1. Create a Loom folder for each client's monthly reports
2. Build a reporting template in Notion: top-performing posts, engagement metrics, audience growth, content highlights, and next month's strategy
3. Record a 5-7 minute Loom video walking through the report - screen share the metrics while narrating insights
4. Include specific recommendations: "This post type outperformed by 3x, so next month we're doubling down on carousels"
5. Send the Loom link with a short written summary via email - clients who prefer reading get the summary, visual learners get the video

Build team workflows in Slack

~20 min

Set up Slack channels and workflows for team collaboration and client communication.

1. Create internal channels: #agency-general, #content-ideas, #design-feedback, and #wins to celebrate client results
2. Create a Slack channel per client for internal team discussion (not shared with the client)
3. Set up a content approval workflow: team member posts draft in Slack → client approves with emoji reaction → team member schedules in Buffer
4. Create Slack reminders for recurring tasks: Monday content planning, Wednesday check-ins, Friday reporting
5. If working with freelancers, use Slack Connect to bring them into specific client channels without full workspace access