Sustainable utilisation
‍in your agency

To keep your agency busy, you need more than just a new project: you need a system.
Find out what causes underutilisation, which strategic levers you can use and how successful agencies optimally manage their resources.

How underutilisation slows agencies down

Low utilisation is a
‍structural risk

When project capacity utilisation fluctuates, it is not only revenue that suffers,
but often also quality, the team and your long-term planning security.

Unpredictable revenue

Unused capacity

Risk due to idle time

Declining margins

No future viability

Without stable capacity utilisation, your agency cannot develop healthily.
This creates a cycle of stress, uncertainty and wasted resources, even though the potential is actually there.

Economically decisive

Stable utilisation as a lever for success

The solution

Utilise agencies more effectively

Instead of working harder, you should manage more effectively. These levers bring about real change.
‍

Plan sales channels strategically

If too few enquiries are coming in or the pipeline is empty, there is only one solution: a sales system that regularly generates qualified leads.

👉 Expand online visibility
👉 Standardise & accelerate quotation processes
👉 Systematise successful pitching
👉 Establish retainer models for predictable revenue

Strategic sales are the basis for consistent utilisation, without pressure and cold calling stress.

Actively manage your project pipeline

Many agencies fall into the workload trap because they don't have an overview of current and upcoming projects.

👉 Visual roadmap with forecast & workload
👉 Prioritisation according to strategic fit & resources
👉 Early warning systems for over- or under-utilisation
👉 Clear transition between sales & operations

Those who know what's coming can plan and make decisions better.

Standardise processes efficiently

When every job is different, meetings run over time and handover processes get stuck, there is no time left for new projects.

👉 Processes for quotes, kickoffs, project launches
👉 Consolidate & centralise your tool landscape
👉 Fewer meetings, more output
👉 Define handover processes & responsibilities

Standardised processes create space for revenue-related tasks and reduce friction losses.

Optimise capacity planning

If you don't have an overview of who is available when and how, you end up with idle time or overload. Well-thought-out capacity planning ensures that tasks are distributed sensibly and resources are fully utilised.

👉 Transparency about available capacities
👉 Distribute tasks according to skills and availability
👉 Dynamically reschedule in case of changes (e.g. with AI support)
👉 Use time tracking to analyse utilisation

With a clear overview of capacities, planning is based on facts, not feelings.

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