10 Tips You Need to Know Before Hiring Your Next Ad Agency or Consultant

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Bryttney Blanken

Working with an advertising agency, freelancer, or consultant?

After the past 12 years working in-house I know what good and bad looks like. 

In this article I’m going to share with you my hard lessons learned on working with these partners. 

And if you’re an agency owner, freelancer, or consultant reading this (take notes!) 📝

These tips are bucketed into four parts: people, product, process, and results.

Let’s dive in! 

TABLE OF CONTENTS:

[process] Tip #1: Be clear on your communication needs and expectations 

You have to be upfront about this from the beginning. 

Where and how often are the two key questions here:

  • Where will we be communicating? (ex: Slack)
  • How soon should you expect a response? (ex: within 24 hours)
  • How fast can I expect a certain task to be completed? (ex: 72 hours) 

You need to tell your partners what you expect from them in terms of communication. 

Steal this template:

“Hey {Name}, I want to be really clear that with the agencies I work with I expect a response from my slack or emails within {timeframe, ex: 12  business hours}”. 

This is equally as important for those of us managing clients as it allows you to more effectively prioritize your communications with clients and triage your day. 

[process] Tip #2: Decide your meeting cadence

This tip connects with the previous around framing expectations. 

You have to get clear on how often you’re going to be meeting, is it weekly, bi-Weekly, monthly?

Communicate your expectations on how often you’ll meet and the options available. 

By getting clear on your needs and how fast you want to get things done will allow you to answer this. 

The best part about defined meeting cadences is that it allows you to hold people accountable. 

It’s a forcing function that makes sure you’re getting what you need fast enough. 

My preferred meeting cadence:

Weekly for the first six weeks to build trust and create momentum then move towards bi-weekly. 

Within the first 6-weeks of working with a new agency or consultant  you’ll want to ensure they are set up with:

  • Systems access
  • Clearly defined goals 
  • Clarity on your ICP and audience 

From here everything is addressed and you can move to a bi-weekly cadence. 

Again this is my personal preference align according to your needs!

If you want some tips on how to run an effective meeting check out my LinkedIn post 🎉 

[process] Tip #3: Get clear on who and what for your tools

The last thing you want is for it to take four weeks for your agency to get plugged into your system. 

Get your new partners access to your systems as fast as possible so they can begin adding value.

Build a document with a clear list of all the primary tools they’ll need access for and who to contact. 

If the agency, consultant, or freelancer you’re onboarding already has clear documentation already on how you can provide them access to their primary tools this is a green flag! 🟢

If you can take the initiative to build an internal version of this document even better.

You know your marketing operations person's name, make sure they know as well. 

The more people working together across teams the more important this becomes.

[product] Tip #4: Review your brand foundations

Make sure your agency, freelancer, or consultant understands your brand.

Your brand foundations consists of:

  • What does your solution do?
  • What’s your unique value prop?
  • What’s your origin story?
  • Who are your competitors? 
  • What’s your tone of voice? 

Even better if your partners can sit in on a live demo (or at the minimum watch a recording). 

If your partners don’t get sold on the unique value you provide they will never be able to make an impact with the campaigns they create for you (and red flag if they don’t want to know! 🔴). 

[product] Tip #5: Make sure your extended team knows the audience targeting

We touched on this on tip #4 but this is so important it deserves its own tip. 

Audience targeting is the foundation of everything you’re going to be doing.

You need to be absolutely clear on: 

  • Job titles
  • Job functions
  • Company size
  • Industries

Really, really, really hone in on this! 🙏

Make sure your extended teams knows this as well. 

This is where your buyer persona comes into play, if you need help on how to craft one check out Module 2 of my B2B Advertising Foundations course where I show you how to piece it together. 

Give them as much customer information as possible because they have to know this. 

They need to know what good vs bad leads look like. 

Pro tip: 

Keep all this customer information in a shared document so your partners can refer back to it in the future when needed and setup a shared channel to monitor lead quality 🔥
Automated Slack alert showcasing inbound lead details, emphasizing real-time notifications

[process] Tip #6: Define your operational plumbing 

You need to be specific on how things should be tracked. 

The goal isn’t to just drive leads, it’s to scale legit qualified pipeline and revenue. 

Work with your extended teams to map out your customer lifecycle operations. 

For example, they should be clear on: 

  • Once someone fills out a form, now what?
  • How are leads being handed off to sales? 
  • How is the team being notified on new leads? 
  • How are they being followed up with? 

From here it’s piecing together the right UTM conventions for measurement, connecting forms in our marketing automation tools so be able to route appropriately.

Walk through all of these steps and the points in-between so things are tracked. 

Take my word for it, defining this will save you a lot of headaches at the end of the quarter! 😅

[results] Tip #7: Share your historical benchmarks

You need to first understand your historical benchmarks so you can share them. 

Reverse engineer your funnel to understand your performance between steps.

This will look different for every company but here’s an example for sales led:

  • Meetings Booked
  • Meetings Completed
  • Opportunities
  • Pipeline
  • Revenue
Sales metrics funnel highlighting meetings booked, opportunities, and win rate, essential metrics to share with your new agency or consultant

Knowing the difference between steps is crucial to improve efficiency. 

If your agency or consultant  isn’t trying to reverse engineer your funnel that’s a red flag! 🔴

Share these historical benchmarks and hold them accountable. 

[Process] Tip #8: Be clear on your naming conventions

Your partners need to be able to jump inside your ad accounts and understand what’s happening. 

The first step is making sure they are informed on your naming conventions.

Align on naming conventions for: 

  • Forms
  • Campaigns
  • Creatives

And if you’re reading this and don’t have existing naming conventions, ask yourself: 

What are the questions I’d like to answer from my campaigns? 

For example, I want to know:

  • What’s my performance by region? 
  • What’s my performance by campaign objective?
  • What’s my performance by ad?

Then use these answers to include them in your naming convention. 

This is a really small in the weeds tactical step but worth sharing. 

[results] Tip #9: Have clear trackable goals 

Determine the metrics that matter that your advertising partners should track and the frequency in which they should be reporting on these goals to you. 

I personally like to report on these weekly to make sure everything is pacing appropriately. 

This also allows you to pivot quickly when things start to go off track.

When determining the metrics that matter, also brainstorm your leading indicators

Leading indicators are clear metrics that help you determine early signs of success.

For example, depending on your campaigns objective it might look a bit different: 

  • Lead gen = qualified leads created
  • Awareness = engagement rate by ad type

Just choose something that can happen quickly within the first 7 days of a campaign going live and is a relevant milestone that will ultimately lead to your end goal. 

🟢 An early and specific goal is better than no goal at all.

Without this clarity you or your partners won’t be able to prioritize what needs to be done. 

If you’re struggling with deciding on your goals go back to tip #7 and understand your benchmarks. 

[results] Tip #10: Set clear timelines and deliverables

Defining the success metrics that matter and the roadmap to get there is CRUCIAL.

You have to be clear upfront timelines for both parties or it’s going to get squirrely 🐿😅

If it’s not defined upfront as you go things will go sideways. 

Communicate to your agency, consultant, or freelancer:

Here’s what we expect from month 1, 2, and so on…

You’re hiring these experts to come in and solve a specific problem. 

The goal is to hold your partner accountable to the outcome and not tasks. 

This keeps you focused on the things that matter (ex: funnel optimization, benchmarks, goals). 

I hope you found these 10 tips helpful and the best of luck in your future partnerships! ♥️

Connect with me on LinkedIn, and let’s keep the conversation going. 

You can also visit my website here for more valuable content.

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Bryttney Blanken
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