A good agency workflow connects the brief, each deliverable, its owner and the decisions needed to finish it. Start with a client-linked project, break the work into tasks, agree on what done means, and keep feedback attached to the work.
Start with the deliverables, not a list of people
A campaign brief often mixes goals, formats, references and deadlines. Before assigning work, separate the outcome from the individual deliverables. A launch campaign might need a landing-page design, six social graphics and a presentation. Those are three different pieces of work, with different quantities and review paths.
Create a project with a clear name and the right client. Keep the business objective in its description. Projects organise the work; dates, priorities and status belong to the tasks that people actually deliver.
- Write the campaign goal and the agreed scope.
- Create one task for each deliverable that needs its own owner or review.
- Use sub-tasks for meaningful steps and mini-tasks only when another level adds clarity.
Give the first task enough context to move
A useful task answers four everyday questions: what is needed, who will do it, when is it due, and how will the team recognise a satisfactory result? Choose the kind of work by searching for the service name you know. In besteam its main category fills automatically, so a designer does not need to memorise the rate-card hierarchy.
Quantity makes the assignment concrete: six images, twenty slides or one deliverable. Team members can enter and see it without being given access to financial settings. Add a short description with dimensions, reference links and the review expectation.
Keep review decisions beside the item they affect
Feedback is easier to act on when it has a home. A message saying “please change the headline” needs the task, version and reason alongside it. Use the task conversation for that update, and attach the relevant file there rather than leaving a separate chat as the only record.
For the six social graphics, a sub-task could cover the first design set and another the agreed revision pass. Keep status current when responsibility changes. If a deliverable is waiting on client feedback, say who needs to respond and what decision is pending; an unexplained overdue date is less useful than a clear next step.
Share intentionally with collaborators and clients
Choose the people or groups who need project access. New work can inherit that access, with item-level adjustments where needed. Check the client audience and sharing settings before exposing an update intended only for the internal team.
A workspace role is only part of the access decision. The project and item settings still matter. Test the client experience with the permissions you intend rather than assuming that every workspace member sees the same information.
Finish with a short delivery check
Before marking work completed, check that the approved version is attached or linked, the requested quantity is correct, and unresolved decisions are recorded. For billable services, the authorised billing person can review the classified completed work against the service rate card.
This gives the next project a useful starting point. Repeat the structure that worked, remove steps that produced no decision, and use reports to spot delivery bottlenecks. The aim is a dependable hand-off, not a complicated process for its own sake.
- Confirm the delivered quantity and approved file.
- Record the final decision in the item conversation.
- Mark completed work accurately and review eligible billing separately.
Common questions
How detailed should an agency task be?
Include a clear deliverable, kind of work, quantity, assignee, relevant dates and enough instructions to begin. Add sub-tasks when steps need separate ownership or review.
Can clients see internal agency discussions?
Use the appropriate client role, project access, item sharing and audience settings. Review those settings before sharing sensitive work.