Case Study: A Marketing Agency Doubles Productivity with TrackingTime
Struggling to meet deadlines, juggle multiple clients, and keep your team aligned? You’re not alone. In this real-world case study about a dynamic marketing agency, discover how a fast-growing agency doubled its productivity by switching to a smarter time tracking system.
Learn how TrackingTime helped them gain visibility, streamline operations, and scale efficiently—insights that any SMB manager or agency owner can apply.
A Marketing Agency Doubles Productivity
About the Agency: Fast-Growth, High Pressure, Tight Deadlines
This digital marketing agency operates in a highly competitive environment where every hour counts. Based in Toronto, Canada, the agency serves clients across North America, offering SEO, content marketing, and paid media services. With a small, agile team of 12, they handle multiple client projects simultaneously—each with tight timelines and performance KPIs.
As demand for their services grew, this agency, faced increasing challenges around team coordination, time management, and client reporting. Leadership needed a scalable way to track time, measure output, and maintain quality without overloading their team.
The Challenge: Disconnected Tools and Lack of Visibility
Before TrackingTime, the agency relied on spreadsheets and email updates to manage workloads. This created a fragmented system with no real-time insight into who was doing what—or how long it was taking. Project timelines slipped. Over-servicing became common. And internal meetings turned into guesswork instead of strategic planning.
Most importantly, by marketing agency standards, they lacked visibility into billable vs. non-billable time. As a result, they were losing revenue and underestimating project costs, which directly affected profitability and team morale.
“Agencies lose up to 30% of revenue due to untracked billable hours.”–Harvard Business Review
The Solution: Implementing TrackingTime Across the Team
In search of a reliable, user-friendly time tracking solution, the agency chose TrackingTime. They selected the platform for its intuitive design, seamless integrations with Asana and Slack, and customizable project dashboards that fit their campaign-based workflow.
Rolling it out team-wide was easy. Each department—content, PPC, design, and account management—quickly adopted the tool. In the marketing agency space, TrackingTime’s real-time time tracker, board view, and automated reporting features became central to daily operations.
Highlight: Within weeks, the agency had full visibility over tasks, project hours, and campaign budgets—without adding manual admin.
How to Use TrackingTime in a Marketing Agency
Implementing TrackingTime isn’t just easy—it’s highly adaptable to the way marketing agencies work. Whether your team runs SEO campaigns, content calendars, PPC accounts, or client strategy calls, this framework will help you track time efficiently and make the most of every hour.
- Create a project for each client or campaign
- Assign tasks to team members and group them by deliverable (e.g., blog posts, ad creatives, reports)
- Set billable and non-billable tasks to distinguish between activities
- Encourage team members to adopt the habit of time tracking
- Visualize workloads using Dashboard
- Generate weekly or monthly time reports by client or service category
- Review tracked time vs. project budgets to optimize future scopes and pricing
The Results: Doubling Productivity and Gaining Control
After three months of using TrackingTime, the agency saw a 2x improvement in productivity. The marketing team members completed more tasks in less time, thanks to the clarity and structure provided by project dashboards. Real-time tracking eliminated guesswork, and automated reporting saved hours of administrative effort every week.
Client communication also improved. Within the marketing agency, accurate reports could show clients exactly how time was spent—enhancing transparency and trust. Internally, managers used insights from TrackingTime to allocate resources more effectively and prevent burnout.
Across offices in Toronto, Vancouver, and remote team members in Latin America, the agency unified its operations and scaled without stress.
Key Takeaways for SMB Owners and Managers
This case study illustrates a simple truth: when you control your time, you control your outcomes. For SMBs and agencies managing multiple moving parts, implementing the right time tracking strategy can dramatically increase efficiency and improve margins.
- Audit your current time-tracking methods—don’t rely on memory or spreadsheets
- Choose a tool that integrates with your workflow (project management, messaging, etc.)
- Use dashboards to create accountability and visibility across your team
- Analyze time reports to optimize pricing, staffing, and client relationships
- Start small, then scale adoption across the company
Ready to Improve Your Team’s Productivity?
If you’re looking for a proven way to boost team performance, start with TrackingTime. This real-world example from one marketing agency shows how even a small team can achieve massive results with the right system in place. TrackingTime offers all the tools your business needs to track, analyze, and optimize your most valuable resource—time.
- Custom dashboards for projects and clients
- Accurate, real-time time tracking
- Team-wide visibility and accountability
- Automated client reporting
- Integrations with your favorite tools
