5 Client Retention Best Practices That Often Go Ignored

Client retention stands as the backbone of success for any digital agency. While agency leaders relentlessly chase new business development opportunities, there's an undercurrent of understanding that the real strength lies in keeping the clients you already have long-term.

The stability, profitability, and organic growth fueled by client retention are undeniable, yet strategies to ensure it often slips into the background in strategy meetings and budget planning. Without caring for the account portfolio you have, tending to it like a fragile garden in the middle of a desert, you can risk chipping away at the foundation you’ve already built to support future success and scalability.

However, with this in mind, the familiar tactics of excellent service, competitive pricing, and occasional check-ins don't cut it anymore on their own. In an industry swamped with similar promises, agency leaders must adopt an innovative approach, diving deeper and thinking differently.

To help you boost your own agency client retention efforts, we’re going to cover some overlooked yet critical strategies for client retention. Let’s push beyond the standard practices and look deeper at the crucial measures that leading digital agencies must take to secure and grow their client base.

Why Client Retention Matters: A Quick Refresher

Agencies thrive on the currency of creativity and innovation, not just in their client work, but in how they handle their client relationships. It's not about reinventing the wheel; it's about adding spokes that strengthen its structure and drive.

Oftentimes, agency leaders are laser-focused on new client acquisition. However, the hidden costs, effort, and uncertainty make it a gamble, especially when compared to the potential profitability of existing relationships.

Retaining clients stabilizes your agency's cash flow and creates a predictable business environment where you can plan and scale operations effectively. It's not just about maintaining a revenue stream; it's about fostering partnerships that will advocate for your brand.

Beyond establishing a revenue stream, retention also creates a wealth of business development opportunities from your existing account portfolio. Oftentimes, it can be easier to upsell someone who has already bought into your agency’s services rather than convincing a new business to place their trust in your own.

This stems from the trust that you’ve worked hard to establish at your agency with your clients. Long-term clients become collaborative partners in strategic thinking, creating a synergy that new client engagements often lack. This depth and understanding of a client's business not only streamline the project cycles but often lead to referral opportunities that no amount of cold calling can match.

Furthermore, a focus on client retention signals a mature business approach. It demonstrates an understanding that success isn't about the number of clients served, but the quality and longevity of those relationships. It's this distinction that sets apart truly successful agencies in a saturated market.

The 5 Often-Ignored Client Retention Best Practices

1: Proactive Communication

As we know, the agency environment is fast-paced, with teams hustling to meet deadlines, but communication with clients shouldn't fall to the wayside. All too often, when we’re trying to manage bandwidth, client communications can become almost solely reactive - only waiting to respond when prompted to.

Proactive communication is a strategic asset. Instead of waiting for clients to reach out with questions or concerns, leading agencies take charge, offering updates, insights, and news before clients feel the need to ask. It's this kind of foresight that positions an agency as a strategic partner and an authority in the industry rather than a vendor.

Implementing proactive communication requires a cultural shift within an agency. It involves regular scheduled updates, spontaneous calls or messages acknowledging project milestones, and the agility to provide immediate responses. This strategy is not about inundating clients with information but offering relevant, timely, and valuable insights.

Moreover, proactive communication involves listening, not just speaking. It’s about anticipating client needs, understanding their pressures, and being ready with solutions before problems escalate. This foresight builds a sense of reliability and commitment that clients cherish.

2: Upskilling and Adapting to Industry Changes

The agency space is a shifting landscape of trends, technologies, and tactics. Clients worry about keeping up, and they rely on their agencies to navigate these changes confidently. By continuously upskilling your team and staying abreast of industry shifts, your agency demonstrates a commitment not just to its own growth, but to the client's market position as well as changing client needs.

Regular training sessions, pursuing new certifications, and attending industry events are investments, not expenses. They equip your team with fresh insights and renewed enthusiasm, which is reflected in the quality of work and the innovative strategies presented to the client. This dynamic growth reassures clients that they are with an agency that’s on the cutting edge.

However, it's not enough to hoard knowledge. Client-retaining agencies turn insights into strategies, showing clients how these new skills directly benefit their projects. It's this proactive application that strengthens the client-agency relationship, positioning your team as thought leaders rather than followers.

3: Personalized Touch in Client Interactions

Relationships are the lifeblood of any agency, and they go beyond contracts and project scopes. Adding a personalized touch to client interactions can significantly influence client retention. Remembering details, acknowledging client milestones, and even notes of appreciation can turn a strictly professional relationship into a more personal, loyal partnership.

Celebrating successes, both big and small, particularly those that the client values, shows that you see beyond the billables to what’s truly important to their business. It’s about recognizing the human aspect behind the corporate façade, crafting messages that resonate on a more personal level while maintaining professional boundaries.

This strategy requires a genuine interest in the client's world. It's not about grand gestures but consistent, sincere acknowledgments that you value this relationship. It's these subtle nuances that clients remember when deciding whether to continue on with your agency.

4: Providing Added Value Without Being Asked

Clients appreciate when agencies go the extra mile. It demonstrates initiative and a deeper understanding of their business. By offering insights, extending additional services, or proposing innovative strategies beyond the agreed scope, your agency illustrates its commitment to the client’s success, not just to the invoice.

This approach requires a strategic eye, looking for opportunities to offer more value. It involves keeping the client's best interests at heart and recommending strategies or platforms that could benefit their business. It's about being a consultant and a confidant, not just a service provider.

However, agencies must walk this line carefully. Adding value is not about upselling under the guise of initiative. It’s a genuine effort to enhance the client’s product or service offering, showcasing your commitment to their business growth and success.

A simple way to do this is to reallocate any excess bandwidth near the end of the month to overserve the clients you already have. If you can add some additional value without it competing against the other accounts in your portfolio, that is a win for your agency and its ability to best serve your clients.

5: Regular Feedback Mechanisms and Swift Issue Resolution

Even the most successful partnerships face challenges. However, the way an agency handles these situations can make or break the client relationship. Establishing regular feedback mechanisms, such as surveys or review meetings, creates a structured environment where clients can express concerns, knowing they will be addressed promptly.

These feedback loops are invaluable; they provide real-time insights into client satisfaction. However, gathering feedback is only half the battle. Agencies need to act on this feedback constructively, making necessary changes and communicating these adaptations back to the client.

Additionally, assigning a dedicated account manager or client liaison who knows the ins and outs of the client's account ensures that issues are not just resolved but anticipated. This proactive problem-solving cements a client's trust in the agency, proving that they’re seen, heard, and valued.

Common Client Retention Pitfalls to Avoid

While there are client retention strategies that we’ve outlined above, there are also plenty of pitfalls to avoid. Some of the most notable ones include:

• Overpromising and Underdelivering: Agencies that often promise too much in an attempt to impress, which can lead to disappointment when they can’t deliver. It’s better to be upfront about capabilities and timelines with honesty and clear communication.

• Taking Long-Term Clients for Granted: Just because a client has been loyal in the past does not mean that they will stay now. Keep clients engaged, remain attentive, and communicate proactively.

• Neglecting Team Growth and Satisfaction: An unhappy agency team can lead to subpar work or low employee engagement, while a motivated team will always deliver their best. Prioritize team satisfaction, training, and growth to make sure they are always at their best to perform for your clients.

• Lack of Adaptability: Stay updated with the latest industry trends and tools, ensuring services remain relevant and cutting-edge.

• Inadequate Communication: Occasional updates aren't enough. Clients need regular communication to feel involved and valued. Establish regular check-ins, provide clear project updates, and always be accessible to address any concerns or queries.

• Limited Suite of Services: Whenever a client asks for a new service that goes beyond what your agency has traditionally provided, this can often motivate them to look for a new agency that can and will meet their needs. Invest in continuously expanding and refining your services, or consider an external partnership with a provider that can.

Agency client retention is not only about taking the steps necessary to boost retention but also being mindful of the pitfalls that could place your account portfolio at risk.

How a White Label Partner Can Boost Agency Client Retention

After considering all of the client retention best practices above, there’s one element that underpins everything: infrastructure. Specifically, agencies that have both the communication and performance infrastructure in place to allow for excellent delivery of services and account relationship management are in a far better position to continue retaining their existing clients while landing new business.

This does not all have to be done in isolation, though. One of the most effective ways to enhance performance and implement more efficient and effective communication is to leverage a white label digital marketing partnership.

A white label partner extends your agency’s in-house team with their own team of account managers and digital channel analysts. You can instantly extend your suite of services and offload many of the communication tasks involved with campaigns while you focus more on sales, account relationships, and your digital core competencies.

If this sounds like something that could benefit your agency, perhaps our team at Conduit Digital is the right partner for you.

At Conduit, we power successful ad agencies in North America with 18 digital channels through one single partnership, all backed by expert-level performance, proactive communication, and the industry’s most powerful proprietary reporting system. To learn more about how we can help you scale, schedule a call with us today.