Agency Journey Jakub Grajcar and Gray MacKenzie

"From the very start, when I launched Galactic Fed, some of my friends (former entrepreneurs) gave me really good advice, which is that you want to be removing yourself from as many processes as you can. You do not want to create what some people call a key man or key woman scenario."

Zach Boyette is the co-founder and Managing Partner at Galactic Fed, a full-service growth marketing agency with a team of 150 people across 25 countries. Zach has an unconventional background, having worked at Google and P&G before becoming a digital nomad and building Galactic Fed.

In this episode of Agency Journey, Zach shares insights on scaling an agency while maintaining a strong remote culture. He emphasizes the importance of documentation, promoting from within, and choosing your team over rude clients.

Zach also discusses his perspective on the future of remote work and why he believes younger generations will drive a shift toward more location-independent companies. 

This is a great conversation for agency leaders interested in building a large remote team while maintaining work-life balance.
Episode Insights:

💡 Document everything to create a consistent client experience as you scale. Have each team member spend a couple hours per week documenting processes.
💡 Build culture in a remote agency through casual Slack channels, quarterly all-hands meetings focused on personal updates rather than just company info, and leading by example with communication style.
💡 Hire self-starters who are comfortable with written communication. Use written assessments and thorough reference checks early in the hiring process.
💡 When leading leaders, have a regular cadence of written updates prior to meetings. Show you are present and remember details about their teams and challenges.
💡 Have an org chart planned out far in advance and hire proactively for the structure you want to build. Avoid building the org chart reactively around specific people.
💡 Don't personally attach your name to the agency brand. Build a company brand that can exist beyond just you.
💡 Be willing to choose your team over abusive clients, even if they pay well. Prioritize a healthy culture.
Resources Mentioned:

Zach's LinkedIn: https://www.linkedin.com/in/zachboyette/
Galactic Fed agency website: https://galacticfed.com/?utm_campaign=agency-journey-ep-296-zach-boyette
Zach's personal website: https://zachboyette.com/?utm_campaign=agency-journey-ep-296-zach-boyette
The E-Myth Revisited by Michael E. Gerber (book recommendation for designing an org chart)
ClickUp for project management: https://clickup.com/?utm_campaign=agency-journey-ep-296-zach-boyette
Google Suite

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“​​In all aspects of your work and your business, you have systems. Why is networking, which is just as important as any one of those singular things, not managed with such ferocity?”
Kurt Schmidt is an agency founder, podcast host, author, and agency coach with 25 years of experience growing agencies from just a few people to over 500 employees and tens of millions in revenue. He started his career as a designer and developer before catching the entrepreneurial bug and becoming a "pirate" as he puts it.

In this value-packed episode of Agency Journey, Kurt shares his hard-earned wisdom on business development, networking, and delivering client results. He emphasizes the importance of taking a problems-first approach rather than just showcasing capabilities.

Kurt is also the author of “The Little Book of Networking”, and in this conversation he explains the system he uses to consistently provide value to his network and build community.

Whether you're looking to jumpstart your agency's growth or build a thriving professional network, this episode is a must-listen.
Episode Insights:
💡 Go back and audit your current and past clients to see which ones are in a growth stage and may have additional problems you can solve. Most clients have no idea about your full capabilities.
💡 Focus on the problems you solve and the outcomes you create rather than just showcasing the executional work in your portfolio. Clients care about how you can help them, not how pretty your designs are.
💡 When networking, clearly state what you do and what you're looking for. Be equally intentional about understanding and recording others' needs. Systematize your follow-ups and always look for ways to provide value and make connections.
💡 Study how other professional services firms like lawyers and accountants acquire clients and manage their businesses. Don't limit your learning to just agencies in your specific niche.
💡 Explore different billing models like productized services and outcome-based fees. Discuss what's working with agency peers to find the best fit for your clients and business.
Resources Mentioned:
🌐 Kurt's LinkedIn: https://www.linkedin.com/in/-kurtschmidt/?
utm_campaign=agency-journey-ep-295-kurt-schmidt
🌐 Kurt’s website: https://kurtschmidt.me/?
utm_campaign=agency-journey-ep-295-kurt-schmidt
🏢 Kurt’s consulting business: https://schmidtconsulting.group/?
utm_campaign=agency-journey-ep-295-kurt-schmidt
🏢 Kurt's agency, Foundry: https://www.foundrymakes.com/
📙 The Little Book of Networking by Kurt Schmidt: https://www.amazon.com/Little-Book-Networking-Career-Conversation/dp/1634895835 
📙 The 10-10-10 Blueprint by Kurt Schmidt - coming soon
🎙️ The Schmidt List Podcast: https://podcasts.apple.com/us/podcast/schmidt-list-inspiring-leaders/id1286383143 

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John Corcoran is the co-founder of Rise25, an agency that helps B2B companies get clients, referrals, and strategic partnerships through done-for-you podcasts and content marketing. John has been podcasting since 2010 and his business partner Jeremy has been doing it since 2008. Together they've built a team of over 50 people to support B2B companies in leveraging this powerful medium.

John has a fascinating and diverse background prior to Rise25. At various points in his career, he was paid by President Bill Clinton as a White House writer, worked for Steven Spielberg at DreamWorks, and did some work for Warren Buffett. He was also a lawyer for a period before discovering the power of podcasting to have high-caliber business conversations and decided to make that his focus.

In this episode of Agency Journey, John shares his knowledge on using podcasts strategically to deliver value to your ideal clients and referral partners. He emphasizes that download numbers and vanity metrics matter far less than having the right conversations with the right people.

We also dig into John's involvement with Entrepreneurs' Organization (EO) and get an inside look at different high-level business peer groups.

This is a great episode for agency leaders interested in the power of podcasts and surrounding yourself with other successful entrepreneurs.

Episode Insights:
💡 Interviewing people for a podcast is a far more effective way to build relationships than typical coffee networking meetings. It allows you to provide value and have higher caliber conversations.
💡 Focus on creating podcast content that delivers value to your ideal clients and referral partners. Don't get caught up in vanity metrics like downloads - it's about having the right conversations with the right people.
💡 Joining a peer community for entrepreneurs, such as EO, can provide invaluable support, camaraderie, and learning opportunities to help you through the unique challenges of building a business.
💡 Explore different business groups to find the right fit for you.
💡 Use your podcast as a strategic tool to have conversations with people who wouldn't otherwise carve out time to meet with you. It's an amazing way to connect with hard-to-reach, high-caliber people.

Resources Mentioned:
🌐 John’s LinkedIn: https://www.linkedin.com/in/corcoran/
🎙️ INspired INsider podcast hosted by Jeremy Weisz: https://www.inspiredinsider.com/?utm_campaign=agency-journey-ep-294-john-corcoran
🎙️ Smart Business Revolution podcast hosted by John Corcoran: https://smartbusinessrevolution.com/podcasts/?utm_campaign=agency-journey-ep-294-john-corcoran
🏢 Rise25 agency website: https://rise25.com/?utm_campaign=agency-journey-ep-294-john-corcoran
👥 EO (Entrepreneurs' Organization): https://hub.eonetwork.org/?utm_campaign=agency-journey-ep-294-john-corcoran
👥 Vistage
👥 YPO (Young Presidents' Organization)
👥 Strategic Coach
👥 Tiger21
👥 Hampton

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In this episode, Kuba generates a list of client success tips using AI—and Gray critiques them and goes way deeper based on his hard-won experience in the agency space.

Episode Insights:

💡 Understanding client goals is crucial for improving client success. Ask questions and listen carefully to their answers to gain a deeper understanding.
💡 Regular communication is key. Set clear expectations around how and when you'll communicate with clients, and provide updates on progress and challenges.
💡 Be proactive in identifying and preventing issues before they arise. Addressing problems openly and honestly builds trust with clients.
💡 Personalize the experience by treating each client as unique and customizing services to fit their specific needs. Show that you are paying attention and value their individuality.
💡 Clarity is kindness. Be clear and firm in setting expectations and communicate openly when issues arise.

Resourced Mentioned:

🌐 ZenPilot: https://www.zenpilot.com/?utm_source=youtube.com&utm_medium=referral&utm_campaign=agency-journey-ep-293-gray-vs-ai-client-success-tips
🌐 Gray’s LinkedIn: https://www.linkedin.com/in/graymackenzie/
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📕 Read our in-depth, 8000-word How to Use ClickUp Guide: https://www.zenpilot.com/blog/how-to-use-clickup?utm_campaign=agency-journey-ep-293-gray-vs-ai-client-success-tips

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“All of my successes massively outpace my capabilities. Like when you meet me, you're like, ‘I can't believe that guy did all the shit that he did’. Because I look homeless and I'm not really as bright as I pretend to be. I'm not self-deprecating—it's a fact. My success outpaces my capability because I found other people that were more capable than me."
Kasim Aslam is the CEO of Solutions 8, co-founder of Driven Mastermind, and co-host of the Perpetual Traffic podcast. He has built four multi-million dollar agencies and had two exits, one of which was an eight-figure deal. Kasim's success in the agency world, particularly in the Google Ads space, and his ability to scale businesses with minimal initial capital make him an impressive figure in the industry.

He’s also one of the most energetic and insightful guests this podcast has seen thus far.

This episode of Agency Journey will be a perfect listen for agency owners and entrepreneurs looking to remove themselves from the business, identify and keep their most valuable team members, and build the mindset that will take your operation to the next level.

Kasim shared a whirlwind of inspiration, including but not limited to: the crucial differences between employees (farmers) and entrepreneurs (hunters); the power of offering equity to top performers; the importance of hiring people who can outperform you in their roles; and the benefits of seeking out hard challenges for personal and professional growth.
Episode Insights:

💡 Seeking a business mentor can provide valuable guidance and support in personal and professional growth.
💡 Asking for help is essential and should not be seen as a sign of weakness. But you need to be humble and willing to do the hard work for others to decide to help you.
💡 Seek out hard things for the sake of doing hard things.
💡 People are the most important aspect of agency operations and can be the key differentiator in a competitive market. Incentivize and retain peak performers by offering profit share equity.
💡 Surround yourself with people who are smarter and more capable than you in their respective roles to build a successful agency.
💡 AI is a force multiplier of people—which can be both good and bad, making people even more important in business.
💡 Understand that employees (farmers) and entrepreneurs (hunters) have different motivations and expectations, and build your business model accordingly.
💡 Tying employee compensation directly to their output and the value they bring to the agency can help balance growth and profitability.
💡 Success often outpaces an individual's capabilities because of the power of finding and cultivating talented people.
Resourced Mentioned:

📚 "No Locked Doors" by Gregory Smith
📚 "You Versus Google" by Kasim Aslam
📚 "Driven" by Douglas Brackmann and Randy Kelley
🏢 Driven Mastermind, co-founded by Kasim Aslam: https://drivenmastermind.com/?utm_campaign=agency-journey-ep-292-kasim-aslam
🏢 Solutions 8, Kasim's agency that he recently sold: https://sol8.com/?utm_campaign=agency-journey-ep-292-kasim-aslam
🏢 Pareto Talent, Kasim's new venture focused on finding and training executive assistants and other roles for entrepreneurs
🎙️ Perpetual Traffic, co-hosted by Kasim Aslam: https://perpetualtraffic.com/?utm_campaign=agency-journey-ep-292-kasim-aslam
👤 Gregory Smith, Kasim's long-time business mentor: https://www.linkedin.com/in/gregory1/
👤 Erik Huberman, founder of Hawke Media https://www.linkedin.com/in/erikhuberman/
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“Candidate expectations have certainly accelerated. There's a difference today versus 10 years ago in terms of what people's expectations are and how fast other processes are going. And so moving quickly is an advantage in a hiring process—and figuring out how to move quickly without sacrificing on the process is a little bit of an art.”
In this episode, our very own Gray McKenzie discusses the process of hiring the right people for an agency. He shares his recent experience of hiring an Integrator and COO for ZenPilot, and all the small and big decisions that shaped the recruitment process. Gray explains the hiring framework we followed, the stages of the hiring process, the approach towards sourcing and screening candidates, and much more.

A great listen for anyone looking to expand their team—it will help you craft a fast process that surfaces the best talent and captures it before it goes off the market.
Episode Insights:

💡 Hiring the right people is crucial for agency growth and success.
💡 “Who: the A Method for Hiring” is a framework that can help agencies find and hire the best candidates.
💡 It’s important to promote your job postings selectively to have a higher quality pipeline.
💡 Clear communication and transparency about the role and expectations are key in attracting the right candidates. Have a defined hiring process to provide clarity and confidence to both candidates and the hiring team.
💡 Move quickly in the hiring process to meet candidate expectations and avoid losing top talent.
💡 Reference checks are crucial to gather additional insights and validate a candidate's performance.
💡 Group interviews can provide different perspectives and help candidates and team members build rapport.
💡 Consider a co-working session as part of your hiring process to assess candidates in action.
💡 Make connections with unsuccessful candidates to maintain positive relationships and potential future opportunities.
Resourced Mentioned:

🌐 ZenPilot 
🌐 Gray’s LinkedIn 
📚 "Who: The A Method for Hiring" by Geoff Smart and Randy Street
📚 "Topgrading" by Bradford D. Smart
⚙️ EOS (Entrepreneurial Operating System)
🤝 EOS Self-Implementers Group 
⚒️ Loom

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