Agency Action – Details, episodes & analysis

In this episode of The WP Minute’s Agency Action, Kurt von Ahnen and Toby Cryns discuss their WordPress agency experiences. The guys focus on their tech stack, project delivery methods, and plugin preferences. They emphasize the importance of filtering plugins, effective team dynamics, and managing SaaS subscriptions. The conversation also touches on backup solutions and community-building tools, providing insights into the operational aspects of running a WordPress agency. Kurt and Toby also discuss various aspects of running a business, including evaluating tools and expenses, choosing the right project management systems, the importance of transparency in business operations, effective proposal writing, and understanding business expenses and insurance. They share personal experiences and insights on how to manage a successful agency while being mindful of costs and operational efficiency.

Takeaways:

• Having a dedicated marketing team can streamline project delivery.
• Choosing the right hosting provider is crucial for website performance.
• Backup solutions should be independent of hosting services to avoid single points of failure.
• Community-building tools like Lifter LMS are essential for client projects.
• Investing in the right tools can lead to better project outcomes.
• Understanding client needs is key to selecting the right plugins.
• Effective team dynamics can enhance project delivery efficiency. Using tools like Descript and SweetDash can streamline business operations.
• It’s important to evaluate whether multiple tools are necessary for the same function.
• Frugality in business should be balanced with efficiency and effectiveness.
• Tracking time on projects can provide valuable insights for future estimates.
• Transparency with employees about finances can be tricky but necessary.
• Understanding the costs associated with running a business is crucial for sustainability.
• Business insurance is essential to protect against unforeseen circumstances.
• Proposal writing can be simplified with the right tools and templates.
• Client communication is key to managing expectations and project scope.
• Entrepreneurship requires hard work and a willingness to take risks.

Important Links:

• Kurt’s Agency: Mañana No Mas
• Toby’s Agency: The Mighty Mo!
• Follow Kurt & Toby:
  LinkedIn: Kurt | Toby
• Agency Action Podcast: thewpminute.com/subscribe

Kurt von Ahnen and Toby Cryns kick off Season 1 by answering the questions every new agency owner asks: how to split time between learning, delivery, marketing, and actually running the business; how to find (and talk to) buyers; and how to price when you’re still building your portfolio. They unpack the difference between marketing and sales, why grassroots outreach beats tiny ad budgets, and how recurring revenue (hosting + maintenance) keeps you top-of-mind and solvent.

You’ll hear practical scripts for handling pushback, ways to build trust without a giant portfolio, and two contrasting—but equally successful—approaches to pricing: Toby’s “what does this look like—$18k?” instinct vs. Kurt’s hour-based estimates with a 30% buffer and a firm agency rate. They also cover scope control, when to say “yes” to harmless client preferences, and why generosity and community involvement pay surprising dividends over time.

Key takeaways

• Time blocking wins: protect daily blocks for sales/marketing (90–120 min/day), learning, and delivery.
• Marketing ≠ sales: if you must pick, sell—book coffees, ask for intros, join real-world meetups.
• Grassroots > tiny ad spends: a $500 ads budget won’t replace consistent outbound and community activity.
• Build trust without a big portfolio: create sample sites on your server and lead with outcomes, not tech.
• Don’t talk stacks in sales calls: promise outcomes, timelines, and service—save tech for discovery/paid work.
• Price for the team you’ll need: even solo, quote as if you’re paying implementers and managing the project.
• Try “looks like” pricing: anchor high, then listen; you can adjust scope before you adjust price.
• Recurring revenue is marketing: hosting/maintenance keeps you top-of-mind and smooths cash flow.
• Scope & sanity: if budget is the issue, remove features—don’t race to the bottom.
• Say “yes” (when harmless): accommodate style tweaks that won’t break objectives; save your “no” for what matters.
• Generosity compounds: responsive service, community leadership, and “pay it forward” behavior attract referrals.
• Choose depth and width: anchor with a few high-margin projects; fill the gaps with simpler builds.

Links mentioned

• The Mighty Mo (Toby’s agency): https://themightymo.com
• Mañana No Mas (Kurt’s agency): https://manananomas.com
• The WP Minute (network): https://thewpminute.com
• Post Status (community referenced): https://poststatus.com
• WebDevStudios (referenced in discussion): https://webdevstudios.com