Agency new business: a monthly routine next to client work
Client work always wins the week. A small monthly routine keeps new business going anyway: one segment, small batches, an hour for statuses.
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New business is what gets skipped first
Every agency knows the pattern. A busy month means no time for new business, then the projects end and the pipeline is empty. An agency new business routine is not about doing more; it is about doing a little, on fixed days, even when client work is full.
A monthly rhythm suits a small agency better than a daily one. In the first week you pick one segment and add companies, in the second you send, in the third you follow up and update statuses, and in the fourth you look at what replied. The days are an example; the point is that each week has one job.
Keep your own new business apart from client work. In Riftjaw an agency can give every client its own workspace and lead files, so nothing from one client ends up in the segments of another, and keep a separate list for its own prospects. Users are unlimited, so whoever does new business can work on it without a bigger bill.
An example month of agency new business
The times are rough examples for a list of a few dozen companies, not measured results. Adjust them to your own month.
| Week | One job | Time it takes |
|---|---|---|
| Week 1 | Pick one segment and import or add the companies | An afternoon |
| Week 2 | Write one email for the segment and send the first batches of 10 | An hour or two |
| Week 3 | Let the follow-up go out and set replies to Replied | An hour |
| Week 4 | Read the replies per segment and choose next month's segment | An hour |
What keeps the routine alive
Fixed days in the calendar
Put the four jobs in the calendar as if they were client meetings. A routine that waits for a quiet week never starts.
One segment per month
One industry or region at a time keeps the email specific. Next month you pick the next one; the list stays.
Follow-ups set once
A campaign can have up to 5 follow-ups, each after a number of days you choose. Set them when you send, so week 3 does not depend on memory.
One shared list
Everyone who does new business works on the same list, and each company shows every email it already got. Nobody writes to the same prospect twice.
Start the routine this month
- Block four short slots in the calendar.
- Choose one segment you know you can help.
- Add a few dozen companies to your own list.
- Send one batch of 10 and set one follow-up.
- Mark replies as Replied and note what they said.
Frequently asked questions
How much time should an agency spend on new business?
There is no fixed number; what matters is that it happens every month. A few short fixed slots per month for one segment is a routine a small agency can keep next to client work.
How do agencies keep new business going when they are busy?
By making it small and fixed: one segment per month, emails in batches of 10, follow-ups set when you send and one hour for statuses. Busy months then still produce a few conversations.
Should an agency keep its own leads apart from client leads?
Yes. Keep a separate list for your own new business and a workspace per client. More in a separate lead list per client.
Can a freelancer or colleague help with agency new business?
Yes. Users are unlimited on every plan, so a colleague or freelancer can work on the same list without a bigger bill, and every company shows what was already sent.
Does Riftjaw read the replies for me?
No. Replies come to your own mailbox. You set the company to Replied, and its follow-ups stop.
What is Riftjaw?
Riftjaw is a B2B lead database you own: import the companies you collect, keep every record with its source, sort them into segments and reach them by email in small batches. Each account runs on its own private server with its own database.
Give new business a fixed place in the month
Keep one list for your own prospects, send to one segment a month in batches of 10 and let the follow-ups run. See Riftjaw for agencies or start free.
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