One of the most common patterns I see inside creative agencies is the tendency to delay rolling out internal changes until they feel finished.
It’s an understandable instinct. After all, no one wants to launch a new process, tool, or structure only for it to cause confusion, waste time, or disrupt productivity. And in a busy agency, change is rarely greeted with open arms - so you want to get it right.
But in trying to avoid those risks, many agencies end up stuck in a holding pattern.
Processes sit in draft. Resourcing tools, templates, and job descriptions stay in development far longer than they need to - caught in a loop of refining, adjusting, and polishing, instead of being tested in the real world.
The hidden cost of waiting for perfect
Every month that a process sits unused is a month your team spends relying on workarounds, inconsistencies, and outdated methods. That costs time, creates friction, and erodes confidence in the agency’s internal systems.
It’s not always obvious because the impact shows up in small, everyday ways:
- People ask the same questions repeatedly because there’s no clear process to follow.
- Resources are duplicated or missed because there’s no single source of truth.
- The quality of delivery varies from project to project because everyone is working to their own version of “the way we do things.”
Those inefficiencies stack up. And all the while, the “perfect” version of the new way of working remains hidden away - still in draft.
Where this shows up in real life
This “not quite ready” mindset is surprisingly common, and I’ve seen it crop up in all kinds of scenarios:
- A process is fully mapped out but never launched because a few details are still “under discussion.”
- A set of role definitions is written but not shared until the whole team structure is finalised.
- A resourcing tool is configured but held back because a couple of fields still need refining.
In each case, the end result is the same: nothing changes. The team keeps operating in the old, inconsistent way – even though a better way is waiting in the wings.
Perfectionism is often fear in disguise
This reluctance to launch isn’t usually about pride or vanity. More often, it’s fear:
- Fear that the new system won’t be adopted.
- Fear it will create more questions than answers.
- Fear that launching something imperfect will damage credibility.
The irony is that this fear creates the very stagnation leaders are trying to avoid.
Here’s the truth: you can’t improve something no one is using.
The most effective way to make internal changes work is to release them into the real world, see how they perform, and adapt based on actual feedback - not imagined problems.
How to move from draft to delivery
If you’re concerned about disrupting the team, you don’t have to roll everything out all at once. A phased, intentional approach can help you learn faster and reduce resistance.
Here’s how:
1. Start small - Choose one team, one department, or one project as your pilot group. You’ll spot the biggest issues quickly and be able to address them before a full rollout.
2. Label clearly - Call it “V1”, “beta”, or “pilot.” This makes it clear it’s live but open to change, and it signals to the team that feedback is welcome.
3. Build in review dates – Schedule a check-in after 4–6 weeks. This creates a clear feedback loop and prevents your “pilot” from running indefinitely without improvement.
4. Communicate the ‘why’ - Explain what the change solves, how it fits into the bigger picture, and what success will look like. Context builds buy-in.
5. Prioritise function over polish - A rough-and-ready system that’s actively used beats a beautifully designed one that no one touches.
The momentum of progress
The most successful agencies I work with treat internal change like product development:
- Launch early so you can test ideas in the real world.
- Iterate often so improvements happen quickly.
- Gather feedback continuously so the system evolves with the business.
They understand that operational tools and processes aren’t one-and-done projects - they’re living parts of the business that will always need tweaking as the agency grows.
Your systems don’t need to be flawless to deliver value. They just need to be good enough to work today - and flexible enough to improve tomorrow.
A question to ask yourself today
If you’ve been holding back on a change because it’s “not quite ready,” pause and ask:
What’s the smallest version of this I can roll out right now?
Chances are, you could get something into use this week - and start learning what really works.
Because the reality is, your agency will never be “done.” There will always be refinements to make. That’s not a flaw - it’s a sign of a business that’s alive, adapting, and moving forward.
Done is better than perfect. Because “perfect” is an illusion - but progress you can measure starts the moment you launch.
When the cracks start to show, start here
My Growth Audit & Roadmap helps agency founders and leadership teams uncover the operational issues holding them back – and build a plan to fix them.
We look at your business through four critical lenses – leadership, financial management, people, and process – and highlight where margin is being lost, where delivery is under strain, and where your next stage of growth is being blocked.
It’s a practical, structured way to:
• Improve profitability
• Free up your leadership team
• Build the operational foundation for scale
• Create more headroom and headspace
If you’re ready to grow with more clarity, more consistency and far less stress – let’s start with a conversation.
Book your free 30-minute growth strategy session
