How to Scale Your Agency's Operations with the Right System and People
Key Takeaways
- Productizing consulting services creates scalable revenue streams beyond trading hours for dollars
- The 10x10 Formula strategy helps consultants build repeatable frameworks that multiply their impact
- Problem-based learning approaches help clients internalize solutions rather than just following instructions
- Content repurposing across platforms like YouTube multiplies the reach of every piece of content created
- The SOAR Framework provides a structured approach to business efficiency and scalability
- 95% of consulting clients choose ClickUp because it adapts to how businesses actually work
Yvonne Heimann, CEO and Founder of AskYvi, joins the Agency Journey podcast to share her approach to scaling operations through the right combination of systems, people, and processes. With over 15 years of experience running multiple businesses, Yvonne helps clients organize, strengthen, and streamline their businesses into profitability and success. She is also a recognized ClickUp evangelist, speaker, and business efficiency consultant.
From Consulting to Productized Services
One of the biggest challenges for consultants and agency owners is moving beyond the model of trading time for money. Yvonne shares how she built her business around productized services - repeatable frameworks and systems that deliver consistent results without requiring her to start from scratch with every client.
The shift from custom consulting to productized offerings was not immediate. Yvonne describes the process of identifying the patterns across her client work, packaging those patterns into frameworks, and creating delivery models that could scale. The result was a business that could serve more clients without proportionally increasing the hours she worked.
Her approach to building businesses in ClickUp played a central role in this transformation. By standardizing how she set up and configured ClickUp for clients, she could deliver faster implementations with more consistent outcomes. The tool became a platform for her methodology rather than just a piece of software she happened to use.
The 10x10 Formula and Problem-Based Learning
Yvonne introduces her 10x10 Formula strategy - a framework designed to help consultants and business owners multiply their impact. The core idea is building systems and content that work for you repeatedly, rather than doing the same work ten different ways for ten different clients.
She also emphasizes problem-based learning as her preferred approach to client education. Rather than walking clients through step-by-step tutorials, Yvonne starts with the specific problem they are trying to solve and works backward to the solution. This approach helps clients internalize the reasoning behind the solution, not just the mechanics of clicking buttons. When clients understand the “why,” they are better equipped to adapt when new challenges arise.
This teaching philosophy extends to her YouTube presence, where she creates content focused on real business problems rather than generic software tutorials. By leading with the problem, her content attracts viewers who are actively looking for solutions - a much more qualified audience than people casually browsing for tips.
Content Strategy and YouTube as a Growth Engine
Yvonne has built a significant YouTube presence around ClickUp tutorials and business efficiency content. She shares her content strategy, including how she approaches content repurposing to maximize the return on every piece she creates.
A single video can become blog posts, social media clips, email content, and podcast material. This repurposing strategy is not about diluting the message - it is about meeting the audience where they are. Some people prefer to watch video, others prefer to read, and still others discover content through social channels. By repurposing intentionally, Yvonne reaches all of these audiences without creating entirely new content each time.
Her content also serves as the primary driver for client acquisition. Rather than relying on cold outreach or paid advertising, the content brings qualified prospects directly to her. When someone has watched multiple videos and engaged with her frameworks, they arrive for a consultation already understanding her approach and ready to move forward.
The SOAR Framework and Why ClickUp Wins
Yvonne discusses her SOAR Framework - a structured approach to business efficiency and scalability that she uses with clients. The framework provides a clear pathway from assessing current operations to implementing systems that support long-term growth.
A striking data point from the conversation is that 95% of Yvonne’s clients end up using ClickUp as their operational platform. She explains that this is not because she forces the tool on anyone - it is because ClickUp’s flexibility and customization options make it the best fit for the majority of businesses she works with. The platform can adapt to how a business actually operates rather than forcing the business to conform to rigid software constraints.
For agencies and consultants looking to scale their own operations, Yvonne’s story demonstrates that the right system and the right approach to client education can transform a solo consulting practice into a scalable business.