Your Step-by-Step Journey to an Agentic Agency
We don't just hand you software and wish you luck. The Aegis Protocol is a hands-on implementation process designed to transform your agency from the ground up in a manageable, phased approach. We build the foundation, install the logic, and empower your team to operate at a higher level.
Phase 1: Stabilize (Days 0-30) - Get Clarity
Before we can build, we must understand. This first phase is all about creating total visibility into your agency's current operations.
- 14-Day Task Audit: Your team logs every task, allowing us to see exactly where time is being spent.
- Task Bucket Mapping: We categorize every recurring task into one of the 22 Task Buckets.
- Baseline Metrics: We calculate your starting AIES, RHL, LDI, and SES scores. This gives us the "before" picture to measure all future success against.
Key Outcome: You will see, for the first time, exactly where the friction, duplicate effort, and inefficiencies are in your agency.
Phase 2: Structure (Days 31-60) - Build the Engine
With clarity established, we now build the core of your new operating system within HubSpot.
- Routing Engine Design: We create the logic flows for your most common tasks, ensuring they are automatically routed to the right handler (Bot, VE, or Licensed Staff).
- Activate Automation Flows: We launch your first bots to handle high-volume, low-value work like COI issuance, change requests, and new business quoting intake.
- VE Orchestrator Training: We train your VEs to be "task orchestrators" who manage and monitor workflows, not just reactive assistants.
Key Outcome: Your agency will begin to feel calmer and more organized as the system, not people, starts managing the flow of work.
Phase 3: Scale (Days 61-90) - Deploy the Agents
Once the structure is solid, we layer on the intelligence that will drive your growth and create a competitive advantage.
- Deploy AI Agents: We launch your first proactive AI Agents to initiate workflows, such as chasing claim statuses or starting the renewal prep process 90 days out.
- Live Metrics Dashboard: We build your custom dashboard in HubSpot so you can track your key metrics (AIES, RHL, SES) in real-time.
- Training Engine Creation: We document your new workflows to create a living "Training Engine," making it easy to onboard new team members, VEs, and even bots into your highly efficient system.
Key Outcome: Your agency is now running as a true Agentic system—lean, intelligent, and built for scale.
Your First Steps to a Future-Ready Agency
Ready to start thinking about your own operations? Download the complete Action Checklist from the manual. Use it to guide your next 30, 60, and 90 days of planning and identify your biggest opportunities for improvement.