Structure Without Burnout: Inside My Studio’s Flexible Team Approach
How I moved from freelancing to leading a team—without replicating the same agency headaches I walked away from.
How I’m Structuring My Studio (and Why It Doesn’t Look Like a Traditional Agency)
Hey everyone,
Hope you're enjoying the weekend—or whatever time you're catching this.
I talk a lot about our team and how proud I am of what we’re building, but I realized I haven’t shared much about how we’re actually structured as an organization. I'm not yet the operator I want to be, but I’m far from where I started. That’s just part of the journey—learning, adjusting, evolving.
The part I’m most proud of? We’ve built a culture I genuinely believe in. One that challenges the typical agency model and gives everyone a little more room to breathe. Let’s get into how we did that.
The Vision Behind a Collaborative Studio
We’re not a traditional agency where people get randomly assigned to projects based on availability. I’ve worked in places like that—where there’s no real process, no niche, and the volume is the main focus. You’re assigned 15+ clients and expected to deliver, even if it’s not your strong suit. That doesn’t produce the best work, and it definitely doesn’t build morale.
So when it came time to structure my own studio, I wanted to create something more intentional:
Our team only takes on work they’re confident in.
People can say no to a project—no justification needed.
If someone’s not available or interested, the work gets passed to someone else or to our trusted referral network.
This structure gives us flexibility and keeps the focus on doing great work with the right people. Everyone here is aligned with the values of the studio, not just the task at hand.
Roles That Work for Us
Here’s a simple breakdown of our current team setup:
(2) Designers
(2) Developers
(1) Tech Integrations Specialist
(1) Project Manager
Some of these roles overlap—our devs also support tech setup when needed. We aim for redundancy (in a good way) so that if one person isn’t available, there’s someone else who can step in.
Most of our team members run their own businesses or freelance independently. That’s by design. We’re a collaborative studio, not a top-down agency. They follow our process, rep the brand, and bring their own magic to the table.
Planning with the Future in Mind
A lot of agency owners build with the goal of selling. I don’t know if I’ll ever want to sell—but thinking like I might helps me create a studio that’s actually scalable.
The question I keep asking myself is:
Can this business run without me?
If I get sick, take time off, or disappear for a bit, does the machine keep moving? That’s where systems and clear roles come in.
I once did a consultation with a 7-figure agency advisor, and they hit me with a hard truth:
“You’re the bottleneck. Get out of your own way.”
That stuck with me. So I started building with the mindset that I’m not the center. And everything started moving smoother.
How We Manage Projects
When a project gets green lit, our project manager (or sometimes me) checks availability across the team. If someone’s interested and aligned with the work, they take it on. From there, we:
Set expectations early
Keep communication open (but minimal and efficient)
Use ClickUp to manage deliverables and timelines
Provide email accounts under our domain for a cohesive team appearance
It doesn’t matter what tool you use—it’s the system and process that counts.
Fulfillment, Pay, and Incentives
I’ve said it before and I’ll keep saying it—pay people well.
We now operate on hourly rates that reflect cost of living. I used to split payments by percentage back when it was just me and one dev, but hourly makes more sense now. Especially since a lot of our work is collaborative—this way, we’re paying for time and contribution, not trying to slice up pie charts on every project.
We also offer a $1K referral bonus for projects that meet a certain threshold. It’s a nice incentive, but what’s even better is that it helps attract quality leads and builds trust within the team. Clients love knowing that everyone involved actually wants to be there.
Final Thoughts
Running a creative studio doesn’t have to look like the blueprint we’ve all been handed. You can structure your team for flexibility, build systems that support freedom, and still deliver high-level work.
You don’t need to have it all figured out. You just need to be intentional—and willing to get out of your own way when the time comes.
Talk soon and take care,
–Dexter