How Agency Owners Are Using AI in Their Current Workflows (2025 Guide)

Running a digital agency means wearing a lot of hats i.e., client wrangler, project manager, content creator… the list never ends. And with deadlines always looming, every minute counts.

But the good news is that it’s 2025, and AI isn’t just a buzzword anymore; it’s become a real productivity partner for agencies.

Still handling things like lead gen, content, and reporting the old-fashioned way? You’re probably spending more time (and energy) than you need to. Because these days AI is helping agencies across the world streamline their operations, scale faster, and deliver better client results without burning out.

Let’s dive into how today’s smartest agency owners are using AI in their workflows and how you can too.

Why AI Matters More for Agencies in 2025?

Artificial Intelligence has become an operational necessity for agencies in 2025. And the numbers prove it.

According to McKinsey’s 2025 Global Survey on AI, the percentage of organizations using AI in at least one business function jumped from 55% in 2023 to 78% by the end of 2024.

While 2025 numbers aren’t finalized, the trend is clear; AI adoption is still on the rise as more companies rewire their workflows to unlock productivity and cost-efficiency at scale.

Note: 2025 data point is a projected estimate based on McKinsey’s reported trends through 2024.

But why the sudden surge? Because these days:

• Clients demand faster turnarounds.

AI lets agencies meet these expectations without compromising quality.

• Agency work is more competitive than ever.

The right AI tools help differentiate your workflow, deliverables, and speed.

• Cost efficiency is becoming mission-critical.

AI automates time-consuming tasks, cutting overhead while scaling output.

• The tools have matured.

Solutions are now intuitive, affordable, and seamlessly integrate with tools agencies already use.

In short, the shift isn’t just happening, it’s accelerating. And agencies that wait to adopt AI risk being left behind. Now let’s zoom in on where AI is having the most impact for digital agencies today.

How AI Is Reshaping Agency Workflows

Here’s a quick glance at where AI is actively making a difference in agency workflows:

Workflow Area	How AI Helps
Content Creation	Auto-generates blogs, email copies, and scripts
Web Design	Text-to-UI tools and layout suggestions
Project Management	Smart scheduling, resource prediction
SEO & Analytics	Keyword insights, SERP forecasting
Lead Generation	Automated email sequences and ad copy
Customer Support	AI chatbots and ticket tagging
Reporting	Auto-generated dashboards and visual insights

 
These tools don’t just “assist”; they accelerate.

7 Real-World Use Cases of AI in Agencies

Let’s bring AI to life with how agencies are using it right now in 2025:

1. Faster, Smarter Content Production

Tools like Jasper and Copy.ai are helping agencies generate blog drafts, ad copy, and email sequences in minutes. No more staring at a blank screen or outsourcing everything.

2. AI-Powered Design Mockups

Thanks to tools like Midjourney and Adobe Firefly, designers now input text prompts and receive high-fidelity visual concepts in seconds.
No need to start from scratch. Iterate faster, pitch faster.

3. Predictive SEO Optimization

Platforms like Surfer SEO and Frase.io help agencies reverse-engineer Google rankings by suggesting structure, intent, and even internal links.

Some even use AI to simulate search engine behavior for better SERP prediction.

4. AI Chatbots for 24/7 Client Support

Using Tidio, Intercom AI, or Zendesk AI, agencies are deploying chatbots to answer client questions, manage tickets, and convert leads instantly.

5. Auto-Generated Analytics Reports

With tools like Looker Studio or DashThis, agencies generate visually branded client reports that are updated in real time across all campaigns.

6. Hyper-Personalized Marketing Campaigns

AI tools like Persado and Mutiny help agencies tailor website content dynamically based on a user’s intent, behavior, or persona.
2025 is about personalization at scale, and AI makes it doable.

7. AI-Powered A/B Testing

Tools like Optimizely AI are taking traditional A/B testing to the next level, auto-optimizing headlines, CTAs, and layouts using real-time engagement data.

Artificial Intelligence in Client Onboarding for Agencies

First impressions matter, especially for agencies, where the onboarding process can set the tone for the entire client relationship.

In 2025, smart agencies are no longer juggling messy spreadsheets, back-and-forth emails, and manually created kickoff docs. Instead, they’re handing off the heavy lifting to AI and impressing clients from day one.

Here’s how agency owners are elevating their client onboarding process using AI:

1. AI-Powered Discovery Questionnaires

Static intake forms are officially outdated.

These days onboarding experience starts with smart, adaptive forms powered by tools like Typeform AI and Tally.so. These forms don’t just collect data; they guide clients through a customized journey from the very first question.

Tools like Typeform AI and Tally.so are changing the game by:

• Dynamically generating onboarding questions based on project type
• Personalizing forms with smart branching logic
• Auto-categorizing responses for faster kickoff and alignment

2. Smart Scheduling & Kickoff Coordination

Between chasing calendar links, waiting on responses, and manually sending reminders, scheduling a simple onboarding call can snowball into a full-blown logistical mess.

Luckily, the rise of smart AI assistants like Motion and Clara has changed the game entirely.

These AI-powered tools take the scheduling burden off your plate and handle it with precision and finesse. Instead of the usual back-and-forth emails and “Does this time work for you?” messages, these assistants do the heavy lifting for you.

First, they analyze everyone’s calendars (yep, even across multiple time zones) and find the optimal meeting time that works for everyone.

Next, they don’t just book the onboarding call. They go the extra mile by automatically confirming attendance, sending reminders, and even nudging late responders so you don’t have to. Also, they recommend relevant prep materials to clients based on the scope of your project, helping you set expectations early and eliminate any confusion before the call even starts.

With all this all get faster alignment, smoother onboarding, and way fewer scheduling headaches for both your team and your clients. Because let’s face it, no one likes playing email tag.

So, if your kickoff process still involves manual scheduling and spreadsheet reminders, it might be time to pass the baton to a smart assistant and let AI take it from here.

3. Dynamic Knowledge Hubs & Welcome Packs

Agencies are using tools like Notion AI or Scribe AI to:

• Auto-generate project handbooks and SOPs
• Create custom welcome packs with AI summaries of services, timelines, and expectations
• Auto-update documentation when project scope changes

Note: Pair this with Cloudways’ app cloning or staging environment creation, and your dev team can have a client portal, sandbox, or demo site ready before the kickoff call even ends.

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Agencies that automate onboarding with AI are seeing real efficiency gains. 43% of marketers now use AI for content creation tasks like onboarding documents, copywriting, and visual assets. It’s a smart way to start strong.

AI for Personalization & Hyper-Targeting

Artificial Intelligence is now more than just automation; it’s hyper-personalization.

Modern agencies are using AI to dynamically:

• Show personalized landing pages based on geo-location
• Customize email subject lines based on behavioral data
• Recommend blog content based on browsing patterns

Combined with Cloudways’ lightning-fast hosting infrastructure, personalized experiences load quickly, boosting engagement and reducing bounce rates.

Pro Tip: Pair AI personalization with Cloudways’ built-in caching and CDN integrations to serve dynamic content without lag.

But while AI is quickly becoming an essential part of agency life, not every job is ready for automation just yet. Let’s find out where it’s NOT the ideal fit.

As an Agency, Where Should You Not Use AI (Yet)?

AI can do a lot, but it’s not ready for everything.

If you’ve been watching the AI wave roll in, it’s tempting to start plugging it into every corner of your agency. And while automation can seriously lighten the load, there are still a few places where handing the reins to a machine might do more harm than good.

Think about those client calls where you’re not just taking notes. You’re navigating subtle feedback, reading between the lines, and building trust. Or those moments when a brand strategy needs to cut through noise, stand for something, and feel distinctly human.

AI can support these tasks, but it can’t replace the creative spark, emotional nuance, or relationship-building these roles demand.

It’s no surprise that adoption rates are still low for areas like client relationship management, legal and contract drafting, and strategic planning. Research shows that fewer than 1 in 5 agencies use AI for account negotiation or legal compliance.

That doesn’t mean AI won’t get there eventually. But for now, the smarter move is to treat AI like a co-pilot. Let it handle the repetitive, the predictable, and the data-heavy.

And what to do when it comes to client trust, big ideas, and anything with legal implications? Keep that human.

Popular AI Tools Agency Owners Rely On in 2025

Workflow	Tool Name
Writing & Content	Jasper, ChatGPT, Copy.ai
Graphic Design	Midjourney, Adobe Firefly, Canva AI
Project Management	ClickUp AI, Motion, Notion AI
SEO & Content Strategy	Surfer SEO, Frase.io, MarketMuse
Customer Support	Tidio, Intercom AI, Zendesk AI
Reporting & Analytics	Looker Studio + GPT, DashThis
Personalization	Mutiny, Persado, Optimizely AI

 
Note: All these tools integrate with WordPress and other CMS platforms hosted on Cloudways, giving agency owners more flexibility with less overhead.

AI Challenges for Agencies and How to Overcome Them

While AI offers powerful advantages, it’s not a cure-all. Let’s break down the top challenges and the smart ways to address them.

Challenge	Solution
Robotic, generic output	Use detailed prompts and blend them with human editing
Data privacy concerns	Choose AI tools with GDPR/CCPA compliance
Tool overload	Start with 1–2 tools that solve your biggest pain point
Hosting performance issues	Use managed hosting (like Cloudways) for speed & scale

 
Note: Sites using AI for personalization and real-time content changes need scalable and reliable hosting. Cloudways’ vertical scaling and built-in CDN make it a perfect match.

How Cloudways Complements AI Workflows

Here’s how Cloudways-managed hosting supports your AI-augmented workflows:

• Blazing fast load times for AI-personalized content
• One-click staging & backups to test AI features risk-free
• Supports all major CMS & AI plugin integrations
• Security firewalls & 24/7 monitoring for client peace of mind

Whether you’re using AI to build lead-gen pages, generate client reports, or create content libraries, Cloudways ensures your foundation is fast, stable, and scalable.

Final Thoughts: Don’t Compete With AI. Collaborate.

AI isn’t here to replace you; it’s here to work with you.

Smart agency owners are using it as their unofficial team member, brainstorming content, analyzing performance, automating busywork, and freeing up time for what truly matters: strategy, creativity, and client relationships.

Combine this AI-driven efficiency with a high-performance host like Cloudways, and you’re not just keeping pace; you’re setting the standard.

Frequently Asked Questions