Case Study: Managing Multiple Retainer Clients and Agile Teams at Happy Cog

Client Portfolio:

Role: Project Manager II
Company: Happy Cog

Background

At Happy Cog, I manage a diverse portfolio of 6-8 retainer clients simultaneously, alongside 2-3 greenfield projects. My clients range across nonprofit, advocacy, and media sectors, including high-profile organizations such as the Elton John AIDS Foundation, Results for America, and the Observer. This dynamic environment requires seamless coordination among multiple specialized teams to consistently deliver high-quality digital experiences.

Challenges

  • Balancing the demands of multiple retainer clients while simultaneously launching and managing new projects.

  • Coordinating cross-functional teams including developers, analytics specialists, SEO experts, and designers, each with unique workflows and priorities.

  • Navigating shifting client expectations and frequently changing priorities driven by urgent, time-sensitive tasks.

  • Managing resource limitations without sacrificing quality or timeline commitments.

Approach & Responsibilities

To ensure successful delivery across all accounts, I lead with a structured yet flexible project management approach rooted in Agile methodologies:

  • Agile Sprints & Backlog Grooming: I facilitate sprint planning, backlog grooming, and regular prioritization to keep teams focused on the most impactful tasks. This continuous reprioritization allows us to adapt quickly when urgent client needs arise.

  • Weekly Syncs & Clear Communication: I hold weekly status meetings with internal teams and client stakeholders to maintain alignment, discuss blockers, and adjust plans proactively.

  • Cross-Team Collaboration: I manage multiple specialized teams - developers, analytics, SEO, and design - ensuring they collaborate effectively and leverage each other’s expertise to meet client goals.

  • Empathy & Creative Problem-Solving: I emphasize empathetic leadership, fostering an environment where team members feel supported and encouraged to propose innovative solutions, especially under tight deadlines and limited resources.

  • Client Relationship Management: I navigate complex client conversations with transparency and care, building trust and making clients feel safe even when tough decisions or trade-offs are required.

Results

  • Efficient Multi-Project Delivery: Successfully manage 6-8 ongoing retainer clients and 2-3 active new projects without compromising quality or deadlines.

  • Strong Client Trust: Multiple clients have commended my communication style and ability to handle difficult conversations, which fosters trust and confidence in our team’s decisions.

  • Team Empowerment: Teams feel heard and supported, leading to higher morale and creative approaches that overcome challenges like compressed timelines and resource constraints.

  • Agile Adaptability: By continuously grooming backlogs and reprioritizing, projects stay on track even when urgent requests or scope changes arise unexpectedly.

Key Skills Demonstrated

  • Multi-client portfolio management

  • Agile project leadership with sprint planning and backlog prioritization

  • Cross-functional team coordination (development, analytics, SEO, design)

  • Empathetic leadership and conflict navigation

  • Effective client communication and expectation management

  • Creative problem-solving under pressure

Tools & Methodologies Used

  • Agile Tools: Jira, eRS

  • Communication: Slack, Zoom, Email

  • Documentation: Confluence, Google Workspace

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