How We Scaled Our Agency by Building Pods (And Why It’s the Most Efficient System We’ve Used)

Hey it’s Max from The Inbox Newsletter.

If I had to start Well Copy from scratch today, I'd build it exactly the same way—pod by pod. Here's the exact team structure we use to deliver top-tier results to 60+ ecom brands without chaos, delays, or burnout.

Key Takeaways:

• Each pod is a self-sufficient unit managing 5–8 client accounts with precision and speed.

• Senior Account Managers oversee multiple pods to maintain strategy, standards, and scale.

• The Account Manager is the “mini-CEO” of each pod, owning outcomes, direction, and deadlines.

• Specialized roles like the Copywriter, Designer, and Klaviyo Technician allow for world-class execution at scale.

• This structure prevents bottlenecks, increases output, and keeps clients happywithout burnout.

Why Structure Matters

When you're managing dozens of eCommerce clients—each needing multiple campaigns, flows, optimizations, and tests every single week—the old "everyone-does-everything" model falls apart. Fast.

We used to work that way. And it broke.

Deadlines slipped, quality suffered, and scaling became a nightmare.

So we rebuilt from the ground up with an efficient Pod Model.

The Pod Breakdown

Each pod manages 5 to 8 clients and is structured for speed, ownership, and specialization.

1. Account Manager (AM) – The Pod CEO
This person is the driver. They are responsible for everything related to the clients in their pod.

They lead the execution, ensure deadlines are met, manage the internal team, and act as the main point of contact for the client.

Their job: Get shit done. No excuses.

2. Copywriter – The Brand Voice Expert
Creates all emails, flows, and pop-up copy. They’re trained to write like the client brand not just like us.

They work closely with the AM to ideate angles, test messaging, and match tone. No generic stuff!

3. Designer – The Visual Creator
Designs emails that get clicks.
They turn copy into branded email graphics, and that is ALL they do. Just what they’re best at.

Every campaign and flow design is optimized for mobile and conversions.

4. Klaviyo Technician – The Operator
They’re the behind-the-scenes builder.

Flows, campaign sends, integrations, conditional splits, etc.

They make sure everything goes live without errors and with perfect timing.

Senior Account Manager (SAM) – The Strategist & Quality Control

Each SAM oversees 3–4 pods.

This is a strategic position.

They ensure consistent client strategy, prevent quality dips, and mentor AMs.

They also act as the safety net, stepping in when needed for complex issues or escalations.

Senior AMs are also super important in client relationships. Clients need to have senior person that they feel comfortable reaching out to for any issues or concerns. Are Senior AMs are trained in making sure they know when to reach out to clients if they could be feeling a bit on edge.

Why This Works

This model prevents burnout by having everybody just focus on what they like and are good at, boosts output, and keeps clients insanely happy.

Every role knows their lane.

Communication flows through one AM, so clients aren’t juggling a 5-person thread.

And as we scale, we just spin up another pod.

How do we spin up another pod? Always being hiring. We have a huge pipeline of talent waiting to rock and roll. We just have to reach out, training them on our systems, and they are good to go.

Final Thoughts

It took some trial and error, but this structure gives us leverage and lets us scale without sacrificing quality or results.

There are many ways to make this work, this is just what has worked for us.

Email Inspiration Of The Day

Brand:
Arber

Email Design:
https://drive.google.com/file/d/1-9mgGCD3WwY-KGqfr08sK9LNk7DLaMo9/view?usp=sharing

Notes:
Simple angle and clean design. Follows all best practices.

This isn’t the flashiest email in the world but it sure is effective!

Template of The Day

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Helpful Links Of The Day

• Best email send times

• Nearly 2x in conversions with this simple test

• How to get personal with your emails

Reply to this email if you have any questions or further content you want covered.

Cheers,

Max

PS - If you run an ecommerce brand above $50k/mo and you want to have a free email strategy consultation with me, book a call here »

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