How to manage client campaign requests without drowning in emails and spreadsheets

1. Why emails and spreadsheets don't scale

Emails and spreadsheets work when you're managing just a handful of requests. They're easy to set up, everyone knows how to use them, and in the beginning they feel like enough. But as client work scales, the cracks show quickly. Requests get buried in long threads that nobody has time to read. Spreadsheets turn into multi-tab monsters with confusing file names like “Client Requests v7 FINAL_FINAL.” Nobody is sure which version is current, who last updated it, or where to look for the latest notes.

This lack of clarity creates more than just frustration - it creates real risk. When details are scattered, deadlines slip, and clients lose confidence. Teams waste hours chasing down updates instead of focusing on execution. Account managers often find themselves copying the same information into multiple places, creating even more room for errors. And because email and spreadsheets weren't built for collaboration, there's no visibility into ownership or progress. Who picked up the request? Is it in progress or blocked? Without clear answers, small gaps turn into major bottlenecks.

For agencies handling multiple clients at once, this problem compounds fast. Each client has their own requests, their own spreadsheet, and their own set of emails. Managing it all becomes a full-time job in itself, leaving less time for actual campaign work. That's why so many teams eventually hit a breaking point where emails and spreadsheets are no longer sustainable for managing requests at scale.

2. What teams really need in a request process

To avoid drowning in requests, teams need a structure that's simple but clear. At the core is one place where every client request lands - no more juggling inboxes or scattered files. Each request should have an owner, a deadline, and visibility so the whole team knows the status.

Context matters too. Campaign requests often come with copy drafts, creative assets, budgets, or notes from client calls. If that context is stuck in an email thread, it's easy to lose. A good process keeps everything attached directly to the request so nobody has to dig through folders or chat logs.

Teams also need a lightweight way to update progress. Simple statuses like “to do, in progress, waiting for approval, done” give everyone - clients included - clarity at a glance. With this level of transparency, account managers spend less time chasing updates and more time guiding campaigns. When your setup creates more friction than clarity, it's often a signal that it's time to rethink your tools - see why many teams choose to switch to simpler project management software .

3. Building a simple request workflow

A straightforward workflow can cut through the noise and stop requests from slipping through the cracks. The goal isn't to add more process for the sake of it, but to create a repeatable way to capture, prioritize, and deliver work without getting buried in admin tasks.

• Step 1: Collect all requests in one shared place. Use a simple board, intake form, or shared portal where every client request lands. This creates a single source of truth and prevents work from being hidden in email threads.
• Step 2: Triage them. Not every request is urgent or even realistic. Reviewing incoming requests helps you approve, decline, or re-scope them before they get added to the workflow. This keeps expectations clear for both your team and the client.
• Step 3: Assign tasks with deadlines. Every approved request should have an owner and a due date. This reduces ambiguity and makes accountability visible to everyone involved.
• Step 4: Track progress with clear statuses. Simple stages like “to do,” “in progress,” “waiting for approval,” and “done” provide immediate visibility. Clients and teammates can quickly see where things stand without constant check-ins.

When this structure is in place, requests move smoothly from intake to delivery. Account managers don't waste time chasing updates, and clients gain confidence because they can see progress instead of guessing. The result is less friction and more focus on doing the actual campaign work.

4. Tools that can replace email chains and spreadsheets

Some agencies try to solve the request chaos by using ticketing systems or enterprise project management platforms. These tools are powerful, but they're often built for IT or software teams and come with a steep learning curve. Instead of making life easier, they add friction - clients don't want to file tickets, and account managers don't want to spend hours configuring workflows just to track a simple request.

Others double down on spreadsheets by layering on macros, formulas, and conditional formatting. While this might work for a short while, it usually creates more problems than it solves. The sheet becomes fragile, dependent on one person who knows how it works, and still doesn't provide real-time collaboration or accountability.

What's needed is a lightweight, visual tool that anyone on the team can understand in minutes. Something that allows requests to be captured, organized, and tracked without training sessions or complex setup. When the tool mirrors the way teams naturally think - boards, tasks, deadlines, statuses - it creates adoption without resistance. That's the key to breaking free from the cycle of endless emails and spreadsheet chaos. When tools get too complicated, they stop helping. It's worth knowing the early signs your project management tool is too complicated so you can simplify before it slows your team.

To put the difference in perspective, here's a quick look at how the old way of managing requests with emails and spreadsheets compares to a more structured and visible approach:

5. How Breeze helps agencies handle requests

Breeze is built for this exact problem. You can set up a board just for client requests, where each new item is a card with all the details attached. Tasks can be assigned, given deadlines, and tracked through simple stages. Calendar and timeline views help balance workloads, while public links let clients follow progress without creating accounts.

Unlike heavier project management tools, Breeze is designed to stay simple even as campaigns scale. You don't need training to get started - most teams set up their first workflow in minutes. Account managers can group requests by client, priority, or deadline, while designers, copywriters, and ad specialists see exactly what's on their plate without sorting through emails.

Breeze also makes reporting straightforward. At any moment you can see what's done, what's in progress, and what's delayed. This transparency cuts down on status meetings and endless check-in emails. For agencies juggling multiple accounts, it's a way to show progress to clients without extra work.

Teams often highlight the time saved by eliminating spreadsheets and long threads. One marketing agency managing dozens of PPC clients noted they cut their weekly status emails in half after moving requests into Breeze. Features like built-in time tracking and workload views help them keep campaigns balanced and deadlines realistic.

Breeze's approach also fits common marketing workflows. For example, it makes assigning marketing tasks and deadlines straightforward and ensures that campaign assets, copy, and approvals stay in one place . These small but important details help agencies keep their client work organized without extra overhead.

6. Conclusion

Drowning in emails and spreadsheets isn't sustainable. What starts as a quick fix for tracking client requests soon becomes an obstacle that slows teams down and frustrates clients. The more accounts you manage, the heavier the burden grows - until it feels like you spend more time chasing updates than delivering work.

The solution is a clear workflow supported by a tool that fits how non-technical teams actually work. When requests live in one place, with owners, deadlines, and statuses visible to everyone, campaign management becomes predictable instead of chaotic. Clients feel reassured because they see progress, and account managers feel in control because nothing slips through the cracks.

Breeze gives you that balance. It's simple enough that anyone can start using it immediately, yet structured enough to keep campaigns on track as they grow. Boards, timelines, and reports are built in, so you don't need extra tools or constant spreadsheets. Agencies and marketing teams regularly share how moving to Breeze has cut back on meetings, reduced inbox clutter, and freed up hours each week.

If you're ready to move away from patchwork fixes and constant inbox management, try Breeze with your next batch of client requests. It only takes minutes to set up, but the payoff is lasting: less stress, happier clients, and more time to focus on results.