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Marketing Automation Tools (That Save You Time)

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Marketing Automation Tools (That Save You Time)

Marketing automation tools improve the efficiency of your business by automating boring, repetitive tasks, meaning you can focus on more important things.

Here are my (and the Ahrefs team’s) top tools that help you work smarter—not harder.

1. SEO marketing automation tools

Many SEOs dream of automating their business, but how much of SEO can you actually automate? 

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Let’s take a look.

Ahrefs’ Site Audit 

Ahrefs' Site Audit homepage

Ahrefs’ Site Audit saves you time by running scheduled crawls of your website on a daily, weekly, or monthly basis.

  • To schedule a crawl, simply click on + New project.
New project, via Ahrefs' Site Audit
  • While your website is being crawled, click on the cog in the right-hand corner, then click on Edit settings.
  • You should then see the below screen where you can schedule your crawls.
Site Audit scheduling settings

Ahrefs Alerts

Ahrefs Alerts allow you to track how your brand is mentioned online as well as tracking your website’s backlinks. Manually tracking alerts is not an efficient use of anyone’s time. So you should set this up.

Here’s how you do it:

  • Click on More in the top navigation
  • Click on Alerts in the drop-down menu
  • Select where you want to send alerts for Backlinks, New keywords, or Mentions
  • Click on + New alert
Alert settings, via Ahrefs Alerts

Here’s an example of me setting up an automated alert to track backlinks for ahrefs.com.

Backlinks alerts, via Ahrefs Alerts

If you want to go further and track specific changes to a website, you can use a tool like Visualping to do this.

Visualping homepage

My colleague, Michal Pecánek, uses Visualping. Here’s what he likes about it:

Visualping keeps track of changes on any webpage. You plug in a competitor’s URL, set up alerts, and you’ll be updated on any website changes.

My favorite functionality: Getting inspired by UX and CRO tweaks on competitors’ websites.

I’ve made a lot of decisions based on website monitoring. Generally, the most common use case for any marketer is getting inspired by how your competitors try to squeeze more out of every visitor to their website.

Michal Pecánek

Tip

Use this tool to monitor any changes to your robots.txt or sitemap.xml files. If you work on a large site where multiple stakeholders can edit these files, then this can be useful for tracking changes.

Automate SEO reports

SEO reporting can be a pain, but it doesn’t have to be that way. Ahrefs’ Google Looker Studio integration helps automate your SEO reports.

With it, you can schedule PDF reports on the following:

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  • Your website’s site performance.
  • Your competitor’s site performance. 
  • Your keyword rankings.
  • Your website’s technical performance.

If you set up these reports, you can automate keyword rank tracking, site auditing, competitor tracking, and monitoring of your website’s performance.

These reports usually take a couple of hours to put together if done manually. 

If each report takes about four hours to put together from scratch, it could save you ~16 hours per month by automating it. 

You can schedule these reports as “weekly” or “daily” with a single click. 

If we take the example of the daily report, you will save ~480 hours of work in 30 days.

Automate SEO team and task management

When it comes to team and task management, each SEO team has its own way.

Here’re some options that can help you automate many aspects of task management:

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  • Monday – Automate workflows.
  • Wrike – Automate tasks and projects.
  • ClickUp – Automate your consistent processes.

Although these tools have a certain degree of automation straight out of the box, there are more agency-focused tools. 

An example of this is Productive.io.

Productive.io homepage

This tool is a one-stop-shop for organizing your agency’s activities and automating things that would be done through several tools otherwise.

Within the platform, you can: 

  • Track your team members’ time.
  • Track their tasks. 
  • Track the profitability of your agency.
  • Track your team’s utilization rate.
  • Add team documentation. 

Although the above can be achieved with multiple platforms and spreadsheets, having everything in one place is refreshing.

Automate meeting scheduling

Calendly homepage

For SEOs who work with many clients, a lot of time will be spent scheduling remote meetings with them. This can be a pain point if you have a lot of meetings throughout the week—and the time quickly adds up.

Calendly is a scheduling platform that makes it easier to book meetings for the organizer and the invitee. 

You can embed the scheduling widget on your website or include it within your signature. 

It also has integrations with Stripe and PayPal, meaning you can automatically charge for your consultation time—another time-saver. 

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2. Social media marketing automation tools

It’s no secret that there are millions of active users on social networks. 

But reaching the right audience on social media can still be a challenge. Marketing automation tools can help you reach them.

One particular “time hog” in social media is posting. Luckily, there are a number of tools that can help automate this process and speed things up.

I caught up with Rebecca Liew, who heads social media here at Ahrefs, to see what her favorite social media automation tools are.

Here’s what she had to say:

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I’d personally recommend Typefully and Hypefury. …Typefully’s good for customizing simple images, setting up auto-RTs, creating and scheduling threads.

Hypefury has content prompts, which I like. Also the auto-RT function and ability to create polls (which Typefully doesn’t have).

Rebecca Liew

These are the tools Rebecca recommends: 

Typefully

Typefully allows you to schedule tweets, track engagement, and improve tweets using AI.

Typefully homepage

One of the cool things about Typefully is that it integrates with Zapier—allowing you to automate some of the mundane tasks around posting tweets on Twitter.

Here are a few examples of the type of automations you can run:

Automation integrations example, via typefully.com

These automations are no-code, meaning you don’t need any development experience to integrate with other platforms.

Hypefury

Hypefury describes itself as your own personal assistant and helps you grow your audience by utilizing auto-retweets.

Hypefury homepage

One of the cool features of this tool is that you can convert your tweets into Instagram posts automatically.

Like this:

Hypefury tweet to Instagram, via hypefury.com

If you regularly post on both platforms, this can be a time-saver for your business.

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3. Email marketing automation tools

With 332.2 billion emails sent daily, email is still a great way to reach your customers. Websites send out regular newsletters using email marketing automation tools to make the process easier. 

Mailchimp

One of the most popular tools out there for automating email is Mailchimp.

Mailchimp homepage

Mailchimp allows you to do a lot. With its automation features, you can automate the following:

  • Welcoming new subscribers with an email
  • Encouraging online reviews
  • Sending emails to shoppers who abandon their carts
  • Celebrating your customers’ birthdays
  • Collecting customer feedback
  • Emailing tagged customers 
  • Automating order confirmation emails
  • Automating post-sale promotions to drive customer loyalty
  • Promoting cross-sells
  • Split-testing subject lines
Mailchimp customer automation journey builder, via mailchimp.com

Once you have run your campaign, you can then analyze the performance of the campaign and understand how many clicks and opens your newsletter got.

Mailshake

Mailshake homepage

Another email marketing automation option is Mailshake. It’s a platform that allows you to automate your outreach. If you operate a lead-based business, then you may find this tool particularly useful.

Key features:

  • Monitor your lead status, email opens, and clicks for every email 
  • Understand which part of your sequence is converting
  • A/B test emails, follow-ups, and campaigns

Saleshandy

Saleshandy homepage

Saleshandy helps you scale your cold outreach. This means that you can utilize features such as creating 26 variations of your emails to work out what works best for your audience.

It has a number of features you can use to improve your lead management:

  • LinkedIn email finder
  • Email tracker
  • Auto follow-up
  • Email sequences

If you are interested in A/B testing your emails, this may be a useful tool in your arsenal.

Further recommendations:

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  • ConvertKit – Allows you to build automated subscriber journeys visually.
  • Customer.io – Customer engagement platform that enables you to send newsletters to segments of customers.

4. AI marketing automation tools

AI marketing tools are incredibly popular right now. But how much can you rely on them to assist you in automating your marketing efforts?

ChatGPT

ChatGPT homepage

My colleague, Si Quan Ong, recently wrote about ChatGPT. It isn’t strictly a marketing automation tool, but it can help save you a significant amount of time. 

I caught up with him to see what he had to say about it:

You can use it to do almost anything: create code, rewrite your sentences, give you ideas, etc. I think of it as my creative partner. I use it to see if I’m missing out on anything in my content. 

However, just because it writes in such a confident and authoritative manner doesn’t mean it’s always correct. Be sure to fact-check everything ChatGPT creates; it’s known to invent quotes, citations, and more.

Finally, ChatGPT can’t give you original ideas. So that’s still down to your hard work and creativity.

Si Quan Ong

Recommendation

Check out Sam Oh’s video to understand the best and worst cases for ChatGPT in SEO.
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ChatGPT’s functionality is wide-ranging. But unless you use the API, it will still be a semi-automated process. 

Grammarly 

Grammarly homepage

Grammarly is an AI-powered writing assistant that provides helpful recommendations, semi-automating the process of proofreading your content for you.

Although you can proofread content using tools like ChatGPT, Grammarly provides a more familiar interface for content writers to interact with.

AI tools can help speed up your marketing efforts, but it’s worth noting that, as we have seen above, they are not 100% automated and still require your input.

Tip

To keep up to date on the latest AI automation tools, you can search for them on websites like Product Hunt or Futurepedia, which are updated regularly with new tools.

Customer relationship management (CRM) tools help you to monitor and track communications. It’s a big database where you can keep track of your leads and their status. 

HubSpot

HubSpot homepage

HubSpot is one of the most popular CRM automation tools—particularly for marketing teams. It is one of the more traditional marketing automation tools on the list.

The level of automation you get with HubSpot depends on the plan you are on. But you can use it to set up webhooks, trigger internal notifications when a contact takes action, and ensure follow-ups with automated task reminders.

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For some businesses, they may find that they don’t need a CRM. But for those that do, a tool like this can be an invaluable way to streamline customer interactions. 

The integrations that HubSpot has with other tools make it a popular choice for many businesses.

Pipedrive

Pipedrive CRM platform homepage

Pipedrive is a CRM that sends you automatic reminders and notifications that help keep track of your sales funnel.

Here are some of the key features of Pipedrive:

  • Visual sales funnel
  • Activity reminders
  • Lead segmentation
  • Detailed reporting
  • Web forms
  • Revenue forecasting

6. Advertising automation tools

The placing, optimizing, and monitoring of your paid search ads can often take time. 

Luckily, many tools are available now that automate and manage almost all of the process of setting up your PPC campaigns.

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These are some of my favorite tools for paid advertising automation.

Adbot

Adbot homepage

Adbot is an ads bidding software package that places and optimizes Google and Bing ads for small businesses.

Its main selling point is that it’s cheaper than using an agency or a freelancer.

Optmyzr

Optmyzr homepage

Optmyzr is a tool that speeds up optimization and helps you get maximum performance from your ad campaigns. It’s primarily targeted at agencies and enterprise businesses.

Opteo

Opteo homepage

Opteo helps improve the performance of your Google Ads campaigns by providing smart recommendations that drive conversions.

Features:

  • Manage keywords
  • Improve ad creative
  • Optimize bids
  • Exclude bad traffic
  • Detect errors
  • Manage shopping ads
  • Monitor performance and budgets
  • Explore segments
Opteo performance dashboard

7. Customer communication automation tools

Providing an easy way for customers to contact your business is important and something most customers have come to expect from a website.

At Ahrefs, we use two primary platforms for automating customer interactions and feedback.

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Intercom 

Intercom homepage

Intercom is a live chat platform where customers connect with our team daily to ask questions. Using a platform like Intercom enables companies such as Ahrefs to automate parts of our customer interactions.

Anna Ignatenko, head of Ahrefs’ customer support team, had this to say about Intercom.

What we in our team like about Intercom is that it is a comprehensive and constantly developing system for all types of customer support services. 

Automated tools/bots help us in different ways as well: Some get all the needed information from a customer to help the support agent resolve the issue faster; some route a user to get the needed piece of information; some help to answer customer’s question(s) without the human input at all.

Anna Ignatenko

Canny

Canny roadmap, via canny.io

Canny.io is another helpful product feedback platform that Ahrefs uses to organize, analyze, and automate parts of the customer feedback process. 

It’s handy for businesses in the SaaS space, as it allows customers to upvote or downvote proposed changes to a product or service. 

Final thoughts

Small marketing tasks may seem manageable initially. But if you do them regularly enough, the time quickly adds up. 

Using tools that automate your marketing efforts lets you focus on higher-priority tasks, making your business more efficient and ultimately more profitable.

Got more questions? Ping me on Twitter. 🙂

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Big Update To Google’s Ranking Drop Documentation

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Google updates documentation for diagnosing ranking drops

Google updated their guidance with five changes on how to debug ranking drops. The new version contains over 400 more words that address small and large ranking drops. There’s room to quibble about some of the changes but overall the revised version is a step up from what it replaced.

Change# 1: Downplays Fixing Traffic Drops

The opening sentence was changed so that it offers less hope for bouncing back from an algorithmic traffic drop. Google also joined two sentences into one sentence in the revised version of the documentation.

The documentation previously said that most traffic drops can be reversed and that identifying the reasons for a drop aren’t straightforward. The part about most of them can be reversed was completely removed.

Here is the original two sentences:

“A drop in organic Search traffic can happen for several reasons, and most of them can be reversed. It may not be straightforward to understand what exactly happened to your site”

Now there’s no hope offered for “most of them can be reversed” and more emphasis on understanding what happened is not straightforward.

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This is the new guidance

“A drop in organic Search traffic can happen for several reasons, and it may not be straightforward to understand what exactly happened to your site.”

Change #2 Security Or Spam Issues

Google updated the traffic graph illustrations so that they precisely align with the causes for each kind of traffic decline.

The previous version of the graph was labeled:

“Site-level technical issue (Manual Action, strong algorithmic changes)”

The problem with the previous label is that manual actions and strong algorithmic changes are not technical issues and the new version fixes that issue.

The updated version now reads:

“Large drop from an algorithmic update, site-wide security or spam issue”

Change #3 Technical Issues

There’s one more change to a graph label, also to make it more accurate.

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This is how the previous graph was labeled:

“Page-level technical issue (algorithmic changes, market disruption)”

The updated graph is now labeled:

“Technical issue across your site, changing interests”

Now the graph and label are more specific as a sitewide change and “changing interests” is more general and covers a wider range of changes than market disruption. Changing interests includes market disruption (where a new product makes a previous one obsolete or less desirable) but it also includes products that go out of style or loses their trendiness.

Graph titled

Change #4 Google Adds New Guidance For Algorithmic Changes

The biggest change by far is their brand new section for algorithmic changes which replaces two smaller sections, one about policy violations and manual actions and a second one about algorithm changes.

The old version of this one section had 108 words. The updated version contains 443 words.

A section that’s particularly helpful is where the guidance splits algorithmic update damage into two categories.

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Two New Categories:

  • Small drop in position? For example, dropping from position 2 to 4.
  • Large drop in position? For example, dropping from position 4 to 29.

The two new categories are perfect and align with what I’ve seen in the search results for sites that have lost rankings. The reasons for dropping up and down within the top ten are different from the reasons why a site drops completely out of the top ten.

I don’t agree with the guidance for large drops. They recommend reviewing your site for large drops, which is good advice for some sites that have lost rankings. But in other cases there’s nothing wrong with the site and this is where less experienced SEOs tend to be unable to fix the problems because there’s nothing wrong with the site. Recommendations for improving EEAT, adding author bios or filing link disavows do not solve what’s going on because there’s nothing wrong with the site. The problem is something else in some of the cases.

Here is the new guidance for debugging search position drops:

Algorithmic update
Google is always improving how it assesses content and updating its search ranking and serving algorithms accordingly; core updates and other smaller updates may change how some pages perform in Google Search results. We post about notable improvements to our systems on our list of ranking updates page; check it to see if there’s anything that’s applicable to your site.

If you suspect a drop in traffic is due to an algorithmic update, it’s important to understand that there might not be anything fundamentally wrong with your content. To determine whether you need to make a change, review your top pages in Search Console and assess how they were ranking:

Small drop in position? For example, dropping from position 2 to 4.
Large drop in position? For example, dropping from position 4 to 29.

Keep in mind that positions aren’t static or fixed in place. Google’s search results are dynamic in nature because the open web itself is constantly changing with new and updated content. This constant change can cause both gains and drops in organic Search traffic.

Small drop in position
A small drop in position is when there’s a small shift in position in the top results (for example, dropping from position 2 to 4 for a search query). In Search Console, you might see a noticeable drop in traffic without a big change in impressions.

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Small fluctuations in position can happen at any time (including moving back up in position, without you needing to do anything). In fact, we recommend avoiding making radical changes if your page is already performing well.

Large drop in position
A large drop in position is when you see a notable drop out of the top results for a wide range of terms (for example, dropping from the top 10 results to position 29).

In cases like this, self-assess your whole website overall (not just individual pages) to make sure it’s helpful, reliable and people-first. If you’ve made changes to your site, it may take time to see an effect: some changes can take effect in a few days, while others could take several months. For example, it may take months before our systems determine that a site is now producing helpful content in the long term. In general, you’ll likely want to wait a few weeks to analyze your site in Search Console again to see if your efforts had a beneficial effect on ranking position.

Keep in mind that there’s no guarantee that changes you make to your website will result in noticeable impact in search results. If there’s more deserving content, it will continue to rank well with our systems.”

Change #5 Trivial Changes

The rest of the changes are relatively trivial but nonetheless makes the documentation more precise.

For example, one of the headings was changed from this:

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You recently moved your site

To this new heading:

Site moves and migrations

Google’s Updated Ranking Drops Documentation

Google’s updated documentation is a well thought out but I think that the recommendations for large algorithmic drops are helpful for some cases and not helpful for other cases. I have 25 years of SEO experience and have experienced every single Google algorithm update. There are certain updates where the problem is not solved by trying to fix things and Google’s guidance used to be that sometimes there’s nothing to fix. The documentation is better but in my opinion it can be improved even further.

Read the new documentation here:

Debugging drops in Google Search traffic

Review the previous documentation:

Internet Archive Wayback Machine: Debugging drops in Google Search traffic

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Featured Image by Shutterstock/Tomacco

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Google March 2024 Core Update Officially Completed A Week Ago

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Graphic depicting the Google logo with colorful segments on a blue circuit board background, accompanied by the text "Google March 2024 Core Update.

Google has officially completed its March 2024 Core Update, ending over a month of ranking volatility across the web.

However, Google didn’t confirm the rollout’s conclusion on its data anomaly page until April 26—a whole week after the update was completed on April 19.

Many in the SEO community had been speculating for days about whether the turbulent update had wrapped up.

The delayed transparency exemplifies Google’s communication issues with publishers and the need for clarity during core updates

Google March 2024 Core Update Timeline & Status

First announced on March 5, the core algorithm update is complete as of April 19. It took 45 days to complete.

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Unlike more routine core refreshes, Google warned this one was more complex.

Google’s documentation reads:

“As this is a complex update, the rollout may take up to a month. It’s likely there will be more fluctuations in rankings than with a regular core update, as different systems get fully updated and reinforce each other.”

The aftershocks were tangible, with some websites reporting losses of over 60% of their organic search traffic, according to data from industry observers.

The ripple effects also led to the deindexing of hundreds of sites that were allegedly violating Google’s guidelines.

Addressing Manipulation Attempts

In its official guidance, Google highlighted the criteria it looks for when targeting link spam and manipulation attempts:

  • Creating “low-value content” purely to garner manipulative links and inflate rankings.
  • Links intended to boost sites’ rankings artificially, including manipulative outgoing links.
  • The “repurposing” of expired domains with radically different content to game search visibility.

The updated guidelines warn:

“Any links that are intended to manipulate rankings in Google Search results may be considered link spam. This includes any behavior that manipulates links to your site or outgoing links from your site.”

John Mueller, a Search Advocate at Google, responded to the turbulence by advising publishers not to make rash changes while the core update was ongoing.

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However, he suggested sites could proactively fix issues like unnatural paid links.

Mueller stated on Reddit:

“If you have noticed things that are worth improving on your site, I’d go ahead and get things done. The idea is not to make changes just for search engines, right? Your users will be happy if you can make things better even if search engines haven’t updated their view of your site yet.”

Emphasizing Quality Over Links

The core update made notable changes to how Google ranks websites.

Most significantly, Google reduced the importance of links in determining a website’s ranking.

In contrast to the description of links as “an important factor in determining relevancy,” Google’s updated spam policies stripped away the “important” designation, simply calling links “a factor.”

This change aligns with Google’s Gary Illyes’ statements that links aren’t among the top three most influential ranking signals.

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Instead, Google is giving more weight to quality, credibility, and substantive content.

Consequently, long-running campaigns favoring low-quality link acquisition and keyword optimizations have been demoted.

With the update complete, SEOs and publishers are left to audit their strategies and websites to ensure alignment with Google’s new perspective on ranking.

Core Update Feedback

Google has opened a ranking feedback form related to this core update.

You can use this form until May 31 to provide feedback to Google’s Search team about any issues noticed after the core update.

While the feedback provided won’t be used to make changes for specific queries or websites, Google says it may help inform general improvements to its search ranking systems for future updates.

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Google also updated its help documentation on “Debugging drops in Google Search traffic” to help people understand ranking changes after a core update.


Featured Image: Rohit-Tripathi/Shutterstock

FAQ

After the update, what steps should websites take to align with Google’s new ranking criteria?

After Google’s March 2024 Core Update, websites should:

  • Improve the quality, trustworthiness, and depth of their website content.
  • Stop heavily focusing on getting as many links as possible and prioritize relevant, high-quality links instead.
  • Fix any shady or spam-like SEO tactics on their sites.
  • Carefully review their SEO strategies to ensure they follow Google’s new guidelines.

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Google Declares It The “Gemini Era” As Revenue Grows 15%

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A person holding a smartphone displaying the Google Gemini Era logo, with a blurred background of stock market charts.

Alphabet Inc., Google’s parent company, announced its first quarter 2024 financial results today.

While Google reported double-digit growth in key revenue areas, the focus was on its AI developments, dubbed the “Gemini era” by CEO Sundar Pichai.

The Numbers: 15% Revenue Growth, Operating Margins Expand

Alphabet reported Q1 revenues of $80.5 billion, a 15% increase year-over-year, exceeding Wall Street’s projections.

Net income was $23.7 billion, with diluted earnings per share of $1.89. Operating margins expanded to 32%, up from 25% in the prior year.

Ruth Porat, Alphabet’s President and CFO, stated:

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“Our strong financial results reflect revenue strength across the company and ongoing efforts to durably reengineer our cost base.”

Google’s core advertising units, such as Search and YouTube, drove growth. Google advertising revenues hit $61.7 billion for the quarter.

The Cloud division also maintained momentum, with revenues of $9.6 billion, up 28% year-over-year.

Pichai highlighted that YouTube and Cloud are expected to exit 2024 at a combined $100 billion annual revenue run rate.

Generative AI Integration in Search

Google experimented with AI-powered features in Search Labs before recently introducing AI overviews into the main search results page.

Regarding the gradual rollout, Pichai states:

“We are being measured in how we do this, focusing on areas where gen AI can improve the Search experience, while also prioritizing traffic to websites and merchants.”

Pichai reports that Google’s generative AI features have answered over a billion queries already:

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“We’ve already served billions of queries with our generative AI features. It’s enabling people to access new information, to ask questions in new ways, and to ask more complex questions.”

Google reports increased Search usage and user satisfaction among those interacting with the new AI overview results.

The company also highlighted its “Circle to Search” feature on Android, which allows users to circle objects on their screen or in videos to get instant AI-powered answers via Google Lens.

Reorganizing For The “Gemini Era”

As part of the AI roadmap, Alphabet is consolidating all teams building AI models under the Google DeepMind umbrella.

Pichai revealed that, through hardware and software improvements, the company has reduced machine costs associated with its generative AI search results by 80% over the past year.

He states:

“Our data centers are some of the most high-performing, secure, reliable and efficient in the world. We’ve developed new AI models and algorithms that are more than one hundred times more efficient than they were 18 months ago.

How Will Google Make Money With AI?

Alphabet sees opportunities to monetize AI through its advertising products, Cloud offerings, and subscription services.

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Google is integrating Gemini into ad products like Performance Max. The company’s Cloud division is bringing “the best of Google AI” to enterprise customers worldwide.

Google One, the company’s subscription service, surpassed 100 million paid subscribers in Q1 and introduced a new premium plan featuring advanced generative AI capabilities powered by Gemini models.

Future Outlook

Pichai outlined six key advantages positioning Alphabet to lead the “next wave of AI innovation”:

  1. Research leadership in AI breakthroughs like the multimodal Gemini model
  2. Robust AI infrastructure and custom TPU chips
  3. Integrating generative AI into Search to enhance the user experience
  4. A global product footprint reaching billions
  5. Streamlined teams and improved execution velocity
  6. Multiple revenue streams to monetize AI through advertising and cloud

With upcoming events like Google I/O and Google Marketing Live, the company is expected to share further updates on its AI initiatives and product roadmap.


Featured Image: Sergei Elagin/Shutterstock

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