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10 Best Social Media Organization Tips and Tricks for Managers

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10 Best Social Media Organization Tips and Tricks for Managers

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Managing social media accounts for a brand is not easy – and one of the biggest challenges is organizing your social media content.

Between managing social promotion goals from different departments, staying up-to-date on social mentions and trends, and posting relevant and engaging content on a regular basis, being a social media manager can sometimes feel like herding cats.

So, how do busy social media managers keep their ducks in a row? We asked the people who run social media for their brands from across the U.S. for their best tips on staying organized. Here’s what they shared with us.

1. Keep an updated content calendar.

Planning out social media posts is time-consuming, so keeping track of it all with a content calendar can help cut down on time.

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“I keep an updated content calendar that includes all our social networks and the types of content we’ll be posting on each one,” says Georgie Morley, community manager at Bai.

She then creates both a daily and weekly to-do list based on the calendar.

“I make sure there’s flexibility because something always comes up – you have to be prepared to fight some fires.”

social media content calendar

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To help you plan your updates and coordinate social campaigns more easily, here’s a free social media publishing template.

2. Schedule social posts ahead of time and in bulk.

Scheduling posts saves a lot of time, and it allows you to focus on other parts of your job instead of being constantly distracted by the need to publish at certain times of day.

Former HubSpot Social Media Manager Robyn Showers used to Tweet from the @HubSpot account 24 or more times per day, not including replies to other Twitter users.

To save time, she used Social Inbox to schedule tweets in bulk by uploading them from a spreadsheet. HubSpot customers: Learn how to use the bulk scheduling tool here.

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“I also tend to schedule Facebook, LinkedIn, and Google+ posts several days ahead of time,” said Showers.

3. Use a to-do list app.

Social media managers would be lost without their to-do lists. Oftentimes, the question is: What’s the best to-do list app out there?

There is a lot to choose from – Todoist, TickTick, Any.do to name a few. To narrow down your options, here are a few key features to look for:

  • Syncing option between devices
  • Recurring due dates and reminders
  • Priority levels
  • Categories
  • Task sharing and delegation
  • Calendar feeds

4. Know where to find trending topics.

What’s trending right now? What has the Twitter timeline buzzing? Which news stories are people talking about?

These are all questions social media managers need to be thinking about – not just when they arrive at work in the morning, but all day long. By staying on top of rising trends, social media managers can properly newsjack, which can bring terrific spikes in traffic to your website.

Feedly homepageImage Source

How do you stay on top of it all when things are changing so fast? First, sign up for an RSS reader like Feedly and subscribe to industry news sites and blogs that post on industry trends and topics.

5. Maintain an “Inbox Zero” mentality.

For most people, high productivity comes from closing out of email for several hours at a time. `This couldn’t be less true for social media managers who need to stay alert to incoming requests.

Back when Laurie Meacham led the social media team at JetBlue, they had to stay on top of Twitter mentions in addition to social post requests from their marketing, public relations, operations, and customer commitment teams. How do they do it?

“I maintain the ‘Inbox Zero’ mentality so I know what’s new and what needs my action,” she said. “That way, it doesn’t get lost in mountains of unimportant emails or assignments.”

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It can be easy to lose important emails below the fold, so star (or flag) the ones you want to refer back to and set alert notifications for your most important senders.

6. Have a dedicated “Social Content” folder in your email.

As a social media manager, one of your many jobs is to collect all of the content your company creates, sift through it, and create bite-sized social posts your audience can digest quickly.

But with so many incoming content and promotion requests, how do you make sure you don’t overlook or forget about the important stuff?

When it comes to sifting through and bookmarking content, former Social Media Manager at HubSpot Brittany Leaning recommends creating a folder dedicated to social content.

For Leaning, many of these emails included upcoming webinars, product launches, or marketing collateral from other companies that she thought the HubSpot audience would appreciate.

“My routine consisted of going through every single HubSpot blog post that was published in the last week, and scheduling the evergreen posts for the following week,” she said. “I’d do the same thing with all our relatively new evergreen efforts. This would keep the social publishing machine going while I looked for opportunities for newsjacking or other time-sensitive content.”

After creating the folder, have a routine in which you sift through it when you need inspiration for new content and remove outdated content after a certain time has passed.

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7. Create a form for social promotion requests.

To minimize the number of social media promotion requests you get via email and instant messaging, field these requests through a form.

social promotion request form example

This way, you free up your email and IM and you now have a dedicated place to review requests.

If you’re concerned about time-sensitive requests, you can add a note that specifies the best way to contact you or your team for urgent requests.

8. Use Canva to make batches of similar images.

Canva is a wonderfully simple (and free) graphic design platform that social media managers can use to create social media templates.

Maintaining a consistent aesthetic is very important on social media. With Canva, you can create templates, get them approved by your branding team if necessary, and use them whenever you’re posting on social media.

You can create multiple folders based on the post category, the platform, or the visual format – how you organize it is all up to you.

Showers would use Canva to create images in bulk for HubSpot’s campaigns on social.

“Anytime we run a campaign to promote an ebook, webinar, or another valuable piece of content, I want to have at least five creatives to test on Twitter,” she said.

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To create those creatives, she only has to design one image on Canva, then she uses the “copy” tool (shown below) to duplicate the image and create multiple versions while retaining the core design elements.

canva screenshot

9. Organize your windows and tabs in a specific order every day.

When you’re juggling your email, calendar, social streams, post requests, links, and so on and so forth, you can easily lose track of which tab is where. One member of JetBlue’s social team suggests keeping windows and tabs open in a specific order that you’ll get used to and memorize quickly.

The JetBlue team also suggests getting into the habit of closing out of tabs as soon as you’re done with them.

“We get sent so many links that, if I’m not careful, I’ll have 30 articles open as well as Fly-Fi selfies and pictures of suitcases with wheels and zippers missing.”

If someone tweets a link at your brand, once you’ve addressed that tweet, close out of the link. This also helps ensure your toggle bars never get so crowded that you can’t easily see updates as they happen.

10. Set a time limit for each task.

Social media managers tend to have jam-packed schedules that don’t allow them to do one task for too long.

“It’s easy to get lost in the endless streams of to-dos, research, and meetings,” says Yip, “so it’s important to schedule time limits for each task so you can stay focused and not spend too much time on one.”

And finally, says the JetBlue social team, “Don’t forget to blink!”

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Staying Organized as a Social Media Manager

It’s one thing to get organized, it’s another to stay that way.

All of the tips outlined below require consistency. Otherwise, they won’t serve much of a purpose. As with everything, you incorporate these tips into your routine, you will slowly but surely see how much organized your days will become.

Pro-tip: Incorporate one tip at a time and pick based on your biggest pain point. For some, adding one thing at a time is much more manageable and makes it easier not to get overwhelmed by the changes.

Editor’s Note: This post was originally published in Oct. 2014 and has been updated for comprehensiveness.

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How We Increased a Client’s Leads by 384% in Six Months by Focusing on One Topic Cluster [Case Study]

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How We Increased a Client’s Leads by 384% in Six Months by Focusing on One Topic Cluster [Case Study]

The author’s views are entirely his or her own (excluding the unlikely event of hypnosis) and may not always reflect the views of Moz.

Content marketing is an essential part of any SEO strategy. Without it, how are you going to attract customers looking for answers to their questions, and who are potentially in the market for your products or services?

At Tao Digital Marketing, we’ve recently generated some great results for one of our clients operating in the business financial space, The Insolvency Experts, mainly by focusing on just one “cluster topic” that was a huge money maker for them.

When looking at six month comparison stats (August 2021-January 2022 to February-July 2022), we’ve achieved the following:

  • Leads: 95 to 460 (384%)

  • Clicks: 4,503 to 23,013 (411%)

  • Impressions: 856,683 to 2,033,355 (137%)

  • Average position: 33.4 to 23.6 (increased almost 10 spots)

This was mostly achieved by absolutely hammering one topic area: company liquidation. In this case study, we’re going to explain how we did this step by step, so that hopefully you can generate similar results for your own business!

Objectives

If you really break it down, the objective of all SEO consultancy work is essentially the same: increase the number of leads for a business. This was our ultimate goal.

It’s not just as simple as that, though. We all know you can’t get to number one on Google overnight. So, like other SEO geeks out there, we tracked our successes through additional factors such as clicks, impressions, and average position, to show our efforts were worthwhile.

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In January this year (2022) our goals for the next six months were as follows:

  • Leads: Just over double from 95 to 200 (110%)

  • Clicks: 4,503 to 13,500 (around 200%)

  • Impressions: 856,683 to 1,700,000 (around 100%)

  • Average position: 33.4 to 25 (around eight spots)

Insolvency Experts’ audience is primarily directors of UK businesses that are going insolvent, closely followed by business owners looking for financial advice. The majority of Insolvency Expert’s cash flow comes from formal insolvency processes, such as liquidation, administration, and CVAs (Company Voluntary Agreements), so it was really important for us to push these areas.

Our strategy

1. Research “company liquidation” search volume and related queries

We first picked this client up in November 2020. Initially, our focus was on the basics: updating all the top level pages (such as service pages and guides) to make sure they fit the intention of the user and clearly explained the services that Insolvency Experts offer.

Researching what works well at present

One of the pages that our content team updated was their company liquidation guide. After updating, the page started to perform very well in the SERP, and ranked at position #4 for “company liquidation”. Clearly, this sort of content was working, and we wanted to hit it even more.

After pulling some research together, one of our strategists proposed the idea of a “Company Liquidation Content Hub”, as the company liquidation guide was ranking for a lot of long tail questions:

Screenshot showing ‘what’ queries in Google Search Console, such as ‘what is voluntary liquidation’ and ‘what happens to a director of a company in liquidation’

After cross referencing with the monthly search volume for these questions, she added some of these as H3s within the guide to see how they would perform. They resulted in so much more traffic that she decided they warranted their own individual guides, hence the idea for the hub. This would mean we weren’t putting all of our eggs into one basket, and that we could also internally link all of them together for users wanting to read more.

Users that are further down the marketing funnel don’t want to scroll down a huge guide to find the answer to their specific question, and we were certain that this would positively affect bounce rate. We therefore made sure that nine times out of 10, the H1 contained the question that was being answered.

Infographic explaining the sales funnel, starting with reach followed by act, convert and finally, engage

In order to further target those at the bottom of the marketing funnel who want to speak to someone quickly, we placed regular “Contact Us” CTAs throughout the content so that they don’t have to scroll right to the bottom of the page to get in touch with Insolvency Experts.

An example of a piece of content with a ‘Get Free Liquidation Advice’ CTA in the middle

Undertaking a competitor analysis

We also conducted a competitor analysis on this topic, focusing on three key players in the industry that were all ranking well for the phrase “company liquidation”. We found that the key competitors had the following:

Competitor A – 38 indexed articles on liquidation

Competitor B – 23 indexed articles on liquidation

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Competitor C – 47 indexed articles on liquidation

Insolvency Experts only had six indexed articles on liquidation at the time, so it was clear we needed to be on their level – this was an obvious content gap.

Pitching the content hub to the client

We suggested this idea to the client alongside a forecasting spreadsheet created by our founder, in order to justify the resource that was needed to push the client as high as possible in the rankings for company liquidation.

This spreadsheet broke down a huge list of keywords alongside monthly search volume, average click through rate for positions 1-10 on the SERP, domain authority of competitors who are currently ranking for these keywords, and average conversion rate on the site at the moment.

Table demonstrating projected revenue for Insolvency Experts depending on where they ranked on the SERP

This unique formula would then allow us to explain to the client that for X amount of work, we predict we can get you to position X in X timeframe, and this would result in approximately X annual revenue. After pitching this to the client alongside infographics and current performance statistics, they told us they loved our ideas and agreed to let us go ahead.

2. Plan the content after client approval

After the client gave us the go-ahead, the next step was to plan all of this work based on search volume, and therefore priority order.

It’s easy to get lost in all the data within SEO, so it was incredibly important for us to have a solid plan and timeline for these changes. Topics were going to range from How to Liquidate a Company with No Money through to Administration vs Liquidation.

How we communicate planned works to our clients

In order to orchestrate clear communication between ourselves and our clients, we create a Traffic Light Report, which is a live Google Sheets document detailing all work to be undertaken for the current and next quarter. This is split into sections for technical SEO, content, and digital PR/link building (the three pillars of SEO).

This includes justification for each change we make, as well as a link to any live changes or documents. It also details when this will be done and if the action is with us or the client. The tasks are coloured in green for live changes, yellow for action needed, orange for in progress, red for anything on hold and clear for not started.

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Here’s an example of what the content section of Insolvency Expert’s traffic light report looks like for their current quarter (July-September 2022):

Screenshot detailing content to be undertaken between July-September 2022, and justifications for each action

Scheduling the tasks

We then scheduled these topics for our various content writers to work on using our project management software, ClickUp. Within each task we placed a link to a skeleton document consisting of H1s, H2s, and H3s, as well as a title, meta description and keywords to include.

3. Write the content while implementing technical SEO

By this time it was around April 2022, and it was time for us to fully attack the content portion of our task list. Since then, we’ve written 18 pieces of content around company liquidation, and still have quite a few left to go before we consider this area of focus complete.

As part of our uploads, our technical SEO adds FAQ schema, which has helped Insolvency Experts showing up for several featured snippets (more details in results section).

Analyzing as we go along

Once we covered the big topics in the first couple of months of writing, we started to use Low Fruits to find smaller queries which are estimated at around 10 or fewer monthly searches. We’ve had a lot of success targeting lower search volume phrases, as these users seem to be more focused and lower down the sales funnel, so are more likely to be better engaged and convert better. A lot of the time they are pleased that you have answered their very niche question!

The below is a screenshot from a keyword analysis. We trawled through hundreds of keywords to pull out the ones relevant to the client.

A screenshot of queries from LowFruits.io featuring questions such as ‘can you still trade while in liquidation?’ and ‘can you trade out of insolvency?’

We then used Low Fruit’s Keyword Extraction and SERP Analysis tool to give us further details on a select few key terms.

These terms are shown as having a search volume of either 10, less than 10 or 0. Of course, we know that this is still hugely important to cover, and targeting these will bring in a very niche reader who is much more likely to convert due to the nature of the long-tail queries.

Finalizing the hub

Our plan is to finalize the hub this fall, and ensure that everything is internally linked. There will also be a menu change to make the addition of the hub very clear. See screenshots below for the current hub vs. how it will be presented once all content is ready (screenshot taken from their staging site in Kinsta, our hosting platform where we make design changes so that the client can approve them before they go live).

Current ‘hub’ in the menu:

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Screenshot of the current ‘liquidation’ drop down menu, featuring four pieces of content

How the hub will look once all content is complete:

Screenshot sharing newer version of liquidation hub menu from Kinsta staging site

As part of our content process within ClickUp, we have a recurring task to check a new URL in Google Search Console two weeks after upload. This allows us to see if we have the “Google Spike of Acceptance”, which is a sharp incline of impressions/traffic indicating that the content will do well, before it falls then slowly rises again.

A screenshot showing the ‘Google Spike of Acceptance’ in Google Search Console - a sharp spike of clicks and impressions after upload

If we don’t see this spike, we carry out multiple checks, including: Is it an orphan page? Are there any technical errors? Is it indexed? If it is not indexed, we push the URL through Index Me Now.

If the issue is just that the piece isn’t getting picked up, we will take another look at the content to see if there is something else we can do to improve it, e.g. tweak the H1 or expand the content.

4. Build links to the relevant pages and homepage

Once we’d uploaded the content, it was time to build links to the priority pages and homepage in order to build the domain authority.

We wanted to really hone in on generating links for our company liquidation page. The page has 36 backlinks, many of which were built through link building efforts. This was largely done by working with business site publications and creating natural anchor text that would help with certain keyword rankings.

Example of a guest blog titled ‘The Advantages of Business Liquidation’

As well as building links specifically to the company liquidation page, we also built links to the main URL in order to boost overall domain authority. This was done through answering queries through platforms such as HARO and Response Source, as well as working with the client to create relevant, time-specific thought leadership pieces. Here’s an example of a HARO request we responded to, the topic being “Recession-proofing tips for small businesses”:

Although the site’s domain authority tends to fluctuate between 30-33 depending on links lost and general algorithm updates, the links to specific pages have still resulted in an increase in rankings, detailed further below.

Results compared to objectives

Although we knew that our strategy was going to work well based on our experience with our other clients, we were very pleasantly surprised by the huge positive effect our work has made, which enabled us to smash the targets we set!

Leads

Goal: Increase from 95 to 200 (110%)

Result: Increased from 95 to 460 (384%)

As a result of creating incredibly useful, lengthy content and placing regular CTAs throughout the content, we managed to almost quadruple the amount of leads coming through to the client in the space of just six months.

In the six months before our liquidation project began, our Leads Dashboard within WhatConverts shows that Insolvency Experts had five liquidation leads via phone call and 10 leads via their contact form on a liquidation-focused page.

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In the six-month period since we’ve been working on the content hub, they have had 38 liquidation leads via phone call and 52 leads via contact form on a liquidation-focused page.

Result: 660% increase in phone call leads and 420% increase in contact form leads.

Previous six months:

Screenshot of the leads dashboard within What Converts showing that five leads were generated before work on the content hub began

Current:

Screenshot of the leads dashboard within What Converts showing that 38 leads were generated after work on the content hub began

Clicks

Goal: Increase from 4,503 to 13,500 (around 200%)

Result: Increased from 4,503 to 23,013 (411%)

By creating highly relevant content that matched the user’s search intent, we managed to almost quadruple the clicks over the space of six months, doubling our original 200% goal.

The site has received 29,400 clicks overall across the past 12 months. Below, you can see the huge spike in clicks and impressions from January onwards when we really started to focus on the liquidation content.

Screenshot showing spike in clicks and impressions once focus on ‘company liquidation’ began

Impressions

Goal: Increase from 856,683 to 1,700,000 (around 100%)

Result: Increased from 856,683 to 2,033,355 (137%)

Again, by creating highly relevant blogs, Google started to understand the relevancy of our content, so the number of impressions hugely increased. Along with the 137% increase above, over the past 12 months (August 2021-August 2022) the site has received 485,000 impressions for the query ‘liquidation’ alone.

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Google Search Console Graph detailing huge spike in impressions between August 2021-August 2022

The main company liquidation guide that we updated had a total of 732K impressions over the past 12 months, too, with a huge spike from February onwards, when we updated the guide.

Google Search Console Graph detailing huge spike in impressions in February for the updated company liquidation guide

Average position

Goal: Increase from 33.4 to 25 (around 8 spots)

Result: Increased from 33.4 to 23.6 (increased 10 spots)

This increase is due to the relevancy of our content and the amount of keywords each piece ranked for. As mentioned, the main company liquidation guide has worked incredibly well, ranking for 181 keywords, 67 of which are page one (37%). It now has the number one spot for the term “company liquidation”. See below for an example of queries the page is showing up for.

Google Search Console Screenshot sharing queries the company liquidation guide is appearing for, such as ‘members voluntary liquidation’, ‘liquidation of company’, ‘how long does liquidation take’ and more

The page also shows up for six featured snippets as a result of us implementing FAQ schema.

Screenshot showing the company liquidation guide appearing in a featured snippet query for ‘process of liquidation’

335 clicks and 93,663 impressions have come from the FAQ rich results alone.

Screenshot of Google Search Console showing ‘FAQ Rich Results’ within the search appearance column

In the six months before we updated the guide, it pulled in around 650 clicks and 227K impressions. In the six months following, it brought in around 1,180 clicks and 382K impressions. We’ve practically doubled clicks on one single guide.

As mentioned, this particular piece of content has 36 backlinks, and actually ranks ABOVE the official UK government company liquidation guide, which has a domain authority of 93 (about 60 higher than ours). Clearly, we’re meeting the searcher’s intent and giving them what they are looking for.

Screenshot of the SERP showing that Insolvency Experts’ company liquidation guide appears above official UK government advice.

In the six month period before we started work on liquidation, Insolvency Experts had an average click through rate of 0.5%. Over a six month period of us working with them, this more than doubled to 1.2%.

Another success worth noting is that 3 out of 6 of our latest articles have an average page view duration of between 9 and 10 minutes! The other half are averaging around 5 to 6 minutes, which is still very good. Clearly, users are wanting in-depth information on this topic.

The “What happens to a director of a company in liquidation?” guide, which went live in May, is now the fifth most clicked page on the site. when filtered on GSC by the term “liquidation”.

Overall, we’re extremely pleased with the results we generated, and so are Insolvency Experts — the company liquidation department is now inundated with queries and they are rushed off their feet!

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