We don’t do much of the “fill out this form”, “how did we do today?”, or “rate our services online” stuff for my businesses. We usually go for more of a personal touch. When we ask for feedback, it’s more direct through emails or phone calls with clients. So, how do you gather that feedback as data to assess client needs and the future of your business?
Today I want to talk about those changing needs and determining direction.
Track your expenses and income. Hire an accountant if you’re not great with numbers and/or don’t have the time yourself. And don’t forget about that bottom line. If you’re spending too much on a service or offering, and people aren’t paying enough for it (or not enough people are interested in it), then you know something’s wrong. Maybe you can cut some of your expenses and rebuild that offering in a way that makes sense financially. Or, hey, maybe that offering is done and it’s time to move on to something else. I know I’m painting this as very black and white, but it really does help to take a step back, look at the numbers, and determine whether an offering is worth it based on the revenue (or lack of revenue) that it’s bringing in.
One of the tricky parts here is timing. I’d love to hear your experiences and thoughts on this in the comments as well. Personally, we track and review numbers across all teams weekly. If something is outside of the safe zone, we talk about it in our weekly business meeting. If that continues for a few weeks, we talk more seriously about it. If a few months go by and we’re clearly wasting our time and resources, it’s time to make a drastic change.
Obviously I can’t share our spreadsheets here, but you’ll need to create a document with your own financial goals in mind that can be updated on a weekly basis. Include sales and analytics as needed for your business.
So that’s one objective way to see whether your service/offering or product is working for your clients. But how do we see it coming before wasting that time and those resources?
I can use Content Refined as an example here. Content Refined is primarily a content marketing company that works on a monthly subscription-based content creation cycle. Madeleine, our Co-Founder and Business Manager, was finding that she was getting a lot of “custom” requests for upgrades to existing content on clients’ websites. These clients had content already on their site that they needed someone to go through, clean up, and ‘refresh’ to help it rank higher. So, that request came in enough times that Maddie thought, “Hey, we need to make this a real offering, not just a special custom thing we do when people ask for it.”
We figured out our pricing needs and built the system around ‘content upgrades’. Now it’s front and centre on the home page of Content Refined’s site.
Word of warning: you do have to take all requests with a grain of salt. There’s a fine line between being flexible and bending over backwards. Custom requests only work if the numbers work. So you have to be careful at how far you bend your standards to meet client needs.
Which brings me to my next point.
It’s extremely difficult to expand out to new service offerings when you’re still working on mastering the original one. Until you’ve got a great system worked out for your business and you’re handling everything on your plate really well, don’t try to start something new. Pretty reasonable, right?
To be a master in your field, you’ve gotta stay on top of the trends and news in your industry, and really do your research. Especially in the digital world, things are moving so quickly that it’s hard to stay relevant. Check out what’s going on in conferences, and get in the networks with the top players in your field. This way you can figure out what you should be offering before your clients are even looking for it.
To continue with our example of Content Refined, we constantly look at trends in the content marketing world. With anything SEO related, you really have to look at the data and figure out which tools and methods are the most effective. Last year around this time we did all kinds of data analysis on all the content that we had created for clients. Then we had a statistician go through everything to confirm our findings. Right now we’re in the process of going through everything again to renew those findings and update any strategies as necessary based on the results. By continuing to evaluate our business with the actual data, we’re able to stay focused in our field while maintaining great results for our clients.
Assessing client needs is super important to keeping your business relevant and growing. It can take your business in new directions that you may have never foreseen. Have you had experience with something like that? Leave me your stories in the comments!
I work in-house with a really fun and committed team of employees, who work with me on several projects and businesses. However, a lot of the people behind the scenes here work remotely. From part-time VAs paid by the hour or by the task to full-time salaried employees, I’ve had to develop some strategies on managing and keeping connected with remote workers. After all, we’re living in the age of digital nomadism, and if you’re able to travel the world while staying committed and efficient with your career, all the power to you! I love that entrepreneurial hustle.
Here is an updated for 2020 How to Manage Remote Staff post that I shared everything I know on the topic.
So here are some of my top tips for making remote work, work.
I do this across all my businesses and it is quintessential to getting stuff done. Weekly 1-on-1 check-ins with team members, and weekly check-ins with the entire team together.
Say you have 3 people plus the manager (in this case, myself) on a team. You could create a spreadsheet like this one to keep track of their weekly efforts on your end.FREE Weekly Score Card Template
I also encourage my team members to keep track of these check-ins on their end as well, to stay organized with their weekly tasks and progress.
For the full team meeting, it’s a more developed document which includes going over the business values and goals, weekly numbers, and weekly tasks and goals across the team members. This gives everyone a chance to speak freely and stay focused and on track. If you’re checking in and truly evaluating goals on a weekly basis, there’s way less risk of letting things slip.
Yes, we do probably 90% of our communications via email. And some people, especially in the digital media world, are introverted and get anxiety thinking about talking to other human beings. But actually getting on the phone with somebody is invaluable. It leaves no room for hesitation or shuffling of the truth. When you speak directly with people, you’re automatically way more connected. With remote employees, I mainly use Skype or Zoom to make free calls on the web.
Encourage your remote team to come visit whenever they can. Depending on how far away they are, it may be once a month, or only once a year, but it’s huge for keeping people connected and happy. We’ve done some fun stuff over the past few years, from a simple pizza party in the main office, to a bowling outing, to brewery tours around the area! It’s always good to take a break from the laptop life and do something fun to relax with everyone. Plus, it gets people chatting and becoming closer, which helps to build the team up with more trust and respect.
Of course, for some really distant freelancers and VAs, this is a lot harder. But generally maintaining a happy and friendly tone with your trusted team members goes such a long way.
No one likes the unapproachable boss. You want a boss who, in addition to good news and successful progress, you can come to with issues, concerns, and questions. My core team members have my cell number and know that they can text or call when they need to. Now, that’s not to say that there’s obviously a limit to expectations. I can’t be expected to pick up the phone at 3am or be on call 24/7 when I’m taking vacation time. But making sure you’re responsive to issues from your team when they need you is important. In my experience, mutual respect in these situations is ideal.
Working with a lot of remote employees means overcoming obstacles like time differences and varying schedules, as well as the lack of face-to-face communication. These are a few of the core approaches I’ve taken to keeping everyone connected and communicating well with each other, while staying on top of goals.
Have you had similar experiences with remote workers? As always, I’d love to hear your thoughts in the comments!
Whether you have a bunch of sites or just one, it’s always an easy task to outsource your publishing to a VA. The one main reason why most VA’s fail is because they don’t get clear or proper instructions on the tasks you are looking for them to complete. In order to help you out, we are going to share with you the SOP that my team uses when uploading the content to my money sites.
We also have a template of the document we send to the VA to ensure each step by step is taken that you can download.FREE VA Step by Step Template
***** We have now switched to using photo stock images as sometimes these photos are labeled for reuse but have some fine print that states otherwise so please be careful.
I know when I first started off I was publishing all my content because I wanted it to be done properly and didn’t thing that a VA could handle it. After a while I found that it was eating up my time, time that could be spent focusing on other aspects of the site such as link building or other outreach strategies. I decided I would test out a VA and for the first few, they just weren’t doing what I was expecting them to do, however after I created the SOP for them, they were easily able to pick up the skills I was looking for and was able to execute perfectly. This showed me that a lot of tasks can be outsourced if an SOP is created.
What task would you love to outsource? If it is one I have created a procedure for I would be happy to share!
Building up any website takes a lot of working with writers to get the most useful quality articles possible. Across all my money sites, I work with a team of writers to keep the content new every week and to keep the organic traffic numbers growing.
As you can imagine, that’s a lot of writers to manage. So this week I thought I’d share the best ways to hire and maintain a team of solid writers, keep them organized, and keep on track with what everyone is doing.
In addition to these practises I have developed over the years many of these lessons have been learned via ContentRefined.com where we have produced over 1,000,000 words/month for clients!
I’ve talked about this before, but hiring freelance writers shouldn’t be taken lightly. You want a native English speaking, strong and competent writer with solid experience. I always ask them to do a test assignment before bringing them onto the team. Here’s an example job posting from UpWork.
To check for grammar, I always ask the applicant to fix a couple of grammatically incorrect statements. That’s a quick way to check whether they’re legit English speakers or not. If they provide some examples of their work, that’s a good way to quickly check them out as well. But the best way is to assign them a test article to really see their chops.
I stole this rule from Jack Welch, former GE CEO, about maintaining the best teams. In a nutshell, he says that you should fire the bottom 10% of your staff every year. I apply this (in a way) to writing teams to make sure that they’re always stacked with the best writers. Say you have 10 writers on a content team. Every month or so, I cut out the 1 bottom performer and replace them with someone new. Constantly refreshing teams like this has worked well for making sure that writers are on their game and not getting lazy.
Another tip with freelance writers: don’t give second chances. It’s happened a few too many times where I’ll give somebody the benefit of the doubt for a mistake or a late assignment, and sure enough they go out and repeat that bad behaviour every time. When you depend on sticking to a schedule and you really need writers to be on the ball, you can’t let anything slide. If they screw up, move on and hire someone new. You don’t have to be rude about it. Just let them know the problem(s) and why you can’t continue to work with them. It’s not personal; it’s business.
A master spreadsheet that shows the status of team members has been the most effective strategy for keeping track of everybody. I check in with a spreadsheet like this one pretty much every day to review the work in progress. If I’ve assigned something and haven’t heard back from the writer for a day or two, I’ll follow up. If there’s still no response, those articles need to be reassigned. This simple spreadsheet will save you the huge headache of confusing emails and trying to mentally keep track of everybody. Just be sure to actually update it and don’t let things slip by, because that will make things confusing really quickly. Especially if you’re dealing with 10 or more writers, and various writing teams across different businesses, you want to make sure everything is well-organized.
I also always have an editor go through every article or piece of web copy that I have written. It’s great to have a second set of eyes on any text to help with spelling, grammar, flow, and readability. It’s usually this editor who I also get to run every piece of text through Copyscape to check for plagiarism. So in this master spreadsheet, you can keep track of what’s on your editor’s plate at the moment too.
Some freelancers will want to stick with UpWork for payments for security, but more often than not our writers ask for PayPal. It avoids the UpWork fees. No matter which way your writers want to go for payments, I recommend that you stick to a consistent pay schedule. Every week at the same time of day is ideal. Let your writers know when they can expect to be paid, and keep track of the work they’ve completed on a week by week basis. Here’s an example of what that payment tracking spreadsheet can look like. In this example, payments would ideally be made on Sundays, because the weekly tracking goes from Monday to Sunday. So writers know that if they hand something in on a Monday, they won’t be paid until that coming Sunday.
Consistent work, positive reinforcement, and clear communication are probably the three main things that have helped me keep some awesome writers around for a long time. When you’re working with someone primarily through email, it helps to have a friendly tone and to be as clear as possible with direction. Mutual respect and trust is the goal.
What have you found to be the most effective way of managing writers or content teams? Are there any tools you use that I should be checking out? Let me know in the comments!
Over the past couple of years, myself and my teammates at Content Refined (the content marketing business that Madeleine Taylor and I co-founded) have really nailed down how to write killer content and optimize it for ranking. If you’ve been following this blog for a while, you’ll remember when we analyzed some of our content’s data to find the best tools and techniques. There were a few articles about this—I’ll link at the end of the article.
Well, we actually had those results reviewed and confirmed by a real statistician with a Master of Science in Statistics from Texas A&M (so he, unlike me, actually has the piece of paper on the wall that says he knows how to analyze data).
Our experience in content creation combined with the statistician’s findings has really solidified our understanding of how to achieve awesome, rankable articles.
As always, I want to share this plethora of knowledge with you guys, so that you can implement some of this stuff into your own websites. Also as always, I hope you guys like graphs!
Refining systems and processes has absolutely been key to continued success with our content (hence the name, Content Refined). If you make a good systematic cycle, and stick to it regularly and efficiently, you’ll be heading in the right direction.
So here are the four steps for creating articles that work for us:
The foundation of our articles is a strong primary keyword that is highly probable of ranking. We find the right keyword, and create an article title around it.
Once the keywords and article titles are good to go, they’re sent out to some excellent writers.
Our editors are the final step before publication. A thorough quality check includes checking for plagiarism, editing the writing carefully, and running each article through a content gap analysis and keyword optimization tool.
Our publishers follow a standard protocol for nicely formatting articles with stock photography and ensuring search engine optimization.
Now, let’s break down these steps into a set of standards to abide by.
There are a lot of keyword research tools and methods out there.
With our data review (checking the content we’ve created against their real results), we have verified three essential components of each chosen keyword; (1) monthly search volume, (2) competition score, and (3) domain authority of competitors. So, when performing keyword research, we target the following measurements:
But remember, these measurements are flexible according to your content needs (eg. international location, site traffic, niche, etc.).
We have also verified that the most accurate keyword research tools currently available are SECockpit by SwissMadeMarketing, Ahrefs.com, and KWFinder by Mangools. These are the three tools we use to perform our keyword research.
It’s super important to maintain a strong team of excellent writers. We hire only native English writers (freelancers) who can pass a series of grammar and content creation tests. Plus, our relationships with writers are dependent on great communication and clarity of requirements.
We also frequently review and renew our writing team. Our general rule of thumb is to keep cutting out the bottom 10% (the writers who aren’t consistently awesome or are starting to slack off) and replacing them with new great writers.
Another thing to keep in mind is writing a minimum of 1000 words per article. It’s generally recommended for search engine ranking. Depending on your niche, you might need more than that. The keyword research should help you figure out how long your content needs to be.
An Editor really has to be a master of proofreading.
For us, we make sure that first, they run each article through a program that checks for plagiarism, ensuring that each article is truly original content. The tool we’re currently using for this process is CopyScape.
Then, they carefully go through each article, editing for spelling, grammar, flow, and readability.
Lastly, they run each article through a keyword optimization program to naturally weave in more secondary keywords wherever they can. This greatly helps in filling ‘content gaps’ that the writer may have missed. The tools we’re currently using for this process are CognitiveSEO and MarketMuse. Both tools have proven to increase the probability of ranking in search engines.
*note: In the MarketMuse vs. SERPFox graph: Negative MarketMuse Score was used instead of MarketMuse Score because of the ascending nature of MarketMuse Score (higher is better) vs. the descending mature of SERPFox Ranking (lower is better).
Publishing requirements tend to be subjective.
Everyone has their own processes for formatting and optimizing an article before publishing. However, we’ve set out a set of standards that we follow, that have proven to increase the probability of ranking.
Uploading a bunch of articles at least once per month and scheduling them out is the most efficient way we’ve found to stay on schedule and make sure that good content is always there.
If you hire a freelancer to do this publishing, I definitely recommend doing a quick quality check before hitting the actual ‘publish’ button.
Across all my sites, this is the system we use. These are the core processes used at Content Refined, and we’ve had continued success in getting content to rank and organic traffic to grow and grow. Check out these results from one site that Content Refined does all the content creation for (whose name we can’t share for privacy purposes). They started with no organic traffic, and with these processes, plus a great niche, they’ve been able to scale super fast.
It’s been amazing to watch Content Refined grow, expand teams, and nail down these processes. I do encourage you to check them out and jump on a call with Laura (our acting Business Manager while Madeleine is on maternity leave) to discuss content needs if that’s something you’re looking for.
Let me know what you think and if there’s anything that works really well for you!
Links to our previous data collection articles:
“Rank in Google with Certainty — 2 Metrics Reveal That You Will Definitely Rank Well in Google!” https://authoritywebsiteincome.com/rank-content-in-google-with-certainty/
“Rank in Google with Certainty? — Market Muse Review Updated Data Analysis” https://authoritywebsiteincome.com/rank-in-google-with-certainty-updated/
“Definitive — Best Keyword Research Tool to Determine Keyword Competitiveness” https://authoritywebsiteincome.com/best-kw-research-tool-keyword-competitiveness/
“New Ranking Data to Help Your Site Rank” https://authoritywebsiteincome.com/new-ranking-data-to-help-your-site-rank/