Project Management for SEO Agencies

Using Team Time

Steps to Use Teams Well

1. Check Project Size:
   
   • Identify main tasks such as keyword research, site audits, content creation, and link building.
   • Estimate the hours needed for each task.
2. Give Clear Jobs:
   
   • Assign tasks based on team members' expertise:
3. Share Work Well:
   
   • Use tools like Asana or ClickUp to distribute tasks evenly and prevent team burnout.
4. Get Outside Help:
   
   • Hire freelance writers or link builders during busy periods to avoid delays.
   
   

Planning Times

Good Time Planning

1. Set Real Times:
   
   • Break projects into manageable steps with clear deadlines.
   • Example Timeline:
2. Use Time Charts:
   
   • Track progress with tools like Monday.com or Smartsheet.
3. Add Extra Time:
   
   • Plan buffers for unexpected delays or changes.
4. Set Big Points:
   
   • Define key milestones, such as:
   
   

Talking with Clients

Ways to Talk Well

1. First Meeting:
   
   • Discuss project goals and timelines.
   • Provide a detailed project plan.
2. Regular Updates:
   
   • Send weekly or bi-weekly updates to show progress and next steps.
3. Custom Reports:
   
   • Use tools like SEO Stuff, Google Data Studio or SEMrush to create visual reports highlighting:
4. Get Feedback:
   
   • Schedule regular check-ins to gather client input and make necessary adjustments.
5. Keep Talk Simple:
   
   • Use platforms like Slack or Trello for quick updates and streamlined communication.
   
   

Handling Problems

Common Problems and Fixes

1. Late Work:
   
   • Fix: Break tasks into smaller steps and set reminders for approaching deadlines.
2. Growing Workload:
   
   • Fix: Define tasks clearly at the start and document additional requests.
   • Use forms to formalize out-of-scope work.
3. Plans Not Working:
   
   • Fix: Monitor performance with SEO Stuff, Google Analytics or Ahrefs and be ready to adjust plans based on data.
4. Unhappy Clients:
   
   • Fix: Maintain open communication, address concerns promptly, and align project goals with client expectations.
5. Tech Troubles:
   
   • Fix: Conduct a thorough site audit at the beginning to identify potential issues.
   • Have backup plans for major problems like site downtime.
   
   

Real Example: Search Project Work

• Assigned tasks to a dedicated SEO expert, writer, and link manager.
• Developed a three-month plan with milestones for keyword research, content, and backlinks.
• Held bi-weekly meetings to share progress and gather client feedback.
• Included extra time for slow approvals and created contingency plans.

• The project was completed ahead of schedule.
• Increased search traffic by 30%.
• The client was satisfied and renewed their contract.

Final Points

Remember:

• Plan teams efficiently.
• Set achievable timelines.
• Maintain clear communication.
• Identify and fix problems early.
• Continuously refine your processes.