Marketing Agency

Overview

I put this together for agency owners consultants and marketing professionals who are feeling just overwhelmed like they have too much to do there’s not enough hours in the day and are always behind can’t get ahead always missing deliverable
I put this together for agency owners consultants and marketing professionals who are feeling just overwhelmed like they have too much to do there’s not enough hours in the day and are always behind can’t get ahead always missing deliverables getting bitched at from clients and losing clients at the end of retainers or during retainers and having trouble scaling your service your agency whatever it is that you do to the next level and if you’re having these issues then you might be lacking and I hope you guys get this joke sign and we’ll get in this joke no yeah good I get it then you might be lacking internal processes in project management I’d like to make a joke about it because this is really some boring stuff but I promise you man like this is number one reason process and project management is the number one reason why just 18 months we’ve worked with some amazing clients it literally started as me 18 months ago I was sitting in my apartment by myself we now have seven local employees a whole slew of offshore people which I’m going to talk about and we’ve experienced extent heavy revenue growth this is an actual screen shot I cut out the numbers for obvious reasons we just went through evaluation process this is actual revenue in the bank that we’ve grown a month over month over 18-month period and it’s 100% because of project and process management we’re not doing anything that you guys don’t already know about it’s the ability to get things done at scale while enjoying my life I’m really big on this man life is too damn short to be sitting in front of a computer for 18 hours a day seven days a week life is for living and if you follow me on Instagram which I hope you do I’m just gonna run you through I went to Medi and a couple months ago I was in Boston a few weeks ago I was in Vegas not too long ago I was in DC I was in Valencia I was in Barcelona I was in Paris I was in LA and I was in Madrid and I’m actually going to Cancun tomorrow I’m sitting here looking at my suitcase I cannot wait and I’m able to do all of these things while still managing a growing multi-million dollar agency because of project and process management I’m able to run an agency run a team to manage 40-plus clients all from a laptop from anywhere in the world at any time of the day it does not matter because of the systems that we have in place so what to show you in this webinars I’m going to show you the proprietary systems that we’ve developed that’s going to levy 8 a ton of your issues again if you’re feeling like there’s not enough time today if you’re struggling to juggle clients if you can’t really get a handle on growing an agency I promise you watch until the end because I’ve never talked about this before and nobody has ever talked about this before I promise so number one it’s all about the process joke number two and we get it Jolin beat any basketball fans ok strike two okay so I do a ton of consults with other agencies I’ve actually stepped that up a lot this year and the first thing I asked all the time is run me through your process and the number one answer I get is it depends on the client you know everything we do is custom it varies we really don’t have a process because we’re an SEO agency we’re custom you know we do things custom you know and I always called I got a lot of pushback on processes because a lot of people feel like they don’t need them or they’re too good for them or they do custom work so they’re too valuable for him but processes I’m telling you are the most important thing about really scaling any business but especially service based businesses you know a process of roadmap I mean SEO in itself is overwhelming there’s dozens of things that need to get done two days ago in a process gives you the framework to get from A to Z and allows you to manage it without pulling your hair out and a process is not set in stone it’s not able I mean a lot of pushback that I get is again people think that like everything is custom we do special we’re like no dude like most people think that the process forces you to do things a certain way it’s the opposite no to SEO campaigns are the same they vary depending on site I know that just as much as anyone does but it’s much easier to move tasks around than to build them from scratch having a set process and framework gives you something to start with on day one which saves you a ton of time and headaches and also client headaches as well that are always asking you where stuff is so process saves you money you know huge key to SEO in life in my opinion is getting other people to do work for you if you want to hire someone to do a technical audit you’re gonna have to pay them out the ass right if you say I need somebody to do technical SEO for me they’re gonna charge you 120 grand a year but if you give someone a specific process they don’t need to be able to know that much I just think I know how to do basic things if you have it written down step-by-step checklist check for checklist so a process also lets you clearly see gaps I used to work as a consultant a long time ago for a company called Deloitte now in a department of the opening called business process reengineering we literally would build processes for the biggest companies on the world target best buy eccentric sucha and then test them and break them down and rebuild them with a process in place you know exactly what you need to do on a certain day day if you don’t know how to do it you can clearly see the resource gap and you can hire someone to help you out it’s easier to hire someone to just do keyword research or to just write content than to do end-to-end SEO right if you again if you try to hire something to end-to-end SEO they have to know how to do a lot but if you hire someone to just do one specific thing you can plug in the gaps with that talent it allows you to focus things at the task level not the aggregate which I’m going to talk about a lot more so specifically though a framework is not a process so looking at a service like SEO a framework is a high-level template to perform a service we all know how to do SEO I mean you can just google it and you’ll see it’s not rocket science right I mean if we look at SEO the framework of how to do it we do a technical audit this is roughly speaking of course keyword research on page optimization content creation in link acquisition right now let’s deep dive in this technical audit in itself so what’s the difference between a process and a framework a process is a detailed roadmap on how to execute a framework I need to repeat that a process is a detailed roadmap on how to execute that framework anybody can learn SEO it’s really not hard if you want to make money you have to know how to execute it I need to repeat that again if you want to make money you have to know how to execute it again I do all these agency consuls I work with a lot of people that are a lot better SEO s than me but they don’t know their ass from their elbow when it comes time to nuts and butts and actually do the work because they’re lost right they know how to do keyword research down to semantic algorithm and all that stuff but like if you don’t know how to execute it at scale especially you’re not gonna make any money and I’m sorry not to be shallow but we’re in this to make money we’re in this to make a living and to live the life that we want to live so let’s look at the technical audit let’s look at how to build a process for typing colada and how we do it so for example you’re gonna have to get access to the search console analytics tag manager or whatever it is that you need and that needs to be assigned to somebody I like to take care of that or usually not project manager those right after that you’re gonna have to crawl the website or screaming frog that’s gonna be done by somebody else I’m not gonna get down there in the details and do it they need to review the robots.txt or if you that is code review through one redirects etc etc sent to the client right so you can start to see how even a part of the framework break can break down into a process it’s really not overly complicated but this is where things get a little bit more difficult you have to have some a little more detailed knowledge and how to do these things so what we want to do is turn these processes in the checklists ignore that etc I told you the first time you reviewing this so I like to take everything that we do in a count for it with a step by step checklist or a sub process as we call them in tournaments so for example again going back to this reviewing through one redirects you can see I have it here in yellow that is a piece of the process of doing a technical Adi even reviewing a 301 redirect can be broken down into a specific checklist or process right so if we’re gonna review three one redirects what needs to be done Yury the same person doing the technical audit needs to open up script the crawl screaming frog needs to literally filter it I’m getting down to the details here filter callin Ella for status code cross-check 301 redirects check for redirect hops etc etc so again sound processes put the pieces in place to let you scale your service and we’re gonna talk a lot more about this coming up so what I had to develop though to because you can already start to see how the stuff can stack up and get overwhelming was a system and a method to manage all this stuff when it comes to client delivery and that’s something that I call the task deliverable action method we call it TDA internally when I’m talking to my team that stands for task deliverable and action so let me run you through this so marketing is a lot of work right i mean when you’re working on one website it’s a lot of work but 50 we needed to develop a system within our processes to make sure that the work we were doing was not falling between the cracks right so for example when paying for a service there are certain expectations on the work that need to be performed keyword research again if we’re selling SEO keyword research link acquisition content creation most of the time these are built into proposals in contracts or service groups right we call these deliverables pretty straightforward well we all know what those are but deliverables are large items that require a lot of work to complete keyword research is not something that you can just kind of crap out right it needs a significant number of things to go into that right identifying keywords finding volume competition etc I call these tasks right tasks are the things that you need to do in order to complete a deliverable pretty straightforward that’s the task and deliverables finally more often than not there’s additional action items that come from deliverables right so just because you do keyword research you’re not done there specifically when you’re working with clients specifically working when you’re working with larger clients who don’t really want to go in and do the work themselves that’s what they pay you for so implementing page titles publishing blog posts etc etc these are action items that can easily fall through the cracks if not properly managed right like you send a blog post to a client you send keyword research to their client what happens it sits there for four months and they come back at the end of the contract and say hey we never implemented this and you say yeah but we send it to you and they say no that’s not how it works right so we need to do is we need to implement what are called action items right so now we have tasks that map to deliverables and after deliverables sent we create action items on the backs of those to make sure that these things are getting implemented for a couple of reasons number one for client management purposes but number two to make sure that what we’re doing is actually going to get executed and we can actually see a result from our services so dammit I messed this will not apology so let’s look at an example so again if the deliverable here is keyword research the tasks that need to go into keyword research again just generally speaking here this is not how we or anybody should be doing it but you need to find the keywords you need to find semantic keywords and you find volume and competition you need to map those keywords to pages on the website right you do those tasks and you’ve got a deliverable in an excel file or whatever you want to do that’s keyword research that you can send to a client you can send to your boss whatever it is however you doing SEO the action items on the back of that is somebody needs to approve those keywords and prioritize those keywords we generally have the client do this what we do is we assign those action items to that client right and we can continue to follow up on those action items during the reporting period etc which I’ll talk about in a minute after that we need to add those keywords to the rank tracker so we can report on them every month I have that dark yellow because that’s something that we do internally so you can start to see how this flows from tasks to deliverables to action item follow-up so we’re gonna come back to this a little bit later specifically move run through our system specifically so what I like to do is build processes in advance right and what I’m gonna do is just run you through live one of our processes that we use and our the project plans that we use so we have a set project plane that we use forever so client that we take on I’m just gonna go ahead and open this up right here I have it right here so what you’re looking at is a Google sheets file and it is a 12-month project plan for just a client so what I’m gonna do here is I’m just gonna show you how I would build this for a new client that we would take on so for example what’s today’s date today is the 29th so I like to start clients on Mondays only and what we’ve done here is we’ve built in these formulas into Excel so whenever you change the date it changes the deliverables right so we have a due date for Webre such as us our agency internally and we have a due date for the client right so the due date internally is the date that we need to get this done the client due date is the date that we need to send it to the client so you can see I’ve built in a grace period you know I’ve just done that using Excel formulas it’s pretty straightforward if you haven’t use Excel you should really learn it but all I’ve done here is pretty building a grace period for all of our deliverables here and just staggered all the way down for 12 months right so anytime I’m taking on a new client that’s on a different date I just changed the date and you can see how all these deliverables they get changed to match that new date so that in itself saves me a ton of time right then what I want to do is let’s just say I’m doing this for cotton right so we change the client name to cotton and you can see how that cascades down again I’ve already got the owner this is the person responsible built out ahead of time and you can see here I’ve got the deliverables and tasks mapped out within a project plan so let me just show you this real quick why so we talked about keyword research I’m just filter here for keyword research so you can see here the deliverable this is what we’re gonna send it the client is keyword research and the tasks that we need to get done our fine main secondary keywords volume in competition that’s one thing that’s done by one person Bonnie and then Maria who’s a manager level she’s gonna build the keyword research analysis deck and send it to the client so you can see here that one deliverable has two tasks also assigned it to different people but it’s for the same client and you can see here the dates it’s pretty straightforward blah blah blah and then you’ve got the status here we’ve got all the different status codes that we can use when we’re going through which all again I’ll show you a little bit more detail we’ve got monthly report dates built in we’ve sent reports every 30 days so you can see how this is that I got out for every 30 days and you can also see how this starts to cascade down over time to do less and less work which I’ll talk about a little more to then we’ve got some we’ve got some additional cells over here for templates so for example keyword research when I talked about sub processes right we have a we have a template for everything that we do a technical audit template we have a keyword research template we have an on page template we have a link building strategy template we have all these templates already built out and either Google sheets or Google slides just drop a link in here which again I’ll show you in a minute of how we do that for a real project plan same thing with a presentation so the keyword research deck this is a slide deck that we built in Google slides we just dropped the link here as a template so when Maria is coming in here to work on this deck instead of going through and digging and finding the template she just clicks this link make its copy and she’s got one specifically done for cotton right there and then a training too so like I said I like to hire people pretty much off the street and pay them next to nothing don’t tell my employees that but I’m able to do that because we have detailed trainings that are built out which again I’m going to show you later so everything that we do here you can see it has a due date it has an owner it has an deliverable a task a status that the project manager you come here and easily check again which I’ll show you in a minute how it works in real time and it’s got a template a presentation deck if necessary and then a step by step training for that sub process that’s somebody who we can literally hire off of the street with little to no experience to do and then of course a notes column over here we’ve also got different templates that we build out so again so this is the base template that we use right but so for example let’s say that cotton has a little bit different of a website he’s a lead generation website then we have a lead generation template for that same thing with local so the tasks and deliverables automatically flop around a little bit so you can see here how just having a base template saves you it’s kind of time when it comes to client onboarding but it’s really easy to fix because it’s built into Excel so again if I’m talking to client we have a web we have a kickoff call right I’m talking to clap and he says you know what like my GMB page is really important I want to prioritize this I can simply just change the date on its GMB page which might be in month 3 so audit the GMB page and move it up to month one so you can see how these processes having one in place is gonna save me a lot of time but it’s also easy to just flop and manage because either way if you’re doing local SEO you’re gonna have to do a GMP on it you’re gonna have to build citation so you know that ahead of time so why not just build that out and have a plan for it and plan for it ahead of time so you’re not wasting time later in the campaign so that’s how we manage our that’s how we build our base process we again we do in Google sheets which I’m gonna show you a lot more of it a little bit so this is important to me you know I know cotton I haven’t really touched base with cotton in a while about his exact service anymore but I have a different feeling on a lot of things as he mentioned and again it’s not for better for us just to present you different side of things No your time is too important to do a lot of these things so you’re gonna need to get help because it’s really hard to scale on your own I still haven’t figured out how Cotton’s done it he won’t tell me but so for that reason I developed my own system so service businesses are a lot of work and internally at Weber’s we like to over deliver on work for client management purposes right so we send a lot of deliverables to clients we try and send two to three a month just to over communicate to just kind of beat them to death and just kind of like drown them in paperwork so they’re not constantly hitting us up and annoying us and asking for we’re way ahead of the game and just constantly send them right it’s just a client management technique that we use and it’s how we built our system to do so so even if you’re an in-house marketer you need to be focused on impact items right like if you’re doing all the work if you’re logging into somebody’s WordPress site and changing title tags and writing meta descriptions and adding internal links like you’re never going to grow past a certain point if you are the head of your business if you want to build an agency you need to be focused on growth aspects you need to be focused on getting clients keeping clients happy and finding new ones the service in itself should run itself it needs to be operated like a product and less like a service which we’re going to talk about so when you have these systems and processes in place it allows you to hire cheaper labor like I had mentioned when everything is mapped out like a checklist almost anyone can do it like I said if you want to hire somebody to do SEO like if you want to hire me to do SEO I’m going to charge you out the ass for it but if you have a specific need to just have keyword research done and just have on-page optimization Sun and just have somebody writing blog posts if you can hire for just that person and they have a checklist for how to do their job you don’t need 120 K per Senor you can go hire someone for 4 bucks an hour in the Philippines to change title tags it’s really not hard to do if you have a process and a system to do that you can save yourself a lot of money and you can scale your agency a lot faster than traditional agencies do so we developed a method for hiring a managing staff that’s conducive for scaling profitably like I said just like for just like Amazon just like McDonald’s having airtight processes allows you to function like an assembly-line like McDonald’s doesn’t have the same person checking orders and filling up drinks in building Burgers no they have one person who’s flipping patties they have one person who’s slapping cheese on they have one person who’s checking your orders that’s it that one person is responsible for one thing they don’t ask them the do too much so they’re able to hire people with a lot less experience and pay them a lot less money and be profitable by selling $1 hamburgers right so this is the bet by far the best way to manage any operational based business because it’s just a lot more profitable so I’m gonna run through some hierarchies here I used to work at the biggest digital agency in the world and through that experience what I learned was really how inefficient these large agencies were it was just staggering I mean the way that they’re set up is they can only have their people internally work on one to two projects at a time and plus because they have to charge so much money clients hated it because they knew they had people that were just sitting there picking their ass half the time and they were getting built for it so the way that they were set up these big agencies they have a VP or sales person who charges an insane amount per hour and they bill usually bill like three or four hours a month not much but they just you know a thousand dollars an hour they just build a client for it to do nothing then you have an account team who pretty much just you know like strokes the clients ego and they charge for that too they don’t really do much except for send emails and you know have happy hours and stuff like that then they have the PM’s or the program managers of project managers and underneath the PM’s you’ve got basically like the senior consultants or subject matter experts me stands for subject matter expert and those are expensive consultants and then underneath that you generally have to two or three junior consultants in these junior consultants so for example let’s say this is for an SEO contract you’ve got all these people but the only people really doing work are the two junior consultants and those people tap out very fast because they’re asked to do pretty much everything they’re asked to do attack this was me I literally had to learn SEO on the fly because they were like hey we need a search console audit you need they need a technical audit they need a keyword research and I was having to do all that stuff and it was great for my growth as a person but it was terrible for the business and terrible for the client because they were getting somebody wasn’t experienced in all this stuff but they were getting billed out the ass for it it’s just an highly an efficient way to do things and then my time as a person I was tapped out I could only work on one or two projects at a time which means that the agency in itself can is losing out on an expert’s time because I’m only working on one and two wonders – one – two projects at a time which then means you have to go out and hire more and more people and if you’ve ever had to hire local smart people it’s getting harder and harder to do because these people are really hard to find and they’re really expensive so what I had to do was come up with a different structure for my agency I didn’t want to go down that route I wanted to do something much different just like cotton did and my team is responsible to do only one thing one thing I don’t ask them to do anything else than just one simple thing I have one person that only does keyword research that’s it I don’t want you to do on page I don’t care if you know what a link is I don’t care if you know what content marketing is the only thing that you have to do is find keywords that’s it just get really good at it and I can train that person to be an expert at keyword research because it’s not rocket science we’re not doing brain surgery here we’re not curing cancer or selling people that they don’t need on the internet it’s really not that hard to do and anybody can be trained to do it so this allows us to rifle through climb work like an assembly line and we have yet hate capacity and my team works on every single client we have 40-plus clients and every single one of my team members both local and offshore works for every single one of them and that allows us to scale infinitely in scale profitably because again I’m not selling time for money there’s an age-old adage and it’s so ironic because all these like SEO Esper say all the time like don’t sell your time for money but yet they build their agency on the time for money model right if you’re doing the consulting model like the big agencies and moach agencies do your billing per hour and then you hit a ceiling you can only get so profitable it’s just not smart on how to do it so the way that we do it is we have an Operations Manager this was me for a very long time if you’re just getting started this will probably be you – this person is local in Miami I know someone who does it for me we have then we have subject matter experts that are in Miami – and they’re responsible for one vertical so we have four of these people we have one person who does SEO right we have one person that does content we have one person that those links and we have one person who oversees like technical analytics website dev stuff like that so we have four of these people and underneath these people we’ve got these specialists and they’re all off shore so like I said underneath these means these subject matter experts in Miami that my subject matter experts don’t do any work by the way they just review it and send it so for example even if you’re responsible if my content person my link person this is the perfect if my link person she’s 22 I hired her off Craigslist she’s right now she’s in Thailand for two months just vacationing and she’s still working she’s still able to do this because she’s managing these processes in these systems and she not having to do like 20 hours of work a day for all these different clients because she’s got these offshore people who are highly trained so for example if you break down our link building system we do outreach based link building which is very time-consuming we have people who only go out and find bloggers or bloggers online that’s all they do that’s all they do they just go through Google Instagram and Twitter all day and they build spreadsheets of bloggers that’s all they do we then have people who are responsible for contacting those people outreach managers that’s all they do is they send and respond to emails send their respond to emails send their respond to emails and then we have our link building Smee on top of that who she’s in Thailand right now and she just oversees this she makes sure everything’s running smoothly she communicates with the clients it’s really not that hard to do and like I said we’re able to just funnel clients through this like an assembly line just push them through push them through write keyword research stamp it on page stamp it that one person taking them one day to do each of those things so we’re able to scale like I said basically infinitely and if we need to hire more capacity we hire more of these offshore specialists and eventually of course we’ll need to hire more of these smees but it’s a lot cheaper to do this way and it’s a lot more profitable to do it this way too so the problem with this is is now you need a system to manage these processes right so this is what we call project management right essentially project management is the process of managing temporary endeavours ie a project that have a defined beginning and in scope and resources I got that fop BIA don’t kill me for it so from an SEO point of view it means that we’re managing campaigns to make sure that we’re meeting deadlines exceeding expectations and delivering results so for us internally project management is the system of managing our processes so everything that I’ve just covered project management is the system of managing these processes and it holds us accountable and it just makes sure that we get stuff done plain and simple so wise project madam is so important so like I mentioned SEO is not about the latest tactic it’s about being able to execute them at scale it’s always over link looked by agencies simply because project management’s not sexy right everyone is so focused on like the new hot tactic but to be completely honest with you SEO has not changed that much since 2011 the only thing that’s changed is you just got to do it the right way you got to cut out the crap and focus on quality but that quality has those same metrics have been around for almost a decade now so not much has changed but you got to be able to do it at scale like I said especially if you want to make money so a CEO is unpredictable PJM stands for project management it gives you a framework to ensure quality and results for your services because with so many moving pieces that go into an SEO campaign you will fail without assist in the management it’s just a fact clients will hate you you’ll ruin your reputation you will never get another client in this game if you have a poor service and you can’t manage clients so it helps keep clients happy – which is really important working when we’re going clients good project management helps to delay the ranking process like I said if you have a plan for a client if you just show them hey here’s a 12 month plan for your website this is what we’re gonna do we’re gonna adjust that if needed you know bla bla bla based on feedback it gives them peace of mind when you’re paying somebody for a service right like it drives me crazy now when I pay a vendor for a service and they’re just picking stuff either ass I don’t have deadlines that they don’t have any of this stuff I can’t it there’s no peace of mind for that I don’t want to work with you but if you’ve got a system to manage projects and to show me that like hey I at least have a plan you know it helps to alleviate it’s just psychology if you showing if you’re constantly hitting people with deliverables like hey here’s keyword research hey this is the plan for on-page this is how we’re gonna implement title tags if you’re just constantly sending this stuff to people while doing the SEO behind the scenes in the background like SEO takes quite a bit of time to work but you’re constantly just peppering people with the stuff at the very end of the day even if you don’t get results they can’t really say much because it gives you a built-in failsafe because sometimes you just can’t get results for SEO that’s just the way it is if you want to sell something in competitive space I’m sorry dude you picked the wrong business I’ll still take your money and I’m gonna do a good job for you I mean to the best of my ability but like we might not be able to get you that first place ranking we’re gonna do everything that we can and here’s the proof of it right here’s all the deliverables here’s the plan we hit everything according to plan and you can go ahead and read any go to Moz read any blog online you will see that we follow best practices it just didn’t work out I promise you like we have had clients where we haven’t been able to get results because it’s just too competitive but that client wasn’t mad at us because they understood that we did everything that we that we did everything that we were paid to do right and at the end of the day you can’t really complain about that and you’re not gonna lose a client if you’re doing what you told them that you were gonna do so let’s look at how we mentioned so I want to show you how we do our tasks deliverables and axes flow so let me just open this guy up real quick and so this is for this is our a sample this is burn file not our exact project management file but this is like I just showed you right so this was the sample plan that we built for cotton after I build this what I do is I migrate this into our internal tracking file so we have an internal project management file that we use to manage all of our client campaigns so you can see how I just have this filtered for one client here and what you can see is these are the status codes here right so we run through these different statuses and after we mark them a certain thing so for example here let’s say Maria does the on-page Corrections what she does here is she marks this as review needed and then what happens is using the magic and power of Google sheets you can see it automatically pushes here to this tab here it’s really amazing what you can do with Google sheets which I’m going to talk a lot more about anyway so she made the on-page Corrections then one of the smees goes and reviews it and sends it to the client it also pulled through the link here for that what she worked on so again so this is the base project client right I’m not going to show you so get mine numbed here but these are all the clients that we have right and this is our internal project plane that we use on a daily basis so at any given time I know the status of every single client campaign every single one I know what’s being worked on I can click the link I can check the status I don’t my operations manager does but this is all being tracked at any given time right so let me just go back to one client you’re now just to simplify things for a little bit so again so after that’s worked on again what happens here is you can see here this is the tasks tab right so these are all the tasks this is the deliverables tab that gets managed by like I said our subject matter experts that communicates this to the client so after a task is completed so again let’s say that Caesar finishes the link building strategy deck he marks it as review needed and it automatically is gonna get pushed here to this to review and it’s gonna get reviewed then sent to the client after that right so that’s tasks that’s the Liberals that’s how we manage those two things after that what we do is we’ll build action items right so here’s the the same action items for this client so this came off the back of the technical audit so you can see here we need to canonicalize things this is the these are the exact action items and who’s the owner who’s responsible for it now this is what’s really really cool about Google sheets and the system that we built is that so this is the individual client workbook so like I said this is our internal project file that manages all of our different client files but we also want to do is show these things specifically to our clients what we did is we built individual client files that are automatically synced with this so for example like I said the actions tab here this actions tab is pulling directly this looks familiar right this is pulling exactly from here right sorry so let me just fill this again so the client can log into their file at any time and they can see the status of open actions that they have so for example if I were to mark this one here completed what’s gonna happen here it’s gonna push and it’s gonna be completed you see how that just mark completed so now the client knows that this is done because we just marked it completed so this is how we manage files and it’s the same thing with the project plan so you can see here the tasks tab this is automatically also pulling from our internal file as tasks tap right so again so if I’m mark this is completed here I never have to go into this client file and change it you see just marked incomplete because it’s automated that’s the power of Google sheets which I’m gonna talk a lot more about in one second so that’s our system for doing it the tasks deliverables and action items all in methods here and we built this amazing system and built in Google sheets to automate this so I never have to go into a client file I never have to do it I never have to communicate with it it’s all hands-free pushes I just managed everything internally using this one tab these three tabs here manages the entire agency all 40-plus clients are men from that one tab and everything is accounted for it every time at any hour on any given day of the week we know exactly what’s going on so that’s how we manage that let’s keep it moving here so now let’s talk about the tool so I just briefly touched on it but this is really where things get exciting for me I’m kind of a nerd at the end of the day so there’s a difference between task and project management so I am not here to bad-mouth any of these companies that I had below they are all amazing and they all make a lot more money than I do but their task management systems you as an SEO as a marketer as an agency you need something more robust you need a project management system so what we’ve done is we use the Google suite for everything we use Google Drive as a client portal right you can create files in there like I said everything that we is either in sheets it’s either in slides it’s everything is it built within the Google Drive and we just create folders for clients and then all their deliverables everything is stored in that file and they have private access to that so none of the other clients can have access those folders you just give email access you can manage documents you can manage everything you don’t need to use Dropbox anymore you can just go use Google Drive it’s amazing we use Gmail as an email suite you can get your domain registered through Gmail Gmail is way better than Outlook than anything else a hundred times better we just go with slides for presentation no more PowerPoint PowerPoint is slow its cumbersome as you can see this current thing is built in Google slot go with slides we use Google Data studio for reporting that’s a whole nother can of worms that I’m not going to talk about here but no expensive reporting software all this stuff is free to use guys it’s 100% free you can pay well you have to pay to use an email but it’s like eight bucks a month that’s something really cheap and it’s just way better to have everything centralized in one central place and having to use all these different tools pardon my french it’s annoying though right check and all these logins all the stuff it’s all tied to one email that logs you into everything all your team all your clients it’s so simple plus you’re already using analytics search console AdWords as an agency or you live in those tools why not just tie it all together so the other thing is work is saving a real time this drives me crazy like when people send me an excel file or a word document you are no longer allowed to contact me I won’t open it like I don’t want to download that just make a copy save as track changes and then send it back through it’s so cumbersome man like this this crazy thing it’s called a cloud that allows you to work in real time like you never have to do that stuff anymore it’s such a waste of time and again what I haven’t talked about here is time management like wasting time in seconds and all this stuff in headaches it drags you down and it’s gonna cut into your revenue I promise you so everything that you do as an SEO anyways ends up an Excel or Google sheets right like I have an amazing youtube video that talks all about it you should definitely check out my youtube channel it’s 11 Google sheets automations please check it out it talks about all the different ways that we use Google sheets internally plus the Google Drive and all these different automations that are available to you and will really open your mind up and really blow your mind for what you can do with Google sheets and no good not pay me if anybody knows somebody I googled oh and they want to sponsor your boy please let him know get my email happy to take their money so let me just show you the power what I want to do is I’ve never done this before but I want to show you how we onboard every single client in less than three minutes right so from the time that a contract is signed to building a project plan to sending them to kick off everything I’m gonna show you that right now ready so somebody get a timer out but don’t necessarily hold me to it so again like I said the first thing I do is I come in here and I build a project plan so again let’s say I’m doing this for cotton right I have the project plan built everything looks good that’s fine this is in the templates section right then I come back in here to my main client file and what I did what we did is we built in Google sheets that allows us to add a client so I come up here to this menu I click add new client and what I’m gonna do is I’m just gonna add let’s say I’m adding cotton as a client right so cotton cotton is good SEO it’s so I’m just adding in all this info let’s just say cotton dot IO again I’m not really going through this seriously but then we have a link gold per month how many links you want to build him for a month let’s say 12 and we put in a start date so let’s say he’s starting on the twelve twelve twenty eighteen let’s say it’s a year contract he’s going to 2019 these dates are wrong don’t worry about it I’m just trying to get it done in three minutes and then cotton at cotton right so then all I do is I click generate client worksheets right and what this does now is it’s automatically gonna push him here into our client file just give it one second to create and the power of Google sheets and the power of Google Drive everything that’s gonna happen here is it’s gonna add him into our clients tab right and it’s also gonna create a areas right here it’s gonna create a Google Drive folder for him automatically let me just open this up right it’s gonna create a Google Drive folder for him automatically that only cotton has private access to this is also stored within all of our client folder access and it automatically creates a client workbook specifically for client cotton so what I’m gonna do is I’m open this up and let me just show you and this is what I showed you with this other client here about how we were able to automatically push these things individually so you can see that this is active again the power of Google sheets it’s really truly amazing its software in itself and it’s way better than anything else that’s out there and again what it does it has all these tabs automatically created within it and I’m going to show you how that works in a second so then we had the questions here what we do is we send clients onboarding questions it automatically populates these onboarding questions that help us get things kicked off for that client right so then what I’m going to do bear with me I know and jumping all over the place is I’m gonna migrate cotton specific project plan into our root project plan right so I’m just gonna copy this I’m gonna come back here to our tasks tab and what I’m gonna do is I’m just gonna paste them in right oops I pasted me wrong sorry let me just paste special there is so you can see here cotton was added to our clients drop-down here automatically after I added them in using this menu it automatically adds them in here and then what it does is it’s automatically going to push his project clan into here just give it one second to load it’s automatically gonna push this project plan in here so that way when we update his project clan here it’s gonna be hands-free management so cotton can come in here at any time and he can review his tasks just give it a second it takes like over to a minute it’s gonna automatically push all of his statuses up in here so I never have to talk to client cotton I never have to do anything with much he just has to get access to this folder here and he can check these things for us he can see we’re working on but we also have is we have individual content we have trackers also that track content workbooks costarred content marketing and link building anytime that I’m not gonna show you those files now but anytime that we mark a link live in the link book file it’s automatically gonna push the link here for hands-free reporting you can see these these query import ranges what these are doing is these are talking across sheets and this is gonna automatically pull in any live link that we build any live content that we build any tasks that we do for cotton in any action item that again is all managed here from our central file it’s really really really powerful stuff and it’s really easy to do finally what I do just let me show you what I do with here with with the power of gmail is the power of can responses so I have a canned response already built in here and it’s getting started and then I just send this the cotton I send this to cotton and I just changed the name to think cotton and then what I do is this says give me access to all your stuff your logins and then I change the link here so this is where we say we use Google Drive I change the link I pasted this new link in here this says hey can you please fill out those discovery questions in your client workbook you can access it here I changed the link he automatically gets a link to our calendly to schedule a client kickoff call so we can talk on the phone blah blah blah and then this runs him through the project plan that’s in his workbook that’s already built out and then he gets also all of our people that are gonna be working on his campaign their contact info bang I send it I know I went a little bit over three minutes but that’s how we onboard clients that’s how we do it for our biggest clients is how we do it for our smallest clients that’s how we have scaled so fast it’s an amazing system and are launching all of these Google sheets this entire system everything that I just ran through plus a lot more here is gonna be available for you guys so anything that I just talked about the automatic kata mated project management tracker the push and pulls across sheet files you can customize it to your own process to your own agency you get content and link management files so these are standalone spreadsheets that allow you to that sync with each other that for hands-free reporting pushing the clients link building content marketing again customized on how you want you get pre-built project templates so those project templates that I ran you through that I built for us we have pre-built ones that are sample to get you started plus you get access to our training suite which I’m going to show you right now which gives you step-by-step training so you get a free log you get a login to our training suite and what you do is you just come in here to our project management suite and we have all of these trainings built out for you yourself if you want to learn more so you just click here you get access to your sheets files and if you want to learn more better yet if you want to train somebody to be a project manager for you this is what it is so we have all these video trainings in here there’s about 20 in there right now I’m still uploading another 20 again like I said I haven’t even finished the training yet because I’ve been rushing to get this done it breaks down how to use everything how to build project plans how to a lot more stuff to that I didn’t even have time to cover in this webinar it’s all in there and if you’re interested in it again like I said this link here will take you to it it’s on our website it’s Weber State org slash tools and it’s the project management tool again that’s web Restorick slash tools that’s management tool there’s a pricing on there right now it’s going to go up as soon as I launch it this is literally the our new website went live today and this tool went live today and I am still going to be adding to it and there’s a whole bunch of stuff again that I didn’t get to cover because I didn’t want to just come in here and sell you guys I really wanted to give you guys something of value to take home in actionable for your agency whether you want these tools or not but that’s it it’s on our website please check it out and please follow your boy on social media if you want to stay in tune with what I got going on the future so that’s what I got caught and you can take it back that’s that’s incredible stuff you know I’m like always amazed at the processes you come up with because your mind works so differently in mine doesn’t I love it because it’s new information that I can take in and add to my agency

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