(6 min. read)
Here's your short guide on how to make your SEO workflow process better to ensure steady business growth.
Why Is It Important to Have a Workflow as an SEO Agency?
The main goal of every SEO agency is to position clients' web pages at the top of search results. That requires a lot of work—starting from creating a digital marketing strategy, content creation, and checking engagement metrics, to organizing all the tasks in a neat order.
Having the right workflow helps to better plan and manage all assignments as it allows you to create systematic processes outlining the step-by-step procedures to perform specific tasks.
That brings many benefits:
- With clear processes, it's easier to synchronize all tasks (and these can be demanding for marketing initiatives) with clear dependencies.
- It helps to define roles, responsibilities, order of tasks, and timelines to achieve the desired SEO strategy results.
- It's easier to track progress and adjust to changes.
- It provides a path to follow (with clear objectives) and eliminates confusion.
- Better time and resource management.
- With a smooth workflow, each campaign follows a proven process. That reduces errors and maintains high-quality output for every client.
- Scalability—as an agency grows, a workflow allows new team members to onboard faster and ensures projects scale smoothly without chaos.
- A clear process keeps clients informed, builds trust, and ensures deliverables meet expectations.
A well-defined SEO workflow ensures that you've taken all valuable steps to accomplish all digital marketing objectives.
8 Strategies to Streamline SEO Agency Workflow
There are certain things you can do to better organize work in your digital marketing business. These will simplify, automate, and modernize your workflow. Take a look at the 8 proven strategies:
1. Communicate
First and foremost, proper communication is the key to success. Statistics show that effective communication increases productivity, employee confidence, and job satisfaction.
How to communicate effectively? There are three things you can do:
- Invest in the right tools that will enhance communication and internal cooperation. Collaboration and task management software will provide a unified platform where all team members can access all necessary information.
- Communicate clearly and engage employees in the information flow process to keep everyone on the same page.
- Provide and be open to feedback. Let other people express their opinions and share their thoughts.
Additionally, don't forget that in marketing, external communication (with clients, stakeholders, sponsors, etc.) is just as important to keep your business up and running.
2. Allocate Roles and Responsibilities
While marketing is often perceived as a field where one person can perform many different tasks, your team shouldn't be made up of jacks of all trades.
SEO involves multiple tasks (keyword research, on-page optimization, content creation, link building, reporting and technical SEO audits). A workflow keeps everything organized and prevents tasks from being overlooked.
To avoid chaos, allocate roles to specific team members. Clearly define task ownership for better organization. Make sure to distribute SEO tasks based on expertise, knowledge, and skills.
3. Set Clear Objectives
A successful SEO strategy requires straightforward goals and objectives. You need to know what you want to achieve, how, when, and using what tools and resources.
Is it gaining more clients? Improving content marketing or creating the best SEO campaign in the world? Or maybe focusing on building links for clients and fixing issues with existing content and underperforming pages?
If you're unsure what you're aiming at, analyze competitors and determine user intent. The right tracking tools can also help you work on setting clearer goals.
4. Use the Right Tools
In today's digital landscape, where marketing is focused mostly on the internet endeavors, you'll need the right tools.
Here's a list of software that can help you create a robust workflow:
- Automation tools (e.g., Zapier, Make) will help automate repetitive tasks.
- Project management tools (e.g., Asana, Trello) are necessary to organize and manage all tasks.
- SEO tools can help measure SEO efforts, keyword rankings, track organic traffic. Here, you can choose from such options as Ahrefs, Google Analytics, Semrush, and many others.
- CRM software (e.g., Salesforce, HubSpot) is crucial if you want to administer all processes related to client management easily.
- Communication and collaboration (Slack, Microsoft Teams) to exchange information, communicate via real-time messages and videos.
5. Track Your Time
Time management is crucial for streamlining SEO workflow. Hence, if you track your time, you can understand how you spend every minute and better manage it.
Automatic time tracker, such as TimeCamp, helps to track performance of the entire team with no manual effort. Its built-in project management features also allow for tracking progress of work (in real-time) to identify areas for improvement.
It can save time by automating repetitive tasks, showing inefficiencies, and the team's availability. It comes with other helpful features that can help you better manage your SEO efforts and smoothly run your business, such as invoicing, analytics, timesheets, billing, and budgeting.
6. Document Your Workflows
SEO-related tasks may make it seem like work is scattered all over the place. Even large seo tasks very often comprise several smallish steps and activities. For that reason, it may be hard to understand all workflows and processes clearly.
That's why it's a good idea to document all procedures that take place in your business. Include all requirements and brand guidelines for current and new employees so that in case of doubts or questions, people can easily refer. You can also think about the onboarding process for new hires.
7. Track Progress
SEO processes must be monitored to check if your actions make sense. That's why it's vital to set relevant KPIs (key performance indicators) and track the progress of your work.
One of the easiest ways to measure key metrics is to use analytics tools, for example, Google Search Console, that will help you perform comprehensive audit, competitor analysis, rank tracking, and monitor the overall performance of your website.
Besides, don't forget about tracking internal efforts and performance to avoid potential bottlenecks.
8. Collaborate
Collaborating helps to create new relationships and expand your endeavors, which boosts organizational growth. That builds authority and credibility, expands knowledge and expertise, and enhances your own content marketing strategy.
Cross-promotions with other brands increase visibility in the industry. And partnerships attract referrals and inbound leads, growing your client base.
So, look for external partners with whom you can exchange internal links for relevant keywords and create content.
Conclusion
Search engine optimization is a challenging undertaking. It takes a lot of hard work, and above all, time and patience. But with the right tools and strategies will help you reach more to ensure continuous improvement and growth. Effective SEO workflow can position your digital agency higher among competitors and reach out to potential customers, and bring more success.
