Whilst most talks at BrightonSEO will focus on SEO & Social strategies, any project is hindered without good management. My presentation will focus on how to best utilise online tools in order to manage your client or in-house projects in a more efficient and collaborative manner.
As well as this, I’ll share tools and tips to improve your own businesses’ productivity that will produce better quality work within shorter timescales.
#BrightonSEO: Work Life Hacks - Tools & Tips to Improve Internal Productivity & Efficiency
Tools & Tips to
Productivity & Efficiency
Director at FireCask
Online Marketing Agency
Co-Founder of Peadig
WordPress Theme Framework
Also lots of plugins
Who am I?
We’ve worked with these lovely folks over the past year:
Token Client Logo Slide
My Clutter is Organised - in a Laptop
@alexmoss #Image source: http://goo.gl/r4Vuxg
Reading Tools for Research
RSS Reader Apps
I use RSS Bot for Mac
Cnet covers other apps (Windows &
Mac) now Google Reader is dead.
Parses any URL and shows you
content one word at a time.
Reading faster works
Goodbye Google Reader, Hello Feedly
Feedly merges all your RSS feeds into one dashboard. Add your own RSS by URL, and
also discover new feeds by subject.
Alternatively, use Google Drive with ImportFeed functions to pull into a doc.
Dealing with Leads
Image source: http://goo.gl/Tki5N3
Recruit’em helps you find Leads
An easier way to search through Linkedin, Google+, Twitter and other
social networks to find the connection you want.
My Personal CRM…
Google Chrome & Gmail
Once Gmail is loaded, there are some handy Chrome extensions…
Use Gmail Labs to add functionalityto your inbox. The 4 plugins below
help user experience and protect you from mistakes…
*Undo Send plugin is now out of Labs and in core settings
I split inboxesinto Important, Linkedin and Everything else.
Chrome extensions enhance experience and organisation.
My Inbox is Busy, but Organised
from your inbox.
To-do lists with
Apps for iOS and
Find out who you’re Emailing
View more information on a person
from their email. Links, social profiles
and other information.
So, Streak is AWESOME!
Schedule emails to send
later & Snooze emails to
pop back into your inbox
See if, when and
where someone has
read your email
So, Streak is AWESOME!
Turn your inbox into a collaborative sales funnel
Also use as an email-based project management system
Use Mail Merge to create mass-templated emails
Web Based CRM Platforms
Web portal platforms
Cheaper and better UX than
Salesforce and Basecamp
Better than Pipedrive,…
More on this later
Image source: http://goo.gl/0S7dmD
Non-Cloud File Transfer
Internal or Team Platform
Channels per Project/Client
Set #Channels per Project/Client,
and Set Private Groups by Topic or Internal Team
Integrations mean updates are
Within FireCask, all our GIT repo
commitsare sent to our design-
Statistics can be viewed within the web
interface and also sent by email digest.
Here you can see activity with heat maps
of DM’s to public messages.
More reading: http://goo.gl/OLpjcX
Other Collaborative Tools
No signups at all, just share URL
UK landline VoIP for free
Connect to your smartphone either
with call settings or an app
Free conference calling
Use 0844 number with PIN
Cloud Document Management
More privacyover data
Better desktop support
Excel handle big data better
Better collaborative tools
Organise projectsinto boards. Each board has lists which can be shared
amongst groups. You can even use as an editorial calendar.
I use it mostly for personal organisation.
Having the iOS/Android app also helps.
Holiday Checklist Board:
A Free Projection Management Tool
2 years ago I created a nifty Google Drive template
to help myself organise all client projects. I even
shared it within a long post I wrote for Moz.
All internal projectsare managed within Wrike. Split into hierarchy,we can
use this for all clients, miscellaneousprojectsand even as a CRM.
Projectsare split into tree view, with each project containingeach task.
You can monitor and manage all tasks within your own dashboard.
Even use this as a CRM to deal with leads in their own folder.
Each folder has multiple tasks. Each task can be time tracked independently,
as well as room for uploads, WYSIWYG text editing and commenting.
You can use Toggl for free time tracking independent from Wrike.
Wrike even has a nifty Chrome Extension with desktop notifications
as well as an Android & iOS app, and a LOT of other integrations
Faster and more secure
Unlimited transfer limits
Less reliance on the cloud
No account needed
Send files up to 2GB
Other Collaborative Tools
Manage all passwords
Share access with your team
Write formatted notes with rich
content to share amongst your team
Great to take screenshots and
annotate them. Syncs with Evernote.
Some Quick Auditing Tools
Checks any URL path and
redirects that may occur
View the number of shares from a
bunch of social networks
Advanced desktop app.
Great for advanced auditing &
Good for quick onsite analysis
Great for more in-depth onsite
analysis. Good alternative to
Screaming Frog as it’s online &
Raven Tools also automates Reports
Easy way for agencies to create,
schedule and automate reporting for
Supports AdWords, major ESPs like
MailChimp and Campaign Monitor,
Google Analytics, Facebook, Twitter
and much more.
Uses multiple sources to show
you a domain’s link profile
Also helps with automated
tasks relatingto penalised
Forensic detail of every link for
Multiple bespoke metricsto
audit a domain,competitor or
potential link acquisition
Outreach CRM Platforms
Find potential sites and contact
methods by domain or category
Turn outreach into a CRM to
monitor contact, make notes and
find related sites
Does everything BuzzStream
does, plus the slide before, plus:
• Automatically finds new/lost
links every day
• Easily manage disavow lists
Rank Tracking -
• Track keywords across multiple
countries and devices.
• Easy reporting via shared URL or
PDF – perfect for reporting.
• Most accurate I’ve seen for a while.
Manage your Code Better
Better than Notepad
Colour coded for filetypes
Integrations and functions
GIT is a must for any developer
Bitbucket provides repo’s for free
Paid alternative: Github
Windows/Mac GIT management app
to connect your PC to the repo
without command prompt
Other Geeky Lifehacks
Choose a trigger, then an action
Connect to LOTS of apps
Great for automated tasks
Find out information about how a
site is built. Web based or via
Sort your Finances out!
Good for starting up
Free version with paid modules
Nice UI and reports for internal monitoring
Better for complex management
Multiple currencies, auto-reminders
Direct feeds to banks for reconciliation
Great for VAT returns and accounting!