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@alexmoss #SMConnect
Work Life Hacks
Increasing Productivity &
Efficiency
Alex Moss
Director, FireCask
@alexmoss #SMConnect
Director at FireCask
Award-Winning
Online Marketing Agency
Search/Social/Outreach
WordPress Developme...
@alexmoss #SMConnect
We’ve worked with these lovely folks over the past year:
Token Client Logo Slide
@alexmoss #SMConnect
Time Pollution is Costly
Meetings
Incorrect Processes
Project Management
Emails & Communication
Other...
@alexmoss #SMConnect
SAVING TIME
TAKES TIME
This talk has details of 100’s of tools.
You won’t need to use them all, but i...
@alexmoss #SMConnectImage source:https://goo.gl/JJpklB
@alexmoss #SMConnect
This is my Desk
@alexmoss #SMConnect
Use the Right Tools
Keeping Up to Date
Managing your Inbox
Improving Sales & Proposals
Everyday Tools...
@alexmoss #SMConnect
Keeping
Up to Date
Keeping
Up to Date
@alexmoss #SMConnect
Read Faster…
RSS Reader Apps
I use RSS Bot for Mac
Cnet covers other apps (Windows &
Mac) now Google ...
@alexmoss #SMConnect
Use Feedly to Read Multiple News Feeds
Feedly merges all your RSS feeds into one dashboard. Add your ...
@alexmoss #SMConnect
Diigo is a Great Bookmarklet for Teams
Browse to a page and bookmark links.
Share with a team and cre...
@alexmoss #SMConnect
Take Reading Offline with Pocket
Similar to Diigo, Pocket is a bookmarklet service that lets you read...
@alexmoss #SMConnect
Automate Connections with IFTTT
IFTTT is a massive tool that connects 2
applications together – any 2...
@alexmoss #SMConnect
Streamlining your Inbox
@alexmoss #SMConnect
Chrome Enhances Gmail’s Experience
Google Chrome & Gmail
Once Gmail is loaded, there are some handy C...
@alexmoss #SMConnect
Use Gmail Labs to add functionalityto your inbox. The 4 plugins below
help user experience and protec...
@alexmoss #SMConnect
I split inboxesinto Important, Linkedin and Everything else.
Chrome extensions enhance experience and...
@alexmoss #SMConnect
Find out who you’re Emailing
View more information on a person
from their email. Links, social profil...
@alexmoss #SMConnect
So, Streak is AWESOME!
Schedule emails to send
later & Snooze emails to
pop back into your inbox
See ...
@alexmoss #SMConnect
So, Streak is AWESOME!
Turn your inbox into a collaborative sales funnel.
Also use as an email-based ...
@alexmoss #SMConnect
So, Streak is AWESOME!
Take canned
responses to the
next level with
Mail Merge
@alexmoss #SMConnect
Proposals
@alexmoss #SMConnect
Who?
What?
When?
Why?
Who will be responsible for particular work?
Delegate between yourself, the cli...
@alexmoss #SMConnect
Google Drive
Great for Collaboration
Powerpoint
Better options, more design freedom
Your Own Website/...
@alexmoss #SMConnecthttps://twitter.com/mattcutts/status/480596115054534657
SEO Tools
@alexmoss #SMConnect
Some Quick Auditing Tools
Redirect Checker
Checks any URL path and
redirects that may occur
Sharemetr...
@alexmoss #SMConnect
On-site Auditing
Woorank
Good for quick onsite analysis
Raven Tools
Great for more in-depth onsite an...
@alexmoss #SMConnect
Raven Tools also Automates Reports
Easy way for agencies to create,
schedule and automate reporting f...
@alexmoss #SMConnect
Rank Tracking -
• Track keywords across multiple
countries and devices.
• Easy reporting via shared U...
@alexmoss #SMConnect
SEMrush is the Best for Competitor Analysis
Research by Keywords
Search for a keyword to find
Researc...
@alexmoss #SMConnect
Social Media Tools
Identify Target
Social Sites
There are 100’s of social
networking sites. There’s n...
@alexmoss #SMConnect
Social Media Tools: Analysis
Topsy
Analyticsfor Twitter tweets,
trends, users and links
FollowerWonk
...
@alexmoss #SMConnect
Social Media Tools: Management
TweetDeck
Manage multiple Twitter accounts
within one dashboard.
Also ...
@alexmoss #SMConnect
Outreach &
Earned Links
Outreach &
Earned Links
@alexmoss #SMConnect
Link Landscape Tools
Kerboo
Uses multiple sources to show
you a domain’s link profile.
Also helps wit...
@alexmoss #SMConnect
Using Search Operators
Search operators are “strings of
charactersused in a search engine query
to na...
@alexmoss #SMConnect
Use Majestic Metrics to Audit a Link Opportunity
Find links pointing to any domain. Great for both au...
@alexmoss #SMConnect
Outreach CRM Platforms
Find potential sites and contact
methods by domain or category
Turn outreach i...
@alexmoss #SMConnect
Use Buzzstream to Manage Outreach
You can manage all your earned link opportunitiesby site.
Also prov...
@alexmoss #SMConnect
Reporting
@alexmoss #SMConnect
Different Methods of Reporting
DashThis /
Raven
Both help reporting automation
Connects to Google Ana...
@alexmoss #SMConnect
Project ManagementProject Management
@alexmoss #SMConnect
A Free Projection Management Tool
Google Drive
2 years ago I created a nifty Google Drive template
to...
@alexmoss #SMConnect
All internal projectsare managed within Wrike. Split into hierarchy,we can
use this for all clientsan...
@alexmoss #SMConnect
Projectsare split into tree view, with each project containingeach task.
You can monitor and manage a...
@alexmoss #SMConnect
Each folder has multiple tasks. Each task can be time tracked and can be
assigned to multiple people ...
@alexmoss #SMConnect
Each task has its own thread with a rich text description area. Any member
can upload files, comment ...
@alexmoss #SMConnect
Wrike even has a nifty Chrome Extension with desktop notifications
as well as an Android & iOS app, a...
@alexmoss #SMConnect
Organise projectsinto boards. Each board has lists which can be shared
amongst groups. You can even u...
@alexmoss #SMConnect
I use it mostly for personal organisation.
Having the iOS/Android app also helps.
Holiday Checklist B...
@alexmoss #SMConnectImage source: http://goo.gl/HwmPZV
Collaboration & Communication
@alexmoss #SMConnect
Instant Messaging
Skype
External Communication
Video Conferencing
Non-Cloud File Transfer
Slack
Inter...
@alexmoss #SMConnect
Set #Channels per Project/Client,
and Set Private Groups by Topic or Internal Team
@alexmoss #SMConnect
Integrations mean updates are
communicated automatically.
Within FireCask, all our GIT repo
commitsar...
@alexmoss #SMConnect
Other Collaborative Tools
Firefox Hello
Free videoconferencing
No signups at all, just share URL
Goog...
@alexmoss #SMConnect
VoIP and Teleconferencing
Sipgate / Mtalk
UK landline VoIP for free
Connect to your smartphone either...
@alexmoss #SMConnect
Development Tools & Processes
@alexmoss #SMConnect
Always Agree on a Scope of Work
A Scope of Work Defines
Everything that goes into a Project
Create a ...
@alexmoss #SMConnect
Code Better
Better Coding with
Sublime Text
Integrations and functions
Extensions to connect & compil...
@alexmoss #SMConnect
Standardise your Work
Work with a familiar and standard
framework. It’s productive, more future-
proo...
@alexmoss #SMConnect
Work Locally
Editing files on a development server
through FTP is ok, but it you’re working
at 25% ef...
@alexmoss #SMConnect
Revision Control with GIT
Bitbucket is a GIT repo where you can commit code revisions.
You can also c...
@alexmoss #SMConnect
TinyPNG
Bulk image compression. Also
offers WordPress plugin &
Magento extension
Skitch
Great to take...
@alexmoss #SMConnect
Desktop App
Faster and more secure
Unlimited transfer limits
Less reliance on the cloud
http://infini...
@alexmoss #SMConnect
LastPass
Manage all passwords
Share access with your team
Chrome/Android/iOS apps
Evernote
Write form...
@alexmoss #SMConnect
Accounting Platforms
Image source: http://goo.gl/fkEVVD
@alexmoss #SMConnect
Manage Finances
Hiveage
Good for starting up
Free version with paid modules
Payment integration
Nice ...
@alexmoss #SMConnect
Thank you!
Any Questions?
alex@firecask.com
Slides:
firecask.com/go/SMC2015
twitter.com/alexmoss// fb...
@alexmoss #SMConnect
firecask.com/go/SMC2015 #SMConnect
Keeping up to DateStreamliningyour Inbox
Proposal & SEO Tools
Outr...
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SMC2015: Work Life Hacks

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Tools for agencies and small businesses on how to help save time and increase efficiency

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SMC2015: Work Life Hacks

  1. 1. @alexmoss #SMConnect Work Life Hacks Increasing Productivity & Efficiency Alex Moss Director, FireCask
  2. 2. @alexmoss #SMConnect Director at FireCask Award-Winning Online Marketing Agency Search/Social/Outreach WordPress Development Co-Founder of Peadig WordPress Theme Framework Bootstrap Integration Mobile/SEO/Social Friendly Also lots of plugins Who am I?
  3. 3. @alexmoss #SMConnect We’ve worked with these lovely folks over the past year: Token Client Logo Slide
  4. 4. @alexmoss #SMConnect Time Pollution is Costly Meetings Incorrect Processes Project Management Emails & Communication Other Online Distractions THE OFFICE!
  5. 5. @alexmoss #SMConnect SAVING TIME TAKES TIME This talk has details of 100’s of tools. You won’t need to use them all, but it will take you time to find the correct tools for you to use. I have been buildingthis list for years J Something to Note
  6. 6. @alexmoss #SMConnectImage source:https://goo.gl/JJpklB
  7. 7. @alexmoss #SMConnect This is my Desk
  8. 8. @alexmoss #SMConnect Use the Right Tools Keeping Up to Date Managing your Inbox Improving Sales & Proposals Everyday Tools & Processes Improving Project Management Streamline Communication
  9. 9. @alexmoss #SMConnect Keeping Up to Date Keeping Up to Date
  10. 10. @alexmoss #SMConnect Read Faster… RSS Reader Apps I use RSS Bot for Mac Cnet covers other apps (Windows & Mac) now Google Reader is dead. Squirt.io Parses any URL and shows you content one word at a time. Reading faster works
  11. 11. @alexmoss #SMConnect Use Feedly to Read Multiple News Feeds Feedly merges all your RSS feeds into one dashboard. Add your own RSS by URL, and also discover new feeds by subject.
  12. 12. @alexmoss #SMConnect Diigo is a Great Bookmarklet for Teams Browse to a page and bookmark links. Share with a team and create tags to help categorise them!
  13. 13. @alexmoss #SMConnect Take Reading Offline with Pocket Similar to Diigo, Pocket is a bookmarklet service that lets you read articles with less distraction. Also saves content offline and connects to iOS/Android apps.
  14. 14. @alexmoss #SMConnect Automate Connections with IFTTT IFTTT is a massive tool that connects 2 applications together – any 2 applications! Some examples: • Save to Pocket also adds to Diigo • Liking a tweet saves to Google Docs • New RSS entry sends you an email • New items in Feedly saves to Pocket There are 1000’s of IFTTT recipes to help automation!
  15. 15. @alexmoss #SMConnect Streamlining your Inbox
  16. 16. @alexmoss #SMConnect Chrome Enhances Gmail’s Experience Google Chrome & Gmail Once Gmail is loaded, there are some handy Chrome extensions…
  17. 17. @alexmoss #SMConnect 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
  18. 18. @alexmoss #SMConnect I split inboxesinto Important, Linkedin and Everything else. Chrome extensions enhance experience and organisation. My Inbox is Busy, but Organised Send text messages directly from your inbox. To-do lists with Gmail integration. Apps for iOS and Android available.
  19. 19. @alexmoss #SMConnect Find out who you’re Emailing View more information on a person from their email. Links, social profiles and other information.
  20. 20. @alexmoss #SMConnect 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
  21. 21. @alexmoss #SMConnect 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.
  22. 22. @alexmoss #SMConnect So, Streak is AWESOME! Take canned responses to the next level with Mail Merge
  23. 23. @alexmoss #SMConnect Proposals
  24. 24. @alexmoss #SMConnect Who? What? When? Why? Who will be responsible for particular work? Delegate between yourself, the client and other agencies. What work will you cover and where will it happen? What KPI’s will you achieve? How long will it take to reach your agreed KPI’s? Why are you doing the work above? Your KPI’s should always related to ROI, not just rankings or some other metric,but a collection of metrics. SET EXPECTATIONS! Cover these 4 Questions
  25. 25. @alexmoss #SMConnect Google Drive Great for Collaboration Powerpoint Better options, more design freedom Your Own Website/HTML! Much better for interaction and complete freedom of design. Use slides.com for custom HTML slides Creating a Proposal
  26. 26. @alexmoss #SMConnecthttps://twitter.com/mattcutts/status/480596115054534657 SEO Tools
  27. 27. @alexmoss #SMConnect Some Quick Auditing Tools Redirect Checker Checks any URL path and redirects that may occur Sharemetric View the number of shares from a bunch of social networks Screaming Frog Advanced desktop app. Great for advanced auditing & analysis. Too much to explain in this talk!
  28. 28. @alexmoss #SMConnect On-site Auditing Woorank Good for quick onsite analysis Raven Tools Great for more in-depth onsite analysis. For the Most In-Depth Site Audit Checklist, visit Annielytics: https://www.annielytics.com/resources/annielytics-site-audit-checklist/
  29. 29. @alexmoss #SMConnect Raven Tools also Automates Reports Easy way for agencies to create, schedule and automate reporting for their clients. Supports AdWords, major ESPs like MailChimp and Campaign Monitor, Google Analytics, Facebook, Twitter and much more.
  30. 30. @alexmoss #SMConnect 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. http://firecask.com/go/accuranker/
  31. 31. @alexmoss #SMConnect SEMrush is the Best for Competitor Analysis Research by Keywords Search for a keyword to find Research by Keywords Search for a keyword to find
  32. 32. @alexmoss #SMConnect Social Media Tools Identify Target Social Sites There are 100’s of social networking sites. There’s no point in spending time within Twitter or Facebook when an alternative option can attract increased brand exposure.
  33. 33. @alexmoss #SMConnect Social Media Tools: Analysis Topsy Analyticsfor Twitter tweets, trends, users and links FollowerWonk Schedule updates to social. Complete with analyticsand calendars
  34. 34. @alexmoss #SMConnect Social Media Tools: Management TweetDeck Manage multiple Twitter accounts within one dashboard. Also look at Hootsuite for more advanced features Buffer Advanced social media scheduling platform. Complete with smart analytics that suggest best times to post updates. Connects to Twitter, Facebook, Linkedin, Google+ & Pinterest.
  35. 35. @alexmoss #SMConnect Outreach & Earned Links Outreach & Earned Links
  36. 36. @alexmoss #SMConnect Link Landscape Tools Kerboo Uses multiple sources to show you a domain’s link profile. Also helps with automated tasks relatingto penalised domains Majestic Forensic detail of every link for every domain. Multiple bespoke metricsto audit a domain,competitor or potential link acquisition
  37. 37. @alexmoss #SMConnect Using Search Operators Search operators are “strings of charactersused in a search engine query to narrowthe focus of the search.” They can be used for many uses, most commonlysite:domain.com – but you can also use them to target sites for links! Examples site intitle inurl intext filetype related Read FireCask’s Comprehensive Guide: http://firecask.com/resources/search-operators-guide/
  38. 38. @alexmoss #SMConnect Use Majestic Metrics to Audit a Link Opportunity Find links pointing to any domain. Great for both auditing your own domains (finding lost links or links to less relevant pages) and finding links to competitors.
  39. 39. @alexmoss #SMConnect 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 and submissions
  40. 40. @alexmoss #SMConnect Use Buzzstream to Manage Outreach You can manage all your earned link opportunitiesby site. Also provides data on contact methods & domain authority.
  41. 41. @alexmoss #SMConnect Reporting
  42. 42. @alexmoss #SMConnect Different Methods of Reporting DashThis / Raven Both help reporting automation Connects to Google Analytics Word / Powerpoint with Google Analytics Takes time, but is the best for the most customised reports. Always Refer back to your KPI’s!
  43. 43. @alexmoss #SMConnect Project ManagementProject Management
  44. 44. @alexmoss #SMConnect A Free Projection Management Tool Google Drive 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.
  45. 45. @alexmoss #SMConnect All internal projectsare managed within Wrike. Split into hierarchy,we can use this for all clientsand projects. http://firecask.com/go/wrike/
  46. 46. @alexmoss #SMConnect Projectsare split into tree view, with each project containingeach task. You can monitor and manage all tasks within your own dashboard. http://firecask.com/go/wrike/ Even use this as a CRM to deal with leads in their own folder.
  47. 47. @alexmoss #SMConnect Each folder has multiple tasks. Each task can be time tracked and can be assigned to multiple people in your team. http://firecask.com/go/wrike/ You can use Toggl for free time tracking independent from Wrike.
  48. 48. @alexmoss #SMConnect Each task has its own thread with a rich text description area. Any member can upload files, comment & discuss within an activityfeed http://firecask.com/go/wrike/
  49. 49. @alexmoss #SMConnect Wrike even has a nifty Chrome Extension with desktop notifications as well as an Android & iOS app, and a LOT of other integrations http://firecask.com/go/wrike/
  50. 50. @alexmoss #SMConnect Organise projectsinto boards. Each board has lists which can be shared amongst groups. You can even use as an editorial calendar.
  51. 51. @alexmoss #SMConnect I use it mostly for personal organisation. Having the iOS/Android app also helps. Holiday Checklist Board: https://trello.com/b/Dm1kNYbP
  52. 52. @alexmoss #SMConnectImage source: http://goo.gl/HwmPZV Collaboration & Communication
  53. 53. @alexmoss #SMConnect Instant Messaging Skype External Communication Video Conferencing Non-Cloud File Transfer Slack Internal or Team Platform Channels per Project/Client Better Search/Archiving more stuff…
  54. 54. @alexmoss #SMConnect Set #Channels per Project/Client, and Set Private Groups by Topic or Internal Team
  55. 55. @alexmoss #SMConnect Integrations mean updates are communicated automatically. Within FireCask, all our GIT repo commitsare sent to our design- dev channel 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
  56. 56. @alexmoss #SMConnect Other Collaborative Tools Firefox Hello Free videoconferencing No signups at all, just share URL Google Hangouts Needs Google Account Ability to do Live “Hangouts on Air”
  57. 57. @alexmoss #SMConnect VoIP and Teleconferencing Sipgate / Mtalk UK landline VoIP for free Connect to your smartphone either with call settings or an app Powwownow Free conference calling Use national number. Available in Italy too
  58. 58. @alexmoss #SMConnect Development Tools & Processes
  59. 59. @alexmoss #SMConnect Always Agree on a Scope of Work A Scope of Work Defines Everything that goes into a Project Create a form and ask questions about the project with Gravity Forms or Survey Monkey. Questions include: • What is the goal of the project? • What issues do you want to solve? • If design-lead, what other sites do you like/dislike and why? • Is there a specific deadline? • Is there a specific budget? Build a wireframe with tools such as MockFlow.
  60. 60. @alexmoss #SMConnect Code Better Better Coding with Sublime Text Integrations and functions Extensions to connect & compile filetypes Better CSS with Sass CSS extension Uses variables, expressions & operators Connects with Sublime to compile CSS files
  61. 61. @alexmoss #SMConnect Standardise your Work Work with a familiar and standard framework. It’s productive, more future- proof and has lots of support. • Use a HTML such as Bootstrap. A mobile-first HTML framework, it now powers 1% of all websites. • Use a CMS such as WordPress. It powers 26% of all websites. Magento is good for complex Ecommerce websites. Peadig is a framework that connects WordPress and Bootstrap together. All sites we create use this same framework and build child themes.
  62. 62. @alexmoss #SMConnect Work Locally Editing files on a development server through FTP is ok, but it you’re working at 25% efficiency! You can develop and design all your sites on the machine you work from. Installing PHP and MySQL locally helps you code faster. • MAMP (Mac) • WAMP (Windows) • PHP Storm
  63. 63. @alexmoss #SMConnect Revision Control with GIT Bitbucket is a GIT repo where you can commit code revisions. You can also create teams and collaborate for group coding projects. SourceTree is an app for Windows/Mac that manages your repo.
  64. 64. @alexmoss #SMConnect TinyPNG Bulk image compression. Also offers WordPress plugin & Magento extension Skitch Great to take screenshots and annotate them. Syncs with Evernote. Image Editing & Compression
  65. 65. @alexmoss #SMConnect Desktop App Faster and more secure Unlimited transfer limits Less reliance on the cloud http://infinit.me/alexmoss Web Interface No account needed Send files up to 2GB Email confirmations File Tranfer
  66. 66. @alexmoss #SMConnect LastPass Manage all passwords Share access with your team Chrome/Android/iOS apps Evernote Write formatted notes with rich content to share amongst your team. Chrome/Android/iOS apps Content and Sensitive Information
  67. 67. @alexmoss #SMConnect Accounting Platforms Image source: http://goo.gl/fkEVVD
  68. 68. @alexmoss #SMConnect Manage Finances Hiveage Good for starting up Free version with paid modules Payment integration Nice UI and reports for internal monitoring Xero Better for complex management Multiple currencies, auto-reminders Direct feeds to banks for reconciliation Great for VAT returns and accounting!
  69. 69. @alexmoss #SMConnect Thank you! Any Questions? alex@firecask.com Slides: firecask.com/go/SMC2015 twitter.com/alexmoss// fb.com/alexmoss1 // linkedin.com/in/alexmoss1 Grazie! Ci sono domande?
  70. 70. @alexmoss #SMConnect firecask.com/go/SMC2015 #SMConnect Keeping up to DateStreamliningyour Inbox Proposal & SEO Tools Outreach & Social Tools Communication & Teleconferencing Development Tools File Transfer, Security & Accounting

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