Chat Session 

Conducted for Students of the
Academy of Web Specialists 

Led by Nancy Nelson

Academy of Web Specialists

Take search engine marketing training!
09:02:21 prplspud Life is pretty hectic for me as well right now. I'm participating in a trade show in April and am speaking at a conference in May, so I'm looking for ways to better manage projects.
09:02:29 sallyk I need your help now to get more efficient and more profitable
09:02:32 prplspud Hence, the subject of our chat today.
09:02:45 prplspud Shall we start?
09:02:50 sallyk what's the conference
09:02:59 prplspud Internet Marketing Conference
09:03:02 prplspud in Montreal.
09:03:16 sallyk sounds very interesting - ready when you are
09:03:24 prplspud OK, here's the thing...
09:03:47 prplspud I know from experience that having systems and processes in place helps to better manage projects and creates efficiencies.
09:04:27 prplspud However, as a small consulting firm, I didn't put these into place right away (something I now regret). So I've been researching possibilities.
09:04:44 prplspud I thought I could share some of that with you and you could share your project management techniques with me as well.
09:05:04 prplspud One other point, I want to make is that managing your projects is not necessarily the same as managing your clients.
09:05:27 prplspud Managing the project well helps you manage the client, but you still need to recognize the need to manage the client as well as the project.
09:06:03 prplspud i.e. the client wants it done by Friday and you already have a full plate. You have to negotiate with the client and not let the client dictate everything to you.
09:06:21 prplspud Any questions so far?
09:06:34 web_chameleon I's still training a few of my clients in that system
09:06:46 prplspud It's very challenging.
09:07:46 prplspud For instance, one thing I've done is to set up a subweb that is password directed for my clients. They can access their project there. This I do more for the web design side, but I'm currently working on trying to figure out how do that on the seo side.
09:08:04 prplspud It also needs to be moreautomated and less time intensive to be useful.
09:08:44 prplspud For people here who are interested in project management itself (large or small projects), you may want to check out this website
09:08:56 prplspud <a href=http://Ten Step>www.tenstep.com</a>
09:09:25 prplspud This is maybe a little more detailed than you might want to apply, but even at a small scale, the principles still hold true.
09:10:34 prplspud Now to say that good project management means that you won't have any project problems isn't true, but the more you implement these types of techniques and the more you manage them, the less reactive you should have to be.
09:10:59 prplspud Hi burgwald, I just gave a web site reference <a href=http://Ten Step>www.tenstep.com</a>
09:11:24 prplspud Any comments so far?
09:12:15 prplspud Is anyone here already using project management and systems for their projects?
09:12:31 web_chameleon sounds good, I am right now int the proces of setting up a project checklist
09:12:51 prplspud Yes, there's also some checklists in the advanced course material if you still have access.
09:13:20 web_chameleon Hadn't thought to check there
09:13:43 prplspud For instance, does anyone have systems in place to make notes of all their submissions, along with expiry dates and associated e-mail addresses?
09:14:10 web_chameleon no
09:14:21 prplspud I set up a word document per client and try to track that information.
09:15:02 prplspud The other thing you can do, for say, position tech submissions is to drag your invoices/receipts onto your Outlook task list
09:15:11 prplspud permitting you to set dates for follow up prior to expiry.
09:15:21 prplspud You could also drag them onto your calendar.
09:15:30 web_chameleon excellent idea!
09:15:53 prplspud These are the types of systems that I think help a person to manage a project even after completion and to manage the "business".
09:16:00 burgwald what is price of 10step
09:16:29 prplspud I'm not sure burgwald. Frankly, I printed out most of the steps from their online copy.
09:16:48 prplspud I'm still researching...
09:17:56 prplspud Also, project management is a whole discipline unto itself, but there is a lot of good information to be mined for
09:18:06 prplspud from their web sites... i.e. projectmanagement.com
09:18:08 burgwald i am a ex system alalysist an used to using this type of tool
09:18:39 prplspud Good, perhaps you can share some techniques you use to manage your projects and clients.
09:18:59 sallyk just noticed that the tenstep website info is available as pdf's to download for $25
09:19:09 prplspud thanks sally.
09:20:08 burgwald i flow charted every stem
09:20:16 prplspud what do you mean by stem?
09:20:40 burgwald then set up time frames for doing burgwald systems
09:21:10 prplspud I see and how do you manage that for multiple projects?
09:21:11 burgwald job streem
09:21:28 burgwald page for each
09:22:07 burgwald with connectors when needed
09:22:33 burgwald then check of each phase as completed
09:22:46 web_chameleon I have a time management program called Yapp
09:22:52 burgwald and adjust time line for changes
09:23:05 prplspud anyone here using MS Project?
09:23:15 web_chameleon but I haven't had time to really implement it, sounds familiar, eh?
09:23:34 prplspud LOL
09:23:46 prplspud I sure know where you're at!
09:23:47 burgwald i have it but havent used it yet
09:24:14 prplspud It can be a very powerful tool, but it took me a little bit to learn it.
09:24:15 web_chameleon P - do you use MS Project?
09:24:17 burgwald ms project
09:24:19 prplspud I don't have the upgrade tho.
09:24:55 prplspud What MS Project allows you to do is to create a "template" for your project of the individual tasks and then assign "resources" and "timelines" for those tasks.
09:25:06 prplspud You can run reports that would show you if your resources are overallocated, etc.
09:25:21 prplspud i.e. if you've allocated 50 hours of staff time when they only have a 40 hour work week.
09:26:08 prplspud It's certainly not the only PM software out there, but it does seem to be the most popular. The new version also allows collaboration...
09:26:38 prplspud I did find a couple of other tools ...
09:26:52 prplspud one is www.intranets.com which seems to have very reasonable pricing.
09:27:02 prplspud and another is eProject.com
09:27:42 prplspud I actually had another really good project management website that I was sure I book marked, but now I'm having a hard time finding it.
09:28:23 prplspud This one has some free templates http://www.method123.com/
09:29:52 prplspud Anyways, does anyone have any other comments, suggestions?
09:30:22 burgwald sugg
09:30:34 prplspud yes
09:30:39 web_chameleon when starting a new seo project, what do you typically do or set up for each client
09:31:01 burgwald after you complete a project you should redo your system
09:31:25 prplspud I'll start with chameleon...
09:31:29 burgwald thena analyse what wou forgot
09:31:34 burgwald you
09:32:05 prplspud I print out the proposal and identify my "deliverables". Then I create a schedule around that.
09:32:39 prplspud Once I've identified the keywords we're going to focus on and get their buy-in, I create a baseline report for those keywords.
09:32:58 prplspud I also take a baseline measure of link popularity and saturation.
09:33:06 prplspud I use the tools at www.marketleap.com to do that.
09:33:24 prplspud This gives me a good foundation to be able to show results.
09:33:50 prplspud Does that help?
09:34:14 prplspud Burgwald, I agree with your points... once you have finished a project, you should do a post mortem.
09:34:31 prplspud It's a very easy step to skip especially in a smaller firm. You're eager to move on to the next project.
09:34:48 web_chameleon gets me going.  I am still fairly new at the seo client side of thing, go the web design down pat, but so much more to remember, analyze and provide to client
09:35:13 prplspud yes and part of the challenge is that every client is different and has different needs.
09:35:28 prplspud BUT if you can find a way to systemize that, then you'll be on your way.
09:35:56 prplspud the other challenge is that the search engines change so frequently that what we need to do may be different from what we first recommended.
09:36:10 prplspud I have some clients who want to know all the details and others who don't care and just want to get the job done.
09:36:27 web_chameleon the deatil orineted ones drive me nuts!
09:36:51 prplspud Yes, but I've come to realize they are genuinely interested.
09:37:14 prplspud ALso, ODP is driving me crazy. I can't seem to get in these days or get error messages submitting.
09:37:29 web_chameleon I've decided to tell one client that I am in the business of performing Internet marketing, not teaching it.
09:37:53 prplspud That is one approach.
09:38:21 prplspud I have no fear in explaining that there's a lot of consolidation happening in the industry right now and the amount of time it takes me to keep up with it all.
09:38:37 prplspud If I just give them one paragraph or have a short conversation, I think they're happy.
09:38:45 prplspud Some of it helps to build their confidence in your abilities.
09:39:04 prplspud Here's another site http://www.ittoolkit.com/
09:39:40 prplspud Does anyone have
09:40:06 prplspud Ah, I've found the site!
09:40:18 prplspud <a href=http://Project Connections>http://www.projectconnections.com/</a>
09:40:39 prplspud Their resources took me to a lot of interesting places.
09:40:52 prplspud How do you folks end a project?
09:41:13 web_chameleon pardon me, prplspud, but -->Pata, I don't know how to direct a response to just you
09:41:51 prplspud Sally, you mentioned you need more processes to manage the project/client. What do you do now?
09:42:10 pata you should be ablt to respond in the window...but don't worry about it right now. Thanks
09:43:13 prplspud One thing, especially if you're just starting out, is that if you start using a very organized approach now, you can grow it along with your business.
09:43:13 web_chameleon thank you
09:43:47 prplspud The templates can grow and become more detailed. This will help you to accomodate taking on larger and larger projects.
09:44:37 prplspud My vision (sigh it will take a lot of work to get there) is to have a reporting process that will include charts, roi measurements and top rankings all on one summary page.
09:45:04 prplspud And if you're doing PPC management, then you have even more to keep track of.
09:45:48 prplspud comments? questions?
09:46:16 prplspud start small. implement one change, see if it works for you, if it doesn't discard it, if it does, build on it.
09:46:42 donkeyote thank you veryinformative..especially the sites u mentioned
09:46:53 prplspud For instance, one thingI do to manage my clients is to use my filters in Outlook.
09:47:00 prplspud I set up a new folder for a client.
09:47:20 prplspud Then I make sure that my sent messages and incoming messages for that e-mail address are filed in the "folder".
09:47:29 prplspud All my e-mail correspondence for that client is in one place.
09:47:51 prplspud If I have other correspondence as well relating to that client, ie. receipts, I just drag them in there as well.
09:48:01 web_chameleon Are you saying you set up a contact record?
09:48:08 prplspud This works for me, but not every one would respond to this.
09:48:15 sallyk One problem I haven't answered yet is just how much info to monitor/keep
09:48:37 prplspud I set up the contact information in Outlook then in the rules wizard I set up a rule to match the handling of information with that contact.
09:48:40 tresde
09:48:45 prplspud Yes, that's a challenge.
09:48:59 prplspud Do you keep a copy of all your screen submisisons as well as a hard copy?
09:49:21 sallyk me? mostly
09:49:42 prplspud Yes, you, sally.
09:50:09 sallyk I have recently tried a new system using Excel in which I have a worksheet for every client and add a quick not of everything I do and spend on behalf of that client
09:50:19 sallyk note that should be
09:50:23 prplspud Good idea.
09:50:29 prplspud Do you bill by the hour or by project?
09:50:44 prplspud If someone bills by the hour then they have different requirements because they need to track their time as well.
09:51:04 prplspud BTW, tracking your time is still a good thing to do, because you see where wasted opportunities are, or if you're underbidding projects.
09:51:20 burgwald have you eudora?
09:51:31 sallyk yes I use eudora
09:51:35 prplspud no, I don't, I know Robin uses eudora
09:51:49 burgwald its free
09:51:55 pata what is eudora?
09:52:07 prplspud it is an e-mail software
09:52:07 burgwald mail program
09:52:08 sallyk I use the prof edition - gets rid of the ads
09:52:15 sallyk its a email client
09:52:30 donkeyote for someone starting, what would be a fair rate?  project price, not hrly
09:53:03 prplspud I thikn you'll have to surf to find that out...
09:53:18 donkeyote thank you
09:53:37 pata I say Charge what you can!
09:53:57 sallyk my worry with a project price is committing to an outcome - you can't give guarantees
09:54:30 donkeyote you can guarantee results though?
09:54:34 prplspud I never give guarantees. Those people go elsewhere.
09:54:48 donkeyote oh
09:55:08 pata Sally... I try to explain to the client that guarentees are unethical in seo
09:55:28 donkeyote but can't u at least say that u will make a difference?
09:55:41 sallyk yes I agree - but then if you work by the project how do you define the project objectives
09:55:45 donkeyote y unethical?
09:55:58 pata you can say you will do your beat and show what your previous track record is
09:56:12 pata unethical because...
09:56:23 donkeyote some of us don't have them.......yet
09:56:38 prplspud I never show my track records either.
09:57:00 sallyk what do you agree to do - how do you phrase it?
09:57:07 prplspud I tell my clients they all receive confidentiality. The work I do for them is a competitive advantage and they don't want their competitors to knowthey're doing it.
09:57:20 prplspud I use my own web design site to show rankings. Nothing else.
09:57:58 prplspud In terms of objectives, I phrase it that a top 10 ranking is desirable and every effort will be made to achieve that, but ...
09:58:08 donkeyote I just finished a workshop w/ Robin and a lady there had 18 out of the top 21 ..all different companies with same theme
09:58:22 donkeyote in google no less
09:58:31 prplspud that because I don't control or influence the search engines, I can't guarantee anything other than my very best efforts.
09:58:54 prplspud See we are aldifferent. I make it my policy not to handle active clients in competing areas.
09:59:01 prplspud But some only do casinos, etc.
09:59:14 prplspud You have to decide where you want to serve the market and where your niche is.
09:59:41 prplspud Well, the hour is almost up. Does anyone else have any questions or comments?
09:59:47 prplspud or techniques to share?
09:59:49 sallyk I don't take competing sites either
09:59:51pata there are two general guarentees given. 1. I will find x amount of good kw s and 2. I wiget x amount of top placements. The people who make guarentees are not going to return money they will, if they have to, select some kw s thatthey do nhbot have alot of faith in and if the have to they will use those words to get top placement. Top placement on a bogus word means nothing but it could help meet a quata. I tell the client I have no idea how many great keywords; sometimes its 20 sometimes its 2 and then I do my best with what we've got.
09:59:58 web_chameleon no, thank you very much!
10:00:38 sallyk that was extremely interesting - a lot of food for thought - thanks nancy
10:00:45 prplspud ANyone have a favorite tool that wasn't mentione?
10:01:15 donkeyote thank you!  did u mention wordtracker?
10:01:32 prplspud No we didn't. How do you use that to manage your projects?
10:01:54 donkeyote that is where I start
10:02:57 donkeyote then pass the kew to the designer and then finish with the textual content
10:03:24 prplspud Of course, if anyone here works inhouse for a company, doing their seo, then you might have some different needs, but overall, I think using "traditional" project management methodoligies can serve all of us with a little adaptation.
10:03:29 donkeyote working w/ designers is the hardest part
10:03:55 pata ahhh designers lol
10:04:09 prplspud Perhaps, we can schedule a chat next month on that topic?
10:04:16 prplspud would that be of appeal?
10:04:34 pata sure
10:04:37 donkeyote I do want to enter the seo field, love to write, and people
10:04:46 donkeyote yes, sounds great to me
10:04:59 prplspud ok, well thanks for coming out. Hope you got some food for thought.