Conducted by Nancy Nelson

Academy of Web Specialists

Take search engine marketing training!

Thu Feb 07 09:00:42 2002 prplspud {public msg} First of all, how many Outlook users do we have here?

Thu Feb 07 09:00:47 2002 royco {public msg} me

Thu Feb 07 09:01:17 2002 trent99 {public msg} me

Thu Feb 07 09:01:24 2002 bill g {public msg} me

Thu Feb 07 09:01:30 2002 prplspud {public msg} OK, I have a few tips I use with Outlook to manage my SEO projects. Some of them you might already know.

Thu Feb 07 09:02:28 2002 prplspud {public msg} Did you know that you can drag and drop incoming e-mails onto your calendar or task icon?

Thu Feb 07 09:02:55 2002 prplspud {public msg} This allows you to keep a copy of your original e-mail in your inbox (or wherever) and to schedule your responses to them.

Thu Feb 07 09:03:14 2002 royco {public msg} good

Thu Feb 07 09:03:30 2002 prplspud {public msg} For instance, when I receive the Academy chat times, I drag that onto my calendar and then I adjust the settings to match the times of the chats.

Thu Feb 07 09:03:46 2002 prplspud {public msg} I do, however, have to do this for each instance of the chat, but that way I have the details of the chat in the notes portion.

Thu Feb 07 09:04:11 2002 prplspud {public msg} You can do the same thing with the task icon, dragging there. It keeps the details handy so you don't have to dig around for the original correspondence.

Thu Feb 07 09:04:29 2002 prplspud {public msg} I use this to manage proposal requests, chat times and requests to trade links.

Thu Feb 07 09:04:41 2002 prplspud {public msg} I'm sure you can find other ways to use it. It really is a time saver!

Thu Feb 07 09:04:50 2002 prplspud {public msg} Does anyone do this already?

Thu Feb 07 09:05:11 2002 royco {public msg} no .. but great uses of old OL

Thu Feb 07 09:05:40 2002 royco {public msg} thank u

Thu Feb 07 09:05:47 2002 prplspud {public msg} I try to use the tools I have when I can without having to buy new ones. A lot of times we don't use them to our advantage.

Thu Feb 07 09:06:09 2002 prplspud {public msg} Also, the other thing Outlook can do is keep a record of your phone calls.

Thu Feb 07 09:06:22 2002 prplspud {public msg} This is useful for note keeping and also if you take an approach of hourly billing.

Thu Feb 07 09:06:40 2002 royco {public msg} how do you do that?

Thu Feb 07 09:06:50 2002 prplspud {public msg} Here's an article that describes this in detail http://office.microsoft.com/assistance/2000/oltrackphonecalls.aspx

Thu Feb 07 09:07:32 2002 royco {public msg} thanks added to me favs

Thu Feb 07 09:07:34 2002 prplspud {public msg} I tried it the other day. You set up the contact and you use your computer to dial the person. Using the journal, you can keep track.

Thu Feb 07 09:07:53 2002 prplspud {public msg} Is anyone here using this tool already?

Thu Feb 07 09:08:10 2002 royco {public msg} no... but do use Maximiser

Thu Feb 07 09:08:15 2002 prplspud {public msg} I have a few more URLs for Outlook...

Thu Feb 07 09:08:18 2002 royco {public msg} like a crm s/w

Thu Feb 07 09:08:33 2002 royco {public msg} but outlook good as free

Thu Feb 07 09:08:37 2002 prplspud {public msg} http://www.microsoft.com/office/previous/tips/default.htm

Thu Feb 07 09:09:06 2002 prplspud {public msg} Also, you can add customized items to your toolbar for tasks you do very frequently.

Thu Feb 07 09:09:21 2002 prplspud {public msg} I have set up an e-mail button that already contains someone's address.

Thu Feb 07 09:09:35 2002 prplspud {public msg} http://office.microsoft.com/assistance/2000/waspx

Thu Feb 07 09:09:59 2002 prplspud {public msg} This one is a little trickier, you have to follow the instructions EXACTLY as described.

Thu Feb 07 09:10:22 2002 prplspud {public msg} You can even pre-set with subject line and stuff.

Thu Feb 07 09:10:47 2002 royco {public msg} that's great thank you, Nancy

Thu Feb 07 09:10:57 2002 prplspud {public msg} These are all little shortcuts with Outlook to make your life a little easier.

Thu Feb 07 09:11:30 2002 prplspud {public msg} I told the drag and drop trick to my business coach the other day and she was ecstatic!

Thu Feb 07 09:11:42 2002 prplspud {public msg} She had been marking everything with flags and there were more flags than not!

Thu Feb 07 09:11:59 2002 prplspud {public msg} Also, I'm sure I don't need to remind you of the value of backing up your PST files and archiving.

Thu Feb 07 09:12:25 2002 prplspud {public msg} Also, if you're using Web Position Gold, please take the time to back up your settings to disk.

Thu Feb 07 09:12:29 2002 royco {public msg} of course

Thu Feb 07 09:12:38 2002 prplspud {public msg} There is a provision for this and it saved me a lot of time recently when I had to reformat.

Thu Feb 07 09:12:50 2002 prplspud {public msg} It takes a lot of time to set up all your report queries again!

Thu Feb 07 09:12:57 2002 royco {public msg} me too when I changed workstations

Thu Feb 07 09:13:23 2002 prplspud {public msg} You simply go into the File Menu and choose Backup...

Thu Feb 07 09:13:28 2002 prplspud {public msg} It couldn't be simpler!

Thu Feb 07 09:13:52 2002 prplspud {public msg} Now, I don't use the phone trick with outlook to track my time.

Thu Feb 07 09:14:04 2002 prplspud {public msg} I run my company books with software called QuickBooks.

Thu Feb 07 09:14:11 2002 prplspud {public msg} Does anyone use this?

Thu Feb 07 09:14:13 2002 royco {public msg} I know it

Thu Feb 07 09:14:33 2002 prplspud {public msg} QuickBooks 2002 allows you to accept cc purchases (not online) without having your own merchant account.

Thu Feb 07 09:14:46 2002 prplspud {public msg} BUT what I find really useful is that it has a "timer" function.

Thu Feb 07 09:15:16 2002 prplspud {public msg} When I sit down to work on a project I set the timer to that project and it includes it in my books.

Thu Feb 07 09:15:26 2002 royco {public msg} that's good

Thu Feb 07 09:15:40 2002 prplspud {public msg} When I go to invoice, I select the project, choose "time" and check off which time I want to bill for.

Thu Feb 07 09:16:04 2002 prplspud {public msg} I just upgraded from 2000 and it finally allows you to include "jobs" under the customers.

Thu Feb 07 09:16:31 2002 prplspud {public msg} For instance, I subcontract with a web designer in town and although I bill him, I try not to mix up the billings, the job features is very handy for that.

Thu Feb 07 09:17:22 2002 royco {public msg} nice to have some £££ or $$$ to manage

Thu Feb 07 09:17:47 2002 prplspud {public msg} LOL, it's never enough!

Thu Feb 07 09:17:27 2002 prplspud {public msg} QuickBooks has a learning curve for sure. It took me a while to get my head around it, but now I really like it.

Thu Feb 07 09:17:57 2002 bill g {public msg} Something else that's handy in Outlook. You can color code incoming e-mail from various people to identify them easier.

Thu Feb 07 09:17:57 2002 royco {public msg} thanks for the advice, as I am starting a new BIZ.. so ideal

Thu Feb 07 09:17:57 2002 prplspud {public msg} We actually have 3 companies and I manage them with QuickBooks

Thu Feb 07 09:18:06 2002 prplspud {public msg} Excellent point Bill!

Thu Feb 07 09:18:24 2002 prplspud {public msg} I also use my "rules" quite extensively.

Thu Feb 07 09:18:33 2002 royco {public msg} Rule???

Thu Feb 07 09:18:40 2002 prplspud {public msg} I now have 11 e-mail accounts and set up rules so that different mail goes to different folders.

Thu Feb 07 09:18:51 2002 royco {public msg} I see

Thu Feb 07 09:18:57 2002 prplspud {public msg} Yes, under Tools, there is an option called Rules Wizard.

Thu Feb 07 09:19:19 2002 prplspud {public msg} I also set it up to automatically delete, copy to folders...

Thu Feb 07 09:19:29 2002 prplspud {public msg} You need to back these up as well!

Thu Feb 07 09:19:56 2002 prplspud {public msg} Outlook 2000 manages multiple e-mail accounts very well.

Thu Feb 07 09:20:08 2002 prplspud {public msg} I used to use Outlook Express for this purpose, but have switched.

Thu Feb 07 09:20:33 2002 prplspud {public msg} I still like OE strictly for hotmail and newsgroups.

Thu Feb 07 09:20:42 2002 prplspud {public msg} but this is my own personal preference.

Thu Feb 07 09:21:25 2002 prplspud {public msg} I also work hard to manage my "favorites".

Thu Feb 07 09:21:38 2002 prplspud {public msg} I find this awkward using the built-in provisions in IE.

Thu Feb 07 09:21:55 2002 prplspud {public msg} I have better successng this folder in Windows Explorer and managing them there.

Thu Feb 07 09:22:09 2002 prplspud {public msg} Easier to move around, depending on your settings you can see a snapshot of the page...

Thu Feb 07 09:22:20 2002 royco {public msg} Nancy can I ask have you used the export function to create a map of all your favs ... on one page

Thu Feb 07 09:22:33 2002 prplspud {public msg} No. Can you tell us about that please?

Thu Feb 07 09:22:55 2002 royco {public msg} go file in IE export

Thu Feb 07 09:23:09 2002 royco {public msg} save as a HTML and thenthis page

Thu Feb 07 09:23:43 2002 royco {public msg} you can also use to transfer to any PC

Thu Feb 07 09:23:50 2002 prplspud {public msg} Yes, I've done that before.

Thu Feb 07 09:24:00 2002 royco {public msg} just import.. plus lays out nice and neat

Thu Feb 07 09:24:26 2002 prplspud {public msg} I'll have to try that to sync between my computers.

Thu Feb 07 09:24:36 2002 prplspud {public msg} I tried using software for that purpose, but it didn't work very well.

Thu Feb 07 09:24:57 2002 prplspud {public msg} I know some people use a tool that lets you add comments to your bookmarks and describe the page more clearly.

Thu Feb 07 09:25:12 2002 prplspud {public msg} Do any of you? I know you can find them at tucows.com and also cnet.com

Thu Feb 07 09:25:34 2002 royco {public msg} do you use other tools to manage projects as well Nancy?

Thu Feb 07 09:26:06 2002 prplspud {public msg} Well, I've struggled a little bit with some others. I've tried using MS Project, but found that too onerous.

Thu Feb 07 09:26:29 2002 prplspud {public msg} I sometimes use Excel (Bill showed me how to export results with WordTracker!)

Thu Feb 07 09:26:49 2002 prplspud {public msg} and I also tried creating my own Access DB, but that didn't work well for me.

Thu Feb 07 09:26:56 2002 royco {public msg} lol

Thu Feb 07 09:27:05 2002 prplspud {public msg} (It's not from lack of trying!)

Thu Feb 07 09:27:15 2002 prplspud {public msg} I was hoping some of you could share your secrets too.

Thu Feb 07 09:27:18 2002 royco {public msg} suppose keep it simply... make it work for you

Thu Feb 07 09:27:30 2002 royco {public msg} Results are what count

Thu Feb 07 09:27:38 2002 prplspud {public msg} I DO keep a simple table going in Word and I track my submissions there.

Thu Feb 07 09:27:44 2002 prplspud {public msg} I set one up for each client.

Thu Feb 07 09:28:13 2002 prplspud {public msg} I think there's a real market out there for someone who has expertise in our field to design a tool for this purpose.

Thu Feb 07 09:28:25 2002 prplspud {public msg} Any volunteers?

Thu Feb 07 09:28:26 2002 royco {public msg} I think you can also use out look to manage clients as well?

Thu Feb 07 09:28:41 2002 prplspud {public msg} By using notes and journal?

Thu Feb 07 09:29:09 2002 royco {public msg} Well you never know.. Nancy my partner is a developer working in SQL Vb etc

Thu Feb 07 09:29:34 2002 bill g {public msg} I use Password Corral to keep track of username, passwords, urls and other pertinent information...

Thu Feb 07 09:29:39 2002 royco {public msg} also Maximiser includes many features to manage

Thu Feb 07 09:30:05 2002 royco {public msg} one thing it has is you can enter URL for each client

Thu Feb 07 09:30:10 2002 prplspud {public msg} I've been looking for a program like that Bill. Can you tell us a little about it and then maybe Royco can tell us more about Maximiser.

Thu Feb 07 09:30:18 2002 bill g {public msg} You can use a spreadsheet to do this, but Password Corral has password protection to keep prying eyes out.

Thu Feb 07 09:30:47 2002 bill g {public msg} Can't remember where I got it, but I think you can find it at download.com

Thu Feb 07 09:31:18 2002 bill g {public msg} It's freeware too!. The best price!!!

Thu Feb 07 09:32:08 2002 prplspud {public msg} Royco?

Thu Feb 07 09:32:17 2002 royco {public msg} Maximiser

Thu Feb 07 09:32:36 2002 royco {public msg} Max does cost a little

Thu Feb 07 09:33:03 2002 prplspud {public msg} Do you use it with a Palm?

Thu Feb 07 09:33:11 2002 royco {public msg} Corral sounds like a good prospect

Thu Feb 07 09:33:59 2002 royco {public msg} I used to sell max.. have it here but not got to the stage of marketing yet

Thu Feb 07 09:34:23 2002 prplspud {public msg} What advantage does it offer over the other packages?

Thu Feb 07 09:35:40 2002 prplspud {public msg} Royco do you want to tell us more about maximizer?

Thu Feb 07 09:35:55 2002 royco {public msg} Max you mean... well is got the URL feature plus multiple contacts and note

Thu Feb 07 09:36:29 2002 prplspud {public msg} I know firms that are very strong in Marketing & Sales use it.

Thu Feb 07 09:36:44 2002 royco {public msg} it's a contact manager that can handle Multiple contacts at one company

Thu Feb 07 09:36:56 2002 royco {public msg} with links between companies

Thu Feb 07 09:37:31 2002 prplspud {public msg} I think that's a good distinction. I think of Outlook as a Personal Organizer, whereas Maximizer is more of a Contact Manager.

Thu Feb 07 09:37:34 2002 royco {public msg} including Diary, letter writing etc .. auto dialer

Thu Feb 07 09:38:14 2002 royco {public msg} you know Nancy I think you can make Outlook do almost the same with some time spent

Thu Feb 07 09:38:30 2002 prplspud {public msg} Quite likely.

Thu Feb 07 09:38:44 2002 prplspud {public msg} Does anyone else have any tools or tips they would like to share on managing your SEO project?

Thu Feb 07 09:40:00 2002 sallyk {public msg} no, I find this a real problem. I rely quite a lot on a book so that I cant lose things if my machine crashes

Thu Feb 07 09:40:42 2002 prplspud {public msg} I try to do things on my computer and do backups and print hard copies.

Thu Feb 07 09:40:53 2002 prplspud {public msg} I've created a binder with tabs separating my clients.

Thu Feb 07 09:40:59 2002 prplspud {public msg} and keep my reports handy that way.

Thu Feb 07 09:41:10 2002 prplspud {public msg} When they get a little older I file them in my file cabinet by client.

Thu Feb 07 09:41:48 2002 prplspud {public msg} Somewhere on the JimNovo site, he has a downloadable spreadsheet.

Thu Feb 07 09:42:12 2002 prplspud {public msg} Sally, you might benefit from using one of the services that allows you to upload to the net.

Thu Feb 07 09:42:31 2002 prplspud {public msg} That way if your system crashes, you still have your stuff available, even from another computer if you need to.

Thu Feb 07 09:42:54 2002 prplspud {public msg} They used to be free, but I think they're doing away with that.

Thu Feb 07 09:43:16 2002 royco {public msg} Unless the site crashed as well Nancy

Thu Feb 07 09:43:35 2002 sallyk {public msg} good idea, I still have a fondness for real traditional paper though.

Thu Feb 07 09:43:38 2002 prplspud {public msg} Of course royco. You need to cover all your bases.

Thu Feb 07 09:43:42 2002 royco {public msg} me too

Thu Feb 07 09:43:57 2002 prplspud {public msg} I think you need to do what makes you happy. If you're happy working you do better work!

Thu Feb 07 09:44:00 2002 royco {public msg} just be careful when the dog's around

Thu Feb 07 09:44:14 2002 prplspud {public msg} I've also noticed that some search engines crawl online bookmark pages. I was thinking if I set some up it might be a little link pop.

Thu Feb 07 09:44:18 2002 sallyk {public msg} only got a cat so that one is covered!!

Thu Feb 07 09:45:20 2002 royco {public msg} Nancy can I ask.. how many projects do you run currently?

Thu Feb 07 09:45:44 2002 prplspud {public msg} I have about 6 projects in various stages.

Thu Feb 07 09:45:49 2002 prplspud {public msg} Can definitely handle more.

Thu Feb 07 09:46:03 2002 prplspud {public msg} I only made the decision to focus on this in January.

Thu Feb 07 09:46:12 2002 royco {public msg} can i ask what tasks you break them into ?

Thu Feb 07 09:46:33 2002 prplspud {public msg} I just took my new website live (still needs some testing) www.ixquick.com for a quick and dirty overview.

Thu Feb 07 09:47:29 2002 royco {public msg} so we might get an overview of project %

Thu Feb 07 09:47:32 2002 burgwald {public msg} try a program called ghost for backup ( don't have it, but seen it in sams)

Thu Feb 07 09:47:55 2002 prplspud {public msg} Then I do the keyword analysis, using WordTracker and GoTO and also by analysing their competition.

Thu Feb 07 09:48:15 2002 prplspud {public msg} Then I run the report again with the keyword list.

Thu Feb 07 09:48:29 2002 prplspud {public msg} Then I look at their site design and see if anything is interfering with the engines.

Thu Feb 07 09:48:41 2002 prplspud {public msg} When I give them the keyphrases to use, I also make recommendations on site design.

Thu Feb 07 09:48:53 2002 prplspud {public msg} I will also recommend copy changes where appropriate.

Thu Feb 07 09:49:00 2002 prplspud {public msg} Then I list with PositionPro.

Thu Feb 07 09:49:11 2002 prplspud {public msg} Tackle the directories, Google and go from there.

Thu Feb 07 09:49:16 2002 prplspud {public msg} Is this what you wanted to know?

Thu Feb 07 09:49:23 2002 royco {public msg} yes, thanks

Thu Feb 07 09:49:27 2002 prplspud {public msg} (thanks for the tip of ghost Burgwald)

Thu Feb 07 09:50:12 2002 prplspud {public msg} It varies with each client depending on whether they have a site or not. I'll also design from scratch for the engines.

Thu Feb 07 09:50:30 2002 royco {public msg} I see

Thu Feb 07 09:50:43 2002 prplspud {public msg} I have made the decision to not chase design for the sake of design, only if they want optimization.

Thu Feb 07 09:50:58 2002 royco {public msg} don't blame you

Thu Feb 07 09:50:48 2002 sallyk {public msg} can you tell me what ghost is?

Thu Feb 07 09:50:49 2002 burgwald {public msg} I am suposed to get a new copy of ghost. If I do, you can have one

Thu Feb 07 09:51:12 2002 bill g {public msg} Ghost is a utility by Norton (Symantec) www.symantec.com

Thu Feb 07 09:51:19 2002 sallyk {public msg} thanks

Thu Feb 07 09:51:30 2002 burgwald {public msg} it compacts your hd or a file to a differnt location

Thu Feb 07 09:51:38 2002 prplspud {public msg} Bill brings up another very good point. Virus checking software is critical!

Thu Feb 07 09:52:05 2002 royco {public msg} Bill you are right.. we use Macfee on line like $24 for 2 years

Thu Feb 07 09:52:09 2002 bill g {public msg} There are probably other companies that make a similar utility. Try download.com to find others that may not cost as much.

Thu Feb 07 09:52:10 2002 prplspud {public msg} I know Ghost performs another function, but Symantec is also excellent for virus checking.

Thu Feb 07 09:52:45 2002 prplspud {public msg} Also, I try to check the hoaxes page before I circulate e-mails.

Thu Feb 07 09:52:53 2002 royco {public msg} although.. we have found many virus checkers dont pick up all viruses

Thu Feb 07 09:53:11 2002 sallyk {public msg} I used to use Mcafee and kept taking my machine in because it wasn't running very well. Changed to Norton and it's better than an upgrade

Thu Feb 07 09:53:21 2002 prplspud {public msg} You have to make sure you definition files are updated regularly.

Thu Feb 07 09:53:29 2002 royco {public msg} its good as well Sally

Thu Feb 07 09:53:39 2002 prplspud {public msg} I agree, I switched to Norton too and it's caught everything so far. I was getting 20 of those party viruses a day.

Thu Feb 07 09:54:03 2002 royco {public msg} the company you keep Nancy

Thu Feb 07 09:54:25 2002 prplspud {public msg} Also www.truthorfiction.com is a good link to find out what is true or not on the internet.

Thu Feb 07 09:54:48 2002 prplspud {public msg} They cover everything from missing children to rumours to virus hoaxes.

Thu Feb 07 09:54:56 2002 prplspud {public msg} So far I've found them to be pretty accurate.

Thu Feb 07 09:55:39 2002 prplspud {public msg} Does anyone else have anything else they would like to contribute?

Thu Feb 07 09:56:42 2002 royco {public msg} Nancy can you tell us if clients chase you all the time... and if so what do you tell them

Thu Feb 07 09:56:58 2002 prplspud {public msg} Well now!

Thu Feb 07 09:57:19 2002 prplspud {public msg} No, I'm trying to chase them. It would be good if someone could have a chat on that... I need help.

Thu Feb 07 09:57:26 2002 prplspud {public msg} More and more my clients are by word of mouth.

Thu Feb 07 09:57:39 2002 royco {public msg} do you get paid before or after?

Thu Feb 07 09:57:42 2002 prplspud {public msg} Some also approach me because of my own position.

Thu Feb 07 09:57:55 2002 prplspud {public msg} I ask for a deposit. I ask for 30%, some ask for 50%.

Thu Feb 07 09:58:06 2002 prplspud {public msg} Then I do interim billings.

Thu Feb 07 09:58:12 2002 bill g {public msg} I require 50% up fron, 50% upon completion.

Thu Feb 07 09:58:21 2002 royco {public msg} that's good

Thu Feb 07 09:58:36 2002 bill g {public msg} If it's a monthly contract, then the payment is due on the 1st of the month.

Thu Feb 07 09:58:41 2002 royco {public msg} can u define completion?

Thu Feb 07 09:59:25 2002 bill g {public msg} If I do a web design or a search engine marketing set up job, when the initial work is completed, then I bill for the remaining amount.

Thu Feb 07 09:59:41 2002 prplspud {public msg} Any other questions or comments?

Thu Feb 07 10:00:08 2002 sallyk {public msg} no - except thanks for all your tips and comments, very interesting

Thu Feb 07 10:00:12 2002 bill g {public msg} For SEM, that includes keyword research, page optimization, competition research, initial submissions, etc.

Thu Feb 07 10:00:48 2002 royco {public msg} how does the client know you have completed the work?

Thu Feb 07 10:01:27 2002 royco {public msg} I mean do you forward a finished job sheet detailing all tasks performed etc?

Thu Feb 07 10:01:36 2002 bill g {public msg} I communicate with them during the entire process.

Thu Feb 07 10:01:54 2002 royco {public msg} is that by phone, email, letter

Thu Feb 07 10:02:04 2002 bill g {public msg} e-mail or phone

Thu Feb 07 10:02:50 2002 prplspud {public msg} Our time is up folks! Thank you all for coming out. I appreciate your comments and tips as well!

Thu Feb 07 10:03:37 2002 royco {public msg} Ok well thank u Nancy... some great tips on using outlook... which I will adopt and quicken

Thu Feb 07 10:03:56 2002 prplspud {public msg} If anyone wants to e-mail offline it's nancy

Thu Feb 07 10:04:45 2002 prplspud {public msg} Thanks again, my next chat is with Angela Lovett of WorldWideLearn on the 19th