Thursday, July 1, 2021

Scheduling Instagram Posts: Absolutely Everything You Need to Know

Ensuring your Instagram audience sees your content increases chances of engagement, brand awareness, referral traffic, and conversions.

However,  sometimes it's not super efficient for you and your team members to be hovering over your phones or laptops in order to post on Instagram at the exact time you believe you'll be able to get the greatest amount of audience engagement.

You may also have other things going on throughout the workday that need to take precedence over opening the Instagram app and clicking "Post" on your content.

This is where Instagram scheduling software comes into play. 

Can you schedule Instagram posts?

Yes! Luckily, Instagram's API lets users of marketing tools like HubSpot schedule Instagram posts in advance.

In other words, if you use social media scheduling software, you can upload your content, choose when it goes live on Instagram, and know that it'll be posted for your audience without you having to lift another finger.

As mentioned, to start, you'll need a third-party tool to do the scheduling. Below are a few handy options for your consideration. 

1. HubSpot Social Media Management Software

Price: $0/month (Free), $45/month (Starter), $800/month (Professional), $3,200/month (Enterprise)

use hubspot to schedule instagram posts ahead of time

With HubSpot's Social Media tool, which is part of HubSpot Marketing Hub, you can schedule and publish social posts to Instagram, Facebook, Twitter, and LinkedIn. From within HubSpot, you can edit your post, schedule it, and add @mentions to tag other accounts and users. 

Upload the image that you want to share on Instagram to HubSpot and then drag and drop it into the post that you're scheduling. You can preview the final post prior to it going live so you're able to see exactly what your visitors are going to see. 

After you choose the date and time that your Instagram post will be shared and preview it, tag it with a relevant HubSpot campaign so all of your social posts that are associated with a marketing campaign you're already running are organized. 

Once you schedule your post, you can select "Schedule another" to plan another social post — there's an option to auto-copy and paste content from the post that you just scheduled so you're able to plan similar posts for different dates, times, and platforms.  

Lastly, if you're using HubSpot's social tool to schedule and publish across other platforms, target specific audience groups (for instance, you can target specific countries or languages on Facebook). 

2. Later

Price: Free, $12.50/mo (Starter), $20.83 (Growth), $33.33 (Advanced) 

Screen Shot 2021-06-23 at 10.03.08 AM

Later is a social media post scheduler dedicated to Instagram. The platform includes a full social content calendar, drag-and-drop post planning, and the ability to publish automatically to your Instagram Business profile. In addition, the service's Linkin.bio feature allows you to link certain posts to specific product pages.

3. Tailwind

Price: Free, $9.99/mo (Pro), $19.99 (Advanced), $39.99 (Max)

tailwind instagram posting and scheduling platform

Tailwind is a social media scheduler and smart assistant platform specifically for Instagram and Pinterest. Using smart features like bulk image uploading and the built-in Hashtag Finder, the tool allows small businesses to quickly personalize their Instagram posts and get them scheduled.

The tool also allows you to visually plan and preview your Instagram post schedule and grid via a single dashboard so you can see what your audience will see prior to posting. 

4. Buffer

Price: Free, $15/mo (Pro), $65/mo (Premium), $99/mo (Business) 

buffer for instagram to help with scheduling and posting on instagram

Buffer allows you to schedule social media posts across six social networks: Facebook, Instagram, Twitter, LinkedIn, Pinterest, and Google+. Buffer for Instagram makes it easy to manage and schedule your Instagram posts via a single dashboard.

There's an option to include hashtags in your Instagram post in the Comments section versus in the caption (to keep the post and caption looking as simple as possible). You can also analyze your Instagram posts to determine what worked among your target audience using Buffer's social media analytics feature. 

In addition to a mobile app for iOS and Android, Buffer also offers an extension for your internet browser.

5. Sked Social

sked social instagram scheduling software

Price: $25/mo (Fundamentals), $75/mo (Essentials), $135/mo (Professional)

Sked Social offers an Instagram scheduling and auto-posting tool for Instagram posts and stories. You can plan to automatically post your stories, whether they're photo stories or video stories, using the tool so you never have to intervene or receive reminders to click "Post" again. 

You can also schedule your Instagram posts via iOS or Android so you can upload content directly from your mobile device's camera roll. 

6. Sprout Social

Price: $99/mo (Standard), $149/mo (Professional), $249/mo (Advanced)

sprout social schedule posts to instagram

Sprout Social is a social media management platform that's compatible with six major social networks including Instagram. It has a social media content calendar that allows you to schedule your social posts and then measure different engagement metrics once live. 

Easily upload the image you want to post on Instagram, add the caption and other Instagram post details (e.g. location), and then schedule it to go out at the date and time of your choosing.

The tool's social listening abilities also help you identify unique trends across your Instagram content and then apply these trends to the rest of your Instagram marketing strategy. 

7. Loomly

Price: $34 /mo (Base), $76 /mo (Standard), $159 /mo (Advanced), $332 /mo (Premium), Contact Us (Enterprise) 

Loomly is a brand success platform with content management and social media publishing and scheduling features. Schedule your social media posts in advance — there are automated scheduling and publishing options for a variety of social platforms including Instagram, Facebook, Twitter, LinkedIn, and Google. Loomly also offers automated Instagram Ad (and Facebook Ad) publishing. 

With the platform, easily manage your organic and paid social media content — you can also get notifications (via email, Slack, and more) whenever one of your team members works on a piece of social content to make for easy team-wide collaboration. The tool provides social media post recommendations based on trends, events, holidays, and social platform best practices.

Next, let's dive into how to schedule Instagram posts for an Instagram Business page — for the sake of this post, we'll use HubSpot as our scheduling and publishing tool. 

1. Ensure you have admin access to your Facebook Business Page.

Instagram and Facebook might be separate accounts to you personally, but businesses that want to automate their Instagram posting schedule will need to tether both accounts together. So, you'll need the username and password of your business's Facebook account to do this — in other words, head over to the Instagram Business landing page to set up your account if you don't already have one.

2. Switch to your Business profile on the Instagram mobile app and connect this account to Facebook.

If you have a personal Instagram account, you probably know you can manage more than one profile from the app — and the other profile is your business account (keep in mind you'll need an Instagram Business account to schedule Instagram posts in HubSpot).

To switch to your Instagram Business page from your personal page, navigate to your profile on your mobile device and tap the three dots in the upper-right corner of your screen. Then, in the next screen, select "Switch to Business Profile," as shown below:

Switch to Business Profile option on Instagram mobile app

Under "Settings," select "Linked Accounts." Here's where you can select Facebook and link your two accounts together. You might be asked to "Log in With Facebook," at which point you'll enter your business account's username and password. Otherwise, select "Continue as [yourself]."

3. Open HubSpot and use the "Social" tool to integrate your Instagram profile.

Now that your Instagram profile is anchored to Facebook, you're ready to integrate it with your post scheduler. As mentioned, for our purposes, we'll be using HubSpot's Social tool.

Open HubSpot, select "Settings" > "Marketing" > "Social" > "Connect Account" > "Facebook and Instagram."

connect social accounts to hubspot

 

Click the first option, "Facebook & Instagram," and follow the prompts to complete this step (which are listed here in greater detail). 

4. Create your first social post for your Instagram account.

Once your Instagram account is integrated into HubSpot, you'll see an option to "Create social post" in your HubSpot dashboard. Click it, and you'll see icons for which social network you want to start with. Select the Instagram icon to compose your first post for your Instagram account. 

5. Compose a message with your desired visual assets, captions, and hashtags.

Customize your Instagram post and upload an image using the landscape icons on the bottom-lefthand corner of the white text field that appears, as shown below:

Box to compose a social post for Instagram via HubSpot

Then, caption your image with the text, hashtags, and user mentions you'd like to post your photo with, as they should appear on Instagram.

6. Set the date and time of your Instagram post.

Just above the photo that you're posting, you'll see a field where you can add the date and time that your post will be scheduled to go live. Use this field to set the exact date and time you want your post to automatically go live on your Instagram profile.

7. Preview your post to make sure it looks right.

Any grammatical errors? Are all your intended hashtags included? Is the image successfully uploaded? Check to make sure, and you'll be ready to schedule.

8. Click "Schedule message."

Got any more Instagram posts planned? Draft them now and schedule all of them at the same time — with HubSpot, you can schedule your social posts in bulk.

Once every post you want to schedule has been loaded into HubSpot, you can hit the "Schedule" button on the page.

Schedule Your Instagram Posts

Start scheduling your Instagram posts to make your workflow more efficient and to ensure the content you need to get in front of your audience does so in a timely fashion. 

Editor's note: This post was originally published in August 2018 and has been updated for comprehensiveness.

instagram statistics


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The Ultimate Guide to PPC Marketing

Marketers, can we be honest with each other for a second? On a scale of 1-10, how much do you really understand the world of paid advertising?

Although 45% of small businesses do some form of online advertising, pay-per-click is still a concept that eludes many of us.

As a marketer, PPC is a skill that you should have in your tool belt — or at least have a basic understanding of.

This guide will help you grasp pay-per-click marketing in its entirety. To start, we’ll begin with the benefits of paid advertising and then get into some key definitions that you’ll need to know.

Free Guide, Template & Planner: How to Use Google Ads for Business

When done right, PPC can earn you quality leads. If you can create a seamless user journey (which you’ll learn how to do later in this piece), it could mean a massive ROI for your PPC efforts.

Pay-per-click advertising is most common in search engine results pages, like Google or Bing, but is also used on social channels (although CPM is more common).

If you’re wondering where you can find pay-per-click ads, they’re the results you see before and to the right of the organic search results. For instance, check out the ad that came up in my search for "cards.”

example of paid vs organic ads

PPC Terms and Definitions

What’s a marketing channel without a few acronyms and a little jargon?

If you’re going to enter the paid advertising space, there are a few terms you should know. Below, we review the main elements of a PPC campaign, ranging from broad to the more specific.

Search Engine Marketing (SEM)

The objective of all forms of digital advertising is to rank for a target keyword, which you can do in several ways. Search Engine Marketing (SEM) refers to any digital marketing (paid or unpaid) done on a search engine, like Google, Yahoo, or Bing.

SEM is an umbrella term that encompasses both paid advertising and search engine optimization, that is, ranking organically for keywords. It’s important to note that not all PPC occurs on search engines — social media has PPC ads, too (think: Facebook Ads).

CPC

Cost-per-click (CPC) is the amount that an advertiser pays for each click on your ad. CPC acts as your bid in an auction that determines where your ad will be placed. As you can imagine, a higher bid equates to better ad placement.

You set your CPC at the maximum price you are willing to pay per click on your ad. What you actually pay is determined by the following formula:

(Competitor’s Ad Rank / Your Quality Score) + 0.01 = Actual CPC.

Let’s go over the terms in this equation, so you know what you’re paying for:

Ad Rank

This value determines the position of an ad on a search engine results page. It’s equal to Maximum Bid x Quality Score.

Quality Score

This is the score that search engines give to your ad based on your clickthrough rate (CTR) — measured against the average CTR of ads in that position — the relevance of your keywords, the quality of your landing page, and your past performance on the SERP.

Maximum Bid

This is the maximum you're willing to pay per click on your ad.

Here’s an image by WordStream that illustrates what I mean:

maximum ad bid example

Source

You can set your CPC to manual, where you determine the maximum bid for your ads, or enhanced, which allows the search engines to adjust your bid based on your goals. One of these enhanced options involves bid strategies that automatically adjust your bids based on either clicks or conversions.

CPM (Cost per Mille)

CPM, also known as cost per thousand, is the cost per one thousand impressions. It’s most commonly used for paid social and display ads. There are other types of cost-pers… like cost-per-engagement, cost-per-acquisition (CPA), but for the sake of preserving your mental space, we’re going to stick with clicks, a.k.a. CPC.

Campaign

The first step in setting up your PPC ads is determining your ad campaign. You can think of your campaign as the key message or theme you want to get across with your advertisements.

Ad Group

One size doesn’t fit all. That’s why you’ll create a series of ads within your campaign based on a set of highly related keywords. You can set a CPC for each ad group that you create.

Keywords

Each ad within your ad group will target a set of relevant keywords or key terms. These keywords tell search engines which terms or search queries you want your ad to be displayed alongside in SERPs. Once you determine which keywords perform best, you can set a micro CPC specifically for keywords within your ads.

Ad Text

Your keywords should inform your ad text. Remember, your Quality Score is determined by how relevant your ad is; therefore, the text in your ad (and landing page, for that matter) should match the keyword terms you’re targeting.

Landing Page

A landing page is a critical piece of your paid advertising strategy. The landing page is where users will end up once they click your PPC ad. Whether it’s a dedicated webpage, your homepage, or somewhere else, make sure to follow landing page best practices to maximize conversions.

Best PPC Platforms

Now that you understand the PPC basics, I’m guessing your next question is: Where should I advertise?

There are dozens of online spaces where you can spend your coveted ad money, and the best way to vet them is by taking a close look at your potential ROI on each platform.

The most popular advertising platforms are effective because they’re easy to use and, most importantly, highly trafficked. But for a smaller budget, you might consider a lesser-known alternative to these key players.

When choosing a platform, some other things to consider are the availability of keyword terms, where your target audience spends their time, and your advertising budget.

Here a non-exhaustive list of some of the top PPC platforms.

Google Ads (formerly known as AdWords)

cleaning supplies google ads ppc example

How many times a day do you hear the phrase “Let me Google that?” Probably more than you can count … hence why Google Ads is the king of paid advertising.

On average, Google processes over 90,000 search queries every second, giving you plenty of opportunities to target keywords that will get your intended audience to click. The downside is that keywords are highly competitive on this platform, meaning a larger ad spend.

If you’re planning to use this popular platform, start with our free Google Ads PPC Kit.

Bing Ads

great coffee at home bing ppc ad example

The perks of using Bing Ads over Google Ads is a slightly lower CPC at the expense of a larger audience, of course.

Facebook Ads

example of ppc ads on facebookFacebook Ads blend in with other posts on the platform.

Facebook Ads is a popular and effective platform for paid ads (more commonly used as CPM than CPC), mainly due to its specific targeting options. Facebook allows you to target users based on interests, demographics, location, and behaviors.

Also, Facebook allows for native ads, which means ads are introduced and blend into the social feed. Not to mention, you can use Facebook Ads to advertise on Instagram as well.

AdRoll

example of ad rollChipotle retargeting me as I search for dessert recipes.

AdRoll is a retargeting platform that advertises to people who have already visited your website. For instance, say someone read your article on cheese making. You can retarget them on other sites they visit with display ads that advertise your online cooking classes.

While retargeting is possible with Google Ads, the benefit of using AdRoll is that it can display ads on Google and social media sites, which gives you more opportunities to capture clicks or impressions, depending on your goal.

RevContent

RevContent focuses specifically on promoting content through PPC. It has the same impact as a guest post, where your content is displayed on an external site, except it’s in the form of an ad. You still bid on keywords, and your advertisement is displayed next to content relevant to those keywords. With this platform, you’ll reap the benefits of a low CPC and highly engaged traffic.

With that explanation out of the way, now let's look at some benefits of PPC ads.

1. PPC ads are cost-effective.

With PPC ad campaigns, you have complete control over how much you’re willing to spend.

Since you only pay when visitors click the link leading to your website or landing page — with a high chance of conversion — you’ll be getting your money’s worth.

2. PPC ads produce fast results.

Although organic ranking is great, it sometimes takes months or even years to get on the first page on SERPs. 

If you’re a startup or small business, you likely don’t have the time to wait for the effect of organic, social, or direct traffic to kick in. 

That’s where PPC ads come in. 

With optimized PPC ads, you can shoot yourself to the top of the SERP within hours of launching your campaign.

3. You can easily control and test PPC ads.

It’s easy to control the keywords you’re targeting, ad placement, or budget with PPC ads. You can also run A/B split tests with different ads to identify the one that produces the highest return on investment. You can then scale the ads that do well until it no longer produces desirable results.

4. PPC ads allow you to target your ideal customers.

With PPC ads, you can skip right past cold audiences to target a warm audience that’s ready to buy your products and services.

You can bid on keywords that solution-aware personas would search for online. Aside from keywords, PPC ads also offer targeting options like past online activity or demographics. 

Another excellent use of PPC ads is to create retargeting campaigns targeting visitors who didn’t purchase after landing on your site.

5. Algorithm changes have little effect on PPC ads.

Between the numerous Google algorithm changes and the 200 ranking factors, trying to get free traffic from search engines is a bit unstable compared to PPC advertising. 

With PPC ads, you don’t have to worry about algorithm changes but instead focus on how well your campaigns perform.

6. PPC ads help you rank even with low domain ratings.

Keywords have become increasingly competitive. This makes it more difficult for a business with a low domain authority to get into the top rankings on a search engine or in front of its target audience on a social platform. 

With PPC advertising, you can quickly rank for keywords your audience is searching, irrespective of your domain ratings. 

7. Data from PPC ads can improve your SEO strategy.

You shouldn’t ditch all your search engine optimization (SEO) efforts altogether — your paid advertising should complement your SEO strategy instead of replacing it.

“When people search for your keywords, you know their search intent and can display the most relevant ad to your audience. This means more clicks and a greater chance of conversion.” - Laura Mittelmann, Paid Acquisition at HubSpot

How to Build a PPC Campaign

Now that you understand the benefits of PPC and have your key terms, let’s dive into crafting a quality PPC campaign using Google AdWords or some other platform.

You don’t need to tackle these items step-by-step, but you will need to work through each of them to ensure that you create an effective marketing campaign.

How to build a PPC campaign

Set Parameters

I know I said that you don’t need to do these things in order, but you should do this step first. Without parameters, you risk your ad being untargeted and ineffective. 

You want to put your ad campaigns into the context of your ultimate business goals. Consider how your paid campaigns will contribute to those goals. Then, think about what you want to accomplish with your ads — whether that be visits, sales, brand awareness, or something else — and how much you’re willing to spend to achieve that goal.

Your ads should encompass a few things:

  • Who you want to target
  • Theme of your campaign
  • How you will measure success
  • Type of campaign you will run

Create Goals and Goal Metrics

Your campaign goals will give you something to show for your ad spend as long as you determine how you will measure those goals. Your goal metrics should not be confused with your campaign metrics, which we’ll discuss below.

Let’s touch on some common PPC goals and how to measure them.

Brand awareness is how familiar your target audience is with your company. It might be a good idea to look into display ads for this goal so you can supplement your copy with engaging imagery. You can measure brand awareness through social engagement, surveys, and direct traffic.

Lead generation is the direct result of having a relevant and engaging landing page to follow your paid ad. Since you will create a separate landing page for each ad group, you should be able to easily track lead conversions either in the Google Ads interface via a tracking pixel, or through UTM parameters, if you’re using a tool like HubSpot.

Offer promotion is great if you’re running a limited-time offer, product or service discount, or contest. You should create a dedicated sign-up page or a unique discount code so you know which users came from your ad.

Sales can be measured by how much of your product or service is sold based on your paid ads. You should be able to track this through CMS software or with attribution reporting.

Site traffic is a great goal if you have high-quality content throughout your website. If you’re going to spend money getting people to visit your site, you want to have some level of confidence that you can keep them there and eventually convert them into leads.

Choose Your Campaign Type

You don’t only need to know where you’ll advertise but also how. There are many different types of paid advertising campaigns, and the one you choose depends on where you can reach your audience. That isn’t to say that you can’t advertise through various means; you can also try a combination of campaign types as long as you’re consistently testing and revising.

Search Ads are the most common type of PPC and refer to the text ads that show up on search engine results pages.

Display Ads allow you to place ads (usually image-based) on external websites, including social. There are several ways to buy display ads, including Google Display Network (GDN) and other ad networks.

Learn how to integrate Display Ads into your inbound marketing plan.

Social refers to any ads that you see on social media, including Facebook, LinkedIn, Twitter, and Instagram. You can pay to show up in your target audience’s social feed or somewhere else within their profile, depending on the platform.

Remarketing can use either cookies or a list of contacts that you upload to target people who have previously engaged with your company through some action. That action could be filling out a form, reading a blog, or simply visiting a page on your website.

Google Shopping is most effective for ecommerce sites. Your ad — including image, price, and a short product description — will show on a carousel on a search page based on your target keywords.

Perform Keyword Research

Each ad group you create needs to be assigned a set of keywords to target — that’s how search engines know when and where to display your ad. The general rule of thumb is to select between one to five keywords per ad group, and those keywords should be extremely relevant — your Quality Score depends on it.

Select keywords that are closely aligned with the specific theme of your ad group. If you find keywords you want to target that fall outside of one theme, you should create a separate ad group for them.

It’s important to note that you’re not stuck with the keywords you start with. In fact, you should closely monitor your keyword list throughout your campaign — eliminating those that don’t bring in the types of visitors that you’re looking for and increasing your bids on those that do. Do your best to select the most relevant keywords, but don’t feel pressured to get it 100% right the first time around.

Set Up Google Analytics and Tracking

Google Analytics is free to use, so there’s no reason why you shouldn’t install it on your website. The tool provides insights into how your website is performing, how users interact with your pages, and what content is attractive to visitors. The information gathered from Google Analytics can be used for PPC and beyond.

Best Practices for a Quality PPC Strategy

You didn’t think we’d let you spend your hard-earned money on advertisements without providing some best practices to follow, did you? Of course not. We want to make sure you succeed with your next PPC campaign. So, let’s get into some PPC strategies that will help you maximize your efforts and your budget.

As a note, we’re going to dive specifically into paid search ads (those little guys you see in search engines) here.

PPC Ad Copy

Bidding on targeted keywords will get your ad in front of the right people; good ad copy will get those people to click on your ad. Like your keywords, your ad needs to solve for the intent of the searcher — you need to give the searcher exactly what they’re looking for and make sure that is clear through the words you use.

Search ads are comprised of a headline, a URL, and a short description, and each of these has limited character requirements to follow. To make the most of this space, make sure your ad copy does the following:

  • Speak directly to your target persona.
  • Include the main keyword that you’re bidding on.
  • Provide an actionable CTA so the searcher knows what to do next.
  • Make the offer appealing.
  • Use language that matches your landing page copy.
  • Perform A/B Split tests with your copy.

Landing Page Best Practices

Arguably the most important element of PPC (after your ad copy) is the page that you send leads to after they click on your ad. This page needs to be highly targeted, relevant to your ad, deliver what was promised, and present a seamless experience.

Why? Because the point of your landing page is to convert your new visitor into a lead or customer. Not only that, but a high-converting landing page will improve your Quality Score, leading to better ad placements. There’s nothing that will diminish PPC profits like a poorly crafted landing page.

What should a PPC landing page include to increase conversions? Glad you asked.

  • Strong headline that mirrors your search ad
  • Clean design and layout
  • Responsive form that is easy to use with a stand-out CTA button
  • Copy that is very specific and relevant to your target keywords
  • Presents the offer that was promised in your ad
  • A/B tested

A/B Testing Your PPC Ads

As a marketer, you’ll rarely throw something out to your audience that works without testing it. PPC campaigns are no different. A/B testing is as critical to your paid ad campaign as is every other element. The goal of testing your ad is to increase both your clickthrough rate and your conversion rate.

The good news is that ads comprise just four parts that you’ll need to test: headline, description, landing page, and target keywords. Minor tweaks to just one of these elements can significantly alter your results, so you want to make changes one at a time so you can keep track of where improvements come from.

Since there are many variations that you could test one at a time, it’s a good idea to list out all the potential tests you can run and prioritize them by most significant impact. Finally, you should allow your ads to run long enough to gather the data you need and test them early enough, so you don’t waste budget on a poor-performing ad.

Maximizing Your ROI

At a high level, maximizing ROI on your ad campaigns means considering customer lifetime value and customer acquisition costs, which will help you determine how much is worth spending on a new lead and how much of that spend can come from paid advertising.

To get more granular, we need to talk inputs and outputs, that is 1) lowering your input (cost per lead [CPL]) and 2) increasing your return (revenue).

There are a few factors to keep an eye on that will affect both, so let’s break it down.

Ways to Decrease Inputs

  • Determine an ad budget before you get started.
  • Create more relevant ads. The more relevant, the lower your CPC.
  • Improve your Quality Score. The higher your QS, the less search engines will charge you for clicks.

Ways to Increase Revenue

  • Follow landing page best practices to increase conversion rates.
  • Go after quality leads by being specific with your ad. The more quality your leads, the more likely they will convert and eventually become customers.

Additional PPC Tips and Tricks

There are a few other things you can do to maximize the ROI of your paid ads, whether it’s time spent, budget, clicks, or conversions.

Audiences

Google allows you to tailor your audience so you save marketing dollars and get in front of the right people. You can upload a customer list so that you don’t waste money on people who have already bought from you.

Google also has options for prospecting audiences. For instance, In-Market Audiences employs user behavior tracking to put you in front of prospects who are in the market for a product or service like yours.

You can also increase your bid for more relevant subgroups within your target audience — a practice called layering audiences. For example, HubSpot may layer on people who are in the market for CRM software and add a 30% bid adjustment because those people may be more likely to convert.

Bid Adjustments

Bid adjustments allow you to increase or decrease your bids based on performance. You can even make these adjustments based on different categories, like device, demographics, language, and more.

For example, if a keyword isn’t performing as well on mobile as on desktop, you can add a negative bid adjustment so that when someone searches your keyword on mobile, you’ll bid X% lower than your normal bid.

Custom Ad Scheduling

You can set up ad scheduling in Google Ads to display your ad only during specific days and times. This can cut down on ad spend and improve relevance for your target audience.

Sitelink Extensions

Sitelink extensions allow you to supplement your ad with additional information. For instance, if you’re running an ad for a seasonal promotion at a local store, you can add a sitelink extension to display your store hours and location. These extensions take up more real estate on SERPs and, therefore, stand out. Not only that, but they play a role in improving your Ad Rank.

Conversion Tracking

Conversion tracking monitors how your landing page is performing via a tracking code that you place on the page where people land after completing your form (usually a “Thank You” page). By enabling this feature, you’ll be better equipped to make adjustments that can improve your conversions.

Keyword Monitoring

Don’t let too much time pass before you check how your keywords are performing. You can place higher bids on the keywords that are creating the best results for your campaign, and “defund” or eliminate others.

Match Types

Match Types in Google Ads allows you to choose how closely related you want your ad group to be associated with a search team. There are four match types: broad, modified broad, phrase, and exact match. Google will display your ad in results according to your selection.

For example, if your keyword phrase is “how to catch geese” and you select “broad match,” then Google will display your ad for queries that include any word in your key phrase in any order, including “geese catch” and “geese catch how.”

Negative Keywords

A negative keyword list tells search engines what you don’t want to rank for, which is equally as important as what you do. You might know some of these upfront, but likely you’ll determine these keywords by what isn’t performing so well within your campaign.

Social Media Ads

Although CPM is more common on social platforms, social media sites do offer PPC that works similarly to search engine ads in that you set a budget and bid on ad placements.

The difference is social media ads can show up directly in your news feed on most platforms, decreasing the effectiveness of ad blockers. Social platforms, like Facebook, let you set targeted demographics and target people based on interests. While paid search is more keyword-focused, paid social broadens into a demographic focus, leading to more ways to target your persona.

Social media has two paid ad functions that are critical to ad success — retargeting and Lookalike Audiences. Retargeting is remarketing to people based on site visits or manually uploaded contact lists. Lookalike Audiences reviews the people on your marketing list and creates an audience that parallels your list, expanding your potential target. Paid social also allows for a wider variety of ad types, like images, videos, text, and more.

PPC Management and Tracking

Paid advertising is not “set it and forget it.” You need to manage and constantly monitor your ads to ensure that you’re reaching optimal results. Management, analysis, and tracking are crucial to a PPC campaign because they provide you with valuable insights and help you create a more effective campaign.

What is PPC management?

PPC management covers a wide range of techniques, including creating and adjusting goals, split testing, introducing new keywords, optimizing conversion paths, and shifting plans to reach goals.

Managing your PPC means looking at your strategy and ad spend. On the one hand, it means iterating on your plan to optimize keyword effectiveness. On the other hand, it means thinking about how to allocate resources to specific keywords and how to adjust those resources to maximize ROI.

A good management strategy also pays attention to providers — like search engines, social platforms, and ad networks — to monitor changes and updates that could affect paid campaigns.

Overall, PPC management is a hefty undertaking, which is why investing in solid PPC management tools could be a great idea.

Use our PPC management tool to monitor all of your paid campaigns.

PPC Tools and Software

With all of the variables that you need to track, PPC management tools should make things easier. You can opt to monitor your ads within the platform, but if you’re looking for additional assistance and organization, a robust, easy-to-read spreadsheet or sophisticated software that gives you insight into your ad performance is vital.

If you plan to go the software route, there are some features that you want to look for: multi-user support, cross-platform management, A/B testing, scheduling, reporting, and ad grading.

Here’s a list of some popular, highly-rated PPC software and resources.

  • HubSpot offers a robust template to help you monitor and manage the moving parts of your campaign, making it easy to keep track of your ad groups, keywords, and A/B tests.
  • WordStream automates the tedious parts of setting up and managing your PPC campaign.
  • NinjaCat lets you combine all of your analytics from multiple platforms into one report so you can track your entire campaign in one location.
  • Optmyzr has end-to-end PPC support, from creation to reporting, and it offers a free trial of its software.
  • SEMRush can help you manage the most important part of your PPC campaign — keywords. You can find relevant keywords, manage and optimize your keyword lists, and create negative lists.
  • Unbounce is a landing page builder you can use to create landing pages for each of your different PPC campaigns.
  • Databox helps businesses track the performance of their ads and displays key metrics across a single dashboard. You can also use Databox’s predictive analysis to estimate how well your ads would do in the future.
  • Ahrefs is more than just another SEO tool. You can use Ahrefs to check how well your PPC ads are performing. You can also spy on your competitors’ keywords with Ahrefs.
  • Microsoft Advertising Editor (formerly Bing Ad Editor) is a management tool for PPC ads you run through Bing. With this tool, you can manage your bids, research keywords, and make changes to your ads.

PPC Metrics to Track

Metrics are everything (but you already knew that). Here are some key metrics to track within your PPC campaign.

Clicks refer to the total number of clicks you receive on an ad. This metric is affected by your keyword selection and the relevance of your ad copy.

Cost per click (CPC) measures the price you pay for each click on your ad.

Clickthrough rate (CTR) is the percentage of ad views that result in clicks. This metric determines how much you pay (CPC). CTR benchmarks vary by industry.

Impressions are the number of times an ad is viewed. Cost per mille (CPM) is determined for every thousand impressions. Impressions are most relevant for brand awareness campaigns.

Ad spend is the amount you are spending on your ads. You can optimize this by improving your Quality Score.

Return on ad spend (ROAS) is the ROI of your ad campaign. This metric calculates the revenue received for every dollar spent on ads.

Conversion rate refers to the percentage of people that complete the call-to-action on your landing page and become a lead or customer.

Cost per conversion refers to the cost to generate a lead. This is calculated as the total cost of an ad divided by the number of conversions.

Quality Score (QS) determines ad positioning, so it’s an important metric to keep an eye on.

By paying close attention to each of these metrics, you can increase the ROI of your paid campaign and spend less for better results.

Go Paid!

Whether you just started your business yesterday or have been around for decades, PPC just might be the boost you need to get an edge on your competition — or at least ahead of them in the SERPs. 

Applying the lessons found in this guide about building a PPC campaign and the best practices for a quality PPC strategy would set you well on your way to improving your website’s traffic and conversions.

Editor's note: This post was originally published in August, 2019 and has been updated for comprehensiveness.

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5 Steps to Build an Enterprise Data Strategy, Straight From an Expert

Data can be a scary word.

It shouldn't be, but it is. Mostly because people struggle with how to manage it.

Many companies have reached the point where they have so much data, they don't know where to go next. Others believe they are so small, there's no need to invest in an enterprise data strategy.

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The truth is, regardless of the size of your company and the current state of your data, you will benefit from implementing a data strategy.

To help you get started, we've enlisted the expertise of Zosia Kossowski, the group product manager for the business intelligence team at HubSpot (i.e. our in-house data strategy expert.)

By the time you finish reading this article, you'll have a better idea of your company's current data maturity level, what factors to consider before you build your strategy, and some steps to help along the way.

Despite popular belief, an enterprise data strategy isn't solely for big companies with large volumes of data. In fact, small businesses can benefit from investing in a data strategy early on and set the foundation that will help them scale.

Benefits of an Enterprise Data Strategy

The common pitfall many organizations face is that while they are collecting a lot of data, every team is interpreting it in their own way. There's no standard reporting method and each team might be reporting a different value for the same metric.

This means that everyone ends up with different data with no clear understanding of what's accurate. When there's no single source of truth, it becomes incredibly difficult to trust your data and pull valuable insights.

"Data doesn't just exist in a silo," said Kossowski. "The marketing team is not just going to use marketing-specific data that no other team has any influence over. They're going to want to pull information from different areas as well."

She continues, "And so, an element of governance and standardization and a common language is really important in making sure that those teams can communicate with one another."

So, by implementing an EDS, you prevent information silos, allow for trust in the data, and enable decision making.

What To Consider When Building an Enterprise Data Strategy

1. Your Current Data Maturity Level

The first thing Kossowski recommends doing before building out your strategy is a self-assessment.

Ask yourself: Where does your company fall in the data maturity stage?

Dell has a widely used "Data Maturity Model" that helps companies determine how data-driven their company actually is. There are four stages:

  • Data aware – Your company has not standardized its reporting system and there's no integration between your systems, data sources, and databases. Plus, there's a lack of trust in the data itself.
  • Data proficient – There's still a lack of trust in the data, specifically its quality. You may have invested in a data warehouse but there are still some pieces missing.
  • Data savvy – Your company is empowered to make business decisions from your data. However, there are still some kinks to work out between business leaders and IT, as IT works to provide reliable data on demand.
  • Data driven – IT and business are working closely together and are on the same page. Now, the focus is on scaling the data strategy because the foundation work (particularly integrating data sources) has already been successfully implemented.

What's most important here is being realistic about where your company falls.

"I think the biggest pitfall that I see is not being really honest with yourself about where your company is in the data maturity stage," said Kossowski.

She adds that it's not enough to look at the feelings you have about how data driven you think your company is. Look at the facts.

Start by identifying the data problems your company currently faces, as that is a great indicator of where you stand.

2. Your Industry and Company Size

The industry you're in and the size of your company will determine whether you take a centralized or distributed approach to your data strategy.

But before we break down those approaches, let's talk about two data strategy frameworks: offense and defense.

During my conversation with Kossowski, she brought up how this framework (explained in detail here) has helped HubSpot develop its own strategy.

Data defense prioritizes things like data security, access, governance, and accuracy while data offense focuses on gaining insights that will enable decision making.

Every company needs a balance of offense and defense. However, some lean more on one end of the spectrum based on their industry.

A healthcare organization or financial institution, for instance, likely deals with highly sensitive data, where data privacy and security is paramount.

Getting real-time data and quick insights is likely not a top priority whereas providing guardrails for who can access data probably is. As such, they will lean more toward a defense framework.

On the flip side, you have tech companies, an industry that tends to move quickly and relies more heavily on a quick turnaround of data insights.

So, they lean more on offense. With that said, there are certainly departments within tech companies (and other fast-moving industries) that will focus more on defense, such as finance.

Now back to centralized and distributed strategies.

The framework you use will inform which strategy serves your company best.

In a centralized structure, you have a centralized reporting or business intelligence (BI) team that manages and prepares the data as well as the reports.

"That [structure] can work a lot better at a smaller organization, and especially in an organization that's prioritizing defense because you're going to move slower," said Kossowski. "You're going to be the bottleneck but you also have tight control over every piece of it."

A distributed model, on the other hand, works better for larger teams who take the offensive approach. This way, each team can move quickly and is empowered to do work in a way that works for them.

In this model, BI simply is responsible for the platforms and setting the guardrails while the teams do the development work, Kossowski explains.

"If you think about an organization, as the company gets larger, with a more centralized team, it becomes more and more difficult to scale," she said. "You end up having to just hire more and more people to be able to achieve that."

"So I think at a certain size of the company, you're going to end up moving more and more toward [a] decentralized [strategy] anyways."

So, once you understand which framework works best for your industry and size, you can implement the appropriate strategy.

3. Your Data Management Team

Data science is the hot topic right now in data management, according to Kossowski. And she's not wrong.

In 2012, Harvard Business Review named it the sexiest job of the 21st century. Nearly 10 years later, Glassdoor has named it the second best job in America.

But if you're debating what role to add to your data management team, a data scientist shouldn't be your first option.

Kossowski highlights that your data science is only going to be as good as the data that's powering it. And if that data isn't trustworthy, you're not going to get valuable insights.

"Data science is not a magic wand that magically turns bad data into insights. Regardless, you're still going to need that data foundation," she adds. "So, jumping into doing something because it's the next big thing, I think that's a big concern."

If you're in the earlier stages of the data maturity model, Kossowski has a suggestion on where to focus your efforts.

"A data warehouse architect or even a data analyst who is experienced in writing SQL and building out SQL tables," she says. "If you're only going to hire one person and you don't have that much data, that can be a really powerful hire because there's a lot that one person can do when you're at a smaller scale. They can wear many different hats and learn different things."

When it comes to the more technical tasks, like ingesting data into the warehouse, there are third-party tools you can use to do that for you.

At this stage, what you really need is someone to help you with structuring your data.

1. Outline your data architecture.

The first thing you want to do is understand your data at a granular level.

Ask yourself these questions:

  • Where will the data live?
  • What type of data will you be collecting and from what sources?
  • How will the data be organized?

The goal here is to understand the structure of your data.

If there's no understanding of the structure, you can't build a comprehensive plan on how to manage your data.

2. Define the relationship between BI and your teams.

When it comes to data strategy, one of the most important steps is defining the teams involved in the process and setting expectations for BI.

In a large organization that hasn't thought about data strategy before, you'll often find that every team follows a different model and has a different relationship with BI, making it hard for BI to operate in a streamlined and standard fashion.

It also blurs the lines between the roles of the data analyst and BI.

The data analyst should know the business logic that is specific to their team and the structure of the data being collected. BI, on the other hand, shouldn't need to have specific knowledge on the operational area it is supporting, and should instead be focusing on the data source and managing the platform to support the analyst.

When BI is regularly adjusting its process to match the team's specific business logic, it slows everything down and creates a constant need for relearning.

Kossowki's suggestion? Strip the business logic out of the BI layer and work on things that are relevant to as many teams as possible.

In addition, come up with a standard analyst profile and a model for the relationship between BI and teams.

"There are still going to be some places where we're working on data sets and not the whole platform," said Kossowski, "but as much as we can, it's cleaning up the base data, making it easy to join, but not actually doing those joins and the logic for them."

3. Assign ownership.

After establishing the relationship between your teams and BI, the next step is defining who will own what.

It's typical to have a different owner for each part of the data. For example, one person or team may own the operational data while another owns the reporting data.

You may also need to assign owners at different stages in the pipeline. The BI team may own the data at a particular stage then pass it on to the analysts.

Kossowski believes ownership starts with the teams who are producing the data.

"They need to feel some level of ownership over the data and have some level of accountability if something's wrong," she said. "Because if it's wrong at the source, there's very little that BI can do."

She continues, "And if you try to put in patch patches at that level, you're just going to run into more problems down the line, so that relationship is important as well."

4. Establish data governance.

Data governance is a set of policies and regulations that inform how data will be collected and stored to ensure accuracy and quality.

In simple terms, data governance is saying "Hey, you want to use and be a part of this source of truth data we've created? Then you've got to meet this criteria."

This can include meeting coding standards, having a certain number of reviewers, and following a specific documentation process.

"When we think about governance and adoption, it's really about the mechanisms you can put into place toward adherence," said Kossowski.

There are two pieces that you have to consider when it comes to governance: the cultural piece and the technological aspect.

From a cultural perspective, how do you get your teams to adopt these standards? And from a technical perspective, which processes can you automate so that everything does not require behavior modification?

As you think of these two pieces, you have to consider both the analyst side and the engineer (or source team) side.

Kossowski explains that for engineering teams, it can be hard to think about what data looks like when it comes into the warehouse because it's not a core part of their product or responsibility.

They may not see the tangible benefits of the data unless it's a data-driven organization that works tightly with its analysts. In this case, the analysts can relay that the data is powering X decision, so until the data means Y requirements, decisions can't be made.

For analysts, it's easier to see the benefits because they're closer to the business and can see the direct impact. They can realize that following data governance standards means less reliance on BI, which makes things move more quickly.

"The insights from the data have to be powering decisions being made about the product because that's the only way you're going to get the product and engineering teams

bought into the value of data and thinking about their data as it is exported," said Kossowski.

5. Reassess regularly.

Wherever you fall on the data maturity model, your data strategy will always need some tweaking.

"[At HubSpot], we have a three-year plan and all these ideas of what happens in each of those years," said Kossowski. But I fully expect that a year from now, when we look at it, there are things we're going to want to tweak based on how things have changed."

For instance, say you introduce a new feature in your product or service and now are collecting more sensitive customer data. This may require taking a more defensive approach. If your company grows exponentially, you may need to shift toward a distributed strategy instead of a centralized one.

Even if there are no changes in how your company operates, you may still need to reassess. Here are two major indicators it's time to review your data strategy:

  • There is frustration with how long things are taking.
  • There's a lack of trust in the data.

Kossowski says finding the balance between those two is key.

"You don't want BI doing everything because then it's just going to take a long time," she said, "but you also don't want to have so much freedom in the analyst population that you can't really rely on any data."

A good rule of thumb is to review your strategy every six months to a year. Speak with business leaders, IT, and your teams to understand how everyone feels about your progress and determine what changes need to be made.

The process for building an EDS will vary from one company to the next, as your data maturity level, industry, and company size all play a role in the steps you take.

By taking stock of where your company currently stands, you can develop a strategy that meets the specific needs of your business.

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Wednesday, June 30, 2021

Sitemaps: What They Are, How to Create One & Submit it to Google

Sitemaps are one of SEO's oldies but goodies.

In fact, they're one of the most important elements of SEO, because they help Google and other search engines find the pages on your website.

Not to mention they also help you rank better, because Google is able to locate new pages and identify updates to old pages much more quickly.

In a nutshell: you can't live without 'em.

I've often heard that they can feel overwhelming and quite technical to understand.

But don't let the frustration of their technicality make you throw your computer out the window — I've got your back!

I will show you what sitemaps are, how to create one, how to submit them to Google, and all the essential best practices.

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What is a sitemap?

To start off with the basics, a sitemap is a file that provides information about the pages, videos, images, and other files on your website. It's important for various reasons, including:

  • Acting as a roadmap for Google and other search engines to find and better understand your content.
  • Leading search engines through your website to crawl and index the essential pages.
  • Helping search identify when new pages and updates to old pages are available.
  • Helping search engines find alternate language versions of your page.

But before I go further, you must know that there are two types of sitemap formats: HTML and XML. Here's the basic difference:

HTML sitemaps: This is more like your content sitemap that users can see and use to navigate your site. They're also commonly referred to as your "website archive." Some marketers view HTML sitemaps as outdated or even entirely unnecessary.

XML sitemaps: This is the sitemap that's purely used for indexing and crawling your website and is manually submitted. It's the more modern form of handling how all your content is stored across your website.

While HTML sitemaps might help users find pages on your site, as John Mueller said, your internal linking should take care of that anyways. So the focus from an SEO perspective should be on XML sitemaps.

Types of Sitemaps

From these two types of sitemaps described above, there are also subsections within them. I'll now go over these in more detail.

1. Page Sitemap

A page sitemap or regular sitemap improves the indexations of pages and posts. For sites that are not image-focused or video-focused, like photography and videography sites, a page sitemap can also include the images and videos on each page.

A page sitemap without an image would look like this:

<?xml version="1.0" encoding="utf-8"?>

<urlset xmlns="http://www.sitemaps.org/schemas/sitemap/0.9" >

  <url>

    <loc>https://example.com/</loc>

    <lastmod>2020-09-17</lastmod>

    <changefreq>daily</changefreq>

    <priority>0.9</priority>

   </url>

</urlset>

Include your URLs in <loc> tags. <lastmod> indicates when the page was last edited. <changefreq> indicates how often the page is edited and <priority> indicates how important the page is to other pages on the website as a whole. You can take a look at Sitemaps XML format for more information on these parameters.

2. Video Sitemap

An XML video sitemap is similar to a page sitemap, but of course focuses largely on video content, which means they are only necessary if videos are critical to your business. If they aren't, save your crawl budget (the finite amount of crawlable pages and resources across your site) and add the video link to your page sitemap.

But if you do need a video sitemap, it would look like this:

Note: This is what a video sitemap looks like. Implement it only if videos are critical to your business.

3. News Sitemap

If you publish news and want to get those news articles featured on top stories and Google News, you need a news sitemap. There's a crucial rule here: do not include articles that were published longer than the last two days in the file.

Google News sitemaps aren't favored in regular ranking results, so make sure you only add news articles. Also, they do not support image links, so Google recommends you use structured data to specify your article thumbnail.

4. Image Sitemap

Like the video sitemaps, image sitemaps are only necessary if images are critical to your business, such as a photography or stock photo site. If they aren't, you can leave them in your page sitemap and mark them up with the image object schema, and they will be crawled along with the page content/URL.

If you believe an image sitemap is needed, it will look like this:

<?xml version="1.0" encoding="utf-8"?>

<urlset xmlns="http://www.sitemaps.org/schemas/sitemap/0.9" xmlns:image="http://www.google.com/schemas/sitemap-image/1.1" >

  <url>

    <loc>https://example.com/</loc>

       <image:image>

<image:loc>https://example.com/image-url.png</image:loc>

       </image:image>

      <image:image>

<image:loc>https://example.com/second-image-url.png</image:loc>

      </image:image>

  </url>

</urlset>

5. Sitemap Index

There are a few limitations you'll want to keep in mind for sitemaps:

  • Having too many URLs will only lead to no indexation of some of your pages.
  • All sitemaps, except the news sitemap, should have a maximum of 50,000 URLs.
  • News sitemaps should have a maximum of 1000 URLs.
  • A sitemap should be a maximum of 50MB in uncompressed file size.

As a result of those limitations, you might need to have more than one sitemap. When you use more than one sitemap file, you need an index file that lists all of those sitemaps. It's the index file that you submit in Google Search Console and Bing Webmaster Tools. That file should look like this:

XML Sitemap Example

So far, you have seen each sitemap's structure. Most websites will only need the page sitemap that includes the images on each page. That looks like this:

Sitemap Priorities

Adding priorities to your sitemap is one of the things many people do to differentiate between how important different pages are, but Google's Gary Illyes mentioned that Google ignores these priorities. In his exact words:

Generally speaking, as long as you are honest about when your content was actually modified, include it in your sitemap so that Google and other search engines know to re-crawl the modified page and index the new content.

How to Create a Sitemap

In this section, I will show you how to create a sitemap without using any generator or plugin. If your website is on WordPress or you'd rather use a generator (which makes this easy), skip to the next section.

These are the exact steps to follow to create a sitemap manually:

1. Decide which pages on your site should be crawled by Google, and determine the canonical version of each page.

Canonical versions are necessary when you have duplicate pages. For example, suppose you serve an international community and have pages for each location with the same language and content, like example.com/us/page and example.com/ca/page for US and Canada visitors, respectively.

In that case, it's important that you point to the original, which might be example.com/page or one of the two as the canonical. If you'd like to learn more about how this works, this post explains canonicalization in depth.

Furthermore, do not include URLs that are blocked by robots.txt files, require a login to access, or are password-protected, as search bots can't crawl them. You'll only get coverage errors in GSC if you add them.

2. Determine if you need more than one sitemap.

Several websites use separate files for pages, posts, and categories. Remember that if you have more than 50,000 URLs, you need multiple sitemaps.

3. Code all your URLs in XML tags to look like the type of sitemap you want to create.

This page explains how to use XML tags in further detail.

4. If you have multiple sitemap files, create a sitemap index file and include the links to the individual sitemaps you created.

This one is already described in the section titled "Sitemap Index".

Sitemap Generators

Most of us marketers do not have a web development background, so we can't code to save our lives. If the thought of manually crafting a sitemap gives you a headache, use a sitemap generator and save yourself 12 days of looking through complex coding.

There are several sitemap generators that you can use:

  • TechnicalSEO by Merkle has one where you can upload a CSV file with your URLs. It's especially great if you have different language versions of your pages (hreflang tags).If your website is custom-coded and is not on any CMS or builder that generates a sitemap, you need to use a generator like TechnicalSEO.
  • Screaming Frog SEO Spider also has one that I like to use with simple custom-built sites. In Screaming Frog, ensure you are using the spider mode. You can do that by clicking on "Mode" and selecting "spider". Then type the URL of your home page and let it crawl. When it's done, click on "Sitemaps."

For clarification on how to use Screaming Frog, take a look at the image below:

In order to save the XML file to your computer, tick all the options that matter to your site and click on "export". Then, upload that file to your server in the root directory.

Both tools do not automatically update the sitemap file. Some tools do but are premium, so you pay for the service.

However, you won't need to deal with any of the above if your website is on WordPress or an ecommerce platform like Shopify.

For WordPress sites, Yoast and Rank Math are popular SEO plugins that generate sitemaps and update them when you edit your posts and pages and Shopify even generates sitemaps automatically.

How to Submit Your Sitemap to Google

The best way to submit your sitemap to Google is through Google Search Console (GSC). There are other ways and additional steps as well, but I will start with GSC, because it's the most common method.

Follow these steps:

1. Go to Google Search Console and click on "sitemap."

2. Type your sitemap URL and click Submit. If you have multiple sitemaps with a sitemap index file, you only need to type the URL for the index file.

As an alternative, if you haven't submitted it to GSC, there is another way to let Google know you have one by adding this line in your robots.txt:

Sitemap: http://example.com/sitemap.xml

But of course the URL here with the one you actually have. And if you have an index file, include only your index file here.

If (for some weird reason) you aren't using GSC, use the ping service to let Google know it should crawl your file. To do that, type the URL below in your browser:

http://www.google.com/ping?sitemap=https://example.com/sitemap.xml

Replace https://example.com/sitemap.xml with your sitemap URL.

And it's done!

Sitemap Best Practices

Now that you understand the importance of sitemaps, how they work, and your options for submitting them, let's make sure the final one you create is in tip-top shape by following these best practices.

1. Use tools to generate automatic sitemaps.

Manually creating and updating an XML sitemap will cost you a lot of time (and is unnecessarily complex). To save time so you can focus on other things like your next Netflix binge, it's best to use an automatic sitemap generator.

The ones mentioned for WordPress above come with that feature for free. For custom-built sites, you will have to pay, but in my opinion it's absolutely something worth paying for.

2. Do regular sitemap maintenance checks and updates.

All parts of SEO are an ongoing effort, so check your sitemaps regularly. Search console does an excellent job of letting you know if your submitted URLs have issues with crawling or indexing.

Check the 'Coverage' section in GSC regularly and update your site or sitemap when there are errors. The great thing about this is that it tells you what the exact error is with suggestions on how to fix it.

You can also use Screaming Frog for sitemap maintenance. After crawling your website or sitemap URL, check the response code tab for 404 or 5xx errors.

If you are using an automatic sitemap generator tool or plugin, update it when updates are available. Furthermore, periodically view the sitemap by going to your sitemap URL and checking if any page is missing or the last updated time is incorrect.

3. Prioritize high-quality pages in your sitemap.

Although Google no longer pays attention to the priority tag (or so they say), you can still add it because there's more than Google out there (yes, as an SEO I will admit it). Bing might pay attention to that tag, so it's still good practice to prioritize high-quality pages in your sitemap.

Sitemap priority shows which pages to crawl and index faster, so you can set priorities using values ranging from 0.00 to 1.00. But make sure not to use the same value for all pages or else Google won't be able to tell which is most important.

For values, you can go with something like this:

  • Homepage - 1.00
  • Main landing pages - 0.90
  • Other landing pages - 0.85
  • Main links on navigation bar - 0.80
  • Other pages on site - 0.75
  • Top articles/blog posts like hub pages - 0.80
  • Blog category pages - 0.75
  • Other posts - 0.64

4. Include only canonical versions of URLs in your sitemap.

Your sitemap should only contain URLs that you want search engines to index. That means if a URL points to another as its canonical version, you shouldn't include it, as it's a statement to Google and other search engines that you don't wish for that URL to be indexed.

Ignoring that and including that URL in your sitemap provides conflicting information to Google. The unintended URL might get indexed, or you will get coverage errors in GSC. So, only include the canonical versions, so you can consolidate your position in search engine results.

5. Split up your large sitemaps.

I mentioned this above already that you need to split your sitemap into multiple files if it exceeds 50MB or has more than 50,000 URLs. Never submit large XML files to Google, otherwise some of your URLs will not be indexed - and you know well that every URL matters!

One quick tip here is to save each file with easy to understand names (for you) like page_sitemap1.xml and page_sitemap2.xml.

And with that, I wish you happy sitemapping!

marketing


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What Does it Mean to Use Concatenate in Excel [+ Why It Matters]

Copy and paste shortcuts are handy until you have hundreds of data points to manually combine and reformat.

Fortunately, you can use the CONCATENATE Excel function to save time (and curb carpal tunnel) when joining information from cells, rows, or columns.

Meaning "to join together" or "to combine," concatenate is a way to unite the contents of two or more cells into one cell.

The function allows you to combine data from columns, cells, ranges, and rows into whatever format you desire, making it easy to quickly join names and addresses or properly display dates and times.

There are various ways to set up the CONCATENATE formula in Excel, so we'll walk through the steps required to use this function and achieve your worksheet goals.

Download 9 Excel Templates for Marketers [Free Kit]

How to Concatenate in Excel

While there are several ways to combine text in Excel worksheets, we'll be focusing on the CONCATENATE function.

It combines the contents of two or more cells into one cell without physically changing the shape of the cell and is often used to join pieces of text (called text strings or strings) from individual cells into one cell. The resulting text string is the combination of all strings in your CONCATENATE formula.

Here's a look at how to concatenate in Excel:

Let's say you have a list of customers whose first and last names are separate. You need everyone's full names to build a retargeting campaign, so you want to join text from column A (First Name) with the text from column B (Last Name).

Before using the CONCATENATE function, you have to create a new column for your combined text. In the example below, it's column C (Full Name).

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Now, you're ready to concatenate the first and last names. To do that, you need to understand both the syntax of the function and how to format the text strings that make up the formula.

Excel Concatenate Formula

Like all Excel functions, the CONCATENATE formula starts with the equals sign (=), followed by the function name, an open parenthesis, and the text arguments. No need to get heated – in this context, arguments simply tell the formula what cells to combine.

=CONCATENATE(text1, [text2], ...)

=CONCAT(text1, [text2], ...)

text1: This is the first argument to join and can be a number, text, or cell reference.

text2, text3, etc: These are the additional items to combine. The CONCATENATE formula can join up to 255 items, with a total of 8,192 characters.

Note: In all versions of Excel 2016 and beyond, the CONCATENATE function has been replaced with the CONCAT function. This function works in the exact same way, with the added ability to combine text over a range of cells (i.e., =CONCAT(A2:D8)). While you can still access the CONCATENATE function for compatibility reasons, Microsoft warns that CONCATENATE may not be available in future versions of Excel.

Excel Concatenate with Space

Double quotations (" ") include a space between the text arguments wherever you want one to appear. Just remember to insert a comma before and after each set of quotations or else an error message will pop up and the formula won't run. You'll know your formula is correct if you hit "Enter" and the new text string appears exactly how you want.

In the name example, you want to combine the text in cells A16 and B16, so add those arguments to the formula. Make sure to place the arguments in the order you want them to appear. To get "First Name Last Name," set up the CONCATENATE formula like this:

=CONCATENATE((B16, " ", A16)

Note: If at least one of the CONCATENATE function's arguments is invalid, the formula will return a #VALUE! Error.

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Now it's time to apply the CONCATENATE formula to every name in the list. Simply hover over the combined cell until a plus sign (+) appears in the bottom right-hand corner. Then click and hold while dragging the cursor down column C, highlighting all of the cells you want to join.

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When you release the cursor, voila! The formula is applied to each cell. This prevents you from having to type out the formula for each cell by letting you concatenate dozens of text strings in an instant.

Excel Concatenate Strings

Whether you combine text and numbers, the result of the CONCATENATE function is always a text string. The naming example above is a fairly simple example, but it's possible to create longer, more meaningful text strings in Excel. The key to doing so is to ensure your results provide value to whoever is using the information.

Let's say you're working on an email campaign and want to personalize the subject line with each customer's name. Instead of manually typing out name after name, you can use the CONCATENATE function to combine the text strings. For this example, I used a catchy email subject line from Warby Parker.

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I write the following formula, making sure to include commas and spaces where I want them to appear.

=CONCATENATE(B2," ,", A2, ","," ", C2)

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I then apply the formula to the entire column to generate my list of personalized subject lines.

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As you experiment with longer text strings, know that every cell reference in the CONCATENATE function must be listed separately because it can't recognize arrays. For instance, your formula should look like =CONCATENATE (B1, B2, B3, B4) rather than =CONCATENATE(B1:B4).

Combining text is simple enough, but throwing dates and times into the mix can result in a messy formula and error-ridden results.

Concatenate Date and Time in Excel

You can prevent issues with time and dates by embedding the TEXT function into the CONCATENATE Excel formula. This will let you control the formatting when combining text with a number or a date.

Let's look at how to combine all of this information. In this worksheet, I want to record the date and time each blog post went live so I can reference the information during my monthly performance analysis.

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The formula needed to join these three strings may look complicated, but it's simple once you decide how to format the date and time. I want to leave the dates and times as they are, so I include the date (mm/dd/yyyy) and time (hh:mm:ss) formatting into the CONCATENATE formula.

=CONCATENATE(A2, TEXT(B2,"mm/dd/yyyy"), " at", " ",TEXT(C3,"hh:mm:ss"))

The result is a text string that provides meaningful context by sharing what date and time the posts went live.

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Apply the function to the rest of the worksheet using the same steps as before. Drag the plus (+) sign in the bottom right-hand corner of the combined cell down the column, highlighting the cells you want to concatenate.

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Excel Concatenate Range

If you're excited about your new Excel skills, you may have the urge to jump in and organize worksheets with thousands of data points. Using the CONCATENATE function can speed up your work, but know that there are limitations.

Excel only allows you to combine 255 items, up to a total of 8,192 characters, using the CONCATENATE function. So you have to work in sections if you want to create hundreds (or thousands) of new text strings.

The CONCATENATE function doesn't accept arrays (A3:E5), so make sure to list out each argument you want to include in the formula. If you need to combine a massive range of tens or hundreds of cells, try out one of these shortcuts.

Use the CONTROL key.

  1. Type in the first part of your formula =CONCATENATE(
  2. Hold down the CONTROL key and select the individual cells you want to combine.
  3. Release the CONTROL key, type a closing parenthesis, and hit ENTER.

Use the TRANSPOSE function.

If you need to combine hundreds of cells, you don't want to waste time clicking on each cell. Instead, use the TRANSPOSE function to create an array before swapping it out with the individual cells.

  1. Select the cell you want to use the CONCATENATE function.
  2. Type in the TRANSPOSE formula to generate an array of cells. It will look similar to this: =TRANSPOSE(A1:A10)
  3. With the TRANSPOSE cell selected, press the F9 key in the formula bar to replace the array with the individual values to be concatenated.
  4. Delete the brackets around the values so you're left with only a list.
  5. Enter the CONCATENATE formula before the values, and close the formula with a parenthesis.
  6. Hit enter to see your new text string.

While certain heavy Excel users say the CONCATENATE function is becoming outdated, it's still a useful shortcut for combining text strings without impacting the rest of your worksheet. If you're new to the program, take the time to learn more about how to use Excel and check out these helpful keyboard shortcuts. You'll be whizzing your way around worksheets and working more efficiently in no time.

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How to Calculate Standard Deviation in Excel, and Why It Matters for Marketers

If you’ve ever taken a statistics class, the words ‘standard deviation’ might intimidate you. This complex formula provides insightful information for datasets that averages alone cannot reveal, and thankfully, Excel makes calculating this statistic easier than putting pencil to paper.

Standard deviation is frequently used by financial professionals as it can help determine risks in stock portfolios and is often applied to return on investment (ROI).

For marketing professionals, standard deviation can reveal variabilities and risks in datasets that will ultimately help guide campaign decisions.

What is standard deviation?

Simply put, standard deviation is a mathematical term that measures the variation in a set of values. In marketing, standard deviation can help account for widely varying costs or sales. If the numbers in a data set are spread far apart, they have a higher standard deviation.

This measurement can help assess risk when deciding how much budget can be allocated toward certain campaigns based on the standard deviation of the ROI, just to name one example.

How to Calculate Standard Deviation in Excel

There are six standard deviation formulas in Excel, which will be used based on whether you need to calculate sample standard deviation or population standard deviation. This is easy to identify in Excel, as the three formulas for population standard deviation include a P (.P, PA, or P at the end of STDEV).

  1. STDEV.S
  2. STDEVA
  3. STDEV
  4. STDEV.P, STDEVPA, STDEVP

STDEV.S

If you are dealing with sample standard deviation and do not need to account for text or logical values, STDEV.S is the formula you will use to calculate standard deviation in Excel.

STDEVA

Alternatively, if you do need to account for text and logical values, use STDEVA, which will consider text and FALSE logical values to 0, while TRUE logical values will be read as 1.

STDEV

STDEV is simply the sample standard deviation formula that will work with older forms of Excel (2007 and before). It is the same as STDEV.S.

STDEVP, STDEVPA, STDEVP

You will almost exclusively use STDEV.S, STDEVA, or STDEV. When determining population standard deviation, you would have to include all datasets for the entirety of the population.

This can actually be far more data and much less useful than examining a smaller portion of the data, or a sample, in which case you would use one of the sample standard deviation formulas.

If you did, for some reason, need to determine the population standard deviation, you could still retrieve sample standard deviations and apply them to the larger dataset. The likelihood of needing these population standard deviation formulas is slim.

As stated by Microsoft, “[STDEVP] has been replaced with one or more new functions that may provide improved accuracy and with names that better reflect their usage. Although this function is still available for backward compatibility, you should consider using the new functions from now on, because this function may not be available in future versions of Excel.”

Sample of Standard Deviation in Excel

STDEV.S, STDEVA, or STDEV will be the most common formulas to use for marketers looking to calculate sample standard deviation in Excel.

These formulas specifically calculate standard deviation for a sample of a dataset, so the result will determine the amount of variability from the average (mean) of the data.

Next, we will determine how to find and use standard deviation formulas in an Excel spreadsheet.

Standard Deviation Excel Formula

As mentioned above, there are a total of six standard deviation Excel formulas, although you’ll only need one or two of them (depending on the version of Excel you use).

The syntax of the standard deviation formula in Excel for STDEV.S is

STDEV.S(number1,[number2],...)

Number1 is required and refers to “The first number argument corresponding to a sample of a population. You can also use a single array or a reference to an array instead of arguments separated by commas,” as explained by Microsoft.

Number2, … is optional. You can include up to 254 number arguments that refer to sample sets or data of a population, or you can use an array or reference to an array instead of number arguments.

This is the STDEV.S formula used by Excel:

x is the sample mean AVERAGE(number1,number2,…) and n is the sample size. Excel thankfully makes light work of applying this formula to data to calculate standard deviation.

Image via Paige Bennett

Excel Standard Deviation Function

How does one find the Excel standard deviation function that they need? In Excel, navigate to the “Formulas'' header in the topmost navigation bar. For Excel versions after 2007, the second navigation bar offers a list of popular formulas, and at the end, “More Functions.” Click “More Functions” then “Statistical” and finally scroll down to the STDEV.S or other standard deviation formula for which you need. You can then input Number1 and Number2, ….

Those using an older version of Excel will not have the STDEV.S formula, but they will similarly be able to navigate to STDEV.

Why Standard Deviation is Important to Marketers

Perhaps this seems simple to some marketing professionals, or maybe this is a lot of statistical speak that sounds complex. Either way, mastering this formula and Excel function is crucial for marketers.

In marketing, discussing averages for datasets is commonplace, and this can be insightful. But it can also leave out some crucial information that could impact a campaign.

Standard deviation can show risks, volatility, or variability in a dataset. An average might show a promising campaign to allocate money toward, but standard deviation can show the potential risk and reward of a campaign. Together, averages and standard deviations can offer a comprehensive look at a dataset, so marketers can make the best decisions based on all of the information at hand.

For example, let’s say we have two companies with different order averages.

Company one has an order average of $1,000. Company two has an order average of $1,500.

But Company two has a standard deviation of $500, while Company one has a standard deviation of $50. Company two has a higher order average on the surface, but a deeper dive shows that it is riskier.

Standard Deviation Can Help Marketers Assess Risk

Averages can be meaningful in showing marketers promising campaigns and to forecast their results. But what averages don’t show are the risk and variability within the data.

A higher average sales number might not show a huge range of variability, and ultimately, risk. While standard deviation has long been used in finance to assess risk of stock portfolios and help professionals determine where to invest or what to expect for ROI, marketers can also benefit from using this statistical analysis in their own work.

They just might find some profitable surprises and avoid risky, volatile campaigns or companies by looking at both averages and standard deviation when making decisions.


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