a link building teams workflow in action 53 link b with timestamps YoutubeScribe.com

[0:00] Hey, it's Sam Oh and welcome to the third
lesson in the team building, systems and
[0:03] workflows module.
[0:05] And actually, it's the last lesson
in this link building course.
[0:09] In this lesson, we're going to put
everything we've learned into action
[0:12] and I'll show you what a link building campaign
might look like from a workflow standpoint.
[0:16] So naturally, we'll revisit some concepts and
techniques that I taught in previous modules
[0:21] and I'll also give you an over the shoulder
view of how the system works in reality.
[0:27] Now, a lot of link building teams I've
seen typically work with a linear model.
[0:31] The prospector does the prospecting,
then the vetter does the vetting, and
[0:35] then the outreach manager sends
the emails once everything is ready.
[0:40] Now, I've used this method for
many years and it does work.
[0:44] But what I've found to work more efficiently
is a triangular model, especially when you're
[0:49] using the techniques I've taught
throughout this course.
[0:51] So here's what it looks like at a high level.
[0:54] The prospector starts by looking for
prospects based on a linkable point.
[0:59] They'll segment these prospects and pass
over their research to the outreach manager
[1:03] who will begin drafting email
templates for each segment.
[1:07] These are all things we've discussed
throughout the course.
[1:10] The prospector will create a master
Google sheet and clean up the list,
[1:14] then generate the blitz list and then they'll
pass over the campaign sheet to the vetter.
[1:20] Now, the prospector is out of this
campaign so they'll actually pick
[1:23] up another campaign to work on while
the rest of the team does their part.
[1:28] Let's continue on with the vetter's role.
[1:31] The vetter will review blitz list prospects in
batches starting with valid emails found
[1:36] in the blitz list because it's the fastest
way to kick off a campaign and validate
[1:40] whether your outreach angle will work.
[1:43] Again, all of these concepts were
covered in previous lessons.
[1:47] After they're done vetting this batch,
they'll contact the outreach manager
[1:51] and they'll send off the first batch of emails.
[1:54] Now, while the vetting and outreach
were happening, the prospector likely
[1:57] finished their work on the second campaign.
[2:00] They would have assigned more email templates
to the outreach manager and the vetter would
[2:04] also start working on this campaign too.
[2:07] And the cycle will continue where the prospector
picks up the next campaign or brainstorms more
[2:12] opportunities and the system will continue
to operate like a well-oiled machine.
[2:18] Now, by this point, none of these
campaigns have been completed.
[2:22] They're all just being validated with blitz lists.
[2:25] But once a campaign has been validated
from a blitz list, the vetter will start manually
[2:30] reviewing the remainder of
the URLs in that campaign.
[2:33] And each day before they log off, they'll ping
the outreach manager to let them know that
[2:38] a batch of prospects are ready for them.
[2:41] Now, if you're used to the linear model, then this
might have been slightly difficult to envision.
[2:46] So let me give you an over the shoulder
view of what this looks like in action.
[2:50] Alright, so let's assume that our link
building team consists of one prospector,
[2:54] one vetter, and one outreach manager.
[2:57] We'll call them Sam, George, and Josh.
[3:01] Sam, the prospector starts off by having
a meeting with the content lead.
[3:06] They come up with a few
different pages that need links.
[3:09] One on content marketing stats, another
on blogging statistics, and one for their
[3:13] link building post.
[3:15] Now, in this meeting, they establish rough pitch
angles for each post and any assets that'll be
[3:20] needed for the content to make the pitches work.
[3:23] So a card is created for each campaign in
their project management tool, target URLs
[3:28] are added, and some rough notes for general
guidance are added in the description.
[3:33] Alright, so we're done brainstorming a small
batch of campaigns, so as the prospector,
[3:39] I'll drag one of them into the prospecting stage
and start putting my research into a sheet.
[3:45] Now, as you can see, the note that I made is
"same as we did for the SEO stats campaign."
[3:51] In short, we checked link profiles of competing
pages, analyzed anchors to create our segments,
[3:57] and then exported our prospects by segment.
[4:00] I won't go deeper into this because we have
a 3-part case study on how we did it for SEO
[4:04] stats post, plus, I've taught the methodology
in our prospecting module.
[4:10] Alright, so let's fast forward around 30
minutes, we end up with a spreadsheet
[4:14] like this, where we've noted the linkable
points which are the segments, the size
[4:18] of each segment, and some more
detailed information for reference.
[4:23] And because our SOP says to add our
sheet as a file to our card, I'll do that.
[4:29] Now I'll rename it to something
like "Segments/Initial research."
[4:34] All good!
[4:35] Time to loop in our outreach manager so
they can start drafting email templates
[4:39] for each segment.
[4:42] Done.
[4:43] Alright, it's time to actually create
our campaign spreadsheet now.
[4:47] So for this campaign, we'd need to export
all segments from Ahrefs Site Explorer.
[4:52] And all I would have to do is go to the
backlink profile of a competing page,
[4:56] search for our segment's footprint within
the anchor and surrounding text, and then
[5:00] export the report.
[5:02] All of this research was done in the previous stage.
[5:05] Now, for this particular campaign, I downloaded
14 reports in Ahrefs Site Explorer, one report per
[5:11] segment, and created a merged version
of our master sheet with each URL labeled
[5:16] with their segment.
[5:17] And in total, we have 5,538 rows in this sheet.
[5:23] So I'll add our "sheet link" in the custom
field in the Notion Card because the SOP
[5:27] says to do it, and we're ready to move on.
[5:31] The next thing I'd do is filter the results.
[5:34] And I'd start by removing obvious
spam and irrelevant pages.
[5:37] So that might be URLs from blogspot
or URLs on .ru and .pw domains.
[5:44] I'd also remove URLs that contain certain
footprints like /job/, /forum/ and a bunch
[5:50] of others that should be outlined in the SOP.
[5:53] Finally, I'd deduplicate URLs by
root domain, since we won't want
[5:57] to contact people from the same website
multiple times on the same campaign.
[6:02] And Google Sheets has a feature to do this.
[6:04] Just select your sheet, click on "Data",
hover over "Data cleanup", and hit
[6:10] "Remove duplicates."
[6:12] Our data has headers so I'll check that, and
then I'll choose just the root domain column.
[6:19] Finally, hit "Remove duplicates," and we're done.
[6:22] But as you can see, we've already done
this and our sheet shrunk from over
[6:26] 5,500 URLs to just over 3,300.
[6:31] Now, this list is still quite large and there's
probably a lot of URLs in here that we wouldn't
[6:35] want to get links from.
[6:37] So this is when I'd start filtering by metrics.
[6:41] As a hypothetical example, I'm going to
filter for pages that have less than 200
[6:45] visits to their domain from organic search.
[6:48] Then I'll delete all of these rows.
[6:53] And if we remove the filter, you'll see
that we're left with 1,360 prospects.
[6:58] From a quick scan, most of these pages
look fine from a relevance standpoint.
[7:03] So the last thing I'm going to do is run our blitz
list to find as many valid emails as we can fast.
[7:10] And I've already covered how to do this
in lesson 3.3, so feel free to watch that
[7:15] for more information.
[7:16] Anyway, here's what our sheet looks like now.
[7:20] As the prospector, I'm officially done with
this campaign, so I'll hand it off to the vetter
[7:25] by assigning him in the project management
system and letting him know where I left off.
[7:30] Then I'll go and pick up my next
project and rinse and repeat.
[7:35] Alright, let's move on to the vetter.
[7:36] Now, because we've already found some
valid email addresses in our blitz list,
[7:40] that's where the vetter is going to start.
[7:43] So we'll filter for just "valid" email addresses
and we were able to attain this information
[7:48] by using Neverbounce's API.
[7:51] Now, George is going to visit each of these
pages and go through our vetting checklist.
[7:56] And for each URL that matches all criteria,
he'll mark the status down as "Ready."
[8:03] And for pages that don't match the criteria,
he'll mark them as "Disqualified."
[8:09] Now, after he's finished going through
the valid blitz list prospects, he's going
[8:13] to tag the outreach manager to let them
know that the blitz list has been vetted.
[8:18] And we'll get to the outreach manager a bit.
[8:21] Now, as for the vetter, they'll likely work on
the next campaign that the prospector has
[8:25] sent because the point of the blitz list
is to quickly validate how successful
[8:30] your campaign might be without putting
in all the manual work of finding contacts
[8:35] and vetting URLs.
[8:38] But for illustration purposes, let's say
we got a 9.5% conversion rate from
[8:42] blitz list prospects.
[8:44] Assuming that was good in our books,
then the campaign is validated.
[8:48] So the vetter would simply go through all the other
URLs that don't have a valid status and find email
[8:54] addresses for the ones that are qualified.
[8:57] Alright, let's move on to
the outreach manager.
[8:59] Now, we need to rewind a bit here because
the outreach manager's work is dependent
[9:03] on the prospector's and vetter's deliverables.
[9:07] So again, before the prospector merged and
cleaned the prospects list, the outreach
[9:12] manager was given a sheet like this
where the linkable points, or segments,
[9:16] were outlined along with additional details.
[9:20] So while the prospector and vetter are doing
their work, the outreach manager will be busy
[9:24] writing email drafts for each segment and
templating them, just as I had shown you
[9:28] in lesson 4.3. in the outreach module.
[9:32] Once they've done this, they'd need to set
up the campaign in their outreach tool.
[9:36] And this will vary based on the tool you use.
[9:39] Now, once the vetter pings the outreach manager
to let them know that the blitz list has been vetted,
[9:45] the outreach manager would go to the sheet,
and export contacts in the "Ready" status.
[9:50] And in this case, we've built a custom
formula to automatically populate this list.
[9:56] Now, to avoid accidentally sending the same
person a duplicate email, they're going to
[10:00] update the sheet and change any status
that's in the "Ready" state to the "Sent" State.
[10:07] Then they'd upload the export file to
their outreach tool, and go through
[10:11] the outreach process.
[10:13] Now, these workflows are guided by the SOPs
and the system makes it possible to work
[10:18] collaboratively in an organized fashion.
[10:21] But something to note is that people
work at different paces and with
[10:24] different levels of experience.
[10:26] So you're going to have to monitor and optimize
your systems and workflows accordingly.
[10:31] Now, from an efficiency standpoint, with a team
of 3, you can potentially send hundreds or maybe
[10:37] even thousands of personalized emails in
a week depending on how strict you are
[10:41] with vetting and the number
of prospects you have.
[10:45] Now, while scaling can be exciting, you
shouldn't be using these systems and
[10:48] workflows to spam people because you'll
just be doing an overly complicated link
[10:53] building strategy without results
to show for your effort.
[10:57] Nothing I've taught in this course is a magic
formula and it does take some creativity to
[11:02] execute successfully.
[11:04] Take the extra time to vet your prospects,
go the extra mile with personalization even
[11:09] if your output suffers a bit, and I'm confident 
that you'll find the link building process more
[11:15] effective, efficient, and enjoyable.
[11:18] And that's a wrap.
[11:20] Thanks so much for joining me
in this link building course.
[11:22] And if you want to get updated with more
actionable SEO and marketing tutorials,
[11:26] then consider subscribing
to our YouTube channel.
[11:28] Or if you want to check out more marketing 
courses, then check out ahrefs.com/academy
[11:34] where all of our courses are free.
[11:36] And if you have any questions, leave
them in the comments and we'll do
[11:39] our absolute best to get back to you.
[11:41] I'll see you in the next tutorial.

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