6 Smart Steps: How to Manage Your SEO Project (Practical Guide)

6 Smart Steps: How to Manage Your SEO Project (Practical Guide)
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For a company to be successful online, it needs SEO. And if you are an SEO agency, knowing how to manage your SEO project should be your top priority.

A more significant number of people will visit your website if your site ranks higher in search engine rankings. Increasing the number of people who visit a website may likewise boost the number of people who convert.

Implementing an excellent SEO strategy is your greatest bet for climbing to the top of the organic results.

As a result, it may be tough to stay on top of an SEO strategy when so many moving elements are involved.

Using a project management strategy may keep your SEO project under monitoring and help you achieve your goals.

To get the most of SEO project management, we’ll cover everything in this session.

Before diving into the details, though, it’s important to dispel a few myths.

Definition: SEO Project management

Everything that goes into planning and executing a successful SEO campaign is included in SEO project management.

A technical SEO audit and content optimization, such as keyword research and creating a content strategy, may both be included in an SEO campaign.

Failing to follow the job hierarchy is an easy way to sabotage an SEO strategy. For instance, you shouldn’t plan your content creation until you complete keyword research and overall design.

By dividing everything into smaller, more manageable tasks, SEO project management may help you remain organized. 

Take a look at the following SEO audit as an illustration:

Crawling websites and finding issues without using Screaming Frog or Deepcrawl may be a hassle. Other operations may be divided into subtasks, such as looking for redirect chains and broken redirects, orphaned sites, and non-indexable pages.

Use Screaming Frog software to find out any issue that could be a problem for your SEO campaign.

After completing the SEO audit checklist, you should develop a to-do list for the development teams under “technical SEO activities.” 

Each problem may then be divided into tasks, including a list of issues and instructions for the developer to address them. As the developer works to find a solution, they may remove items from the list.

An SEO campaign consisting of simple structure such as rank faster in organic search, receive free targeted traffic from search engines.

You can create well-structured SEO campaigns using SEO project management, which will help you get more done with less effort. Additionally, the whole process is open and transparent, even amongst team members and consumers.

Recommended Reading: What is the Keyword Optimization Technique? (Beginner’s Guide)

Why does your SEO project need proper management?

By its very nature, an SEO project will take a long time to complete.

Project management techniques may help you plan and finish each job on schedule when it comes to SEO.

SEO take a considerable time to take effect; thus you have to be patient to see your desired traffic from organic search.

It’s not uncommon for SEO outcomes to take many months to show after a campaign has begun. As a result, it’s critical to handle your SEO project effectively, so you can show your customer exactly what you’ve planned and what you’ve accomplished.

When an SEO campaign begins, it is more difficult to showcase positive results. Thus, it is more challenging to show your team or customer success without a complete project plan.

Quick Note: You have to be smart in convincing your clients because most won’t realize that you cannot achieve SEO success overnight. They have to wait a significant period to see any positive results.

The Responsibilities of SEO project management

It is your job to plan the SEO project’s course of action, formulate a strategy, and supervise the execution of the plan.

You have to identify the project’s requirements and ensure that each job is completed correctly and on schedule falls to them.

With a solid understanding of search engine optimization, it is easy for project managers to effectively explain their ideas to customers while emphasizing the advantages to their companies bottom lines. 

If they want to be successful, they’ll need to be well organized, articulate, and efficient with their time.

How to manage your SEO project with intelligent planning?

The basic knowledge of SEO project operation is now under your belt, so let’s get right in. The best practice is a well-thought-out plan.

In this guide, we’ll take you step by step through the process of creating a successful SEO project by planning out from top to bottom.

A complete checklist of SEO you ever need to know.
Source: semrush.com/blog/seo-checklist

To manage your SEO efforts, it’s essential to divide them down into manageable phases and tasks. In addition, it explains the whole process for your staff as well as the client.

The steps outlined below are critical if you want to manage an SEO project successfully.

Recommended Reading: 9 Factors that Influence Consumer Purchasing Decisions (Definitive Guide)

Method #1: Define your project objectives

The first step in any SEO campaign is determining your objectives. To get started, sit down with your customer and discuss their goals for working with you.

Last but not least, make sure the project is customized to meet the requirements of your customer.

Plan your SEO campaign to assist you in meeting your goals. Choose goals and make them smaller sections. Thus tasks will become doable, and you more likely get success quickly.

Examples of potential SEO goals are as follows, although there are many more:

  • 1,000 unique visitors per month with 30 days
  • Traffic increase at least 10% every month
  • Get on the 1st page of search results for primary keywords
  • Establish an industry-standard conversion rate within three months
  • Regularly update existing pages and blog posts
  • Reduce bounce rate to an industry-standard within six months
  • Receive 100 high authority backlinks every month 

Method #2: Choose your resource wisely

Make a list of the things you need to achieve your goals once you’ve set them, among the most crucial things to consider.

Search Engine Optimization Tools

Working on an SEO project often necessitates the use of specialized equipment. However, with the help of SEO tools like Moz, Ahrefs, etc., it is possible to create an effective SEO plan.

There are many SEO tools exist in the market, but Ahrefs is one of the best SEO tools you will ever find.

In addition, they show you just how well you’re doing in terms of your goals. For example, while working on an SEO project, you may utilize Agency Analytics. It will help you track your targeted keywords, keywords gap, tracking backlinks, and technical SEO, among other things (particularly when it comes to maintaining pleased customers).

Project management software may help you stay on budget and schedule with your SEO strategy. Breaking down a large SEO job using different project management tools is simple.

Teamwork and constant communication are the keys

You’ll need the complete support of all parties involved if you want your project to be successful. Consequently, you’ll have to communicate and collaborate effectively with them throughout the project to keep them updated on your ideas.

Many people are involved in an SEO project: the technical SEOs, the SEO strategists, the content managers, the outreach managers, etc. All of your team members will have to improve their communication skills to keep everyone up to speed on the team’s activities.

Many project management software exists on the market for agencies that allow you to interact with your customers by enabling comments on assignments and internal conversations. There is also a central repository for all project-related information.

Recommended Reading: Best Project Management Tools for 2021 (Review)

Monitor progress continuously

You’ll be able to maintain your project far better if you collaborate with others. Kanban dashboards, KPIs, and task lists may all be used to keep track of your progress from start to end.

With all of these tools at your disposal, strategizing and visualizing your SEO efforts will be a breeze.

Kanban boards include columns labeled “To do,” “In progress,” and “Out for review” that make it easy to see where your jobs are in the workflow cycle.

A proper task management will speed up the entire SEO project and also increase its effectiveness.

By using a bar graph, a Gantt chart depicts from top to bottom of your various projects. It aids in estimating the length of time and resources required to complete a task and identifying key milestones and subtasks on the route.

Effective time management

Use a time monitoring tool to figure out how much you should charge your customers. If you handle your invoicing correctly, your SEO company will be profitable.

Analyzing how much time is spent on each job in detail may show where your project succeeds and where it fails.

Use scheduling software to check your regular project works.

When you know how long something will take, it will be easier to handle effectively. Another advantage is that it provides transparency for your customers, allowing them to feel confident in your job.

Recommended Reading: Best Scheduling Software for Personal/Business in 2021 (Review)

Budget management

Consult with your customer in advance on the project’s cost. The amount of money you have determines the scope of how much you can do and the resources you may use.

If you’re going to spend money, everyone should be on the same page. Your customer should be aware of every step of the process.

Staying on top of your finances has never been easier than it is with a budget. However, spend extra carefully since you may wind up spending more money than you intended.

Method #3: Proper outlining the task and schedule

A project’s specific goals should always be tied to the activities you want to complete.

Boosting website traffic, increasing income, and enhancing brand awareness are all achievable goals. Keep in mind how the work you and your team are doing may help you achieve your objectives.

Look at the big picture, for example, while trying to enhance a client’s position in search engine results for specific keywords.

Break down the whole project into tiny subtasks and actionable tasks. Organizing and monitoring your SEO efforts will be a lot easier now. First, identify your most important responsibilities and any current functions that may interfere with them.

Break your SEO project task into smaller chunks and assign them to your team members.

You may create a custom to-do list using project management software and then reuse it in another project using the same template.

Quick Note: The most brilliant plan is to crack the whole job into small sections with specific time limits. Assign those small tasks to different team members within your group, which will speed up the entire process.

Method #4: Maintain the planned schedule

Create a timetable for the completion of your project, including all tasks and subtasks. To fulfill deadlines, good time management is necessary, as previously stated.

Make an effort to accommodate your client’s needs by working together to find a time that works for both of you.

If you cannot maintain your planned schedule then everything you do will be meaningless in the end.

Focus on achieving key project milestones. This aids in project organization and simplifies choosing the best path to your goals.

Method #5: Distribute responsibilities promptly

Once you’ve established the plan for the project and create a schedule plan beforehand, start giving your team members responsibilities.

If you want to succeed in a project, it’s critical to acknowledge how much skill, knowledge, and resources are required to complete the project’s different responsibilities.

Assign each job to the team member who is most qualified for it. Then, be clear about your expectations for them going forward.

Making oneself available for assistance is as important as ensuring that all deadlines are met.

Method #6: Organized report is the symbol of professionalism

An excellent way to determine what’s working in your SEO campaign is to track and collect relevant data.

Using this data, you may inform a client about your progress. Use measurements that are in line with your company’s project’s objectives to show its success.

You can use readymade free SEO report template.
Source: piktochart.com/templates/reports/business/seo-project-report

Talk to your client about the project to obtain their input and incorporate it. Depending on what you observe, they may request to make adjustments once you’ve viewed the data. Always provide relevant and up-to-date information while giving out information to the public.

Robust management necessitates iterating on what works. Therefore, the project must be fine-tuned or eliminated if it is to meet its goals.


Once you’ve learned how to manage your SEO project successfully, you should put your newfound knowledge into action.

When working on an SEO project, communicating should always come first. You will be able to make better project choices if you and your customer are in complete agreement.

The more effectively you handle your SEO efforts, the greater your chances of success will be. However, to guarantee the project’s success, effort must continue after it is completed.

Because SEO is a dynamic process, it’s critical to stay on top of your tactics.