10 Time-Saving Automations for More Efficient Marketing


As entrepreneurs, we always concentrate on what we’re doing and why we’re doing it.

We want to verify the duties we undertake (the what) contribute to purposeful objectives that make a distinction (the why).

While this method is smart, we frequently neglect the method; specifically how we do what we do.

Often, the best way we go about our day-to-day duties isn’t essentially the most environment friendly path to reaching our objectives.

If we had been to take the time to step again and study “the how”, then we’d have the ability to transfer sooner, extra competently and free ourselves as much as concentrate on extra fruitful endeavors.

Connecting Tools & Automating Workflows

There are actually loads of cheap instruments accessible which allow you to streamline duties and workflows.

The know-how is in place however I imagine the most important barrier is breaking our well-worn habits and proactively excited about methods we will make lives simpler for ourselves, our colleagues, and the broader group.

One automation platform I’ve began utilizing an increasing number of is Zapier. If you don’t know already, Zapier lets you join inputs and outputs (triggers and actions) from a choice of hundreds of generally used instruments.

Areas You Can Automate

I’ve had entry to a Zapier account for effectively over a 12 months, however it wasn’t till not too long ago that I had my lightbulb second with it.

As quickly as I arrange my first ‘zap’ (automation), the floodgates opened and I’m now hell-bent on a quest to automate the entire issues.

In this publish, I’d wish to share a choice of among the zaps I’ve created that may assist pace up your advertising.

Productivity Automations

1. New Posts Synced to Mobile

What’s the Problem?

It might be troublesome to maintain on high of the entire newest information and posts in search engine optimisation and digital advertising.

Information is available in from many various sources, so that you want a option to compile new posts, able to eat at a time and place of your selecting.

What’s the Solution?

An automated option to sync posts from a information feed to a social bookmarking platform.

What Tools Do I Need to Connect?

  • News feed instruments: Slack, RSS or Gmail
  • Social bookmarking instruments: Pocket or Evernote

How Does It Work?

This automation works by establishing a zap with a set off that extracts the URL of a brand new publish submitted to a channel or feed and an motion that syncs this URL to a social bookmarking platform.

Practical Example

We have an inner Slack channel the place we submit new updates and fascinating posts concerning search engine optimisation.

It isn’t an environment friendly use of my time to learn these posts on the time they’re posted, so I’ve created a zap that extracts the URL from every publish and syncs them to my Pocket account, so I can learn them on my journey dwelling.

The Trigger

Start creating the zap by deciding on Slack and “New Message Posted to Channel” because the set off.

When it involves modifying the choices, choose the channel that you simply need to extract URLs from and specify whether or not you need to embrace bot posts as effectively.

zapier filter

The Filter

Before syncing new posts along with your social bookmarking platform, you will want so as to add a filter as an intermediate step in order that the zap solely continues if a URL exists within the set off.

To do that, add a filter as a further step and configure it to solely proceed if an unique URL exists.

set up Pocket save

The Action

All that’s left to do now’s choose Pocket and “Save for Later” because the motion. In edit template, choose the attachment URL and title from the set off because the URL and title within the motion (as pictured beneath).

I’ve additionally specified that every one URLs are given an “SEO” tag in to assist categorize them in my Pocket account.

post message to Slack channel

How Does It Help?

Once you’ve examined this zap and switched it on, you simply want to attend for your Pocket account to mechanically sync new posts to your cell.

This will scale back the prospect that you simply’ll overlook to learn related assets, but additionally save time that you’d beforehand have spent discovering and accessing this content material.

2. Rescue Time with RescueTime

What’s the Problem?

Over the course of a working day, our consideration can get pulled in any variety of instructions making it troublesome to concentrate on the duties we need to prioritize.

Unless you’re ultra-disciplined with a laser-focus, you’ll want to attenuate distractions wherever attainable.

What’s the Solution?

RescueTime is a time administration platform that displays the place you spend time on the net to evaluate your productiveness.

It provides you a productiveness rating every day and has a function known as Focus Time, which mechanically blocks distracting web sites, silences your cellphone and units your Slack standing to “away”.

What Tools Do I Need to Connect?

  • Time administration instrument: RescueTime
  • Messaging platform: Slack or Gmail

How Does It Work?

On its personal, RescueTime is a helpful productiveness instrument, however you’ll be able to higher combine it into your every day routine by combining it with messaging platforms like Slack.

In Zapier, you’ll be able to set a set off in Slack so {that a} specified phrase or phrase triggers a set interval of focus time from RescueTime.

Practical Example

I write month-to-month posts for Search Engine Journal and deadlines all the time come spherical rather more rapidly than anticipated.

When I’m writing my month-to-month publish, I must zone in on writing and reduce distractions as a lot as attainable, so I begin focus time through Slack for an hour or two.

The Trigger

Set up a set off in Slack when a New Message is Posted to a Private Channel. You can then edit the choices to pick out the channel you need Focus Time to be triggered from.

I’ve created my very own devoted “focus-time” channel in Slack for this objective. You may additionally specify a set off phrase or phrase for the identical objective.

zapier slack message posted

The Action

You then must configure the “Start or Stop a FocusTime Session” motion in RescueTime, ensuring to set the length of the FocusTime you want to set off.

focus time RescueTime Zapier

How Does It Help?

This zap is a handy option to simply reduce distractions and improve focus for blocks of time.

With RescueTime’s integration with Zapier, you can too arrange zaps that ship every day or weekly studies about how productive (or distracted) you’ve been.

3. Automatically Notify Your Team About New Posts

What’s the Problem?

If you publish new content material to a web site, it’s possible you’ll need to notify others in your workforce, to allow them to learn and share it. Circulating your new content material is a guide job and might be one other factor in your to-do listing.

What’s the Solution?

You can create an automatic resolution in Zapier that lets you detect the publishing of a brand new publish in a CMS and set off a notification in a messaging platform like Slack.

What Tools Do I Need to Connect?

  • CMS: WordPress
  • Messaging platform: Slack or Gmail

How Does It Work?

If you could have a WordPress web site then you’ll be able to create a zap that triggers when a brand new publish is printed which actions an alert in a messaging platform resembling Slack or an e-mail in your inbox.

Practical Example

We commonly publish posts on our weblog. Once a publish is stay, the creator used to share it in a Slack channel to inform the remainder of the workforce.

We have now automated this course of in order that we don’t want to recollect to ship a Slack message.

The Trigger

Start the zap by deciding on WordPress and “New Post”, then within the choices, choose that the set off ought to activate when a publish is printed.

WordPress New Post Zapier

The Action

In the motion step, choose Slack and the “Send Channel Message” possibility. There are a variety of totally different choices you’ll be able to edit right here, however primarily you might be specifying a message, the way it ought to be displayed, and what channel it ought to be posted in.

Slack Channel Message Zapier

How Does It Help?

With this zap in place, authors not want to recollect to inform the remainder of the workforce. The Slack notification reliably will get despatched inside a few minutes of a publish being printed.

Social & Video Automations

4. Automated Brand Mention Alerts on Social

What’s the Problem?

The internet is an enormous place and persons are speaking about manufacturers in quite a lot of locations together with social channels.

If you’re accountable for managing an organization’s social channels or model status, then that you must be fast to answer model mentions.

What’s the Solution?

You can’t depend on manually checking and looking out for mentions of your model; you want an automatic alert system so you already know as quickly as somebody is speaking about you.

This might be achieved, partly, by hooking up social channels with messaging platforms in Zapier.

What Tools Do I Need to Connect?

  • Social platforms: Twitter or Reddit
  • Messaging platforms: Slack or Gmail

How Does It Work?

To arrange automated model point out alerts, that you must join your social channels in Zapier and use model mentions in these as a set off for alerts in your most popular messaging platform.

Practical Example

We should be on high of individuals speaking in regards to the firm on a platform like Reddit, as it is a discussion board for conversations about search engine optimisation. We’ve arrange an automatic alert that triggers when our model is talked about on Reddit so we will reply promptly the place applicable.

The Trigger

Create a zap with Reddit because the set off and be sure to’ve chosen “New Post Or Comment Matching Search”.

In the choices, enter within the search question that you really want the set off to activate for and specify which subreddits you need to monitor.

Set up Reddit post Zapier

The Action

In the motion, choose the place you need to be notified. In this case, I need to be notified instantly in Slack, so I can set this up by deciding on “Send Direct Message” because the motion and edit the choices with the message particulars, together with the title, physique textual content and URL.

Set up Slack Message Zapier

How Does It Help?

With this zap in place, we will see when somebody is speaking about our firm, so we will rapidly reply to questions on our product or interact with conversations wherein we’re talked about.

5. Conveniently Schedule Social Posts from a Spreadsheet

What’s the Problem?

Executing a profitable social technique with constant and related messaging is difficult at the very best of occasions.

Even when you schedule a few of your posts with a social media administration instrument, it might probably nonetheless be a time-consuming and cumbersome job.

What’s the Solution?

Using Zapier, we will arrange automations to make scheduling and modifying social posts as handy and pain-free as attainable.

What Tools Do I Need to Connect?

  • Spreadsheet instrument: Google Sheets
  • Social media administration instrument: Hootsuite

How Does It Work?

Social media administration instruments don’t all the time have easy-to-use interfaces and scheduling posts in bulk can take the persistence of a saint.

It may really be simpler to populate your posts in a Google Sheet and map this data to a social media administration instrument to be scheduled.

Practical Example

When speaking to a colleague, I discovered that they had been getting pissed off with scheduling posts to Hootsuite.

By utilizing Hootsuite’s Zapier integration, I noticed that we may bypass their interface and, by finishing fields in Google Sheets, we may set these up in order that they might schedule posts in Hootsuite.

The Trigger

Before establishing the zap, you’ll must create a Google Sheet with columns that can specify the data wanted to schedule posts in Hootsuite, like date, time, platform and content material (see beneath).

Google Sheets Spreadsheet Row Zapier

You can then start establishing the zap by connecting Google Sheets and deciding on “New or Updated Spreadsheet Row”. This will imply that both a newly edited or created row will set off the motion.

Hootsuite Message Zapier

The Action

For the motion, you’re going to need to choose Hootsuite (or whichever Zapier-supported social platform you utilize) and choose “Schedule Message”. Then you simply must configure the mappings from the Sheet into Hootsuite within the edit choices tab (e.g. textual content, time, tags and pictures).

Social scheduling Sheet

How Does It Help?

With this time-saving zap energetic, you’ll be able to schedule a social publish by merely filling out a couple of cells in Google Sheets. It doesn’t get a lot simpler than that!

6. Automatically Upload Videos to YouTube

What’s the Problem?

After a recorded occasion, individuals who weren’t capable of attend will need to watch the recording as quickly as attainable.

Publishing a video of an occasion on YouTube typically requires modifying and it might probably take time to set it stay. You must streamline this course of as a lot as attainable to attenuate the time wanted to get the video printed.

What’s the Solution?

You can arrange a zap to mechanically add new video recordsdata in Google Drive on to YouTube, to attenuate the time between modifying and publishing.

What Tools Do I Need to Connect?

  • Cloud storage platform: Google Drive or Dropbox
  • Video platform: YouTube

How Does It Work?

This automation works by triggering the add of a video to YouTube when a brand new file is added to a cloud storage platform.

Practical Example

After our webinars, we need to get the recordings stay as quickly as attainable, so we will embed them in weblog posts and share them with our e-mail database.

Once the video has been edited and uploaded to a folder in Google Drive, it mechanically uploads the video file to YouTube.

The Trigger

Start a zap by establishing Google Drive as a set off, ensuring to pick out “New File in Folder”.

In the choices, choose the Drive and the folder the place the video shall be uploaded from. Make positive this folder isn’t used for every other functions than for importing the ultimate edited variations of movies to be uploaded to YouTube.

Google Drive File Zapier

The Action

To arrange the motion, that you must join your YouTube Account and choose “Upload Video”.

In the choices, you’ll be able to auto-populate among the fields for the YouTube video by mapping particulars of the video file in Google Drive just like the title and outline.

I’d suggest setting the privateness standing of the video to non-public so that you may give it a ultimate test earlier than making it publicly accessible.

You may also need to add one other motion within the type of a Slack notification so you already know when the video goes to start out importing.

YouTube Upload Video Zapier
How Does It Help?

With this zap in place, you’ll be able to scale back the time it takes to add time-sensitive movies to your YouTube channel and supply your viewers with priceless content material extra rapidly.

Email & CRM Automations

7. Keep Track of Data Capture Performance

What’s the Problem?

If you’re accumulating data out of your web site’s guests, it may be troublesome to maintain monitor of how these knowledge seize initiatives are acting from month-to-month.

Performance reporting and visualizations are usually poor in outbound advertising platforms.

What’s the Solution?

You want a centralized and automatic technique by which to observe the efficiency of particular person and aggregated knowledge seize initiatives frequently.

Doing so will allow you to optimize their supply and simply see if they’ve had an influence on efficiency.

What Tools Do I Need to Connect?

  • Outbound advertising platform: Act-On or Mailchimp
  • Spreadsheet instrument: Google Sheets
  • Dashboarding instrument: Google Data Studio

How Does It Work?

Using Zapier, you’ll be able to automate the move of kind submissions out of your advertising automation platform into Google Sheets, which then populates a dashboard in an information visualization platform like Google Data Studio.

Practical instance

We gather e-mail addresses from our web site’s guests by way of varieties in Act-On so we will ship them assets they’re serious about.

We want to simply monitor the variety of kind submissions obtained on a month-to-month foundation for every particular person kind in addition to totals throughout all varieties to evaluate how in style our content material has been.

The Trigger

To begin this zap, choose your outbound advertising platform because the set off.

For this instance, we’ll be utilizing Act-On and the set off shall be “New Form Submission”. Then choose the Act-On kind submissions you need to monitor and observe the directions to arrange the webhook.

Act-on form submission
The Action

For this zap to work, you’ll must create a brand new spreadsheet with a distinct worksheet for every kind.

You’ll then must match up the columns with the main points of the shape, which can embrace fields like date submitted, e-mail handle, and identify.

Sheets form submission

Once the sheet is about up, choose Google Sheets as an motion and “Create Spreadsheet Row”.

Then edit the template in order that the shape fields from the Act-On kind map to people who you could have outlined in Google Sheets (e.g., date submitted, e-mail and identify).

Sheets Spreadsheet Row Zapier
The Dashboard

With the zap pulling kind submissions into Google Sheets, you’ll be able to go into Google Data Studio and configure that very same sheet as an information supply and create a graph to visualise this knowledge in quite a lot of alternative ways.

Below is a graph displaying kind submissions aggregated on a month-to-month foundation.

Newsletter signups Google Data Studio
How Does It Help?

With kind submissions being piped into Data Studio through Google Sheets, our advertising workforce can merely take a look at a dashboard that tracks month-to-month kind submission efficiency quite than losing time in our outbound advertising platform to realize insights.

8. Sync Event Registrations to a CRM Tool

What’s the Problem?

Transferring the main points of people that register for an occasion by way of a platform, like Eventbrite, to a CRM instrument, like Salesforce, could be a tedious and unnecessarily guide job.

What’s the Solution?

Setting up a easy zap that sends occasion platform registration particulars on to your CRM instrument is a no brainer for saving you a little bit of time and eradicating one other job out of your to-do listing.

What Tools Do I Need to Connect?

  • Event platform: Eventbrite
  • CRM: Salesforce

How Does It Work?

A easy zap is all that’s wanted. A set off in Eventbrite sends every registrants’ particulars and creates or updates a report in Salesforce.

Practical Example

Let’s say you’re internet hosting an search engine optimisation networking occasion in New York and taking registrations by way of an Eventbrite web page. You can arrange the zap described above in order that registrations are mechanically created or amended in Salesforce.

The Trigger

Set up the set off for the zap by deciding on Eventbrite “New Attendee Registered” and edit the choices to incorporate group, occasion standing, and the identify of the occasion.

Eventbrite Attendee Zapier
The Action

The motion will encompass two phases:

  • One to seek out an current lead or create a brand new one.
  • Another so as to add the result in a marketing campaign.

For the primary half, arrange an motion with Salesforce “Find or Create Lead” chosen.

In the choices, specify the sector you want to search by, which is e-mail handle on this case, and map the entire fields coming from Eventbrite into Salesforce fields (e.g. first identify, final identify and so forth.).

This will amend current data and create new ones the place applicable.

Search for Salesforce Lead Zapier

Add a second motion, once more with Salesforce, however this time deciding on “Add Lead to a Campaign”. In the choices, specify the marketing campaign in Salesforce that you simply need to assign the brand new or up to date data to and the lead ID.

Set up Salesforce Lead Zapier
How Does It Help?

With this zap in place, you’ll be able to create occasions in Eventbrite and automate the move of information into your CRM instrument.

Crawl Automations

9. Crawl Summary Notification

What’s the Problem?

If you could have a number of crawls operating, it may be straightforward to overlook to return and test them as soon as they’ve accomplished.

What’s the Solution?

Set up automated crawl completion notifications so to carry on high of the entire crawls you could have operating and so that you bear in mind to go and test the outcomes.

What Tools Do I Need to Connect?

  • Crawling platform: DeepCrawl
  • Messaging platform: Slack or Gmail

How Does It Work?

With DeepCrawl’s Zapier integration, you should use the completion of a crawl as a set off for a notification to be despatched to a instrument of your selecting.

Practical Example

I’ve a daily crawl set as much as monitor the DeepCrawl web site however, left to my very own gadgets, I’d most likely overlook to test the newest crawl if it weren’t for a Slack notification that I’ve arrange.

The Trigger

For this zap, you’ll want to pick out DeepCrawl because the set off app and choose “New Completed Crawl”.

In the choices, you will want to seek out your account, the related challenge and choose the studies you need to pull by way of into the notification (e.g., All Broken Links).

DeepCrawl Crawl Zapier
The Action

To arrange a Slack notification, select it because the motion a part of the zap and choose “Send Direct Message”.

You can configure this in the identical means as I wrote about for the fourth automation on this publish (Automated model point out alerts on social) and also you may need to embrace some high stage metrics and the URL of the crawl as a part of the message content material.

How Does It Help?

This zap shouldn’t take lengthy to arrange and as soon as it’s, all that you must do is wait for that accomplished crawl notification to return by way of to know when your crawl has completed.

DeepCrawl Slack notification

10. Crawl Insights in Google Data Studio

What’s the Problem?

Crawling options present wonderful insights right into a web site’s technical well being, however it may be extra helpful to extract their knowledge and mix it with different sources in knowledge visualization platforms.

What’s the Solution?

With Zapier, you’ll be able to carry crawl knowledge from the DeepCrawl platform into Google Sheets after which visualize this inside Google Data Studio.

This lets you current the info nevertheless you need it in addition to combining it with different knowledge sources, like Google Search Console.

What instruments do I want to attach?

  • Crawling platform: DeepCrawl
  • Spreadsheet instrument: Google Sheets
  • Data visualization platform: Google Data Studio

How Does It Work?

Again, through the use of the set off of a accomplished crawl from DeepCrawl, you’ll be able to pull the metrics you want into Data Studio through Google Sheets.

Practical Example

I want to observe how the DeepCrawl web site is performing frequently, so it’s handy for me to test in on a dashboard that gives insights about web site efficiency, in addition to going into the DeepCrawl platform instantly.

The Trigger

The set off for this zap is identical as for the earlier one on this publish. Select DeepCrawl “New Completed Crawl” and configure the choices with the entire crawl metrics you need to pull into sheets.

DeepCrawl Crawl Zapier
The Action

Before you arrange the motion, create a brand new Sheet with the entire crawl metrics you need to pull by way of as column headers, like so:

Crawl Metrics Sheet

Now you’re able to create the motion a part of the zap by deciding on Google Sheets and “Create Spreadsheet Row”. In the choices, choose your crawl metrics sheet and map every of the crawl metrics from DeepCrawl to the columns in your Sheet.

Create Spreadsheet Row Zapier

With your Google Sheet being mechanically populated with crawl metrics, you should use it as an information supply from which you’ll be able to create a dashboard in Google Data Studio.

DeepCrawl Search Console Data Studio Dashboard
How Does It Help?

Bringing crawl knowledge right into a Data Studio dashboard is beneficial as a result of I can manipulate the info in visualizations, precisely as I would like.

I may also mix crawl metrics with XML sitemap knowledge from Search Console to avoid wasting having to change between two totally different instruments.

Summary

Hopefully, this publish has impressed you to consider among the day-to-day duties you’ll be able to automate to assist release time, even when it’s solely in a small means.

The beauty of these automatons is that they don’t often require technical expertise to arrange, and a instrument like Zapier is comparatively cheap.

Once you’re up and operating with a couple of zaps and have gained an understanding of Zapier’s potentialities, considering up new options turns into each enjoyable and addictive.

I’ve discovered that that lightbulb second occurs an increasing number of, and I’ve been capable of begin serving to different members of my workforce by automating among the duties that they encounter.

More Resources:


Image Credits

Featured Image: Pexels
All screenshots taken by creator, October 2018

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