Niche Website Tracking Spreadsheets
We’ve had quite a few questions regarding how we’re able to keep up with tracking and organizing hundreds of sites. While we do play to go with a more traditional CRM in the future (SalesForce, vTiger, etc.) we’re currently keeping track of all of our sites through a shared Google Doc. One of our readers asked a few months ago if we’d share it with him and we agreed and since then we’ve received additional requests to check out what we use for tracking, so we thought it might be helpful if we provided our tracking spreadsheet and made it available to everyone.
It’s turned into a bit of a monster, so I wanted to go over each section individually so that we can hopefully answer any questions you might have about how we use the spreadsheet. Each header below will be covering each individual tab at the bottom of the spreadsheet.
This tab is primarily for our site creation guys to keep track of all the various logins and passwords associated with each individual website.
- URL – Self Explanatory
- Homepage Title – The exact title of the blog. It’s important that this is included, because with some keyword phrases it’s hard to tell where the word breaks begin and end. (i.e. is breakdancemoves.net “break dance moves” or “breakdance moves”?)
- WP Login/Password – This will be their access to the sites, not the administrative access.
- Analytics Code – After the agent has setup the analytics for the site, they’ll place the code here so that they can swap it into the site later.
- OnlyWire Login/Password – We used to have multiple OnlyWire accounts so it was important to track which site was with what account. We’ve since gone with the premium version and haven’t looked back.
- Gmail Account/Password – We create a new gmail account for each site for other account creation, setup, and site contact. We then forward all emails to our main account and use filters so we’re not bombarded by email.
- Article Submission User/Password – We’ve been using SubmitYourArticle, so this will track the username and password for the account that was used.
- GoArticles User/Password/Link – Very early on we were submitting to GoArticles directory and so we were tracking that information here. This is no longer used by us.
- Column O-CX – Early on we were creating profile links for our linkbuilding and i wanted to have the URLs available so I could go back and see if the links stuck or not. We’re no longer creating profile links for sites, but we’ve kept the data from early on.
This tab will give you a great overview as to exactly where each site is at. Unfortunately, we’re not able to track who did what, portions that were only partially complete, etc…there is only a date field when the task has been completed.
- URL – Self Explanatory
- URL Researched – The date the URL was selected for purchase
- URL Purchased – The date the URL was purchased from GoDaddy
- Hosting Setup – The date the site was attached to our GoDaddy hosting account
- Keyword Research – The date the secondary keyword research was completed
- Primary Content – The date the Primary content was ready to go including edits and uploaded to dropbox
- Secondary Content – The date the Secondary content was ready to go including edits and uploaded to dropbox
- Site Setup – The date the Primary content was added, optimized, and the site pages (not including secondary content) were created
- Secondary Content Setup – The date the secondary content was added and optimized for the site
- Header Images Up – With CTR Theme, we decided to add header images to make the sites look a bit more unique and the agent that completes this task marks it in the spreadsheet
- Webmaster Tool – The date the site was added to Google Webmaster Tools
- SM And Bookmarking – Originally, we’d planned to create Facebook and Twitter accounts for each, integrate them with the site, etc. but we never got around to it with these sites. For now, we write in the date the site was boomarked using OnlyWire
- Link Building – Originally, we would mark this complete when the profile links had been completed, but we’re not using this currently
- Article Directory Submission 1/2 – Each of the sites is on two articles submitted through SubmitYourArticle and distributed to hundreds of article directories. This is marked complete when those articles with the site links are submitted
- QA Complete – Marked completed when a manual review of the sites has been completed, following a checklist of items that are more easily missed, forgotten, or overlooked
- Additional SEO – Sometimes we can’t find related categories for a SubmitYourArticle submission or we feel a particular site could benefit from a third article and if this is completed, it’s marked here
- 20+ DoFollow Blog Comments – We have an agent look for related DoFollow blog entries, read the articles, and post related comments with links back to the sites
- 5 BMR Posts – This is a more recent column, but we’ve been testing 5 150 word articles submitted to BuildMyRank with links back to the site. The test is promising so far and we’ve continued with BuildMyRank for all newly created sites
Stage Roll Up
This tab uses formulas and checks for dates in the “Task Overview” tab. It will give you a running total as to how many sites have had each step completed. It was an early idea, but I rarely look at this, to be honest.
The content tab is for tracking where we are in ordering or completing various pieces of content that’s been ordered for the site. If the content is not yet ordered, the cell will be blank. If the content has been ordered, you’ll see either the Fiverr order number or the name and order number from the “Contract Writers” tab. Once the article has been received, edited, and uploaded to dropbox, you’ll see the name of the article as saved in dropbox.
- First – Primary Content
- Second – Fifth – Secondary Content
- Article Sub 1/2 and Additional SEO – General Content used for submission to SubmitYourArticles
For any content we order that’s not through Fiverr and through an individual, we track their work and payment history here. This spreadsheet was added as we expanded our contract writers outside of Fiverr and tracking via email was simply not cutting it.
- Order Number – Arbitrary number we assign to a particular order from a writer
- Contractor Name/Email – Primary name and email to communicate with the writer or group of writers
- # Of Pieces – The number of articles ordered with this order
- Editor – The Content Manager on our team that’s working with the contract writer on that order
- Date Ordered/Received – The date the content was ordered and received. This gives us an idea as to the contract writer’s ability to deliver on time. The “received” box is only filled in once the Content Manager has determined it’s completed and contract writer can be paid.
- Date Paid – Self Explanatory
- Payment Method – If via PayPal, it states paypal and the email address payment was sent to…otherwise it would say credit card or whatever payment was used
- Comments – Whether it’s Primary or Secondary content that was ordered, along with any additional comments about the writer’s work
This tab is pretty data-intensive and contains all of the primary and secondary keywords, long tail keywords, and their associated statistics as researched in Market Samurai. All of the data is automatically generated and downloaded via Market Samurai and then simply copy/pasted into the spreadsheet. When we’re determining which URL’s to buy we do that on a separate spreadsheet…this only contains those we’ve actually purchased (although the data is the same). It’s debatable as to whether all of the numbers here need to be tracked or not, but it’s useful being able to go back and look at the numbers for the sites before you purchased to compare to how they’ve actually done.
- URL – Self explanatory…only included for “Primary” KW Type
- KW Type – Whether the keyword is for a Primary or Secondary article
- Longtails – This includes 3 or more long tail keywords that were looked up via Google Keyword Tool that are closely related to the Primary or Secondary keyword that have a low search volume and a decent CPC.
- Keyword – The keyword the article will be based around, whether it’s a Primary or Secondary article.
- Column E – S – The data that’s automatically pulled from Market Samurai. The most important columns for us here are “Searches Exact”, “Phrase to Broad”, “SEO Competition”, “AdWords CPC Exact”, and “SEO Value Exact”.
- Country – Looked up via the Google Keyword Tool, this will either be USA, Mixed, or Other, depending on how the Local Exact Searches related to the Global Exact Searches. Click here for more regarding Our Keyword Research Strategy.
- AdWords Competition – Looked up via the Google Keyword Tool, this is a numerical rating for the bar graph showing the advertiser competition for that keyword. 1 is the lowest, 5 is the highest.
- Chance To Rank – Our estimate, based on first page analysis, as to our chances on getting the site ranked on the first page. Click here for more regarding our first page analysis.
This is the tab you’ll see us include on our Monthly Income Reports, showing how our average sites are doing, month after month, and showing our projections based on those previous averages. For those of you who are familiar with Excel, you won’t find anything groundbreaking here. For those of you who are not as familiar, here’s the explanation:
Note: Do NOT mark anything in the cells that are highlighted in gray. Those include formulas and will change, based on the other information you put in. Anything marked Green can be changed by you.
The first section is for inputting the data you’re able to pull out of AdSense. For example, you’ll see that I’ve marked 44 sites created in December with an average revenue per site of $0.50. This means we made a total of $22.00 in December for sites CREATED in December. Those sites went on to earn an average of $3.42 per site ($150.48 total) in January. We do these averages for each site, for each month, so that we get a running total of our OVERALL averages per site to the right in Column O. (This average is a BIT flawed…because it takes each month and weighs them equally, no matter how many sites were created in that month. You can change this if you’re familiar with Excel, by taking into account the number of sites created that month, but I just haven’t gone back to do that yet)
The second section will give you your projections. The COLUMNS are by month and you should put the number of sites from each month that you currently still own or are projecting to create for the month. the ROWS are your projected income for each month, from each monthly group of sites. These projections are based on the average earnings per site, per month, as reflected in the first section in Column O. If your site continue to earn, on average, what all your sites have earned previously AND your projections on the sites you’ll create each month are correct, this should give you a fairly decent idea as to what you’ll be able to make per month and when you’ll be able to make it.
So that’s it…that’s what we use to currently track our sites. It’s getting a bit ridiculous with the amount of data we have in the Google Doc. Also, with so many fingers in the pie we’re finding that errors are being made (copying/pasting to the wrong places, overwriting data, etc.) but it’s done a pretty good job overall of getting us to where we are today. We’re talking about actually sitting down and mapping our a CRM migration, but we’ve been talking about that for weeks now, hehe. It’s such a large project and we have so much going on that we keep putting it off, but it is something we’re going to have to do at some point.
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