{"id":6456,"date":"2022-10-19T11:00:19","date_gmt":"2022-10-19T11:00:19","guid":{"rendered":"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/"},"modified":"2022-10-19T11:00:19","modified_gmt":"2022-10-19T11:00:19","slug":"4-communication-best-practices-agencies-must-employ-early-in-q4","status":"publish","type":"post","link":"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/","title":{"rendered":"4 communication best practices agencies must employ early in Q4"},"content":{"rendered":"<p>Let\u2019s run through a scenario that agencies see from time to time (not just in Q4, but the stakes are higher across the board right now):<\/p>\n<p>On the client side, a main point of contact is relatively new to the team. It\u2019s Q4. They\u2019re feeling stressed.\u00a0<\/p>\n<p>On the agency side, things seem to be going well. KPIs are in line with established goals, there\u2019s a strategy in place for the next few months, weekly calls haven\u2019t surfaced any concerns, and there\u2019s a healthy test-and-learn methodology in place for creative optimization and channel expansion.<\/p>\n<p>Then the email drops: counter to what the agency is seeing, company data shows that the marketing team isn\u2019t hitting goals.\u00a0<\/p>\n<p>If things don\u2019t improve quickly, there are going to be some tough conversations about ending the partnership.<\/p>\n<p>What happened? And how could the agency have prevented it?<\/p>\n<p>I\u2019ll dig into the answers in this post.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/#1_Treat_alignment_as_an_activity\" >1. Treat alignment as an activity<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/#Goals\" >Goals<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/#Data_sources\" >Data sources<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/#Calendarspricing\" >Calendars\/pricing<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/#Websites_and_landing_pages\" >Websites and landing pages<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/#External_campaigns\" >External campaigns<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/#2_Build_%E2%80%93_and_stick_to_%E2%80%93_a_communication_cadence\" >2. Build \u2013 and stick to \u2013 a communication cadence<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/#3_Err_on_the_side_of_over-communicating\" >3. Err on the side of over-communicating<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/#4_Work_backward_and_build_project_plans\" >4. Work backward and build project plans<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/craighordlow.com\/index.php\/2022\/10\/19\/4-communication-best-practices-agencies-must-employ-early-in-q4\/#Conclusion\" >Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"1_Treat_alignment_as_an_activity\"><\/span>1. Treat alignment as an activity<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Agencies and brands are generally diligent about aligning goals, KPIs, and data sources as part of the onboarding process. <\/p>\n<p>But the agency can\u2019t assume brands will automatically alert all parties when things change internally.<\/p>\n<p>Factors that agencies must plan to solicit regular updates on include:<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Goals\"><\/span>Goals<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Every marketing department I\u2019ve ever worked for or with has changed goals from time to time.\u00a0<\/p>\n<p>Whether it\u2019s pivoting from lead gen to site traffic or shifting focus from driving growth to improving CPA, change is a constant.\u00a0<\/p>\n<p>This needs to be reflected in your campaigns and reporting, or you\u2019ll be driving headlong down the wrong road in optimizing the wrong KPIs.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Data_sources\"><\/span>Data sources<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Internal dashboards are always a big point of discussion in onboarding and kickoff calls, but the conversation can\u2019t end there.\u00a0<\/p>\n<p><a href=\"https:\/\/searchengineland.com\/data-driven-attribution-google-387552\" target=\"_blank\" rel=\"noopener\">Attribution models<\/a> change and improve, tech stacks evolve, internal business intelligence teams build dashboards, etc. <\/p>\n<p>Agencies that aren\u2019t asking for access to that data are flying without a map.<\/p>\n<p>One important component of internal reports that agencies need to know is the fields that client dashboards use to <a href=\"https:\/\/searchengineland.com\/the-state-of-attribution-modeling-in-paid-search-386506\" target=\"_blank\" rel=\"noopener\">attribute to advertising<\/a>.\u00a0<\/p>\n<p>We use UTMs and campaign IDs, but clients may be able to attribute advertising-influenced actions beyond that first touch that we can bake into our reporting and optimization.\u00a0\u00a0<\/p>\n<p>If a client is using HubSpot, that can add an extra layer of complication.\u00a0<\/p>\n<p>HubSpot reports are hard to export and look at in a clean way. The data needs to be analyzed in a native environment in order for agencies to tie campaigns to offline data.\u00a0<\/p>\n<p>While HubSpot data can be pulled into better reporting environments like Salesforce, which can build reports based on any specified UTMs (e.g., ad group or keyword), any advanced offline insights will rely on client resources to build the reporting.\u00a0<\/p>\n<p>In short, those conversations, and how to share and reconcile different data sources, are important to have to maintain a similar construct around campaign performance for whatever layer of analysis you\u2019re seeking.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Calendarspricing\"><\/span>Calendars\/pricing<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>We all know, on the consumer level, that retail discounts are all the rage in Q4 \u2013 online, offline, and both.\u00a0<\/p>\n<p>In the B2B world, it\u2019s common for brands to incorporate an end-of-year sales push, or buyer incentives, that could include more motivation to book meetings.<\/p>\n<p>Agencies that aren\u2019t asking for that information right around now will likely suffer from a lack of lead time in setting up plans, including how to monitor and adjust to pipeline data and funnel flow (e.g., lead-to-meetings booked rates could artificially increase, which could have bidding and budgeting ramifications).\u00a0<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Websites_and_landing_pages\"><\/span>Websites and landing pages<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Websites and landing pages change all the time.\u00a0<\/p>\n<p>Maybe there\u2019s a homepage banner advertising a brand-new report or new CTAs in rotation on a demo-focused landing page.\u00a0<\/p>\n<p>Or maybe the client has done some brand tweaking to update messaging and value props.<\/p>\n<p>That report would make a great sitelink for brand search ads. Those CTAs and value props should be reflected in ad copy and creatives to keep the user journey as friction-free as possible.\u00a0<\/p>\n<p>Those might seem minor, but little things can compound over time if you\u2019re not keeping track of a client\u2019s owned media updates.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"External_campaigns\"><\/span>External campaigns<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>This is an extreme example, but imagine you\u2019re watching the Super Bowl, and you see a commercial for a client that you had no idea was about to happen. Your search budget could be blown by halftime.\u00a0<\/p>\n<p>When clients have major campaigns afoot beyond the ones you\u2019re managing, you need to know in order to effectively prepare for any downstream ripples.\u00a0<\/p>\n<p>Make sure you\u2019re checking with your clients \u2013 especially those working with multiple agencies \u2013 on whether they have initiatives outside of your partnership that you should be aware of.\u00a0<\/p>\n<p>This includes things like billboards, radio commercials with discount codes that could make for cool sitelinks, CTV or podcast campaigns, etc.\u00a0<\/p>\n<h2><span class=\"ez-toc-section\" id=\"2_Build_%E2%80%93_and_stick_to_%E2%80%93_a_communication_cadence\"><\/span>2. Build \u2013 and stick to \u2013 a communication cadence<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Do <strong>not<\/strong> wait for QBRs to bring up big topics like goals. Internal marketing teams don\u2019t plan their strategy around agency meetings.\u00a0<\/p>\n<p>At my agency, we\u2019re working on a strategic planning template that we\u2019ll review quarterly with clients in 2023, but we\u2019ll supplement that by bringing up goals regularly on weekly calls to build the habit and make those conversations second nature.<\/p>\n<p>Along with <a href=\"https:\/\/searchengineland.com\/seo-reporting-to-impress-385420\" target=\"_blank\" rel=\"noopener\">reporting<\/a> on progress to goal, as most agencies do in weekly calls, we\u2019ll manage alignment by:<\/p>\n<p>Asking if anything has changed.Getting context and providing initial feedback on feasibility if goals have changed.Openly discussing possible concerns and brainstorming solutions.\u00a0<\/p>\n<p>Once those steps are completed, we\u2019ll revise the current roadmap or build a new one to make sure we\u2019re fully incorporating the goals into our partnership.<\/p>\n<p><!-- START INLINE FORM --><\/p>\n<div class=\"nl-inline-form border py-2 px-1 my-2\">\n<div class=\"row align-items-center\">\n<div class=\"col-12 col-lg-3 col-xl-4 pe-md-0 pb-2 pb-lg-0\">\n<p class=\"inline-form-text text-center mb-0\">Get the daily newsletter search marketers rely on.<\/p>\n<\/div>\n<div class=\"col-12 col-lg-7 col-xl-6  pe-lg-0\">\n<div class=\"form-nl-inline\">\n<div class=\"row g-0\">\n<div class=\"form-group col-12 col-lg-8 mb-0\"><\/div>\n<div class=\"col-12 col-lg-4 col-xl-4 mb-0\">\n<div class=\"d-none\">\n<p>Processing\u2026Please wait.<\/p>\n<\/div>\n<p>\t\t\t\t\t\t\t<button class=\"btn btn-dark inlineButton w-100 rounded-0 font-weight-bold\">SUBSCRIBE<\/button>\n\t\t\t\t\t\t<\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n<div class=\"col-12 col-lg-2 col-xl-2 ps-1\">\n<p class=\"text-center mb-0\"><a class=\"nl-terms\" href=\"https:\/\/searchengineland.com\/termsofuse\" target=\"_blank\" rel=\"noopener noreferrer\">See terms.<\/a><\/p>\n<\/div>\n<\/div>\n<\/div>\n<p><!-- END INLINE FORM --><\/p>\n<h2><span class=\"ez-toc-section\" id=\"3_Err_on_the_side_of_over-communicating\"><\/span>3. Err on the side of over-communicating<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Over-communication can make the consumption of important content challenging, especially in today\u2019s digital environment. (Quick, count the number of log-ins you do daily to keep up with company and external goings-on.)<\/p>\n<p>But under-communicating is a worse option.<\/p>\n<p>Simply put, you can ignore the questions or content you don\u2019t have time to read, but you can\u2019t respond to something if it\u2019s never put in front of you. That\u2019s the approach agencies should take, especially in relatively busy\/chaotic times like Q4.<\/p>\n<p>Repeat info.\u00a0Overshare updates.\u00a0Ask questions (politely) until you get answers.\u00a0<\/p>\n<p>In general, assume your client contacts are busy and under pressure and don\u2019t have \u201ckeep agency up to speed\u201d first on their list of daily priorities.\u00a0<\/p>\n<h2><span class=\"ez-toc-section\" id=\"4_Work_backward_and_build_project_plans\"><\/span>4. Work backward and build project plans<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>As agencies well know, it takes time to plan properly for initiatives like end-of-year software sales discounts and ecommerce promotional calendars \u2013 especially since there\u2019s also a lot of daily rigor and optimization that needs to happen in the meantime.<\/p>\n<p>I like to set an ideal endpoint (\u201cWe launch on X date\u201d) and work backward to schedule every preparatory step needed to hit the goal.\u00a0<\/p>\n<p>Give the client a heads-up that you\u2019re working on a project plan.Detail each step and assign rough dates and owners.Send the proposal to your clients for review ASAP.\u00a0<\/p>\n<p>Once their feedback is incorporated and the parties are aligned, make sure you\u2019re tracking and updating the project somewhere common like Asana to keep all parties on track.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>For both the client and the agency, the absolute worst time to surface any possible issues is after a long stretch of misaligned perspectives of performance.\u00a0<\/p>\n<p>Prolonged misalignment often results in the end of a partnership and missed goals on the client side.\u00a0<\/p>\n<p>It\u2019s especially important for agencies to establish a rhythm of questions and proactive communication in Q4, with the bonus that you\u2019ll condition both parties to keep lines of communication open and enable better longer-term planning.<\/p>\n<p>The post <a href=\"https:\/\/searchengineland.com\/communication-best-practices-agencies-388661\" target=\"_blank\" rel=\"noopener\">4 communication best practices agencies must employ early in Q4<\/a> appeared first on <a href=\"https:\/\/searchengineland.com\/\" target=\"_blank\" rel=\"noopener\">Search Engine Land<\/a>.<\/p>","protected":false},"excerpt":{"rendered":"<p>Let\u2019s run through a scenario that agencies see from time to time (not just in Q4, but the stakes are higher across the board right now): On the client side, a main point of contact is relatively new to the team. It\u2019s Q4. They\u2019re feeling stressed.\u00a0 On the agency side, things seem to be going well. KPIs are in line with established goals, there\u2019s a strategy in place for the next few months, weekly calls haven\u2019t surfaced any concerns, and there\u2019s a healthy test-and-learn methodology in [&hellip;]<\/p>\n","protected":false},"author":0,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"h5ap_radio_sources":[],"cybocfi_hide_featured_image":"","footnotes":""},"categories":[1],"tags":[],"class_list":["post-6456","post","type-post","status-publish","format-standard","hentry","category-best-seo-blogs"],"featured_image_src":null,"featured_image_src_square":null,"author_info":{"display_name":false,"author_link":"https:\/\/craighordlow.com\/author\/"},"_links":{"self":[{"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/posts\/6456","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/types\/post"}],"replies":[{"embeddable":true,"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/comments?post=6456"}],"version-history":[{"count":0,"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/posts\/6456\/revisions"}],"wp:attachment":[{"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/media?parent=6456"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/categories?post=6456"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/tags?post=6456"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}