There are thousands of great articles out there that will tell you how to create the right social media strategy for your business and build your brand appropriately. However, when I talk to other businesses practicing social media, the number one place they’ve had issues after coming up with their strategy is with administration or lack thereof.
Most end up putting their entire social media strategy in the hands of one person and then leave them alone as their own island. The big issue arises when that person leaves the company and the entire social media effort and connections go with them.
Here are five administrative tips that can help you make the most of your efforts and insure that you don’t lose months of work when one person leaves your company.
1. Have an administrative strategy
You’ve just spent the time and energy coming up with a great social media strategy that fits in and enhances your overall marketing plan. Don’t drop the ball by not taking the time to come up with an administrative strategy as well.
Chances are that your social media strategy will involve participating in multiple sites, networks, and methods. Take the time to decide if it’s best to participate using your company identity or someone from your team. For everything that uses your company identity, make sure you have the login information documented and stored in a secure location where only the people that need to have access to it. The less, the better but it should be more then one.
Also, use tools that are web-based such as Hootsuite or Cotweet where you can manage more then one account and have multiple users. That way, when one person goes on vacation or leaves, others can jump right in without having to recreate groups, alerts, and all of the other stuff that goes with effectively managing your social networks.
2. Make sure you’re company is connected
There are different opinions about if you should have a company profile on Twitter or other social media or communicate via your team’s profiles. We do both and I highly recommend other companies do the same.
You wouldn’t put a company savings account in one of your employee’s names because (outside of being a bad idea on multiple levels) if they ever left your company, all of the company funds you’ve built up and saved go with them. So why would you just have your community manager’s account be the only one out there representing your company. All of the contacts and connections they’ve made will go out the door with them when they leave and you’ll be back at square one. Our team’s policy is always to make sure that we follow and connect with people we can help or learn from on our company profile as well as anyone on the team’s. So in September, when our community manager was done with their internship, we didn’t lose any of the great relationships we made.
3. Use the User Roles in your blog software
We’re huge advocates of the owners being Editors and making the others on the team authors. It’s not a matter of trust. It’s a matter of staying in the loop and making sure your blog posts are sticking with your strategy. With so much going on, it’s easy for managers and owners to put reading their own blog on the backburner. This is a huge mistake. Plus, what does it say if you don’t want to read your own blog.
Placing yourself in the Editor role makes you have to read each post and also notifies you of all comments and trackbacks so you know what’s working and what’s not.
4. Have a central management system
This ties into #1 a little. Just as with passwords, have a central place where the people can have access to all of the information they need to do their job without having to call anyone else to figure out what’s going on.
As an example, our team uses Google Docs with limited access to manage things like:
- Blog log and schedule – Shows all blog posts, dates, topics, authors, key words used
- Trendsetter List – List of identified trendsetters for our industry and their contact info, including email, company URL, Twitter, Notes
- PR and Blogger Contact List – List of key writers covering our area and their contact info
- Contact Log – Log of who we’ve contacted (usually from the Trendsetter and PR/Blogger lists) and when, topic, if we received a response
5. Change the locks, when someone leaves
Don’t be lazy. When someone in your social media loop leaves the company or group, take an hour to change all of the passwords and make the appropriate user deletions from the various applications you’re using. Make sure this is one of the top items in your HR process for an employee exit. Taking away a person’s access to their work PC and office doesn’t do your business any good if you’re still allowing them to make a possibly unprofessional comment on behalf of your company to thousands of people, prospects, and customers.
Even when people leave on great terms, this needs to be done. It’s like putting on a seatbelt. It takes up some of your time and you don’t plan on needing it, but you know it’s more then worth it if you do.
These are some of the administrative things we’ve done to make the most of our social media strategy. What does your team do?