Ten Handy Tools For Social Media Management

In no particular order, here are a few tools we use to make many of the day-to-day social media tasks we need to complete easier.

 

Google Analtyics

Quite amazingly, Google Analytics is still a free service, giving you in-depth analysis of your website traffic. Far too good to ignore.

http://analytics.google.com

 

Google Alerts

Use this tool to set up alerts for any phrase you like. When Google sees a new post with that phrase,  name or keyword in it, you’ll get an email notification. A great way to monitor the internet for chatter about your business or brand.

https://www.google.com/alerts

 

Thsrs

This handy little tool will help you trim your tweet down to size. Put any word in and Thsrs will provide you with shorter alternatives.

http://www.ironicsans.com/thsrs/

 

Owly

This neat tool allows you to shorten any url into a much more manageable size in a heartbeat.

http://ow.ly

 

Convert Case

Sometimes, you have a chunk of text in uppercase that you need to use in a hurry but need it converting to lowercase first. This handy, lightweight tool is just right for the job.

https://convertcase.net

 

Rhymezone

It not often, but sometimes, you need a rhyme. When you do, let the mother of all rhyming tools come to your rescue.

www.rhymezone.com

 

Pinterest

Although it is a social media network in its own right, Pinterest makes this list because it is such a handy way to collect ideas and store inspiration you find on the net. With secret and collaborative boards it makes an incredible creative-planning tool.

www.pinterest.com

 

Gifs

Make your own Gifs in the blink of an eye. Add effects and captions.

https://gifs.com

 

Adobe Spark

Make your own graphics and animated videos in a jiffy. Free to use (but only for now no doubt).

https://spark.adobe.com

 

Social Mention

An excellent way to keep track of mentions, posts,  photos and videos of your business or your competitors online.

http://www.socialmention.com

 

 

 

 

 

Discover Your Social Media Personality

Before you can engage with your followers on social media effectively, you should understand exactly who you are as a business, organisation or brand. As a team, it is important to discuss and agree some guidelines for who you are, what you say and how you say it.
Here are a few tips on how to help your staff  understand the importance and relevance of social media personality and to start to develop your own.

 

What Are You – And What Are You Not?

One simple but powerful tool to help you agree on this consistent tone of voice is to try the ‘Always and Never’ exercise.

If your team is small, work as individuals, if you are a large group, work in pairs or small sub-groups.  Take a pen and a piece of paper and write down the following phrase, filling in the blanks with your own words, tailoring the phrase to suit your company’s online personality.

[Your company] is ALWAYS ____________ and NEVER ____________

You can take several shots at it. There is no right or wrong answer in this simple test but each  attempt will provoke discussion and raise enlightening issues which will help you discover who you are as a company and what you stand for. Here are a few examples of the kind of thing you may write.

Company X is always helpful and never judgemental

Company X is always knowledgeable and never self-righteous

Company X is always flexible and never unbending

Company X is always friendly and never unwelcoming

 

What Celebrity?

This is always an interesting but revealing discussion for groups who want to discover their social media identity.

If  Company X was a celebrity, who would they be – and why?

I’m not suggesting that you adopt the personality of a celebrity as your own but the discussion that surrounds this interesting and often emotive question can unearth golden nuggets which will help shape and develop your social media personality.

 

Just For Grins.

As an additional light-hearted exercise you could also pose the question,

If our Company X was a cartoon character, which one would we be?

This can provide a welcome lift if your session is becoming a little stale and the ensuing debate can really help to break down barriers and get people talking.

 

What Are You Good At?

Get each person or group to write down three things which your company is particularly good at. This will vary enormously from one company to another. For example, if you are a clothing brand or retailer, it could be a wide variety of combinations like:

  • Fit, Comfort and Style.
  • Choice, Practicality, Affordability
  • Lightweight, Washability, Packability
  • Strength, Durability, Protection

 

What Are Your Customers Passionate About?

Get each person or group to write a short list of values and associated values. Things your customers value and are interested in. These don’t have to be directly related to your service or product, just the things your customers enjoy and are excited about.

Here are some examples of the variety of answers a travel company may give according to their target audience.

  • Price, nightlife, music
  • Comfort, fine-dining, style
  • Photography, wildlife, nature
  • Family, fun, adventure

 

Draw some Conclusions.

Spend some time distilling what you have discussed and agreed. Scribble down a few notes that sum up who you are, what you stand for and how you should be seen-and-heard on social media. Use these notes as guidelines for future social media communication.

Boost Your Online Promotion Offline

As a business owner or manager it is very easy to become entangled in the day-to-day digital and social media promotional activity and miss the everyday promotional tie-ins that surround us and our customers in the real world.

The truth is, we all have a life offline and our customers are no exception. Like us, they are strongly influenced by the things they see and hear every day and those influences offer many simple yet powerful connections to our digital marketing channels.

When customers visit your business to shop, buy, collect, taste, enjoy or stay, you can influence their actions whilst they are with you, encouraging them to connect on social media. From a logo by the till to a mention on the blackboard, the possibilities are endless. Here are a few nuggets of inspiration to get you started.

 

Remind Customers To Check In.

Whether it is a sticker on the door, a poster, or a line on the menu, encouraging your customers or visitors to check in on Facebook can trigger regular organic social media growth for very little effort or upkeep.

 

Encourage Mentions and Selfies.

A quick mention on Twitter, Instagram or Facebook will often be accompanied by a selfie of the customer or a photo of your product whether it is a drink, meal, an activity they are engaged in or even their score. Use your imagination to help boost the effectiveness of this possibility. Can you supply props or prompts for branded selfies?  A back drop for photos?
The specifics will depend on your business or product but the key lies in maximising the opportunity.
If you see your customers taking selfies or photos, ask yourself what you can do or provide them with to make that more effective for you.
Remember, your customers want to tell the world where they are, you just have to help them.

 

Ask Your Customers To Follow you.

When your customers are in your shop, restaurant, gym or business, it is a great time to remind them which social networks you favour. Visual reminders to “Follow us on Twitter” or “Connect with us on Instagram” work well. There’s no need to go overboard but subtle logos and messages can have a significant effect over a long period.

 

Encourage Reviews.

During or immediately after the customer has enjoyed your product or experience is the perfect time to encourage them to leave a review. You should consider how you can harness the positive emotions they are experiencing before their potency fades. A sticker on the door as they are leaving? A card handed to them with the bill or invoice. Or a well-rehearsed, enthusiastically-delivered verbal reminder from a waiter, receptionist or sales assistant.

For larger value items and considered purchases this area might include a personalised follow-up letter or email encouraging the customer to share their experience in an online review.

Don’t be scared of negative reviews. If there is a genuine concern, it’s time to improve your product or service.
Every business has to deal with negative reviews at one time or another. Embrace online reviews and develop strategies to deal with negative feedback. You can learn more about how to deal with negative online reviews here.

 

Promote A Hashtag.

If you have a specific event or product you would like to draw attention to, encourage your customers to use the hashtag in every post, tweet, comment or message they post on social media.  (For more information on choosing a hashtag, check out this post.)

Start early before the event or product launch. Remind customers regularly by featuring the hashtag on posters, leaflets notice boards and blackboards around your business.

Join in the conversation. Monitor the hashtag online and respond to mentions and use the hashtag extensively in your own communication.

 

Promote Sign Up To Email Newsletters.

Don’t dismiss the option of gathering email sign ups in-store. While you have your customers with you, find a way of asking them if they’d like to sign up for email communication. You can gather the addresses manually using a pen and paper, or better still, you could have a dedicated ipad or tablet system.

 

Offer The chance To Join Facebook Groups.

Facebook groups are a superb way to harness the power of advocacy within your customers. If you use Groups, take the opportunity to remind customers to join and give them the reasons why whilst they are with you.

 

Follow That Cab!

Last but not least, don’t forget your vehicles. Whether you have a fleet of trucks, minibuses, trailers, vans, boats, or even bicycles, vehicles can spread the social media message far and wide. They reach a different audience every moment of every day and they  never stop working for you. Make sure there are logos to identify which networks you are active on and use your vanity URL where ever possible to make it easy for curious passers by to look you up.

 

 

 

 

How To Choose A Hashtag For Your Event

To make an event go with a bang, a hashtag is an essential ingredient. Used well, a hashtag can help build the buzz around your event long before the big day and is an extremely effective way to maximise the effectiveness of post event publicity.

So what is a hashtag and how do you go about choosing and using a hashtag to promote your event?

A hashtag is a mechanism allowing online users to filter social media content to display items which are relevant to a certain word or phrase. The ‘#’ is the ‘hashtag’ part of the phrase followed by whatever combination of words you like.
We’ve all seen them, they can be used to identify posts about certain subjects (#travel), specific places (#manchester), events (#rednoseday) or anything else you choose. They work particularly well as a means to promote and enhance an event.

There’s nothing to stop you using a hashtag that’s already in use but the results will be more cluttered and less effective for your users and followers. So ideally, you should try choose something that is unique to your event.

Get a small team together to discuss hashtag alternatives. Write down a list of alternatives When you have a list of  favourites, search for those hashtags on Twitter and Instagram to see what comes up.  Just type the full hashtag in to the search bar. Ideally, you’ll find nothing and communication using that hashtag will be clear and uncomplicated.

When you agree on a hashtag for the event, make it clear within your business that is the hashtag to be used and only that hashtag.  Then use it religiously wherever and whenever the event is mentioned.

Make sure your staff use the hashtag in all communication, on and offline. Encourage your followers and customers to use the hashtag wherever they can too. Then go out of your way to retweet and repost anything on social media that uses the hashtag.

In summary, make using a hashtag for your event part of the plan rather than a reaction on the day. A well-used hashtag can make the event a better experience for you and the customer. It really is a small thing which can have an enormous effect.

 

 

How to deal with negative reviews

  1. Don’t Take It Personally.

It is extremely hard to separate yourself from your emotions when you receive negative feedback but it is important to step away from your feelings. Try to put yourself completely in the customer’s shoes and see the situation from their point of view.

 

  1. Always Respond.

You may not feel like it but always post a response within 24 hours as a minimum.
If you time to need explore what went wrong and why, tell the customer. Post a ‘holding’ message, telling them that you are taking their complaint very seriously and you need a few hours to get to the bottom of it. But tell them you will respond and tell them when. And if you say you will respond, make 100% sure you do.

The worst thing you can do in any situation is to say nothing. Never ignore your customers under any circumstances, no matter how awkward or unreasonable you may think they are.

 

  1. Never, Ever Lose Your Cool.

React calmly and considerately. If you feel cross or angry in any way, take a deep breath and ‘step away from the keyboard’ then give yourself a few hours to calm down and consider your response. If you truly can’t trust your self to be civil, then ask someone else to deal with the review – and probably let them handle all future communication of that nature.

 

  1. Disarm With Politeness & Gratitude.

Thank the customer for taking the time to post a review and for bringing the problem to your attention. Then apologise for whatever went wrong. Often that is enough to turn an irate customer into an understanding one.

 

  1. Always Highlight The Issue Early In Your Reply.

For example: ‘I’m sorry to hear that you had issues with the air conditioning in your room’.

Acknowledging the problem in black and white immediately makes the customer aware that they are being listened to.

 

  1. Don’t Make Excuses.

There was a problem. The customer doesn’t really need to know or even care why that problem occurred, they just care what affect it had on them.
A sincere apology is often all that is required.

 

  1. Take Responsibility.

Do this early in your reply. For example. “I’m sorry to hear that you experienced so many problems with your electronic door key. This is unacceptable and should not have happened”.

 

  1. Be Prepared To Put Things Right – Even If It Costs.

Each problem will have its own solution. Refunds, credits, replacements, alternatives or additional extras, there are many ways you can make things up to your customer. And every single one is cheaper than a bad reputation.

 

  1. Take The Negotiation Offline.

Encourage the customer to contact you by email, phone, private message or even in writing to discuss the details of how you come to an agreement. That will give you a chance to validate any ‘chancers’ and keep negotiations with ‘real’ customers (and their outcome) out of the public domain.

 

  1. Stay Focused (On The Customer).

Stick to the old mantra ‘The Customer Is Always Right’. Re-enforce this in discussion or debate about the issue within your own organisation.

 

  1. Keep An Eye On The Trends.

Don’t ignore what your customers are telling you.  If you receive a large number of complaints about the catering, find out why. If there are regular issues about the heating, there has to be a reason. Find out why and put it right.

 

  1. Don’t Be Scared Of Negative Reviews.

You will receive some negative reviews. But they will always be overpowered by the good that positive reviews can do. Run your business well, take criticism as an opportunity to improve and embrace the challenge of turning customer attitudes around. It is amazing how quickly a customer’s tone-of voice changes once they know that their opinion has been heard and an apology has been offered.

 

  1. Educate Your Team.

Work hard to create a business-wide commitment to listening and responding respectfully and politely to customers and to finding the smoothest resolution possible in every instance.