How to Automate Your Social Media

If you’ve landed on this article then it is because you’ve identified that social media is something that you need to get under control in your business. With that in mind, I am going to skip all the very valid advice that you will receive from the experts and assume that...

YES, you know that posting live rather than scheduling is going to get you better reach.

YES, you know that posting to each social media channel you want to be on is the best way to be on social media.

YES, you know that automating social media shouldn’t be your first choice, we can’t be everywhere all of the time. If something has to be automated, then social media isn’t the worst thing in your business to automate.

My guess is that maintaining a consistent social media presence in the time that you have available has been wearing you down a bit. I'm here to tell you that it doesn’t have to be that way. Automation might not be what the platforms or the gurus want you to do, but even social media agencies automate, so why can’t we?

I've been working with social media automation for a very long time. I have used most of these tools for over six months at a time, some I’ve used since they were in Beta.

Now let’s get on with what you came for, how to automate your social media.

How to Choose the Right Systems to Automate Your Social Media

• Before you invest time or money in any tool, make sure that you have read the reviews and, if possible, talked to people who have used it.
• Facebook Groups are a great way to get feedback on tools and suggestions of alternatives that might be a better fit for what you want.
• Know what you want to achieve before you start using the tool and choose the one that gets you closest to that goals.
• Understand that no tool is going to give you miraculous social media results, they aren’t built for that. They are built to save you time in a world that is incredibly noisy and full of content. Make sure that you look at them as a productivity time saver rather than a magical social media unicorn.

The Free Tools

The good news is that even businesses with the tiniest budgets can implement some form of automation into their social media strategy. Let’s begin with the free tools...

Buffer 

Price: Free & Paid Plans

Social Media Channels: Twitter / Facebook / LinkedIn / Pinterest / Google+ / Instagram (reminders)

How Long I’ve Used It For: 4+ Years

I love Buffer. In the world of social media they are one of my go to sources for the most up to date, well-researched information. I have a paid account with them to allow me to schedule more than 10 items at a time but if you are happy to batch your content 10 pieces at a time then their free plan is more than enough. In the past, I have been a heavy Buffer user and it has never let me down. I would recommend it to anyone looking to get their social media under control. 

HootSuite

Price: Free & Paid Plans

Social Media Channels: Twitter / Facebook / LinkedIn / Pinterest / Google+ / Instagram (reminders)

How Long I’ve Used It For: 4+ Years on and off

I have nothing bad to say about HootSuite. The only reason I don’t use it is that I didn’t like the interface. Does that make me shallow? I found it too small and crowded. Something to also be aware of is that HootSuite currently only works with its own third party integrations. I prefer to make my tools talk to each other as much as possible so a tool that limits integration and doesn’t have a Zapier connection wasn’t so interesting for me. That said, what HootSuite does, it does very well.

RecurPost

Price: Free & Paid

Social Media Channels: Twitter / Facebook / LinkedIn / Google+

How Long I’ve Used It For: 1+ Years

If RecurPost had been around when we first put our content into MeetEdgar we may well have gone with RecurPost instead. It is 100% free, connects to more accounts than Edgar does and since activating my account to re-post my blog posts to my Facebook page a few times a week it has never failed me.

Missing Lett_r 

Price: Free & Paid

Social Media Channels: Twitter / Facebook / LinkedIn / Google+

How Long I’ve Used It For: Less than 1 Year

Missing Lett_r are new to the game, but they’re catching up fast. I bought into the lifetime plan on an AppSumo deal a few months ago. At that price, it was a steal and I bought two accounts, one for each business. Missing Lett_r is truly a “set it and forget it” tool. It auto-generates 12 months of content from your blog posts and then schedules and posts for you. The only drawback is that they are fairly new, and as they become more popular the limitations of seeing the same conversation bubble frame everywhere may make people “blind” to what they are seeing as it is more obviously an auto-post than other tools I've listed here.

The Paid Tools

There may come a point when you need to invest even more in your social media automation. Maybe you’ve outgrown the free plans or you have more to share than before. These paid options are robust and reliable enough to do the work for you.

Meet Edgar

Price: Paid

Social Media Channels: Twitter / Facebook / LinkedIn

How Long I’ve Used It For: 2+ Years

When we first started using MeetEdgar over at Amsterdam Mamas it was as though all our prayers had been answered. We have a huge database of over 500 relevant and constantly updated articles that needed regular promotion otherwise our audience would never see them. It was a soul destroying task to have to schedule them individually over and over again.

When we implemented Edgar, our traffic went down and I panic-emailed the Edgar support staff convinced that I had tanked our Facebook page. After a week or so things suddenly hit their groove. Since then our traffic has climbed and climbed with Edgar driving a 500% increase in traffic to our site from Facebook.

You may be wondering then, why I use Edgar for one business and not the other. The answer is quite simply, money. Edgar is an expensive little octopus and right now I don’t feel that I have the level of quality content available on my own website to justify the cost. Especially when RecurPost does it so well for free.

Smarter Queue

Price: Paid

Social Media Channels: Twitter / Facebook / LinkedIn

How Long I’ve Used It For: I haven’t, yet…

This is the tool on the list that I haven’t used, yet… The reason I am including it is that I am right at the point now where I am considering investing in it, I think it could be a good fit for many people and it feels only right to share it here.

Smarter Queue looks like the best of Buffer and Meet Edgar combined. It has a great visual calendar, it builds a library of content to re-post from and has a very nice interface. The only reason I haven’t signed up for it yet is that right now, it doesn’t integrate with Zapier. And as you will see in "Steal the System" below, Zapier is a very important part of my social media flow.

Steal this System: The DIY Social Media Automation Workflow

It's all very well telling you about the tools but what you really want to know, I think, is how to work with these tools in your business. Never fear, I've got you covered.

For a long time, I managed my Facebook posting in a few minutes a month using just free tools. I posted once a day, every day in a way that was completely consistent with my brand and, most importantly, offered valuable content to my readers.

Step-by-step this is the process I use to post an article a day to my Facebook page. It combines all the best parts of automation while still feeling like a human is posting to your account.

It doesn’t get you the big, big reach that native posting will though, so I make sure that I supplement it with impromptu posts when I have something to say and cross-posting from Instagram to boost the number of people who see the posts.

What this system does offer is consistency, it frees you from being tied to your social media accounts on a daily basis unless you want to be. It means you are showing up for your people on a daily basis.

I’m sharing it here so that you can steal it and make it your own. This is what you need to do:

1. Find articles to post which are consistent with your brand, values, and outlook.
2. Save them to Pocket (free account) using the Pocket web-clipper feature
3. Make sure to tag them with a unique word (I use "buffer")
4. Set up a zap (using a free Zapier account) that loads the tagged items from your Pocket account with the unique tag to your Buffer queue (you can use a free Buffer account for this but I recommend upgrading to the paid one so that you can load more than 10 items at a time).
5. When you set up your zap, you can also add in the option to post the first paragraph of the article. This saves you having to go in and write your own snippets for each post. Usually, if you are re-posting quality content, the author has put a lot of thought and effort into optimising the first paragraph for SEO and writing to catch the reader’s attention. They are likely to write a better snippet for social media than you can.
6. Review the posts in your queue to check for any errors (eg. image issues, snippets that don’t work for your audience etc.)
7. Add in or adjust any text you want to be posted with the article.
8. Set up your schedule in Buffer so that it posts one tagged item per day.

Level Up

The above workflow will give you a solid social media presence, but if you want to take it to the next level here are just a few more steps you can build in.

• Check your Facebook Insights to see when most people visit your page each day and then create your Buffer schedule to match those times.
• Use RecurPost to auto-post content from your website at different times to your Buffer schedule.
• Set up a recurring task/to-do in your diary or project management system to remind you to load content and check your stats on a regular basis.

Remember to adjust your strategy and content as necessary. Nothing works forever, make sure you change strategies when things don’t feel like they are working as well as they once did.

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NOTES FOR THE CURIOUS

If you want more systems and strategies to work smarter, not harder, then you'll love my Notes for the Curious. It's published every two-weeks and delivered straight to your inbox. Notes for the Curious is a curated digest of everything I am learning and loving about running a business and living a life on purpose. From time management, to goal setting, community building to confidence boosting as well as systems and tools to make your life easier, we will cover it all.

Fill out your details below to receive the next edition. 

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How to Say No, With Grace, Kindness and Zero Guilt

No.

N.O.

No.

Such a tiny word, such a problematic one for so many of us to say.

How many times have you found yourself on the receiving end of a request that you badly want to say no too but somehow the words that came out of your mouth were not “no”? Quite the opposite in fact, before you knew what was happening you seemed to be agreeing to something you never wanted to do in the first place all because you can’t say no?

Why we don’t just say “NO!”

That would be easiest, surely? No room for misinterpretation. We all know that no means no.

Here’s the problem though "no" is a loaded word, it provokes a reaction in us and in others, not always a good one. We don’t like to say no and we don’t like to hear it. Why is that?

Do you remember school discos and dances? Do you remember wanting to dance with someone but being afraid to ask in case they said “no”? Do you remember ever wanting something so much, screwing up your courage to ask for it and being told “no”? How did you feel? Crushed, frustrated, angry? Almost certainly it didn’t feel good.

The more a person hears “no”, the harder it is to keep asking other people for things in the future. That’s how we wind up “doing it all”, never asking for help, pretending that we don’t need anyone else and making ourselves utterly miserable in the process.

Even if you are someone who finds it easy to say “no” to the things you don’t want to do, consider what it may have taken for someone to ask you for something. The person asking may have used up all their courage to approach you for help - not always, but sometimes. Have a little grace, respect the vulnerability that comes with asking others for help and when you have to, say no with kindness.

Why kindness and grace are the keys to saying no

Because kindness and grace cost nothing. Zero, zip, nada. The vast majority of people haven’t asked you for something because they want to take advantage of your inability to say no. They’ve asked you because they respect you and because they value what you would bring as a solution to their problem. They don’t know that you are operating at your maximum capacity, they don’t know that three other people have already asked you for something today. Don’t make your problems their problems. Someday you will have to ask somebody for something. Consider how you would like them to respond to you if they are unable to say yes to your request.

What you can say instead of no

Ok, I’m going to spill my secrets now, because as a recovering people pleaser I say no a lot more now than I ever did before in my entire life (and according to my mother I was a strong willed child who had zero issues with saying the word no).

No, I can’t do this.

No, I won’t do that.

Just, no.

Post-burnout, I know my own boundaries and boy oh boy, do I know how to respect them.

I have become a master of the graceful “no”. So much so, that other people often ask me to decline things on their behalf “because you make it sound so much better!”

But that means that if you receive (or have received) one of the following emails from me then you will now know that I was formulaically declining you, hopefully gracefully.

Putting the Graceful No into practice

Saying no to a request to “pick your brains”

Hi [NAME]

Thank you so much for thinking of me. I am so flattered that you would like my input on your project/business/problem.

Right now, my workload doesn’t allow for many coffee dates and those I do have are currently dedicated to friends and family who I just don’t see enough of due to work OR I am prioritising my non-work time just for me so a coffee date won’t be possible.

If you would like my professional input on your project/business/problem then I am happy to schedule some time for you during my working hours. My current consulting fees are on my website [insert link] and you can book a slot here [insert link to your calendar booking system]. 

Alternatively, you may find these resources useful [insert links to relevant blog posts you have written or articles you would recommend which you think could help].

AND/OR

I would love to refer you to [insert name of trusted person] who may be able to help you further.

I look forward to seeing how your project/business/problem evolves into the next phase.

Saying no to a request that makes you feel uncomfortable

Thank you so much for contacting me for this. I don’t believe that I am the right person to provide [insert topic of request here], which means that I am going to say no. But I am so flattered you thought of me.

I recommend contacting/reading/purchasing [insert subject here] to help you move forward with this.

Thank you again for thinking of me and I wish you all the luck in the world with [insert topic of request here].

Saying no to a friend asking you for business help, without feeling any guilt

I love hearing how you are getting on with [insert topic of request here], thank you so much for taking the time to update me, especially as I know how busy you are right now. I am going to have to say no to [insert topic of request here] on this occasion because I don’t have any capacity for free work at the moment / I’m not the right person to help you with this / I love our friendship too much to mix it up with business.

I am so proud to see you pushing the limits of [insert topic of request here] and striving even harder to do something that means so much to you. I feel like we haven’t seen each other properly for ages. Let’s get together soon so that we can not talk about work together.

Saying no to requests for you to work for free

NOTE: First, decide whether you should work for free using this flowchart. Then...

Thank you so much for getting in touch. It is so flattering that you would want me to be part of your business/plan/project/team. Unfortunately, I need to say no to your request.

At the beginning of each year, I calculate / I have to be careful how many hours I can dedicate to free and voluntary work requests. I have already filled the slots I have available for this year / I don’t have any time available at this point. I would be happy to discuss taking this on as a paid project for you but I can’t offer the work for free.

If budget is the issue, could I suggest maybe [posting your request in this Facebook group / reading this article / diy-ing it with this free online tool]?

Let me know if there is another way I can support what you are doing.

Again, I am so grateful that you considered me for this and I hope there is a way we can work together in the future.

Saying no to someone who won’t take no for an answer.

Hey [NAME]

I love your persistence! The answer is still no. I’m simply not able to fit your request into my schedule right now. Believe me, I am not the only way that you will make this project work / achieve your goal but my role is going to be the one who is cheering you on from the sidelines.

I hope the resources/references in our previous email exchange were helpful.

Now go smash those goals, you’ve got this!

Over to you

How do you say no? Is it easy or something you find hard to do? And if you're struggling with how to say no to something I haven't covered, let me know and if I can, I'll resolve it for you with a template response.

The Best Books About Finance for Your Small Business

Given no restraints, I would read. All. The. Time. Just read. I love books, I love learning. But with only so many hours in the day, if I am reading for business, I need to focus that time. Each quarter, as part of my personal #learningproject, I choose a subject to centre my reading around. This quarter I chose "business finances". These are the best five books I (re) read and why you might want to read them too.

Profit First

by Mike Michalowicz

Hands down, this is the book that changed my business finances and took me from fearful to in control. It's the first book I recommend to clients who are also struggling to get a grip on their accounting and the one that has made the most profound shifts for me, and for them. I use the Profit First system every month to control my current and future spending. It has allowed me to pay myself a salary since the first month I started using it and make confident decisions about what my business can afford to spend. 

Worth Every Penny

by Sarah Petty

This was the first book I read which started to shift how I viewed pricing in my business. It's not strictly a book about finances, it is more focused on marketing but its sections on money were the beginning of a mindset shift about how to charge what my skills are worth to others. 

Money - A Love Story

by Kate Northrup

My clients know, I am not very "woo woo". I am more about the practical advice and action taking than waiting for the universe to provide for me. This book has moments where it veers slightly further into manifesting money than I usually would. That doesn't mean that it isn't worth reading. It absolutely is. The advice is solid, practical and actionable and if you are just at the beginning of getting your finances under control, this may be the gentle entry that you need. 

PACE - A Small Business Owner’s Guide to Cashflow Clarity

by Jesse Mecham

I'm a big fan of the You Need a Budget system so it wasn't a surprise that I enjoyed the book by its owner which is specifically focused on Small Business owners. In my opinion, this is the book you should read and implement after Profit First. Use the Profit First system to get things under control and then use PACE to level up and keep yourself ahead of the profitability curve in your business. 

Worth It!

by Amanda Steinberg

The newest book on my list and one I am still digesting the lessons from. There is a US focus to it, as the author runs Daily Worth, one of the largest finance websites for women in America. When I started reading this book and absorbing the research on how and why women struggle with financial planning I honestly wanted to chuck my kindle at the wall in frustration. Ladies, we have to get better at the money stuff. And if you are one of the lucky few for whom finances are easy-breezy, please, reach a hand back and help out those of us who struggle. This is going to be a team effort.

BONUS: The Ultimate Guide to Personal Finance

by Ramit Sethi

Not a book, a website (and, if you want to give them your email address, a pdf download) but it's free and the content is excellent. Some parts are only relevant to a US based audience - everyone outside the US can skip past those bits. This ultimate guide from the creator of the I Will Teach You to be Rich website is definitely worth skimming through when you have half an hour to spare. If you are right at the beginning of getting your personal and business finances under control, this is a good place to start.

Now, it's over to you. What are the best books about finance that you have read for your small business? Are there any others that I should have on my to-read list? If there are, let's talk.