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Having a hard time finding clear info on community management tools? I’m not even a little surprised.

“Community management” covers a wide range of jobs, and they’re not going to have the same software needs.

After all, if you’re running a B2B product support forum you need a different tech stack than someone modding a Bluey fandom on TikTok, right?

To find the right tools, you’d usually have to get a firsthand recommendation from someone who’s done your job. Well, today’s your lucky day — I did that part for you.

I chatted with a range of community management veterans from Square, Pocket CCO, and our very own Community Strategy & Operations team. Below, you’ll find the tools they actually use, along with their top tips for what to look for.

• How Experts Choose Community Management Tools
• 4 Best Community Platforms the Experts Use
• 3 Best Community Management Tools the Experts Use
• Other Tools for Community Management

How Experts Choose Community Management Tools

Since the right tool is going to be specific to the type of community you manage, I first asked the experts for advice on what to look for when picking software.

Here are four actionable tips that any CM can use.

1. DON’T pick based on name recognition.

It’s normal to assume a well-known company must be doing something right, and in many cases, you’d be right. But due to the extremely specific circumstances of your community, this could be a mistake.

“Choosing tech just based on a name alone will set you up for failure,” says Christina Garnett, founder and fractional CCO of Pocket CCO. “Success depends on your goals for the community.”

2. Make a list of must-haves based on community goals.

And speaking of the goals of the community; let those be your compass.

“Define a few non-negotiable features and find the solution that works best for you based on those,” suggests Jenny Sowyrda, manager of Community Strategy & Operations at HubSpot.

And what should be on that list?

“Align your key tools with what success looks like in your community,” Sowyrda says.

In other words, if engagement is your goal, maybe you prioritize a tool with gamification. Or if communication is the goal, then direct messaging should be a must-have.

Always come back to the needs of your community.

“No one tool does everything perfectly, but if you’re committed to solving for the community member, you can make it work!” she adds.

3. #1 on that list should be user experience.

More than any other type of software, it’s important not to get distracted by bells and whistles.

“Community websites are different from other websites in the sense that the colors and pretty things should come second to an intuitive user flow,” says Sowyrda. “So that folks know how to engage with the community.”

Don’t ignore this one. If your community has bad UX, it’s not going to be a community for long.

4. #1 on that list should be data analytics.

That’s not a typo. There are two #1 must-have features. Any time three experts agree on something, it’s worth bending the rules a little.

“One thing across all communities is having a tool that easily captures the data that you need to report on is key,” says Max Pete, community engagement program manager at Square.

With robust analytics, you can lean into efforts that drive ROI, and change those that don’t.

Without it, you’re just throwing spaghetti at the wall and hoping it sticks.

4 Best Community Platforms the Experts Use

A community platform lets you build your community right on top of the tools that allow you to manage and measure it.

That differs from other community management software which just plugs into an existing platform. If you’re starting from scratch, these are the tools that’ll help you build and scale your group.

But if you’re looking to manage a pre-existing forum or social media platform, you might want to skip to the next section.

Either way, here are 4 tools that our experts actually use themselves:

1. Khoros

Khoros is customer engagement software that allows you to build, host, and manage an online community. It offers content moderation and member management tools, forums, feedback, etc.

It’s noteworthy that all three of our experts have used Khoros, despite serving different types of communities. That said, there were pros and cons about this tool.

The good and the bad:

“At HubSpot we run our Product Success community on Khoros,” says Jenny Sowyrda. “Khoros is extremely customizable which has enabled us to scale our community without having to migrate.”

“One of my favorite features is how specific you can be when setting up permission types, and their gamification experience is also intuitive and effective,” Sowyrda says.

“The downsides of Khoros are that because it’s so robust, it can feel outdated and clunky (they are working on a more updated UI), which makes it hard to get things done. The front end, similarly, is going to look like a forum community unless you really style it.”

Recommended by: Jenny Sowyrda, Max Pete, Christina Garnett

G2 rating: 4.2 out of 5

Price: Pricing only available through demo

Free trial: No

2. Bettermode

Bettermode touts itself as an “all-in-one community platform” that includes a code-free site builder.

That doesn’t mean you’re stuck using a boring template, though, as the drag-and-drop builder allows you to build a slick site without a dev– and a developer portal that allows you to build a custom app on top.

The experts say:

“Bettermode, on the other hand, is a much more modern frontend [compared to Khoros], which makes it easy for members to navigate,” says Sowyrda.

“The biggest challenge we have with Bettermode at the moment is the analytics tool, but that is something their team is working on.”

So if you’re comparing Khoros and Bettermode, consider tips 3 and 4 above and which is most important to you.

Recommended by: Jenny Sowyrda

G2 rating: 4.6 out of 5

Price: Starts at free, paid plans start at $19/mo. for up to 3 collaborators

Free Trial: Yes, but details are unpublished.

3. Mighty Networks

Mighty Networks is one of the most highly rated community tools on nearly any list. The ability to host courses, events, and resource libraries make them an excellent choice for education-based, training, or coaching communities.

Their pro tier even offers branded iOS and Android apps, which make it easy to get a service-based business off the ground.

The coolest feature (in my humble opinion) is their own live and on-demand courses about community building— so you’re not alone in figuring it all out.

(The second coolest feature is the integration that automatically adds new members to your HubSpot CRM when someone joins your community. But I may be slightly biased!)

Recommended by: Christina Garnett

G2 rating: 4.6 out of 5

Price: The Community plan starts at $41/mo. when billed annually

Free Trial: 14 days of the Business tier plan

4. Higher Logic Vanilla

If you run a forum-based community, you should definitely be considering Vanilla.

Unlike some tools, which may offer forum features or community features, Vanilla was specifically built for forum communities.

One of their most powerful tools is the federated search tool that can pull answers from internal and external sources.

In other words, your users can see results from your knowledge base, crowdsourced answers, your CRM, and Google, all in one place.

From the expert:

“Vanilla Forums is great if you want a forum-based type of community,” says Christina Garnett. “Comes with a lot of features and the support is great.”

Recommended by: Christina Garnett

G2 rating: 4.3 out of 5

Price: Starts at free, Paid plans appear to start at $24,000/yr. (but details are hard to come by.)

Free trial: No

3 Best Community Management Tools the Experts Use

Unlike the platform builders above, these tools are designed to plug into an existing platform.

This makes them ideal for communities that live on Slack, Discord, LinkedIn, Facebook, etc.

These are the ones that have been tried and tested by our expert community managers, and come out on top:

1. Common Room

Common Room is primarily customer intelligence software, but they have tons of features that will make a community manager’s life easier.

The big one is the ability to gather signals from all of your digital touchpoints (think Slack, your CRM, social media, etc.) and use that data to enrich your member profiles.

But it also has tools to automate member verification, flag trending topics within comments, and sync your member lists with your data warehouse.

What the expert thinks:

“If your platform is on Slack or Discord, Common Room can come in handy because of the automation that you can implement such as new member onboarding,” says Max Pete from Square.

“As well as getting access to more data touch points than what Slack offers natively.”

The only downside?

“Their paid plan can get pretty pricey and there’s only so much that you can do on their free plan,” says Pete. “So something to keep in mind as you scale.”

Recommended by: Jenny Sowyrda, Max Pete

G2 rating: 4.6 out of 5

Price: Starts at free, Paid plans start at $650/mo. for up to 2 seats and 35k contacts

Free Trial: 14 days of the Team tier plan

2. Talkbase

Talkbase is the only entry on our list to get a full 5 out of 5 on G2.

The software is mainly community analytics, though their action-based add-ons allow you to onboard, organize, and manage your community en masse.

While that may not sound like much at first, Talkbase can gather and track insights from social comments, GitHub requests, forum questions, etc.

Then it allows you to slice and dice that data into community, segment, or member-level insights … then import those insights straight into your CRM.

And, hey, like Common Room it also integrates with HubSpot! (Though I swear that’s a coincidence.)

Recommended by: Max Pete

G2 rating: 5 out of 5

Price: Starts at free, Paid plans start at $20/mo. for up to 2 seats and 2k contacts

Free trial: 21 days of the Growth tier plan

3. Luma

Luma is unlike anything else on our list, in that it’s built specifically for event management. You can send and manage invites and reminders, register and track attendees, and enable ticket sales right from the platform itself.

Plus newsletter and community analysis tools help foster the community aspect of an in-person group.

Why the expert added it:

“If you’re running a community with an events component to it, I definitely recommend Luma,” says Max Pete. “Especially if you’re using Slack or Discord, this tool allows you to keep track of your community events and keeps everything easy to find for your members.”

Recommended by: Max Pete

G2 rating: Not yet rated

Price: Starts at free, Paid plans start at $59/mo. when billed annually

Free trial: No, but the free plan includes unlimited events and guests

Other Tools for Community Management

If you’re building your community from scratch (or new to community management) there are some other kinds of tools you should consider.

They range from “nice to have” up to “How did I live without this?”

Messaging Services

In order to have a community, your members need to be able to communicate. (See what I did there?)

And if you don’t offer a place for that to happen, they’ll find one of their own.

One of the most popular messaging services for businesses is Slack.

“Slack isn’t a community tool,” says Christina Garnett. “But because so many professionals use it, it becomes an easy and convenient platform if you want professionals as community members.”

Other examples include Discord and Circle.

Customer Relationship Management (CRM)

At its most basic, a CRM keeps track of all of the interactions between your members and your business.

If there’s a sales, marketing, or support side to your community, you’ll definitely want a CRM to keep it all organized.

Integrating your community management software with a CRM will give you a full 360 degree view of your community and all of the actions they take with regard to your business.

HubSpot’s free CRM also includes live-chat software, meeting scheduler, form builder, help desk tools, and more.

Email Platform

Whether it’s a newsletter, a product update, or an event announcement, at some point you’re going to want to email your members.

And when your community gets big enough, you’re going to wish you had a way to simplify that.

An email platform does exactly that by providing customizable templates, automated follow-ups, and the ability to see who’s opening/reading/clicking on your emails.

HubSpot also offers free email tools with a drag-and-drop editor, A/B testing, and email analytics.

Workflow Integration and Automation

Many community management tools are designed to connect to the rest of your tech stack.

So maybe when a member signs up for a workshop, they’re automatically sent a welcome email, and their profile is updated to match.

But when your software doesn’t play nicely, it can lead to a lot of duplicate work. Workflow automation tools are designed to eliminate that.

The most well-known of these is a tool called Zapier.

Get back to your community.

No matter what kind of community you’re looking to manage, you’re sure to find one of these tools suited to your specific needs.

And if you follow our experts’ tips, you can narrow it down to the exact one. With your search out of the way, you can get back to what you love: Your community.

They say if you can measure it, you can manage it. So how do you measure a community?

That’s not a rhetorical question. If you want to manage a thriving community, you better figure out which community management metrics actually mean something about your work.

I spoke with a panel of four experts — from CCOs and Directors to program managers in the trenches — and asked what metrics they use themselves.

They also shared their thoughts on reporting upwards (gulp) and which KPIs are just a distraction.

Table of Contents

• How to Think about Community Management KPIs
• Top Community Management Metrics
• Best Community Metrics for Reporting Upwards
• The Benefits of Measuring Community Management Metrics

How to Think about Community Management KPIs

Before you jump into the metrics below, pause and think about the twin dangers of data analysis.

1. It’s easy to get misled by the wrong numbers.

In any kind of digital management, you’re more likely to run into the problem of too much data rather than not enough.

“Page views, unique visits, and new members can often be distracting without telling the full picture,” warns Max Pete, community engagement program manager at Square. “For example, say you‘re getting a ton of new members per month, but there’s even more members leaving the community. So while it looks like you‘re in a big growth mode, actually you’re not retaining them.”

To avoid this, keep the goals of your community in mind as you read the list below.

“The metrics you define should be aligned with the business and member goals of your community,” says Jenny Sowyrda, manager of Community Strategy and Operations at HubSpot. “The more you can align your success metrics with what the business cares about, the better off you’ll be.”

2. It’s easy to waste time measuring things you can’t act on — or that you’re not ready for yet.

To dodge this trap, you should also be thinking about what stage of development your community is currently in.

“Depending on the life cycle of the community, I look at foundational, engagement, and impact metrics,” says Christina Garnett, founder and fractional CCO of Pocket CCO. “As a community starts, you will focus on foundational metrics and move out as you mature.”

To illustrate what she means (literally), Christina has shared this fantastic diagram below.

Image Source

While she’s populated it with KPIs that any community could (and should) be monitoring, the exact metrics you fill it with will depend on your community’s needs and goals.

Top Community Management Metrics

Here are the metrics our panel of experts actually use in their own day-to-day jobs.

But note that while each of these KPIs is used by an expert, not every expert uses all of these KPIs.

I bring this up in order to drive home that, once again, it’s important for you to think about which of these metrics actually connect to a goal for your community.

While the panel can point the way, only you can decide which are needed.

Foundational Stage Community Metrics

Community Growth/Membership Growth Rate

In general, a healthy community should be growing. Just how much depends on the type of community, and where you’re at in its lifecycle.

In the beginning, it’s normal to see your growth rate jump up high and then drop down low and back again. Eventually, you’ll want to see it steady out.

When I’ve helped grow newsletter communities, I found it very common to see the growth rate soften after the explosive first few months when promotional efforts were in full swing. But as long as that softer rate remained steady I knew we were still seeing healthy growth.

On the flip side, if this number drops suddenly, it’s a sign you need to investigate your sources of new members.

Formula: (# of current members) – (# of starting members)/ (# of starting members) x 100

Example: (1,500 current members) – (1,200 members at the beginning of the month)/ 1,200 x 100 = 25% growth rate

Churn Rate

This is the exact opposite of your growth rate. Churn rate is the number of members who leave your community in a given period of time.

Obviously, you’ll want this to be as low as possible, but for most communities, it’s unrealistic to aim for a churn rate of zero. People leave a community for all sorts of legitimate reasons outside of your control.

That said, if this number jumps or continuously grows over time, it’s a flashing warning sign that something has gone wrong.

Formula: (# of lost members in a time period)/ (Total # of members at the start of time period time period)x 100

Example: (20 members left this month)/ (400 members to start with)x 100= 5% churn rate

New Members vs Churn Rate

If you want to fill a bucket, you have to pour in more water than what leaks out. Your community is the same way.

Comparing the rate of new membership against your churn rate is a great way to take a glance ahead of your growth rate.

A warning: It is extremely easy to get confused when you’re calculating the difference between rates. To save yourself some stress, calculate them as whole numbers instead of percentages.

In other words, instead of (75% – 25%), just do 75-25.

Formula: (Membership growth rate) – (churn rate) / (churn rate) x 100

Example: (25 growth rate) – (5 churn rate)/ (5 churn rate) x 100 = 400% more new members than churn

Engagement Stage Community Metrics

Active Members

The number of active members you have is a good proxy for the health of your community because communities thrive on activity.

You’ll first have to define what makes a member “active.” Is it posting or commenting? Voting in polls? Attending in-person events? It all depends on the specifics of your community.

Any good community management tool should be able to pull the number of active members and how it changes over time.

Jenny Sowyrda notes that HubSpot tracks this number on a weekly and monthly cadence. You may also wish to calculate the quarter-over-quarter (QoQ) or year-over-year changes (YoY), too.

Some social media platforms famously track this number daily, but that’s likely overkill for most communities.

Just remember that seasonality plays a part in the number of active members, and in how active they are, so don’t get too worried if this number rises and falls over time.

For example, it’s not uncommon for the HubSpot Blog to see weekly readership fall around holidays. As long as it comes back the next week, we don’t sweat it.

Average Posts + Comments per Member

An engaged community member is more likely to stick around, but eventually, your group will get too big to check in on individual members.

Instead, an average of engagements per member can tell you a story about general participation.

Something to be mindful of is that a particularly hot topic or viral post can make this number jump like a frog on hot pavement. When that happens, you’ll need to be ready to explain why it’s falling the next time you report on it.

But pay attention to what caused the spike and you just might have a new content strategy on your hands!

Formula: (# of posts/comments)/(Total # of members)

Example: (120 posts and comments)/(50 members) = 2.4 posts/comments per member

Event Participation Rate

If your community doesn’t offer “events” in the traditional sense, you can probably still benefit from this metric.

Events can mean many things, from in-person conferences to live webinars or even on-demand virtual classes.

Heck, my son attends virtual concerts in Animal Crossing, and you better bet your bottom they’re keeping an eye on participation. (The event organizers, that is. Not the digital doggy DJ.)

Formula: (# of participants)/(Total # of members) x 100

Example: (200 participants)/(450 total members) x 100 = 44.4% participation

Impact Stage Community Metrics

Conversion Rate (CVR)

Conversion is usually talked about in terms of monetization — leads, sales, signups, etc. — but it can refer to a member taking any desired action.

Almost every community will have some sort of conversion event, and you’ll need to define what’s important to yours.

Is it signing up for a demo? Taking a class? Subscribing to a newsletter?

As your community grows, you’ll also want to track conversion rates for different types of actions. Each action will represent a different ROI for your team, brand, or company.

In other words, downloading a whitepaper will likely have a different value to you than signing up for a webinar. Knowing the CVR for each will help you lean into more valuable efforts.

Formula: (# of conversions)/(Total # of members) x 100

Example: (20 conversions)/(200 members) x 100 = 10% conversion rate

Advocacy + Referral Rates

92% of people trust the recommendations of family and friends over any form of advertising, according to a recent Nielsen survey.

Referrals and advocacy are the kind of marketing you can’t buy … but you can earn them by fostering a thriving community.

Not only should you be tracking your overall referral rates, you should also be tracking the referral rates for individual campaigns and events.

You may be surprised to find that campaigns that see low conversion are still super valuable because they drive a lot of word-of-mouth.

Formula: (# of referrals)/(Total # of members) x 100

Example: (10 referrals)/(50 members) x 100 = 20% referral rate

Average Response Time

Response time (and its cousins Response Rate and Resolution Rate) is a metric that will be

important for service or support-based communities.

Simply put, it’s the average time it takes for a representative to respond to a question, request, or ticket.

As your community becomes more advanced, it may also be useful to calculate the average response time by channel or by ticket type.

This can quickly identify choke points in your services, as well as strengths that can be shared with other channels.

Formula: (Total time to respond to questions/tickets)/(Total # of questions/tickets)

Example: (10 mins. + 20 mins. + 15 mins.)/ (3 questions) = 15 min. avg. response time

Response Rate

Just to make things confusing, people will use “response rate” to refer to two different metrics.

• The rate at which members respond to a poll or a survey.
• The rate at which your reps respond to questions/tickets from members.

Depending on your type of community, both may be worth keeping an eye on. Thankfully, the formula is the same for both. (Whew!)

During our chat, Jenny Sowyrda mentioned that HubSpot also tracks the percentage of responses that come from external sources versus those that come from HubSpotters.

This is a great idea for product-centered communities, where it’s crucial that information comes from trustworthy sources.

Formula: (# of responses)/ (# of queries) x 100

Example: (20 responses)/ (30 queries) x 100 = 66.6% response rate

Resolution Rate

Similar to response rate, resolution rate is based on the number of tickets closed or the number of answers accepted.

That last word is key if you want your community members to feel satisfied.

Don’t count a query or ticket in your resolution rate until the member considers it resolved.

Formula: (# of resolved queries)/ (total # of queries) x 100

Example: (20 resolved queries)/ (25 total queries) x 100 = 80% resolution rate

Sentiment Analysis

Sentiment analysis refers to the process of pulling out the emotional tone of content in order to better understand your community.

It can give an idea of how your members feel about your brand, the success of an event, or how happy they are with your support efforts within the community.

This isn’t really a metric you can calculate, but it is a KPI you should consider. Many good community management tools will include a sentiment analysis feature.

Best Community Metrics for Reporting Upwards

It may seem harsh, but chances are, your boss’s boss isn’t going to look at your reports for more than 60 seconds.

That means you need to limit upward-facing reports to only those metrics that show how your efforts impact broader business goals.

“We align our metrics with what the business cares about,” says Jenny Sowyrda. “Which usually boils down to either making or saving the business money.”

That makes Conversion Rate and Event Participation easy shoe-ins. But what about the rest?

“It is super important to have those early conversations with key stakeholders on what is important data for them,” says Max Pete. “What are their goals and what are they looking for in terms of success metrics?”

In other words, just ask them!

In the meantime, here are some other boss-friendly KPIs they may be interested in:

Net Promoter Score (NPS)

Want to know how your community feels about your brand/product/service? Ask them!

Net promoter score is a metric almost any executive will recognize. It’s based on asking your members a question like “On a scale of 0-10, how likely are you to recommend the community to a friend or coworker?”

You then bucket your responses as Promoters (9-10), Passives (7-8), and Detractors (0-6). Finally, subtract the percentage of Detractors from the percentage of Promoters.

Learn more about NPS.

Share of Voice

While Share of Market measures your portion of industry sales, Share of Voice compares your portion of brand awareness.

In other words, when consumers think of your industry, how many of them think of your brand?

It’s usually measured in social mentions, paid ad clicks, or keyword traffic.

As you can imagine, a thriving community full of advocates is a great way to increase your Share of Voice.

Learn more about Share of Voice.

Cost Per Conversion (CPC)

Since communities are gold mines for user-generated content and organic referrals, they’re often more cost-effective than paid marketing campaigns.

The downside? It’s often harder to prove that.

To calculate the CPC of community management, you’ll first need to add up all of the costs associated with running the community. From there, you divide the total expense by the number of conversions attributed to the community.

Now you may be asking, “What if I’m still only tracking foundational stage metrics?”

That’s okay! Christina Garnett recommends being upfront about that during those early stakeholder conversations.

“Setting expectations so leadership knows that KPIs will shift as the community grows is priceless,” she explains.

The Benefits of Measuring Community Management Metrics

Simply put, tracking these metrics will allow you to make decisions that better serve your community and your business.

But data alone isn’t enough. KPIs should always be a starting point for your curiosity in figuring out what works for your community, what doesn’t, and why.

If you do that, you’re almost guaranteed to:

• Turn members into advocates by seeing what they love and doing it over and over again.
• Thrill your stakeholders by identifying what serves their goals and leaning into those efforts.
• Reduce costs by discovering and improving weak points.
• Uncover business insights that almost no other type of marketer gets access to.

And if that’s not enough, they’ll also help you prove the ROI of your community to management. But that’s a blog for another day.

A few years ago, I had to manage a Facebook community for a TV station I was working for as a digital journalist. It was a completely new experience, and there were definitely times I stumbled.

Community management challenges are real and can be hard to navigate if you’re new to the field.

Fortunately, I gathered valuable information from experts, including a fellow HubSpotter, so you can be the best community manager you can be and avoid some of my blunders.

If you‘re an organization looking for a community manager, these challenges and their solutions will help you understand the skills to look for when hiring one. Let’s dive in!

Top 8 Community Management Challenges

Here are several community management challenges and how the experts overcome them.

1. Community managers need to be good at many things.

It takes a lot to build and manage a community around a business, so an excellent community manager will need to have a diverse set of skills.

I spoke about this with Hubspot‘s principal marketing of community (and fellow ’Erica’), Erica Finley.

“Community managers often mediate community conflicts and may be required to draft crisis communications,” Finley says. “They must be curious and adept at conducting research online and via people-centric methods like focus groups.”

And community managers aren’t just managers.

“They are content creators who may be called to create entire calendars based on a specific persona or theme,” she says. “They are public speakers who often serve as emcees and facilitators for community events.”

If you want to become a community manager, consider diversifying your skills. Some valuable skills to possess would be writing and public speaking. You should also be an adept researcher, content creator, and social media user.

2. Some leadership teams won‘t ’get’ what you do.

Community isn’t new, and 86% of social media marketers believe having an active community is critical to a brand’s success. However, community management is pretty new to marketing and less strictly defined in business settings versus sales or digital marketing.

As a result, community managers sometimes encounter marketing leaders who need help understanding their jobs or the value of community management.

“Community pros often have to work harder to prove their value and contribution to the bottom line and should work with other internal teams to illustrate how they amplify their efforts,” Finley explains.

So, track your work and pay close attention to metrics, such as the number of people who visited your company’s website after a community page post or the profits that followed a community management initiative or event.

And, like Finley says, work closely with other teams and get them on board with your vision so you can better illustrate your value.

3. Scaling is hard.

Finley explains, “More often than not, community teams are small, and sometimes, they’re a team of one. As your community grows, it becomes increasingly difficult to respond to each message, nurture your members, think proactively about your roadmap, and report back on your success.”

I can relate to this sentiment as a content creator who spent a few years building my platform on YouTube and social media.

It was much easier to foster community with my audience when it was just a handful of people. However, my community eventually grew to thousands of followers across my platforms, and it became harder to nurture my audience and connect with them by replying to comments, liking their posts, or responding to messages.

“Look for helpers in the community that can be your eyes and ears when you’re not around, and lean into automating tasks that don’t require a human touch,” she says.

For example, consider Reddit moderators. Reddit moderators are users who volunteer to monitor subreddits, enforce rules that keep members safe, and ensure the community is peaceful and user-friendly.

Most Reddit communities have at least two to three moderators and will get more as members grow. So, consider tapping into your audience and relying on moderators for your online platforms.

4. Burnout is real.

Growing and maintaining a thriving community for an organization can be rewarding and draining, especially when you’re building a community in digital spaces like social media.

As I mentioned earlier, I helped moderate a Facebook community page for the station I worked for. Since the page was easily accessible from my phone, I constantly checked it and flagged issues even when I was supposed to be off the clock.

To no one’s surprise but my own, I found myself getting burnt out from constantly moderating, and it became hard to leave the stress of monitoring the group at the office.

“Burnout is real in such a people-centric role,” Finley says. “Community professionals should set proper boundaries and avoid an ‘always on’ approach to their roles.”

5. Creating an engaging community for a start-up has its hurdles.

Fostering community for a start-up or smaller company often means you‘re building community from the ground up, and that can be difficult because you don’t have many resources or metrics to go off.

You’re also laying the groundwork for future community managers who may join your organization.

But there are solutions, according to Harshil Boparai, Community Manager at The Alliance.

“Understanding member’s demographics and preferences is paramount—whether they seek career-centric insights, industry updates, networking opportunities, or other content,” she says. “So initiating dialogue during onboarding and establishing a Customer Advisory Board could help align these community objectives.”

6. It can be challenging to keep community members engaged and active.

“I would say this is probably a challenge for most community managers, and always a big goal to have good engagement,” says Emma Buitendag, Community Manager at The Alliance. Even with larger communities, keeping the engagement up can still be challenging.”

Buitendag says managers should stay focused with increased numbers of community members. You’ll need to keep the momentum going.

“You’ll want to regularly post engaging content, host events like webinars and in-person meetups, and constantly encourage discussions,” she says. “One would think that the bigger the community, the higher the engagement, but you still need to work hard to keep the engagement going, regardless of the size.”

7. Community managers have to know how to handle conflict.

Of course, no community is without its conflicts, and community managers must know how to handle them in a way that reflects positively on their organization.

“So, set out clear community guidelines,” Emma Buitendag says. “It’s very helpful to direct people’s attention back to the guidelines if they are breaking the rules. It’s also important that the rules are written down and clear so there is little room for confusion.”

Buiendah also suggests moderating discussions and intervening diplomatically and privately should conflict arise.

“Don’t try to reason with a member on an open platform,” she says. “I always make sure to privately message the person and resolve the issue between us.”

8. The way consumers communicate is constantly evolving.

There was a time when consumers could only reach a company or organization via phone or email. Now, consumers can reach out via social media, direct messages, text, and more.

“The processes involved in community management are constantly changing and evolving, so one key solution is always to be flexible and open to change,” Alliance Community Manager Millie McCaughrean says. “Feedback from members and internal colleagues regularly is paramount to keeping on top of the changes and adapting in the best way possible.”

So consider hosting focus groups and pay close attention to how your audience speaks of your company and how they communicate.

There are no easy jobs in marketing, and that includes community management. The field has its challenges, but they‘re nothing you can’t overcome with the right tips and tricks.

If you’re trying to start or grow a community around your brand, these community management best practices might just do the trick.

Good community management requires a little bit of troubleshooting. But you can’t just turn it off and turn it back on (like I do with my almost-10-year old laptop when it freezes).

You took the time to build a strategy to draw people in. Now, let’s work together to get it off the ground — the right way.

Community Management Best Practices

Here are my top 12 best practices for community management, with insights from experts across the industry.

1. Communicate clear expectations from the start.

When you’re managing a community, one of the first things I recommend doing is setting firm rules for all members and contributors.

Without clear guidance, it’s hard to maintain a respectful environment where everyone feels comfortable engaging.

Here are the main elements you’ll want to cover. We’ll use TikTok’s Community Guidelines as an example:

• Purpose: Why was the community created? Example: “TikTok is a source of entertainment and enrichment where you can discover, create, and connect with others across the world.”
• Content: What types of content are (and are not) allowed? Example: “We do not allow misinformation that may cause significant harm to individuals or society, regardless of intent.”
• Participation: What principles guide how members interact? Example: “TikTok has eight guiding community principles: Prevent Harm, Enable Free Expression, Foster Civility, Champion Inclusivity, etc.”
• Enforcement: How will these guidelines be enforced? Example: “Content first goes through an automated review process. If content is identified as a potential violation, it will be automatically removed, or flagged for additional review by our moderators.”

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It’s all about creating a safe place for people to interact with each other and your brand. This is easier to accomplish when you outline what that looks like up front.

2. Get your members involved early (and often).

Max Pete, community engagement program manager at Square, says:

“Involve your members early on in the process, and don’t stop involving them as you evolve. Always have the ‘build with’ vs. ‘build for’ mentality.”

It’s a lot easier for people to invest in something they helped create. And that second part is so important because you want your community to grow with you (and stick around long term).

Collaborate, ask for input, and let your audience show you how they want to engage with your brand.

3. Encourage member-to-member interactions.

Audience interaction is so important, but a community thrives beyond just you and your brand.

As Joe McElligott, Strategy Director at MG Empower, explains:

“Community isn’t solely formed through brand-to-consumer interactions. The interactions among consumers themselves are truly significant elements of a strategy, with the brand serving as the platform or facilitator for these engagements.”

If you’re managing a brand community, give your members the opportunity to build relationships among themselves.

For inspo, Scrub Daddy is really good at this. They’ve created a community of promoters who enjoy posting relatable content to their own audiences about Scrub Daddy products.

And that content often gets a lot of traction — like this TikTok below with 374K likes and 1,550+ comments.

A successful community should be able to hold its own. And this will actually help take some of the pressure off of you, too.

If members are empowered to interact with each other, they’re not only relying on you to drive the conversation. Win-win.

4. Recognize, incentivize, and reward participation.

An important part of community management is showing appreciation for your followers. It shows you value their time and commitment to your brand.

There are many ways to recognize and reward participation. Here are a few steps you can take to show you care:

• Send a personal welcome and thank you note to each new member of your community with a token of appreciation for joining.
• Keep track of the most active members and then acknowledge their contributions via special mentions or gifts.
• Ask members what you can do to make their experience a great one, and reward them for their feedback.

A little effort goes a long way.

5. Personalize your engagements (and be human).

I hate receiving generic responses from brands. Especially when I know there’s a human behind the interaction just waiting to be heard.

Don’t get me wrong, canned responses are great and can be super helpful for teams with limited resources. But that doesn’t mean you can’t show a little personality.

Personally, I like to use a conversational tone in posts and replies to show my audience that they’re talking to a real person. I also address people by their names and try to remember details about every interaction.

But there are many other ways to humanize your brand.

Like this second example from Scrub Daddy when they owned up to making a typo in one of their videos (because, well, it happens).

See the first comment below: “Excuse the typo omg 💀”

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Find a strategy that works for you and be consistent.

6. Stay true to yourself and your brand.

In the spirit of being human, you should also try to be as honest, transparent, and authentic as possible.

Address any negative comments, feedback, or challenges openly and acknowledge mistakes when they happen.

Did you forget to follow up with someone about a product question or concern? Own it, and make things right. Has someone violated your content guidelines? Act swiftly, and acknowledge community concerns.

Being authentic builds trust and can help foster stronger connections with your audience.

7. Use AI and tech to your advantage.

Many community management platforms, including social media, offer features to streamline your workflow. And now that AI is literally everywhere, take advantage of the good things automation has to offer.

You can use social monitoring tools, like HubSpot’s social media management software, to track engagements and respond to comments and messages in real-time.

Or try out some GenAI prompts to help you come up with content ideas related to your audience’s interests.

Use the resources around you to deliver maximum value to your community.

8. Be attentive and respond promptly.

Timeliness is critical in community management.

Make it a priority to address comments, concerns, and questions from your audience as quickly as possible. This shows members you’re active and ready to address their needs.

According to Jan Crewe, a social media community manager at ICUC, responding to incoming comments fast is key for building relationships with your audience.

She says that “this increases the chance of subsequent responses, extending the interaction.” It also allows you to address any pressing issues before they start to snowball.

9. Celebrate milestones with your community.

Your milestones — and those of your community members — are cause for celebration.

For example:

• Did you gain a certain number of followers or members? Shout it from the rooftops.
• Is it the anniversary of your community launch? I’ll bring the cake, you bring the candles.
• One of your members accomplished something big? Let’s all raise a glass!

Sharing moments like these can strengthen the sense of community and deepen the connection people feel to your brand.

10. Maintain your brand voice at all times.

It’s important to keep a consistent brand voice when managing a community.

Your brand voice is what makes your business unique and identifiable to your audience. For example, if your brand is known for being easy-going, this personality should be reflected in all your interactions and content.

(I won’t share another Scrub Daddy example — I think you get the point.)

11. Evolve with the trends.

Community management is constantly evolving. Stay open to learning new ideas and incorporating them into your strategy. You can also expect the best practices on this list to shift as community management trends change.

As a marketer, I try to stay updated on what’s happening across the industry (I’m looking at you The Marketing Millennials) and how those factors affect audience preferences.

I also pay attention to any changes in social media algorithms which ultimately affects how your content is displayed to potential viewers.

This proactive approach allows me to adapt my strategies as needed. And I have a feeling it’ll help you keep your communities engaged and relevant, too.

12. Always be auditing.

Pete is back with one final nugget of advice: “always be auditing.”

He adds, “Community building isn’t a one and done type of thing. It takes constant work and is always a work in progress, but that is what makes it fun.”

Your community is like a puppy. You have to feed it, nurture it, pay close attention to it, and invest in it. And if something’s not working, don’t be afraid to take it to the vet … I mean, review your metrics and make improvements.

Do you hear that?

That’s the sound of hundreds … actually … thousands of community advocates engaging with your content and talking about your brand.

I would say good luck, but I already know you’ll handle it like a pro.

The concept of managing communities may seem straightforward.

But a community management strategy is what separates the ‘omg I love them!’ brands from all the rest.

If you really want to make an impact on your audience, it’s going to require a little bit of planning. Come with me to take your community management efforts to the next level.

Table of Contents

• What is a community management strategy?
• How to Create a Community Management Strategy

Think about some of your favorite brands and how they interact with their audiences.

Personally, I love Duolingo’s approach to community management. It’s authentic, consistent, and human. When you see the Duo owl in the comments section on TikTok, it’s to be expected. It’s almost like they belong there.

Plus, they get an A+ from me on content creation. Posts like these are a big part of why my Spanish-learning streak is still alive. (I’m on day 580, btw.)

While this strategy works for Duolingo, it won’t work for everyone. That’s because your community management strategy is unique to your brand. It all depends on who your audience is and what you want to accomplish.

Jenny Sowyrda, manager of community strategy and operations at HubSpot, says you’ll want to take “the needs of your community members, the key goals associated with your community, and the business goals of your community” into consideration when designing your strategy.

And sometimes, those needs and goals will change as you begin to scale.

But before we talk about growth, let’s start with six simple steps to help you get your community up and running.

1. Define your objectives.

The first step to develop a community management strategy (that actually works) is understanding what success looks like for your brand.

What do you want to achieve?

Your answer may include one or more of the following:

• Increase brand awareness
• Gather product feedback for product development
• Increase engagement
• Enhance customer support
• Build a network of brand advocates
• Increase traffic to a website
• Increase customer satisfaction and retention
• Boost sales and conversions

Defining objectives upfront helps you lay the groundwork for your entire strategy. Every decision you make from this point on — such as choosing platforms and content types — will tie back to this step.

2. Identify your audience.

After you define your primary objectives, the next thing to do is identify and understand your audience.

That means gathering data on your current and target customers, including:

• Demographics: Who are they (age, gender, profession, etc.)?
• Psychographics: What are their values, attitudes, and lifestyles?
• Behaviors: How do they interact with brands and content online? What social media platforms do they use?
• Needs and challenges: What are they seeking to gain from being part of a community? What challenges are they hoping to overcome?

To gather this intel, I recommend starting with market research, social media analytics, and customer surveys.

Taking time to understand the target audience will help you refine your communication strategy and tailor your activities to their needs and interests.

3. Choose the right channels.

Next, choose the platforms where your communities are most active. That could include social media, a forum like Reddit, Slack channels, or even offline meetups.

When choosing the best platform for your target community, consider these factors:

• Audience preferences: Ensure the platform(s) align with the way your audience prefers to communicate. For example, I might choose to focus my energy on TikTok if I have a young target audience or LinkedIn if I’m targeting a B2B crowd.
• Objectives and type of interaction: Remember those objectives we talked about earlier? They play a big role here, and so does the type of interactions you want from your audience. ​​For example, Instagram is great for real-time engagement.
• Level of control: Figure out how much oversight you want over the user experience. For example, you have more control over if you host a community on your own website versus a third-party platform.
• Platform tools and features. Consider the community management offerings for each option. For example, if you’re hoping to engage your audience via quizzes and polls, choose a channel that supports this.

A big part of a successful community management strategy is being in the right place at the right time.

4. Set your targets.

Your targets will naturally flow from your primary objectives.

For example: If the primary goal is to increase engagement, a sample target could be to increase the average comments per social media post by 15% in the next three months.

Or, if the goal is to gather feedback in order to improve a product, a potential target could be to collect and respond to at least 100 customer feedback submissions each month.

My top tip? Set realistic targets. Here’s how:

• Consider industry benchmarks: Look at similar communities from other brands in your industry and set a baseline based on their average past performance.
• Run your own experiments: Design a couple of quick-hit experiments to determine what your average metrics are (e.g., brand mentions, engagements), and use those numbers as your benchmarks.
• Start small: Cultivating a thriving community takes time and consistent effort. Begin with small goals and gradually escalate them as your community grows.

Max Pete, community engagement program manager at Square, also notes the importance of aligning your targets with your company resources.

“Realistically, you have to have bandwidth and capacity. Otherwise, you’re setting yourself up to fail,” says Pete.

“Consider what needs to get done ASAP and what’s going to make the biggest impact — while also keeping in line with budget and realistic timelines for you and your team.”

For example, if you’re a solopreneur, try responding to comments within 48 hours instead of a more ambitious target like 12 hours.

It’s great to aim high, but it’s also important to understand what’s achievable with your current resources.

5. Post regularly and engage with your audience.

Consistent posting and active engagement are crucial to keeping your community vibrant. Make sure you have a steady stream of content flowing so you sustain interest.

Depending on your goals and the type of community, content could include:

• Blog posts or articles: To establish yourself as a thought leader.
• Polls and quizzes: To gather valuable insights.
• Discussion prompts: To spark conversation.
• Contests and giveaways: To encourage/reward member participation.

Regular posting helps maintain visibility in your members’ feeds and keeps your brand on top of their minds.

That said, life happens, and you can‘t be online every minute. Don’t let that silence your community.

Content calendars, as shown in the video below, are a great way to plan ahead.

And tools like HubSpot’s Marketing Hub let you schedule posts in advance.

Aside from posting, remember to interact with your people. Like their comments and respond to their questions or concerns.

Show them that you value their support. In turn, you’re likely to get even more insight into their needs, preferences, and challenges.

6. Measure your results.

Finally, it’s time to see if your hard work is paying off.

Take the time to evaluate your metrics. This will tell you whether what you’re doing is resonating with your audience. If not, you may need to change tactics.

Here are some tried-and-true methods for tracking your success:

• Social listening: Monitor your social accounts for any mentions, keywords, or discussions related to your brand (and your competitors). If the sentiment is positive, then you know you’re doing something right.
• Platform analytics: Use built-in tools, like X Analytics and Instagram Insights, to get direct insights into the engagement and reach of your posts and interactions.
• Third-party tools: For deeper analysis, consider using an external resource to gather data. My favorites are HubSpot’s Social Media Management tools, Google Analytics, and Sprout Social.

My advice? Don‘t get hung up too much on quantitative data. Numbers can’t always capture the magic of a thriving community. Plus, community building takes time. Be patient, and focus on the long game.

Create, Connect, Engage

You now have the ingredients to start a community that your customers, partners, and supporters want to be a part of. When you put them all together into a cohesive strategy, that’s when the magic really happens.

Matthew Stibbe, CEO of Articulate Marketing, told me, “Community is not the cult of celebrity. It’s a reciprocal thing. It is about building connections, true connections, and developing those connections into relationships.”

He’s exactly right: communities help you share your brand identity, engage with members to build and deepen relationships and help you share content with them so they have everything they need to succeed.

That being said, how can you reap the benefits of online communities? I’ll dive into that in this post and walk you through how to build an online community, with advice from experts who have successfully done it themselves.

1. Understand why you’re building a community.

I asked Jenny Sowyrda, Manager of Community Strategy and Operations at HubSpot, her tips for building an online community and understanding your motivations was her first piece of advice:

“Know why you’re building a community (from a business perspective) and who you’re building a community for. You should have a clear goal and mission statement and understand what perspective and expertise you bring to this persona that another community isn’t or couldn’t.”

This makes sense to me because knowing your motivation helps you throughout every step of the process.

My recommendation for uncovering the “why” is building a persona for each community.

It’ll help you throughout every other step of the process, from deciding the platforms you use to how you advertise your community — really any additional steps you go through along the way.

If you’re building multiple communities, I recommend this step for each one, and so does Sowyrda. She says the main factor that changes your community is the persona you’re building for vs. the platform you’re building on.

Her example breaks it down well: “Setting up an email inbox is generally the same for Gmail and Outlook. Setting up an email inbox for a bakery vs. a law firm, however, will look different. The same is true for community — the majority of your changes will be for your members.”

2. Identify the ideal audience for your community.

After defining your primary objectives, the next thing to do is identify and understand the audience.

Alyssa Martin, Community Manager at HeyOrca, says, “My top tip for building a community online is to make sure that you fully understand who your community is before starting.”

“Figure out what they’re passionate about and find out what their challenges are…Once you fully understand who they are, you can then move on to starting to strategize and set up the space you want to create.”

Taking time to understand the target audience will help you:

• Choose the most effective channels for community building.
• Determine the most appropriate style and tone of communication.
• Tailor content and activities to their needs and interests.
• Predict and manage any potential challenges that might arise within the community.

The best way to learn about your customers is by gathering data on your current customers or target demographic, including:

• Demographics. Who are they (age, gender, profession, etc.)?
• Psychographics. What are their values, attitudes, and lifestyles?
• Behaviors. How do they interact with brands and content online? What social media platforms do they use?
• Needs and challenges. What are they seeking to gain from being part of a community? What challenges are they hoping to overcome?

Qetsiyah Jacobson is a Social Media Community Manager at HeyOrca, and she agrees with Martin: You have to put in the effort to really know your community.

Her strategy is to put herself in her personas’ shoes: “Thinking like them, talking like them … I personally like to immerse myself within niche communities to really understand the audience I am trying to reach. Facebook groups and platforms like Reddit are a really good place to start.”

A few tools and resources I recommend to learn more about your audience are market research, social media analytics, and customer surveys.

3. Identify key internal stakeholders for the community.

After you know why you’re creating your community and the platform it’ll be on, you want to identify relevant internal stakeholders. I found that there are three categories to consider:

• Those who will be managing the community: For external-facing communities, this group of stakeholders may include the community manager, marketing department, and/or customer support. The stakeholders may vary greatly for internal communities.
• Those who will be impacted by the community: If your community is external facing, you’ll want to involve marketing teams because the answers you’re seeking will have the most impact on them. If you’re getting community feedback, I’d recommend involving product management stakeholders.
• Upper management: This stakeholder isn’t necessarily someone in the C-Suite or involved in the communities day-to-day; it’s someone who is inforanyand all processes to ensure things are going well, like an operations manager overseeing all digital experiences.

4. Determine your success metrics.

Success looks different for every online community, so it’s essential to decide the success metrics to track based on your goals.

For example, if your goal is brand awareness, tracking the number of followers and new followers will be critical metrics.

Sowyrda says, “We monitor a lot of metrics, from weekly and monthly active members, to number of posts, community growth, response time, and response rate.” She says the metrics you choose should align with business goals.

“The more you can align your success metrics with what the business cares about, the better off you’ll be,” she adds.

If multiple teams are involved in your process, success might look different for each team (which is why identifying your key stakeholders early on is important). Let’s go over some examples of KPIs for different teams.

Marketing KPIs could be:

• Market share
• Customer sentiment
• Mobilizing influencers and advocates
• NPS – Net Promoter Score

Operations KPIs could be:

• Operational efficiency
• Reducing support costs

Customer Service KPIs could be:

• CSAT – Customer Satisfaction Score
• NPS

Product Management KPIs could be:

• Product testing
• Market research
• Beta testing
• Customer feedback

5. Choose a platform for your community.

Christina Garnett, CCO of Founder and Fractional and Pocket, told me, “Don’t choose your community tech stack until you understand what behaviors you want community members to do and what metrics you want to track. This will help you narrow down the best community tools for your needs.”

This is an important step because there are also different community models: free, owned, and paid. I dive deeper into each one in this post, but the type you pick impacts the freedom you have within each community.

For example, if you want a forum structure, you can create a free Facebook Page to entice discussion. Since you don’t own the community (because it’s a social media platform), you’re limited to what Facebook allows.

If you create a forum within your website, it’s an owned community, and you have complete creative liberties and control over how you run your community and what people do once they become members.

A few key factors I recommend considering when making your decision are:

• Audience interest: Any info you’ve uncovered during your research into the platforms they already use and are interested in
• Community objectives: You want to pick a platform that helps you meet your goals. For example, if you want to share exclusive content, one that offers paid membership options is a good bet.
• Features: Consider what each platform offers and the features you need to use.
• Control: The level of ownership and control you want over the community. If it’s owned, you have more freedom.

If you’re having trouble deciding, Camille Trent, Director of Content and Community at Teal, shared a tip I like:

“You should almost always build a community in public channels first. For instance, as an AI resume builder and career tool for job seekers, it made sense for Teal to build publicly on LinkedIn, a social channel built for professionals, and cover career-related questions on the blog before expanding to other channels.”

Trent says the benefit of starting with public channels is that it “Helps you build credibility with a wider audience, increase awareness, and, as a bonus, do some light audience research to inform what type of private community to build later.”

6. Set up your community.

So, the setup process begins.

My first recommendation is to familiarize yourself with the software or platform you use to set up your community.

Play with a demo, go through hands-on onboarding with a sales rep, or spend time on the platform to understand what you can do.

As a basic example, if you’re setting up a forum, you want to know exactly how to create the discussion threads that will form your overall forum.

Below, I’ll go over some setup processes that are useful for all types of online communities:

• Defining the roles of your staff and members: Decide what roles your community will need, such as moderators or super members, and whether those will held internally, done by community members, or a combination of both. Consider who on your staff will be the community’s admin, moderators, or community manager.
• Assigning permissions for roles: You will need to assign and test permissions to the roles you create. For example, you may restrict new accounts from posting pictures or links.
• Implementing your theme: I strongly recommend tying your forum to your brand over impersonal and default settings. For example, use your brand color palette and add other recognizable, personal, and branded touches. If you’re creating a community on social media, your profile pictures and headings should be consistent with your existing branding.
• Review the sign-up process for members: Thoroughly test your sign-up process pre-launch to make sure it works. If you’re using owned platforms, I recommend setting up a single sign-on (SSO) if it’s offered. The easier the process, the faster you build your user base.
• Configuring spam controls: Take advantage of spam controls on any owned communities. You can set filters before launching, test them against a baseline of users, and adjust as needed. Non-owned platforms often have built-in spam filters and controls that automatically handle spam or harmful content.
• Crisis plan: It would be nice if they didn’t, but crises do happen. Thankfully, you can prevent them with social media crisis management planning. Consider all types of probable scenarios, create contingency plans, and prepare yourself beforehand.
• Keeping your community pre-launch private: You do not want outsiders having access to your community until you are ready, so make sure to enable your privacy settings.

Now, I’ll go over set-up tips unique to the communities you own and create yourself.

• Decide which features to enable: You have more creative control over owned communities, so you can choose to enable the features that are most relevant to your needs. Some software offer plug-ins, add-ons, and other features that automatically integrate with your community.
• Create your initial forum categories: If you’re creating a forum, decide on your initial categories that will start the conversation. Avoid creating too many categories at the start — keep it simple and let your categories evolve.
• Set up gamification: If it’s offered, gamification is a great way to build excitement. Think about the perks you want to reward members (like badges or other achievement recognitions), and set up gamification rules that inspire participation.
• Set up your outgoing email: Decide what email address you’ll use for community notifications, and review your welcome and registration emails to make sure they say what you want.

7. Create a promotion plan.

“I would recommend having a detailed promotion plan before you launch to ensure you understand how you’ll get folks into your community. If you build it, people won’t just show up, you need to find the right folks, introduce the value to them, and then really double down on building trust with them,” says Sowyrda.

This makes sense to me: you don’t want the work you’ve done to set up your community to go to waste. A targeted promotion plan lets your target audience know that the community exists and gets them interested and excited to join it.

The best way to do this is to take advantage of your existing online presence.

Promote your launch on your website, through email communications, and by having your sales team and customer service reps tell your existing and potential customers about it.

8. Optional step: Begin a soft launch.

This is an optional step, but you could soft launch your community to a smaller group and use this opportunity to fix any roadblocks initial users might encounter before a public launch.

I think a great example of a soft launch is from BigFish Games with the introduction of their new game: Dungeon Boss. While preparing for the launch, it placed its app in the Apple Canada store and drove users to the community forum in a closed and private environment.

It got a lot of customer feedback, some of which was incorporated into the Dungeon Boss game title. Consequently, when it launched worldwide, it became one of the most downloaded games.

Preparing for the Soft-Launch

Your community should be launch-ready.

Remove test content and fix known issues. Pre-populate your community with quality content (you can use your existing content) that will spark discussion.

Tone is important, so you want to set the right tone before moving on to the internal soft launch.

Internal Soft-Launch

The internal soft-launch will help you identify problems with trusted colleagues before going public.

People testing your community can give you valuable feedback to implement before you move on to a full launch. If you have internal moderators, this phase allows them to learn how to use the tools they’ll use in the forum.

Public Soft-Launch

Your public soft launch should be limited to a select audience that you encourage to give feedback on your new community forum.

To find people, you can request volunteers from trusted customers, create a banner on your website, or include mentions in your company newsletter.

9. Launch your community.

Launching your online community is one of the most essential steps to building it.

You’ll launch your community to your target audience post-soft launch or give it to the world for the first time. Either way, your community management strategy comes to life, and you can start attracting an audience and building connections.

Leverage the promotion plan you created, and watch it come to life. Here are some additional tips that will help you drive the first 100 members of your community:

• Invite your contacts: This doesn’t mean personal connections (unless it’s appropriate), but any professional contacts you have that align with what you’re offering with your community.
• Discuss with everyone and anyone: Get in the habit of talking to people everywhere you go, especially if your community is centered around a broad product or service that has value for many people.
• Enlist the help of new members through gamification: Ask your growing, early group to help you broaden the network by inviting friends, colleagues, and digital connections. You can encourage this through contests or reward systems integrated into your platform.
• Partner with influencers: Collaborating with a related and complementary company can be an effective way to promote your new community and welcome new members who like both products and services. (Pro Tip: Micro-influencers are your best bet here, and they come at a fraction of the cost of mega-influencers)

10. Remain adaptable.

My final tip, which holds for all business processes (but is still worth repeating), is being open to change and ready to pivot. As much as you test, roadblocks that require you to adapt can pop up.

Sowryda advises: “Be willing to pivot. Your community may change as you get to know your members and what they want/don’t want. Be open to adapting to meet those needs, as the end goal should always be your members’ success.”

Welcome to Creator Columns, where we bring expert HubSpot Creator voices to the Blogs that inspire and help you grow better.

Months before Beau was born, my sister — herself a mother of three — recommended we put a “NoseFrida” on our registry.

“It’s this rubber tube,” she said. “One end goes in the baby’s nose, the other goes in your mouth. Then you suck.” I laughed. Being childless at the time, this was a shocking concept. “It’s clean,” she said, “there’s a booger-catcher thing in the middle.” I laughed again. “Nothing goes in your mouth.”

I looked at my wife. “I’m not doing that.” She rolled her eyes and palmed her belly.

Months after Beau is born:

He’s still very small. I’m on the couch, horizontal, lying on my back, holding him above my head. My elbows are bending. I’m moving him up and down. We’re playing, laughing. My mouth is open.

Beau spits up.

My mouth is suddenly full. It’s breast milk — recently consumed and now regurgitated — but I’m not phased, believe it or not. My son is three months old, after all. Strange things happen. I look at my wife. She’s cackling at my misfortune. I get up and pass her the boy and go to the sink and spit.

“Kels—” I call out.

“Yeah?”

“Have you seen the nose thing?” I said. “He’s stuffy.”

The day Beau was born:

Kelsey woke me up early. It was still dark outside. Light from the bathroom poured into the bedroom. “My water broke,” she said.

We drove to the hospital. We went through triage. We met the nurse and the doctor and settled into the delivery room. “This is a process,” said the nurse. “Try to get comfortable.”

We tried. I closed the blinds and dimmed the lights and adjusted my wife’s hospital bed until she said, “That feels good.” The room was dark and quiet, calm. Kels fell asleep. Her back was to me. I was sitting in a recliner, reading something, listening to my son’s heartbeat come through the fetal monitor.

I closed my eyes. The door opened. My eyes opened. “Okay—” said the nurse, “we have a grumpy baby in there—” Kels sat up. I stood up. “I’m gonna have you roll over—” the nurse told my wife.

Then, suddenly, another nurse walked in. And another. And another. Then the obstetrician walked in. Then the anesthesiologist. Suddenly, a dozen people surrounded my wife, shifting her this way and that way, propping her up. “It’s gonna be fine, dear—” said the nurse, “just breathe, dear, breathe—”

I backed up until my heel hit the wall. I was in the corner now. My wife was on her knees and elbows now. I couldn’t see her face anymore. A doctor approached me. “Dad?” I looked at her. “The boy’s heart rate just dropped.”

“Dropped?”

“Yes,” she said. “One-ten to one-sixty is normal in utero—” I looked at the monitor. It was beeping and bouncing: fifty-four, fifty-seven, fifty-two. “It’s in the fifties now,” she said.

“Why?” I said. My palms were wet.

“Probably the umbilical cord—” the doctor kept talking, elaborating, but I could only see my wife and hear the monitor and feel my throat tightening.

Then, suddenly, the beeping stopped. “Heart rate stabilized,” someone said, and the room cleared out as quickly as it had filled up.

Then, suddenly, it was just me and my wife and the doctor, who said, “This can’t keep happening.”

“But what actually happened?” my wife asked.

The doctor repeated herself. “The umbilical cord,” she said, “it’s compromised.” Then she told us if the heart rate deceleration kept happening, an emergency cesarean would be necessary. Kelsey squeezed my hand. I squeezed back. An hour later, it happened again. And again after that.

“Okay,” said my wife, and signed the liability form.

“Okay,” said the doctor, and the nurses began rolling Kelsey’s bed toward the operating room. Before she turned the corner, we signed I Love You to each other.

Three fingers. Then, suddenly, it was just me. I was alone, sitting there, picking the skin off my thumb and tapping my foot. I looked down. My thumb was bleeding. I stopped picking and put it in my mouth.

I’m a secular person, but in that moment, I began to pray. “God—” I looked down. The blood was pooling in my cuticle. I let it go. “Please—” I didn’t know what I was doing. “Please—” I didn’t know how to talk to God. “Please, Lord—” I began bartering with Him. “I swear to you,” I said, “I’ll be the best dad.”

The moment Beau is born:

In the operating room, when the surgeon lifts him up over the blue curtain and I see him for the first time, I recognize him. So much so, in fact, it takes my breath away. I gasp. I know this person. I know his face.

It feels like when you run into an old friend, someone you left behind, and they’ve changed, of course — time has changed them — but you still see them as you once knew them. This is what it feels like the moment Beau is born. It feels like I already know him.

The surgeon passes the boy to a nurse. “Apgar at one and five—” he says.

“Yes, Doctor,” says the nurse.

“And I need suction on the left—” he says in the same breath.

“Yes, Doctor,” says another nurse.

“More—”

“Yes, Doctor.”

Beau is in a small room now, adjacent to the OR. He needs to be cleaned and measured and weighed. I look at Kelsey. “Go meet him,” she says.

A year after Beau was born, I did a writing experiment.

I asked one of the big AI engines a question:

“Can you describe meeting your firstborn child?”

The computer thought for a moment, then produced 88 words:

I read it, then wrote my own version, except I limited myself to exactly as many words as the AI’s passage. I often practice writing this way. Efficiency, after all, is my bread and butter as a copywriter. Word economy is baked into the discipline. Saying more in fewer words is never a bad thing:

When I shared it in my newsletter and on LinkedIn, the response was remarkable. The concept, clearly, struck a nerve. Hundreds of thousands of people saw the experiment, prompting over a thousand comments, DMs, and emails. All that feedback culminated in a consensus: my version is better.

Readers said that despite using only as many words as the AI, my passage created much richer, more vivid imagery: “I could actually see your version,” someone commented. “It felt like a movie was playing in my head.”

“Mind Movies” are a real phenomenon.

Harvard psychologist Stephen Kosslyn calls it “Mental Imagery,” or the “reproduction of visual images in the absence of the stimuli themselves.”

Mind Movies can be self-inflicted — an athlete, for example, might imagine herself making the game-winning shot — or, they can be done to us, prompted by writing.

But how? I’ll tell you exactly:

You can put “holes” in your writing.

In other words, leave things out — details, context — and this will give The Reader a chance to “fill in” that space, to use her imagination, to access her own experiences, or memories, good or bad, painful or pleasant.

Holes invite The Reader to participate in the narrative.

But how do you create holes? I’ll tell you exactly:

1. Anti-description

For example, I don’t need to tell you I’m in a hospital:

You fill in this hole for yourself because I mention “the nurse,” and “masks” and “gowns” and “gloves” and “hairnets.” These context clues are enough to conjure the colors, smells, and sterility of a hospital.

I’m not giving you a description as much as an anti-description — small details that force you to color in the story based on your own experiences in a hospital, creating an image that is invariably more real and believable.

This process of filling in the details for yourself — even if they’re not perfectly accurate — is not only engaging, but can also conjure profoundly vivid imagery, the fodder of a “Mind Movie.”

Another way this phenomenon expresses itself is via The Kuleshov Effect, discovered by film researcher Lev Kuleshov, who did an experiment. He put an actor in front of a camera and asked him to deliver an expressionless look. The actor, someone named Ivan Mosjoukine, did this:

Then, Kuleshov showed audiences a series of shots, followed by Mosjoukine’s expressionless face.

He showed them a bowl of soup:

He showed them a small girl in a coffin:

He showed them a woman on a fainting couch:

In his book, The Power of Film, film professor Howard Suber explains the significance of this experiment.

“Audiences raved at the range of this great actor,” says Suber, “How he expressed how famished he was in front of that bowl of soup. And how heartbroken he was at his child — nothing had identified any relationship between the child and the actor; the audience read that story into it,” says Suber. “And the woman on the couch … desire.”

“What Kuleshov proved is you don’t want theatrical acting in which the actor projects to the back of the house,” explains Suber. “The actor does not need to project. The audience is projecting onto the actor the emotions they think the actor is feeling, even though the actor isn’t expressing any emotion.”

Mosjoukine’s “expressionless look” in film is like “anti-description” in writing: by giving The Reader less, you’re actually giving them more to imagine, visualize, and experience.

2. Dialogue

For example, I don’t need to tell you I’m anxious in this scene:

You fill in this hole for yourself, based on what I’m saying, the observations I’m stating, and the questions I’m asking. This is also known as subtext. It’s the true meaning behind what characters say — and it’s one of our salient advantages as human writers.

For example, I’m not simply saying “Hello” to my son:

Ostensibly it’s a greeting, but it’s actually me becoming a new person. In this moment, the old person, the childless person — the one that wouldn’t even consider using a NoseFrida — is gone. In this moment, my priorities and worldview have changed, irreversibly so. I’ve transformed.

You fill in this hole for yourself by letting the context — the circumstance, the setting — dictate the meaning.

This is in stark contrast to the AI’s approach.

The computer lacks consciousness. It’s not aware of itself, much less the human condition. It can’t comprehend the essence of a person, or the significance of a moment, much less this moment, the gravity and complexity of meeting your firstborn child.

So, instead, the AI spoon-feeds us a series of platitudes and cliches, an amalgamation of some ideal scenario, some version of perfection:

It falls flat, of course, because it’s just not that simple.

“The AI’s version may well be accurate (for some at least), but it lacks the warmth and reality of holding your child for the first time,” explains fellow writer and parent, Katie Murray, in a comment on my post.

“As a first-time parent, I was ecstatic and anxious in equal measure as I held my beautiful baby for the first time. You recognize the thrill and the responsibility of being a parent simultaneously, and nothing quite prepares you for either.”

The AI can’t understand this duality because it’s not alive. It didn’t live this moment, so it can’t relate.

It didn’t just watch the most important person in its life go through 36 hours of hard, complicated labor. It didn’t witness its unborn child struggling to breathe inside the womb of this person.

It wasn’t there during emergency surgery at 4 o’clock in the morning, sitting by its wife, holding her head, telling her everything is going to be okay when there was a very real possibility that it wouldn’t be … that something horrible and unthinkable might happen to its family, to their future together, to their love.

People are the most incredible animals because, every day, we go through life with the knowledge that everything we care about, everything we love, could be taken from us. And yet, we go on anyway. Every day, we persist.

And sometimes, we’re reminded of this reality, and it does something to us, and that’s why I wrote what I wrote. I wrote my truth. And because we all share the human experience, so many people understood that truth.

They related to my version, my experience — and they were equally underwhelmed by the version put forth by the AI.

This is why copywriting will always be a human profession.

Because writing is actually not our work.

“[Writing] a great ad,” said creative director Jeff Goodby,” is [putting] a mirror in front of your audience.”

Writing is important, of course, and hopefully, the dialogue, anti-description, and subtext I created illustrates the enormous chasm between a human’s turn of phrase and that of a machine. But even so, if that chasm were to close — years or decades into the future, if ever — I hope every copywriter reading this finds solace in the fact that writing is just our medium, the vessel through which we put a mirror in front of our audience, and reflect something patently human and imperfect and true.

Kieran and I conducted an experiment with ChatGPT to brainstorm an unconventional marketing plan.

Here are four intriguing approaches it suggested using community and audience — and why we think they’re valuable for marketers.

In the latest episode of Marketing Against the Grain, we experimented with ChatGPT to develop a differentiated marketing strategy for acquiring the first 1,000 customers for a hypothetical SaaS product.

We aimed to bypass common ‘best practices’ and instead iterate on ideas that deviated from the norm or offered us a fresh angle, while still enabling us to quickly scale.

While the real-time integration of AI was the entertaining (and unpredictable) highlight of the episode, ChatGPT provided several suggestions to improve our marketing approaches by tapping into our brand’s audience and community.

Here are four of our favorites, along with practical tips, examples, and resources.

Four Differentiated Marketing Tactics Using Community and Audience

1. Pitch the problem (not just the solution).

One suggestion from ChatGPT that we love is to shape your brand messaging by highlighting your audience’s specific challenges and pain points.

While most marketers focus on perfecting their message to highlight their product’s strengths, the counter-intuitive approach embraces vulnerabilities to build deeper emotional connections and uses creativity and boldness to break through the noise.

It’s about meeting your audience where they are and showing that you truly understand their struggles.

HubSpot did exactly this in its early days by directly addressing the core inefficiencies that sales, advertising, and marketing teams were facing with traditional outbound marketing.

At the time, advertising in the Yellow Pages was becoming ineffective as people were discarding phone books without even looking through them. TV ads were also losing their impact, as viewers fast-forwarded through commercials with their new DVRs.

HubSpot recognized these pain points, built a brand strategy around them, and then presented their inbound marketing solution as a superior alternative. The rest is history.

2. Flip the sales process.

Another effective tactic from our ChatGPT experiment is to reverse the traditional sales process.

For example, instead of the conventional approach of pushing your product, invite potential customers to engage in unique challenges or interactive events that indirectly demonstrate the limitations of their current solutions.

I love this method because it curates a personal and hands-on understanding of your product’s solution and value.

A great example of this strategy is the Excel Olympics, which turned a well-known legacy software tool into a competitive event.

Participants competed in Excel-related challenges, showcasing the capabilities and benefits of the software in a new and entertaining way, eventually going viral on TikTok and Twitter and capturing millions of views on YouTube. Not bad for a software that’s almost 40 years old.

3. Curate unexpected user experiences.

A third tactic suggested by ChatGPT is to create radical experiences that surprise and delight your audience.

While this might initially sound like an obvious suggestion, this approach goes well beyond simply having a standout product or feature.

Instead, it’s about curating a brand experience that’s so unique and engaging that it defies your audience’s expectations and compels them to talk about it, building buzz and word of mouth.

A real-world example of this is multi-billion dollar company Mailchimp, which differentiated its email marketing brand so unconventionally that people continuously chose them over the competition — even if the competition was more technically advanced and well-known.

Why? Kieran says it best during the podcast: “Different is much more memorable, much more sticky.“

4. Build your tribe.

A final idea from our ChatGPT experiment is to dedicate resources to fostering targeted, community-driven engagement.

For example, instead of focusing on broad market acquisition, concentrate on creating a loyal tribe of followers through mastermind groups, exclusive content, and member-only events.

These strategies develop a sense of belonging and advocacy, positioning your brand as a central hub for your audience.

One of Kipp’s favorite resources on this topic is Seth Godin’s book, Tribes.

Here, Godin talks about the importance of leading and connecting people who share a common interest, resulting in an audience that effectively builds buzz by sharing their knowledge and positive experiences.

Applying Differentiated Marketing Tactics to Build a Strong Community

Turning your audience into a dedicated community elevates a brand to an entirely new level — but this requires resources, organization, and purpose.

Here are five practical tips to transform your audience into a loyal and engaged community, using the differentiated marketing tactics we’ve discussed and our Community Management Templates.

1. Assess the current landscape.

Determine where your audience engages, whether owned or unowned, and if they already identify as a community. This helps you understand your starting point and necessary adjustments.

2. Understand your community’s needs.

Figure out why your community exists and who it serves. Understanding the core needs of your members, like how HubSpot identified the inefficiencies faced by outbound sales teams, creates a focused and engaged community,

3. Map the member journey.

Understand the experiences of new, passive, engaged, and advocate members. Tailor your tactics to nurture each type of member and foster a thriving community.

For example, creating unique challenges or interactive events can engage members at different stages and showcase your product’s corresponding strengths.

4. Address member needs.

Search and solve for the specific needs of your members. Providing real value — like masterminds or exclusive educational events — will delight your users and keep them engaged.

5. Develop and iterate member profiles.

Create and refine detailed buyer personas to represent different user types. These profiles help tailor your engagement strategies to meet the evolving needs of your diverse audience.

To watch our entire ChatGPT marketing experiment, check out the full episode of Marketing Against the Grain below:

This blog series is in partnership with Marketing Against the Grain, the video podcast. It digs deeper into ideas shared by marketing leaders Kipp Bodnar (HubSpot’s CMO) and Kieran Flanagan (SVP, Marketing at HubSpot) as they unpack growth strategies and learn from standout founders and peers.

It’s one thing to have good website copy — it’s something entirely different to ensure your site has great copy (and design) and also ranks well on Google.

As someone who writes website copy for a living, I work closely with search engine optimization (SEO) consultants to ensure that the copy speaks directly to the audience while remaining optimized for search engine rankings.

Because algorithms and search patterns are always changing, there’s no such thing as a perfectly optimized website.

But over the years, I’ve seen a variety of tactics — the good, the bad, and the ugly, if you will — to get websites to rank as high as possible, making them easier to find in search engines.

Though keyword stuffing — or shoving all the keywords into your site regardless of the effect on user experience — isn’t the way to optimize your website efficiently, high-ranking keywords can still increase your website’s visibility when done right.

The best way to ensure your site is optimized and using the best keywords for your audience is to use a rank tracker tool to measure the efficacy of your keywords.

Rank tracking is one very important part of your SEO strategy — and our Ultimate Guide to SEO covers the rest, outlining everything you need to get your website and blog ranking.

Here’s what I’ll cover below:

• What is a rank tracker tool?
• What makes a great rank tracker tool?
• 10 Best Rank Tracker Tools

These tools may be part of a larger SEO management package or a stand-alone product.

While each tool is different, I’ve generally found that it boils down to inputting your target keywords into the rank tracker tool so you can get tracking reports.

The platform will typically send you updates at a preset frequency or one that you define.

If the rank tracker tool is part of an SEO management package, it may come with other tools, including backlink tracking, keyword research, and even paid ad management.

SEO tools aren’t new or emerging technology, which means there are many options to choose from if you’re looking to track your keywords’ ranks and improve your visibility strategy.

How can you choose the right tool for your company? Below I’ll go over some of the features and benefits you’ll want to focus on when comparing and selecting a rank tracker tool.

What makes a great rank tracker tool?

No two companies are the same. So it follows that each organization has different needs, and there probably isn’t a universal best rank tracker tool.

That said, there are a few things you’ll want to keep an eye on to decide which tool is best for your company.

Ease of Use

Rank tracking and SEO, in general, can get pretty technical, so you’ll want to find a tool that’s easy to use and has an intuitive interface.

I’ve found that ease of use should include the platform itself as well as the reporting function — the less of a learning curve, the more likely I am to use it consistently and effectively.

Remember, your tools should make your task at hand easier to tackle, not make them more difficult.

Accuracy

Though no rank tracker tool will be 100% accurate, you should still aim to get as close as possible. You could potentially undo all your hard work if you use a tool that’s inaccurate and leads you in the wrong direction.

Competitor Analysis

Along with understanding where your company sites stand regarding keywords, it’s equally important to understand how you compare to your competitors.

Are you ranking higher than they are for certain keywords? Maybe there’s a gap that your competitor failed to fill that you could take over.

Integrations

Chances are that even with an all-in-one SEO solution, you’ll still use other tools in your marketing strategy. This means you’ll want a tool that can easily integrate with your other tools for a clear bird’s-eye view of your strategy’s results.

Good Pricing

When it comes to pricing, you should make sure the features and benefits you receive from the rank tracking tool can justify the price. Some companies may require an inexpensive tool, while others may need a high-end solution.

What matters is getting the most bang for your buck, and it’s possible multiple companies may offer very similar solutions at significantly different price points.

Something else to keep in mind is how accessible the pricing itself is. Does the company lay out the pricing on their site? Or, do you need to contact a representative and set up a demo first to get a pricing range?

Now that you know what to look for, let’s discuss which tools I think are the standouts this year.

Again, there’s no single best rank tracker out there — so much comes down to your business needs and personal preferences.

Use this roundup of the best rank trackers to narrow down your choices and then take a spin through the tools you like best.

1. HubSpot SEO Marketing Software

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To kick off the list is HubSpot’s SEO Marketing Software.

This is an intuitive SEO management platform that HubSpot includes in its robust Marketing Hub package.

You can use this software to plan your SEO strategy, monitor its progress, and determine ROI that you can share with key figures through reports.

Features

• HubSpot’s rank tracking data including Monthly Search Volume and Difficulty is sourced from SEMRush, a well-known platform in SEO.
• Integration with Google Search Console for more accurate metrics and reports. This also means you won’t have to tab back and forth between the two platforms.
• Integration with HubSpot’s native Content Management platform.

What I Like

The platform’s Recommendations tab lets you know what changes could be made to improve your website’s optimization.

But what I thought stood out was that you can see how high the SEO impact of the issue is, the difficulty of fixing, and which role can implement the change.

Pros

• Seamlessly integrate the platform with your existing HubSpot platforms.
• Like other HubSpot products, the SEO Marketing Software features an easy-to-use interface.

Cons

• The platform’s rank tracker tools are rather limited, and may not be enough for someone who is looking to really get into the weeds of their site’s SEO.
• You can’t buy the SEO Marketing Software on its own; you need to buy the entire HubSpot Marketing Hub to gain access to the software, which may not work for someone who already has an established Marketing tech stack.

Pricing

• Free tools via trial
• Marketing Hub Starter — $15/mo/seat
• Starter Customer Platform – $15/mo/seat
• Marketing Hub Professional – $800/mo (3 seats) additional seats $45/seat
• Marketing Hub Enterprise – $3,600/mo (5 seats) additional seats $75/mo

2. SEMRush

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SEMRush is one of the biggest names in SEO, and with good reason. The platform’s robust features, like its backlink checker, competitor analysis, and organic keyword research, make it a popular go-to platform for marketers.

In SEO, marketers are usually at the mercy of search engine algorithms and their constant changes and updates. Luckily, SEMRush’s rank tracker tool can keep you updated on any changes in Google’s algorithm, so you’ll never fall behind.

Features

• SEMRush’s rank tracking tool allows you to track organic keywords, and pay-per-click (PPC) keywords.
• The platform recently integrated ContentShakeAI, a generative AI browser extension.
• Compare domains to see which have the most organic visibility and traffic.

What I Like

The “intent” feature can tell you the intention users had when searching specific keywords, giving you a deeper insight into where in the customer journey they are.

Pros

• SEMRush features a user-friendly interface for easy navigation.
• The tool can integrate with Zapier to create fast and efficient workflows.
• SEMRush’s data updates on a daily basis for the most accurate information.

Cons

• If you are on SEMRush’s first tier, you have to choose either desktop or mobile tracking and multi-location tracking is not available.
• This can be pricy for smaller businesses that aren’t experts in SEO.

Pricing

• Pro – $129.95/mo
• Guru – $249.95/mo
• Business – Contact for pricing

3. Ahrefs

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Ahrefs is another big player in the SEO game, and it comes with a full suite of SEO tools to increase your website’s visibility.

The rank tracker tool is feature-rich and allows you to check search metrics across various search engines.

The platform comes equipped with keyword analysis, the ability to earn SERP features, and a backlink checker for a comprehensive SEO experience. It’s my personal favorite because of how easy they make it.

Features

• The rank tracker can measure metrics in over 190 countries, making it perfect for companies with international operations.
• Ahrefs features a competitor analysis tool.
• You can track rank for both desktop and mobile.
• The platform’s Share of Voice feature lets you see what percentage of clicks from organic search traffic take users to your website.

What I Like

I discovered that Ahrefs has a feature that allows you to schedule reports to be sent by email so you can stay up to date on your rank tracking without having to manually create the reports every time.

I find this to be useful for quickly checking your keywords’ status frequently in between generating full reports.

Pros

• Ahrefs has an extensive library of educational materials called Ahrefs Academy that can help beginner SEOs get started on their strategy or help longtime optimizers learn a new trick or two.
• The platform has built their own search engine, Yep (currently in Beta), which could give users a more accurate reading of keyword metrics.
• Because they’ve been operating for more than 10 years, Ahrefs is known for their keyword research.

Cons

• Ahrefs is packed with useful features, but it doesn’t have a very user-friendly interface, potentially making it overwhelming to navigate.
• Their enterprise package starts at $14,000, making it the highest price point on the list when broken down per month.

Pricing

There is a free webmaster tool for sites that you manage, and it includes some rank tracking. It’s a great place to start if you’re dipping your toes in the water.

I’ve found the free version is quite helpful, even though it’s not as robust as the paid plan.

For paid plans:

• Lite – $129/mo
• Standard – $249/mo
• Advanced – $449/mo
• Enterprise – $1499/yr (no monthly plan available)

4. Moz

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With over 20 years of experience in SEO, Moz definitely earned its spot on this list. Moz is an all-in-one SEO solution with a fantastic rank tracker tool. Similar to Ahrefs, they host an extensive library of learning resources and community.

Moz’s rank tracking tool makes it easy to determine which keywords are working for you and which are not. You can compare keyword rank between desktop to mobile to understand user behavior.

Features

• Moz’s platform gives you keyword and content optimization recommendations.
• You can also see which keyword fixes take priority so you can work accordingly.
• The rank tracking tool lets you compare your metrics to your competitors for a holistic view of your strategy.

What I Like

I love that Moz has the largest catalog of third-party integrations. No matter what programs you are currently using, it’s highly likely that you can integrate Moz, but if that’s not the case, you can also use their API to do it manually.

Pros

• With Moz’s competitor analysis, you can see which gaps in their strategy you can fill.
• You can create custom segments within Moz to get a thorough understanding of all your audience groups.
• Moz has SEO solutions for all business sizes; small businesses to large enterprises can benefit from Moz’s packages.

Cons

• Moz’s user interface looks outdated and isn’t as user-friendly as it could be.

Pricing

• Standard – $99/mo
• Pro Medium – $179/mo

5. Google Search Console

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Google Search Console allows you to see your keyword ranks, clicks, and other data to improve your website’s visibility in SERPS. It features analysis tools that can monitor your internal links, backlinking domains, and top-linked pages.

Though the rank tracking on Google Search Console is not a thorough one, I wanted to include it on this list because it is 100% free, and if you’re already using Google Analytics and other marketing tools, it’s easy to get up and running.

All marketers start somewhere, and even small business owners may see themselves strapped for funds at the beginning, so whatever free tool they can get will help them immensely.

Features

• Google’s search analytics lets you see which searches are bringing users to your website.
• Google will send you email alerts if it detects your site has an issue that needs to be fixed.
• Ability to integrate with third-party rank tracker tools if that’s something you want to do.

What I Like

If you’re new to SEO and rank tracking, Google Search Console has a 29-video training series on using the Search Console.

Pros

• Google Search Console is free and doesn’t have any paid tiers.
• The platform is easy to use, especially if you’re already familiar with Google platforms.

Cons

• Google Search Console has limited keyword tracking capabilities.
• The platform only runs metrics on Google, leaving out other search engines like Yahoo! and Bing.

Pricing

Free.

6. SERPWatcher by Mangools

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Although Mangools originally began as a keyword research tool, their offerings expanded to include backlink research, SERP competitor analysis, webpage analysis, and keyword rank tracking.

Like other platforms, you can track your keyword metrics, make any necessary fixes, and create reports to share with your team.

Features

• Email alerts that inform you if your website optimization needs any fixing.
• Sends daily rank tracking updates so you stay on top of your site’s SEO.
• Currently has 52,000 supported locations including countries, districts, and even cities.

What I Like

SERPWatcher has a simple and clean user interface, making it a great choice for those who are just getting into SEO. And since SEO can be so intense, I love it as an entry-level ranking tool for people who want to get a great impact.

Pros

• The platform has an interactive report feature that allows you to share key metrics with your team using a single link and can send custom event-based reports, too.
• All you need to start tracking keyword rank is a valid domain, location, which platform you want to track, and your desired keywords.
• You can keep your tracking organized using tags that you can name and add custom colors to.

Cons

• You can track both desktop and mobile, but during the initial setup you’ll only be able to choose one, which means you’ll have to go back and add the other later.
• SERPWatcher’s rank tracker tool will only look through Google’s index, leaving out other search engines.

Pricing

• Entry – $29/mo
• Basic – $49/mo
• Premium – $69/mo
• Agency – $129/mo

7. SE Ranking

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SE Ranking is an SEO software platform with various tools to monitor your site’s visibility and keyword rankings. SE Ranking is ideal for agencies and in-house marketing/SEO teams.

The platform is comprehensive and allows you to track keywords on multiple search engines including Google, Yahoo!, Bing, and even YouTube.

Features

• SE Ranking’s Rank Tracker lets you and your team track keyword performance metrics.
• The AI-powered On-Page SEO Tracker lets you keep tabs on your site’s ranking and make any fixes that could improve its visibility.
• Crawl your website through the platform’s Website Audit and find out how your website is performing.

What I Like

I love that this platform makes it easier to prevent the cannibalization of keywords. In other words, it identifies which pages might be competing for the same keywords so the appropriate fix can be made.

Pros

• Create unlimited projects with the Pro and Business plans, which gives each tier extra value.
• You can grant your clients access to the platform to keep them informed.
• Track your competitors’ keywords to see how hard it would be to compete for the same keywords.

Cons

• The platform’s interface can become overwhelming and isn’t very user-friendly.
• The base tier only allows you to track five projects, while the next one up allows you 30.

Pricing

• Essential – $65/mo
• Pro – $119/mo
• Business – $259/mo

8. Nightwatch

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The next platform on my short list of the best rank tracking is Nightwatch, an SEO platform with a clean and colorful user interface.

Nightwatch is easy to navigate and looks different than other tools since its default background color is black, adding to the platform’s night theme.

Features

• Nightwatch can pinpoint keyword rank down to the ZIP code.
• You can audit your website and check for broken links, missing tags, and other issues that can hinder your ranking.
• You can create “segments” in Nightwatch and compare how your keywords perform in each one.
• Track keyword ranking across multiple search engines, even DuckDuckGo.

What I Like

I’m obsessed with finding new ways to incorporate AI to make analysis of SEO easier and more accessible to more businesses.

I’ve seen a lot of advancements around AI in the marketing field, so Nightwatch’s AI capabilities make it super interesting to me.

While the Nightwatch AI Tracker is currently in beta, once fully released it will allow the user to see if their tracked keywords appear in ChatGPT or other LLM results.

You’ll know exactly which phrases are being used and which questions are being asked.

Pros

• Nightwatch has a drag-and-drop feature to build out custom reports.
• The rank tracker can alert you of opportunities regarding potential global and local SERP placements you could take over.
• You can build out white-labeled reports for your clients.

Cons

• Regardless of which plan you choose, you can only track up to five competitors.

Pricing

• Tiers start at $39/mo for 250 keywords and increase based on the number of keywords.
• At $99 (1,000 keywords), you get API Access, Google Data Studio Connector, unlimited white label reports, and unlimited user seats.
• After this tier, the only difference in price is the number of keywords and site audit pages.

9. SEO Powersuite (Rank Tracker)

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SEO Powersuite is another all-in-one platform that features a rank tracker tool as part of its package.

What makes SEO Powersuite different from all the other tools on this list is that it doesn’t operate through a browser — it’s actually a desktop application. You’d have to download the software onto your computer to use it.

Despite this difference in operation, SEO Powersuite is still a great option to fulfill your website’s SEO and rank-tracking needs.

Features

• Rank tracker can search local rankings through almost 600 search engines.
• You can create fully-customizable rank tracking dashboards to suit your needs.
• Able to search desktop and mobile SERPs to get a comprehensive view of your keyword metrics.

What I Like

Hands down, my favorite thing about this platform is no matter which tier you choose, you get unlimited keyword tracking! It’s the only platform on this entire list that offers such a generous feature.

That means that even if you choose to stick with a free plan, you can still benefit from the unlimited tracking. This could make a world of difference for any company.

Pros

• You can choose to buy the entire SEO Powersuite or its features individually if you don’t need the entire suite.
• The desktop application is available for Windows, Mac, and even Linux so it’s widely accessible.
• Unlimited keywords!!!

Cons

• You can’t save projects if you’re on the free tier.
• Data exporting is only available for the Enterprise tier.
• If you’re not a fan of desktop tools, it’s probably not the best choice for you.

Pricing

SEO Powersuite (1-year plan; multi-year plans are available at a reduced price per year):

• Free Forever – Free
• Professional – $299/yr
• Enterprise – $499/yr

Rank Tracker (a la carte):

• Free Forever – Free
• Professional – $149/yr
• Enterprise – $349/yr

10. Keyword.com

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The last platform on my list is the aptly named Keyword.com. This platform is best for agencies, in-house teams, and companies that need enterprise solutions.

Keyword.com allows users to track keywords for any location and from any device, giving the user a lot of control over their tracking.

Compared to many of the platforms on this list, I didn’t feel like Keyword.com is as feature-rich, but it does make up for that by having a free tier.

As I’ve mentioned, not everyone who is using these platforms has years of experience or needs a highly technical solution.

Features

• Keyword.com can track keyword metrics down to a city and ZIP code level.
• The platform offers users on paid tiers unlimited seats.
• Branded reporting for all tiers, even Free Forever.

What I Like

We all know that metrics fluctuate on a daily basis, and sometimes even I can get caught up in these fluctuations and miss the overall trends.

Keyword.com has a way to break through that noise and deliver the metrics that you should be focusing on.

I particularly like their Share of Voice feature, which shows the percentage of clicks that land on your webpage to get a clear picture of your keyword performance.

Pros

• Keyword.com can track keyword metrics on Google Maps results.
• You can create one-click shareable dashboards.
• The keyword position tracker allows you to organize keywords by topic or intent.
• Paid tiers start at only $4/mo.

Cons

• The free tier is limiting and only includes 10 keywords (but getting more keywords is relatively inexpensive.)

Pricing

• Free Forever – free
• Business (50 keywords) – $4

The price then increases based on two things: number of keywords and desired ranking update frequency (daily, weekly, and monthly).

For enterprise pricing, you’ll need to contact a representative.

Build an SEO Strategy Backed by Rank Tracking Data

We’ve gone over everything you need to know about rank-tracking tools and some general SEO.

Now, I recommend taking some time to map out the kinds of features your company would want in a rank-tracker tool and what kind of budget you’re working with.

I always love setting up trial accounts to get a sense of what platforms I like. Once you’ve acquired the right platform for your company, try tracking your keyword ranks and other metrics to compare against your SEO strategy.

SEO and tracking metrics can be tricky, so if you feel like you still need some help demystifying them, I recommend you look into HubSpot’s Complete SEO Starter Pack.

It features some helpful guides and templates to take the guesswork out of SEO, but if you’re an over-achiever (something we have in common!), then you might want to take the HubSpot SEO Certification Course.

You’ll learn a lot about SEO and you’ll walk away with a certification that’s valid for one year. You can add this to your skills toolbox and wow your team.

The first time I was assigned to write a budget proposal, I stared anxiously at a blank spreadsheet, wondering where to begin. What was a budget proposal supposed to include? Was there a specific structure to follow? How could I ensure it met all the necessary criteria?

My early attempts at writing a proposal taught me the challenges of building a convincing plan that turns rough ideas into fundable projects. I had to learn to align proposal details with business objectives and articulate the potential benefits in a way that resonated with stakeholders.

It was an overwhelming task at times — but with a strategic approach and a bit of guidance, my ability to synthesize financial data and communicate value gradually became second nature.

In this article, I’ll guide you through how to write a simple budget proposal that delights your audience and secures funding. I’ll also provide practical tips, templates, and sample projects to streamline your planning process.

So, let’s get started.

Table of Contents

• What is a budget proposal, and why is it important?
• The Anatomy of a Budget Proposal
• How to Create a Simple Budget Proposal
• Building My Own Basic Budget Proposal
• 8 Budget Proposal Best Practices

What is a budget proposal, and why is it important?

A budget proposal outlines the financial plans for a project or initiative, detailing the expected costs and resources needed for successful completion.

Budget proposals also show potential funders or stakeholders how their money will be spent and the tangible benefits their investment will achieve.

While the content of your budget proposal will change depending on your project’s parameters and specific goals, a well-crafted plan leads to benefits like:

• Stakeholder buy-in. Providing a transparent breakdown of anticipated expenses instills confidence and trust, encouraging stakeholder support or investment.
• Efficient resource usage. Outlining a clear resource allocation plan ensures that funds are directed to the areas where they are needed most.
• Risk mitigation. Applying a risk management framework helps proactively identify potential costs and contingencies, ensuring that the project remains on track and within budget constraints.
• Project tracking. Identifying key project milestones and benchmarks promotes informed decision-making, maintaining efficient and agile progress.

The Anatomy of a Budget Proposal

Before you begin drafting your budget proposal, it’s helpful to first familiarize yourself with its key components and overarching structure.

Knowing which strategic points to emphasize — and the order in which to present them — improves your ability to create a logical and compelling argument, while also ensuring you effectively communicate your project’s feasibility.

So, let’s examine five critical sections found in every effective budget proposal, drawing on the structure used in Hubspot’s Free Budget Proposal Template.

Free Budget Proposal Template

About the Project

The first section of the proposal lays the foundation of your proposal, detailing the purpose, significance, and intended impact of your project.

It serves to introduce stakeholders to the scope and goals of your initiative, highlighting its value and necessity.

Timeline

A project timeline outlines your proposed schedule from start to finish, providing a clear roadmap of phases and milestones. It helps stakeholders understand the duration of the project and key deliverables at each stage.

Cost Information

This section itemizes the individual expenses associated with the project. It also breaks down costs into categories such as labor, materials, and equipment to provide a transparent view of how funds will be allocated.

Pro tip: If you’re unsure how to approach cost analysis, begin by analyzing past campaigns and other historical data to understand what worked — and what didn’t. This data-driven approach ensures your budget allocations are justified, even if it’s a new or experimental campaign.

Cost Summary

This part of the proposal consolidates all the detailed cost elements into a total funding request. It summarizes the financial needs of the project, presenting the total amount you are asking from stakeholders in a clear and concise manner.

Conclusion

The closing section serves as a final pitch to your funders. It reiterates the project’s benefits and the importance of the requested funding, urging stakeholders to take action and support the initiative.

How to Create a Simple Budget Proposal

Now that we have a big-picture overview of the five essential components of building a budget proposal, I’ll explore how I practically apply them to build out a proposal.

Step 1. Define your project goals.

When I make a budget, I start my proposal by defining the specific objectives and expected outcomes of your project.

This step is crucial for setting the tone for the entire proposal by immediately conveying to stakeholders the significance and feasibility of my project.

It also helps build a compelling case for why the project deserves funding, by aligning my goals with the tangible benefits for stakeholders.

How I define project goals:

• Identifying my target audience. I describe the direct improvements my project will bring to particular groups, clients, or customers.
• Outlining measurable outcomes. I specify clear, quantifiable goals that illustrate what the project aims to achieve.
• Clarifying the project’s purpose. I highlight its importance in the broader context of the business, detailing the strategic value and potential long-term benefits.

Step 2. Build your project timeline.

I try to establish a project timeline early on by identifying the sequence of events needed to reach completion. This step is crucial to align all team members and stakeholders on the planned progression of activities and schedules.

How to I build my project timeline:

• Defining key milestones. I identify major milestones that mark significant phases of the project, such as the completion of the design phase or the first prototype.
• Detailing critical deadlines. I set deadlines that must be met to keep the project on track, such as funding application deadlines or regulatory approval dates.
• Sharing necessary checkpoints. I define phases in the timeline where assessments or evaluations are required to proceed to the next phase.

Pro tip: Ensure your project timeline includes buffer periods between major milestones. This flexibility helps accommodate potential delays or adjustments without derailing the overall project schedule.

Download this project timeline template for free.

Step 3. Estimate your costs.

I detail the financial requirements of my project by categorizing and explaining each type of cost.

This breakdown gives stakeholders an overview of how funds will be allocated, sharpening the project’s financial viability and operational efficiency.

How I estimate my costs:

• Categorizing expenses. I break down costs into categories like labor, materials, equipment, and overhead, explaining each in relation to the project’s needs.
• Quantifying each category. I provide estimates for each cost category, detailing how these figures were derived from data or market research.
• Highlighting cost efficiency. I demonstrate how each expense contributes to the project efficiently, maximizing resource utilization and cost-effectiveness.

Pro tip: Streamline your cost analysis with Hubspot’s Free Budget Templates. With eight different templates to choose from, you can easily monitor your monthly, quarterly, and yearly campaign spending, keeping your team aligned — and within budget.

Step 4. Create a cost summary.

I summarize the financial aspects of my project, consolidating the detailed costs into a clear total.

This overview helps stakeholders quickly grasp the total financial scope and the rationale behind the funding request, improving the proposal’s credibility and clarity.

How I create a cost summary:

• Aggregating total costs. I combine all individual expenses and present them in a unified, total project budget.
• Justifying the investment. I detail how the total expenditure aligns with expected project returns or benefits, illustrating the financial feasibility.
• Detailing funding requirements. I specify the required funding amount and provide clear explanations for these financial needs to assure stakeholders of the necessity and strategic thought behind the request.

Step 5. Reiterate your argument.

I always conclude my proposal text by reinforcing the project’s value and motivating stakeholders to take action.

This ending serves to emphasize the project’s significance, alignment with stakeholder goals, and the strategic benefits it offers, providing a solid basis for funding approval.

How I reiterate my argument:

• Restating project benefits. I summarize the key benefits of the project, emphasizing how it aligns with the stakeholders’ interests.
• Highlighting impact and readiness. I showcase the project’s potential impact and readiness for implementation, stressing any competitive advantages.
• Making a call-to-action. I provide a clear next step for stakeholders to take, whether it’s setting up a meeting, reviewing further documentation, or approving funding.

Pro tip: Compelling budget proposals go hand-in-hand with strong business proposals. Use Hubspot’s Free Business Proposal Templates to seamlessly merge financial planning with strategic business objectives, ensuring a comprehensive and compelling pitch for your next project.

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Step 6. Review, edit, and submit.

Finally, I review all sections of my proposal for accuracy and clarity before submitting it for approval or consideration. This step ensures that my document is free from errors and aligns with the funding objectives.

How I review and edit my proposals:

• Asking for feedback. I ask for input from colleagues to identify what is working in the proposal — and what may require revision.
• Proofreading. I thoroughly re-read the document to catch grammatical errors and ensure that the language is professional and precise. Sometimes, I even read the document out loud to make sure it sounds coherent.
• Following submission guidelines. I always make sure to adhere to the specific submission guidelines, such as format, deadline, and method of submission.

Building My Own Basic Budget Proposal

Using HubSpot’s Budget Template, I developed a basic marketing campaign proposal for how my company could leverage social media influencers to promote our product’s new language availability options.

I started by honing in on the project scope and identifying the target audience — French, German, and Spanish speakers — focusing on how we can enhance accessibility and expand our market reach.

I also paid special attention to describing the strategic value of influencers in gaining traction within these key audience groups, ensuring our approach was both effective and culturally authentic.

Then, in the Key Stakeholders section, I detailed the roles of everyone involved, like the social media manager and community managers, ensuring clarity on each person‘s responsibilities.

This was crucial for aligning our internal teams with the campaign’s objectives.

For the Timeline and Budget sections, I broke down the campaign into phases, specifying activities and dates to ensure a structured approach.

I then estimated costs, breaking them down into specific elements like influencer fees, content production, and paid advertising. This is critical for providing a clear picture of the financial resources needed to avoid over- or under-budgeting.

Finally, for the conclusion, I condensed our campaign’s goals and the strategic importance of the requested funding into a compelling call-to-action.

My goal was to craft a narrative that not only informed — but also motivated our stakeholders to support the initiative.

I then shared the proposal with two of my colleagues for feedback, applied their notes, and submitted it to my manager for review and approval.

8 Budget Proposal Best Practices

Crafting an effective budget proposal demands practice and precision. Here are eight best practices to get you started on the right foot.

1. Engage stakeholders early.

Get relevant stakeholders involved in the budgeting process as early as possible.

For example, I may loop in department heads, finance staff, and other key decision-makers. Soliciting their input and buy-in can lead to a more collaborative (and therefore successful) budget proposal.

I reached out to Kaitlin Milliken, a senior program manager at HubSpot, to get her take on building budgets at the company.

“My manager and I keep track of our annual budgeting cycle, so I can earmark the time to create any budgeting documents for the next fiscal year,” Milliken says. “By making sure I work with her and our accounting team early, I can resolve issues before deadlines loom.”

2. Understand the scale of operation.

The size of the company you’re working with significantly influences the scope and detail of your budget proposal.

If you’re at a smaller business, stakeholders may wish to see a proposal focused on agility, directing funds towards critical growth areas like product development and market entry strategies.

In contrast, larger businesses might be more interested in expanding existing successful initiatives — or more open to testing new ideas.

3. Know your audience.

Tailor your proposal to the audience who will review it. If it‘s for senior management, focus on high-level summaries and strategic goals. If it’s for a finance committee, offer additional financial analysis.

“Most of my budget asks go to our senior director or VP. I know they’re busy and want the perfect balance — enough context to understand the ask in a format that’s quick to read,” Milliken says. “Because I know my audience is tight on time, I make sure to include easy-to-skim charts and tables.”

4. Balance needs and wants.

Aim for a balanced approach that addresses both essential needs and aspirational wants, so that you’re prioritizing critical investments, while also considering opportunities for innovation.

Pro tip: Implement a structured prioritization framework, such as the MoSCoW method, to systematically distinguish between essential needs and discretionary wants, optimizing resource allocation for maximum impact.

5. Think about long-term implications.

Especially in the beginning stages of your proposal, think beyond the immediate fiscal year and consider the long-term implications of your budget decisions.

Anticipate how your proposed allocations may impact future budgets, operational sustainability, and organizational development.

For more context, I asked Kaitlin Milliken about how she thinks about the budget for her program.

“I make assignments to freelance writers. When I ask for budget, I always make sure that I’m realistic about how much we can spend,” she says. “If I ask for too much and can’t spend it, we may limit what we can ask for in years to come. That’s a huge long-term implication.”

6. Consider multiple scenarios.

Similarly, try presenting alternative scenarios or contingency plans to account for potential risks or changes in circumstances.

This shows flexibility and preparedness. Milliken notes that she spent time in startups prior to working at HubSpot. In the past, when making budget proposals, she’s created three scenarios:

• The first is the bare minimum amount of budget a project would require. This may put strain on the team, but anything under this number would be impressive.
• The ideal and realistic amount a project will cost. “This is the amount I will need to comfortably accomplish the project with a limited number of nice-to-haves,” she says.
• A stretch budget. “This budget would allow me to run experiments and test new tools when working on a project,” she notes.
• “With these three numbers in mind, I could pivot and refine my budget request based on what’s available to spend,” Milliken says.

7. Build a story.

Weave in a strong storytelling narrative that provides context, explains assumptions, and addresses any potential concerns or questions. This adds depth to your proposal and helps guide readers through the document.

Pro tip: Incorporate data visualization techniques, such as graphs or infographics, to complement your narrative and enhance the clarity and persuasiveness of your budget proposal.

8. Review, Review, Review

Before finalizing your budget proposal, carefully review it for consistency and completeness. Consider seeking feedback from colleagues or mentors to ensure it’s polished and persuasive.

Perfecting Your Budget Proposal

Crafting a clear and effective budget proposal is an indispensable skill that will dramatically increase your project’s likelihood of securing necessary funding.

By integrating the best practices and strategic steps outlined in this article, you’ll position yourself to clearly present your financial needs — and your overall project vision. Good luck!