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How To Scale and Organize Your Guest Blogging

Ann Smarty

by Ann Smarty on 14th November 2012

Guest Posting ProcessIn her first post for Koozai Ann Smarty explains how guest blogging can work effectively and become an asset rather than a nuisance. Including future friendly tactics.

If you have recently started guest blogging, it is likely that you have quickly run into a problem: how do you scale it? Worse, how do you organize it if you can’t properly scale it.

The truth is, it is difficult (and probably impossible) to accurately scale your guest blogging. Not only because no one pays for you to do it, but because it is an optional task used for the sake of visibility.

But don’t worry, that doesn’t mean you can’t get organized. Here are a few tips I am using:

Before sending a guest blogging pitch:

1. Get Motivated

First of all, don’t count links for their own sake. This is the fastest way to feel discouraged. What you should be monitoring through your link building and tracking is the influence of those links.

How much are your posts being shared on social media sites? What are people saying in comments? Has it led to any contact from other bloggers, or repeated work from the blog you originally posted on? These are all good questions to ask yourself when looking at how well your post has done.

Read other guest blogger’s case studies at Social Media Examiner and Success Nexus.

Guest posting process

2. Set up Email Alerts

Whenever there’s a relevant guest posting opportunity, you want to be one of the first to know! Creating web alerts for that is a great way to go. Thus, you will be able to get alerts on useful content when it hits the web. This also works as inspiration: This might give you ideas for good posts in the future.

I use my email inbox as a TO-DO list. For example, if I get a great opportunity in my Google Alert email, I won’t delete it or mark it as read until I pitch. This works as great get-things-done motivation: If you want to see your inbox empty, send those guest blogging pitches!

There are plenty of programs that do this. But the obvious is Google Alerts. One of the best posts I have found on this subject came from Search Engine Journal. They give a complete rundown on how you can automate and scale your guest blogging work using Google Alerts as a reminder system.

3. Set up Twitter Alerts

If you are looking for more opportunities and if you want to be even faster to pitch, set up Twitter alerts as well. Tweetdeck will work well for that. Simply create a new column tracking the guest posting opportunities in your niche:

Guest bloggers in health

Then set up that column to send guest posting alerts:

Tweetdeck Settings

Once you hear back:

4. Give Promises

Hey, guess what? If you treat guest blogging as an optional thing, you won’t do it in a timely manner. It will constantly be pushed down, and then you will either forget it or go into panic mode when you realize months have passed and you never fulfilled the now ruined agreement with a great blogger.

What you should do is a make a commitment.

Set a deadline you will have it by and email the blog owner sharing that deadline, and then follow it in the same way you would your paid work. This is an easy way to keep organized on your guest posts, simply by making it a real priority.

5. Come up with a simple progress tracking utility

Here’s the one I am using: browser bookmarks! This is the easiest tool I always have handy. Pages are easy to add there and you see the whole status picture on hover-over:

Guest posts to do

A few tricks:

  • I use ALL IN CAPS if any of the guest posts needs an action
  • It might be a smart idea to use tags to better categorize your guest blogging

Use Bookmarks -> Show all bookmarks panel (Firefox) to edit your bookmarks and update statuses:


6. Get reminders

Giving yourself reminders is a good way to go, as well. You can get an alert whenever something is about to go live, or a contest or submission period opens up. Or if you have a regular guest posting gig, have a reminder set to let you know when you have a deadline coming. Anyone who has ever guest posted for multiple sources know how helpful that one can be.

7. Set up a Collaboration System

Do you have a team of bloggers you work with on a regular basis? Or maybe you just know one or two you are friendly with? Or you want your team to discuss guest posting ideas? Or would you like to bring your team’s guest blogging efforts together? Then it is a very beneficial idea to get together for a bit of a collaboration.

This brings together the creative efforts of several talented people, combining your knowledge and ideas. Even if you are just brainstorming some ideas, it is always nice to get a bit of outside influence.

To do this more easily no matter where everyone is, try Google Spreadsheet and Google Calendar.


8. Organize Your Contacts

Don’t lose track of your most useful contacts. Create a simple database using a spreadsheet with contact information and details about bloggers you have worked for in the past, and those you might work with in the future.

Organise your contacts

This provides endless help, because you will always have a ready list of potential blogs and people you have worked with in the past.

Use Twitter lists! Add all the bloggers you are contributing to (or have contributed to at least once) to a single Twitter list and create a separate column for that list in Tweetdeck. You will then be easily tweet to them and retweet their updates to create closer contacts!


Trying to scale your guest blogging is a difficult task, and largely subjective. But organizing your time and work doesn’t have to be. Use these five steps to make it as easy as pie.

The views expressed in this post are those of the author so may not represent those of the Koozai team.

Ann Smarty

Ann Smarty

Ann Smarty is the guest blogging enthusiast running My Blog Guest, the free guest blogging and content sharing platform. Ann is also the Community manager for Internet Marketing Ninjas.

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  • technologyblogger 19th November 2012

    But how do I setup it in any blog and how i find free dofollow guest blogs?

    Reply to this comment

  • SEO Szymon 19th November 2012

    Great tips for newbies… :) It’s sad that in my country is so many poor bloggers and it is difficult to cooperate with them.. .:)

    Reply to this comment

    • Ivan Widjaya 21st November 2012


      Why not join a guest blogging network – like Ann’s and get quality guest posts from the members? I am a faithful user of My Blog Guest and some of the guest posts I received from MBG’s members hit big time on social media, giving my blogs much-needed traffic and mentions.

      Guest blogging = win-win deal!

      Reply to this comment

  • Ivan Widjaya 21st November 2012

    Wow, great tips, Ann!

    I am a blogger for 4 years but – it’s sad but true – I never done any guest posts on other blogs. I am a member of Ann’s My Blog Guest, and I benefit greatly from the guest posts provided by other members.

    Maybe it’s time for me to kickstart my guest blogging journey.

    Here’s what I think: Guest blogging trend will grow significantly, especially after (the darned) Google algorithm updates called Panda and Penguin (among others). As Google continues to penalize innocent blogs, bloggers should look to guest blogging as a great way to drive traffic and build quality link to your site.

    Cheers for the super-useful post, Ann!

    Reply to this comment

  • Timo Kiander 22nd November 2012

    Hi Ann!

    Very interesting – indeed!

    I’m focusing heavily on guest posting and I revealed my process on Think Traffic sometime ago:


    Anyway, I think that I got some great ideas from your process and I’m looking forward to implement them very soon.


    Reply to this comment

  • Rich Bloomfield 22nd November 2012

    I think My Blog Guest has made a really strong impact on our website – getting so many great articles through it and also finding some good sites to seed articles.

    Thanks Ann – Some great tips in the above – I guess this is just about all you need to know about Guest Posting!

    Reply to this comment

  • Oluwaseun Babajide 2nd January 2013

    As a new blogger, I am considering guest blogging. I think what most new bloggers find difficult is where to get people to write on their blog..

    Thanks for this great article, it opened my eyes to new things I haven’t thought of!

    I welcome guest blogging on my blog.

    Visit me on http://sbabzy.com


    Reply to this comment

  • Brett Burky 1st December 2013

    Ann doing it again coming with the awesomeness. After reading this I have to get back on the circuit. We kind of dropped off with our blog and podcast but seeing that it needs a facelift and more focus.

    Always reading her stuff gives me direction.

    Reply to this comment

  • Shital Bhalani 16th December 2013

    Thank you for a great post!!

    Yes, I am STILL overwhelmed by trying to keep up with my blog, 2 years after I started it. I usually wait until the end of the day – and I mean end, just before I run to turn on The Daily Show – and then I get frustrated because I can’t organize my thoughts well enough to write something cohesive. Last year I did start a blog calendar – it lasted for a week or so….but your suggestions have inspired me to get back to it. Thanks again!


    Reply to this comment

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