How to Choose a Social Media Management Tool

Thank Heaven that there are lots of companies trying to make the process of managing and analyzing social media presences better. As more and more brands recognize the importance of social, most have also concluded that they cannot effectively deliver positive social experiences manually. They need automated tools to make the process easier, more dynamic, and easier to track.

The need for powerful and efficient management tools is there whether you have one presence or hundreds, whether you’re only on Facebook or have outposts on 50 different platforms. Since we’ve helped a number of companies with social media program management, I thought it might be useful to share some of what we have learned with a larger audience. So here’s a summary of some of the most important features to look for as you choose a social media management platform to deploy across your clients or company.

1) Content Management System Features

We often think of a “CMS” in the context of a major corporate site, but it’s just as important in a social media management platform. Perhaps even more important. Because the need for constant updating is so acute in social. Here are some features to look for as you weigh alternatives.

• Ability to deliver content to lots of social platforms. As with anything else, you are going to want to work with a versatile platform. Because social is so dominated by FaceBook/Twitter, it may be OK to work with a Facebook/Twitter only tool now, but make sure they are planning to cover more platforms in the future. Because if there is one certainty in social network history, it’s that market hegemony isn’t forever. Ask Compuserve, AOL, Napster, Friendster, and MySpace. Further, you should be able to choose social media destinations for each piece of content. Because what you send to Digg should be very different than what you send to FaceBook. The easier it is to decide where a particular piece of content goes, the happier you’ll be in the end.

• Ease of Content Creation: Some platforms allow you to create content right in the platform. Is the process easy, or is it complex? Intuitive, or convoluted? Easy is going to be important to any social manager, but for people managing multiple brands, or multiple presences for a single brand, it’s going to be critical. The number of steps required for content creation is important because social managers are going to spend only a small portion of their time creating content. Most of their time should be spent on listening and responding.

• Page Aesthetics Tools or Helpers: Some social media presences open themselves to more custom tailoring of page appearance. Having ways to quickly and easily alter the aesthetics of a page can help brands reinforce messaging with their proprietary look and feel. Some services offer very easy to use tools, others don’t. If you don’t have designers on staff, easy to use tools can be a blessing and a curse. A blessing in that you won’t have to involve a designer every time you make a small change. A curse because most nondesigners have a knack for shocking colors and turning on the wet floor, shadow, outline, and ripple effect simultaneously. Ask our team what it’s like to deal with two color blind partners. LOL.

• Post Aesthetics and Content Helpers: There’s probably a cooler name for this. But what I am talking about is the ability to post content and ensure that a screen shot or key image are posted, not just a link. And the ability to change the text of a post is also useful. Similarly, an automatic URL shortening tool helps immeasurably. Instead of making trip after trip to Bit.ly, you can just have the platform do it. Some solutions also let you customize the shortened urls to give you an additional level of brand impact.

• Collaboration: Two things to look for here. The first is the ability to create, edit and manage content across people within an organization. Ideally, a platform lets content developers input their work, and then manages the flow of edits, updates, and approvals across an organization. Permissions capabilities are going to be important here for many companies, especially those to the left of the “risk-o-meter”. Obviously, the need for failsafe procedures and processes varies somewhat depending on the size and type of organization. For example, a large company in a highly regulated category like pharma would probably want features that prevented posting of content without prior approval from legal, etc.

• Multimedia capabilities: You’ll want to be able to post a variety of file types. Text is so cheestastik. Actually that’s not true. But brands cannot build by text alone.

• Prefab applications: Every social program I have worked on benefitted from interactivities that tackled the challenge of making passive likers into brand participants. A platform can make that much easier by offering built in applications that work on at least some social media sites. A drag and drop poll. Virtual gifts. Ecards. People are far more likely to respond to “apptivities” than to make freehand comments or take it upon themselves to spread your message virally. Most of the current social service offerings provide these features primarily for Facebook.

• Provisions for scheduling of posts: I’ve seen a lot of data on the relative effectiveness of pre-scheduled posts. By which I mean the use of a platform that allows you to specify the date and time of future posts. From the anecdotal info I have seen, it appears that for many brands advanced scheduling can be just as effective as managing everything in real time. Of course there are exceptions. If you are BP trying to message during the worst ecological disaster in North America, you aren’t going to want to “set it and forget it.” But if you are in a fairly sleepy category and realistically don’t have a plethora of posts to make every day, scheduling tools can reduce the time commitment necessary to operate an effective social media program.

2) Listening, Response, and Analytics Tools

Listening to fans, followers, and likers – really really listening – should be the primary task brands assign to social manager. We all talk about the 20/80 rule – the principle that a small number of users purchase the lion’s share of your product is well known. So, if you accept that your social media “fans” are in the 20%, then shouldn’t you take loads of time to listen and understand what folks are saying in the aggregate? In my view, there are two kinds of listening that are critical.

Identification and escalation of “acute” response needs: For this challenge, you are going to want a service that makes it easy and fast to review site posts and comments. From policing profanity and personal attacks, to responding to questions and requests for information, to quickly identifying and escalating complaints or other acute problem posts.

Aggregated insights into all of the commentary: Simply responding to issues and problems only scratches the surface of the value you can glean from social media fans. By pairing the richness of being able to see real commentary with the ability to use quantitative analysis to assess the overall tenor of discussion and topics, brands can get ideas and feedback that can fuel a host of marketing initiatives.

As you evaluate platforms, consider whether or not the alternatives offer the following:

• Automatic escalation of posts and comments containing profanity, or posts and commentary that have been flagged for review. Keeping a “clean” group generally helps grow brand connection and group participation.

• Console showing all recent commentary from users so the social manager can scan posts for items needing immediate follow up. Obviously a service that includes these follow up needs within its CMS would make things easier for all parties.

• Platforms that flag competitor names and keywords to make it easier for the social manager to spot and address the comments, or escalate them to appropriate team members.

• Ways to respond to the comments from the CMS rather than having to manually find the comments within the social media presences.

• Tools that provide insights into ALL of the commentary on a group. Measures like sentiment, KW analysis, themes, etc. can help a brand gain insight into what consumers are really saying and needing.

Many of you may find this last point a bit of overkill, especially if you are already monitoring social through a listening or analytics platform. But remember that some of the most popular social platforms, including FaceBook, are very challenging for social listening tools to monitor.

3) Metrics Considerations

While most brands still find it difficult to track social media activity back to sales, we can do better at using surrogate indicators and other admittedly “softer” metrics to assess impact. Many of the platforms available today are quite effective at providing this sort of information. I suggest you look to insure that the platform you select be able to track the following:

• Clicks on Posts
• “Likes”
• Clicks on Links
• Plays of Multimedia Content
• Responses to Interactivities
• Shares/Retweets
• Time Spent

Further, the ability to get reporting on these measures in real time or near real time will help you make timely decisions on how to alter or augment your social activity with regard to a piece of content. For example, you may post a video to one Facebook presence, and see that it gathers significant views and shares quickly. This could help you decide whether to expand the reach of that content across more sites/presences.

4) Price/Value Concerns

Social media management tools can have wildly different pricing, from free to quite dear. Cost of services broadly relates to the extent to which they make tasks, easier and more intuitive, as well as the availability of “drag n drop” apps. In working with clients on this challenge, I have found it helpful to do some simple calculations to identify money versus time tradeoffs. Social media management has both direct and opportunity costs, and it’s relatively simple to compare the cost per year of one service versus another if you have taken both for a test drive.

Final Thoughts

The number of social media management tools out there is mushrooming. One rule of thumb I suggest people use is a simple annoyance test. Take the platforms you are considering for a test drive. If you find some aspect of it unintuitive, talk to the seller about how you can address it. But do talk to them. Because something that is annoying to do once is rage-inducing when performed 192 times a day.

There are certainly very good platforms that don’t do every single thing I have mentioned above. I suggest you work closely with your marketing and social media teams to identify the features that are going to be most important to your business. This is definitely NOT a decision to make in an afternoon because the effectiveness and efficiency of what may well become your most frequent consumer connection is at stake. What’s also at stake is the sanity of your social media manager. Choose wisely.

Special thanks to iMediaConnection for publishing this first.