How to Delegate SEO Tasks Effectively — Serpstat Blog

How to Delegate SEO Tasks Effectively
Kateryna Hordiienko
Kateryna Hordiienko

Research Editor at Serpstat

Keeping track of all your business projects and SEO-related plans is a must-have action for any practitioner in the field. Whether this task is your solo assignment or part of what your team faces regularly doesn’t matter. What influences how you succeed in project management in the long run? If you fail to organize your workflow, you might fail to grasp occurring issues and fix them at early stages, which surely hurts your success — from the website’s authority and position in SERPs to the related revenues.

Let’s get to know more about experts who will help you get a deeper insight into project and time management skills and tricks to ensure your team’s profile and overall performance management will be perfectly aligned with the company’s goals:

Branko Kral

Branko Kral

Joseph Kahn

Joseph Kahn

President and Director of Marketing at Hum JAM

The Basics of Effective Delegation of SEO Tasks

Effective management always starts with your precise understanding of your business and SEO goals. If you have some empty spots in your SEO strategy, then proper task delegation might be complicated and lack well-thought-outness. There are several principles that will let you level up your approach right away:

  • Authority level principle — take your time to develop your team’s hierarchy to ensure each chain is capable of making individual decisions without threatening other processes in the company. Along with AI optimization, the list of tools to apply to simplify your workflow is endless. If you adjust reliable means of communication between different departments (colleagues, and so on, depending on your team’s structure), it will pay it off.
  • The limits of authority — while it is essential to know that your teammates shouldn’t ask for permission for every SEO decision they make, it is also reasonable to set the boundaries of such authority. First and foremost, introduce meetings to discuss your weekly or monthly on-project achievements to provide feedback to each other. If something is outside the presented scope of authority, additional consultations have to take place.
  • Function vs. results — the scope of SEO challenges is really exceptional. No matter what result you want to achieve, your thoughts, plans, and tasks have to come with detailed instructions and highlighting the necessity of executing the project. It will boost your team’s understanding of their work and improve their responsibility.

Determining the Necessary Resources and Tools for Delegation

Without a doubt, working on SEO and leveling up your performance strategy is closely connected with discovering and analyzing tons of information. To make the process simpler and more effective, your task before delegating any projects to your colleagues is to take a whole picture of your “possessions” — from resources you own to the knowledge and skills of your team.

Branko Kral

Branko Kral

We look for a balance between the highest impact tasks, such as content refreshes or backlinks to key content, and tasks that will bring high-value mid-to-long-term. So, e.g., for a new project, we’ll look at the existing content and how it can be upgraded while we also get going on a content program. With that, we work on the website structure before anything else when we have the scope.

One of the most obvious paths to come up with is to test AI. With professional tools like Serpstat, which work as all-in-one solutions, you will reach the balance between your authority and responsibility.

Common Challenges in Delegation and How to Overcome Them

Delegation in SEO will test your leadership skills. Even though mastering this art is an ongoing process, there are some essential milestones to set to ensure you are doing the right thing:

  • Whether you implement AI tools in delegation or not, risks related to human behavior will always take place. That’s why the proper decision is to incorporate the best risk management principles into your project management.
  • Maintaining proper communication between the involved parties is crucial. However, if you set authority boundaries for your team, it is essential to respect them.
  • Set measurable metrics to analyze your team’s success, including your progress in fulfilling an on-page SEO task list. The fact of completing the project isn’t the only thing. Each task from an SEO off page task list and so on should be performed prior to the pre-set deadline, but checking what parts of the task take most of the time and how well-balanced the time management of your team is will let you improve faster.

Such analysis is a must to define how prepared and equipped your team is. If the results are lacking even with AI, figuring out what prevented your SEO experts from showing off their talents will take place. Aside from ensuring clarity and transparency of task delegation in SEO, you also have to find the balance between business goal setting and what clients (or audiences) expect to see.

Joseph Kahn

Joseph Kahn

Prioritizing tasks in SEO for a client should consider both the client’s business objectives and the resources available to attain them. Generally, the most crucial tasks will have the greatest beneficial effect on these objectives. This could include optimizing page titles and meta descriptions, increasing page load speed, and crafting content specifically optimized for search engines. Additionally, tasks that require less time and resources and have a greater potential return on investment should be prioritized over those requiring more effort. Urgent tasks should also be given higher consideration. When selecting the most important SEO tasks for a client, one should take into account both competition and their website’s current state.

Delegating Responsibility and Tasks to AI

Thanks to the advancement of AI in content creation, analytics, and task delegation, it is clearly gaining momentum as a life-changing tool for many SEO specialists. However, ensuring that delegation and collaboration automatized by AI are what you expect them to be isn’t the simplest task ever. It requires a precise understanding of both sides of this equation — the way the software itself performs tasks and what people are going to use it.

At the current stage of development, you shouldn’t expect AI instruments to replace real human agents for dealing with off page SEO tasks, etc. Still, such a format of work can minimize your performance risks if adjusted correctly. While it becomes clear for target recipients what technical SEO tasks to perform and how to process transparency doesn’t influence the opposite connection — SEO managers should take control of this approach’s organizational success in more detail.

Anyway, AI has already started changing the workplace. So getting its benefits at its early stages will help your team be more adaptive to further advancements in technologies, SEO task list templates, and changes in the market.

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Key Principles of Effective Delegation in SEO Agency

Delegating tasks effectively with machine learning tools for SEO can give you more focus on activities you perform — not simply completing on-page tasks. It is about managing your workload and getting the most out of what even the simplest challenges can offer regarding experience and skills. Delegation and cooperation help people you’ve assigned to become more motivated and competent.

Identifying the Right Tasks to Delegate

Delegating responsibility for everything you have on the plate doesn’t always specify your leadership skills as good and competitive. It is a must to take a look at your performance metrics to prioritize the challenges to fix now and assignments that can wait. A lot depends on your resources in this case — it is quite complicated to master all the SEO aspects at the same time, especially for small-scale businesses and amateurs.

On the contrary, it doesn’t mean you should focus on one task at a time. This won’t help your SEO strategy. It is always about a set of deals to go for to remain a developing and decent entity on the internet, compared to other websites in the occupied niche in SERPs. You can start by defining what you are capable of on your own and delegate tasks to other team members, who are skilled in related SEO areas. For instance, specialist occupied with keyword research and optimization could apply AI to digital marketing.

Branko Kral

Branko Kral

Any pure SEO or content task can be delegated to an external team if that team takes the time to learn about your company and industry. Especially if you combine the external team with an internal point person who has the final say on reviewing work, facilitates interviewing internal subject-matter experts, introduces to partners, motivates the developers to collaborate, or invites to internal meet-ups. You then end up with an external team that works almost like an internal team but with higher flexibility and only with the part-time help of one internal team member.

Understanding the Skills and Capabilities of Team Members

If you assign a challenge that is too early to master for a non-experienced member of your team, the efficiency of this decision and its results are to be poor. Learning and mastering your skills daily make training and development in the field possible. However, you must think strategically to gain more benefits in the long run.

From this perspective, you have to know for sure the strengths and weaknesses of your team members. While someone might be skilled in backlinks and the use of AI in data analysis, others can be professionals in fixing errors on the site that prevent your domain from gaining better visibility. If you are focused on the social media aspect of search engine and workflow optimization, missing a chance to introduce a skilled colleague for that position and hiring another one instead won’t be the right step.

Evaluating Available Resources and AI Tools for SEO Specialist Tasks Delegation

Prioritizing tasks and delegating responsibility for a target project to a particular expert on your team is quite complicated without using a centralized and workflow-optimized system. Switching between different software and tools might occur, but using professional programs helps you delegate an SEO monthly task list effectively. One of the ways to prepare stellar content and keep up with search engine and workflow optimization challenges is provided by Serpstat.

Serpstat presents a convenient and well-responsive interface to create checklists and manage reports with ready-made templates.

Task lists

Let’s be more precise. To check what areas of on-site performance are most vulnerable and require immediate action, you can run a crawl test with Serpstat. You get instant and hassle-free access to non-indexable pages, bad redirects, and orphaned pages. Still, it is also a brilliant opportunity to see possible solutions with detailed instructions.

All issues

In the case of well-thought-out management, your team utilizes such tools. It transforms plans like increasing your site’s visibility and popularity into more practical and easy-to-analyze performance metrics, including the number of clicks, the quality of backlinks from authoritative sites, and so on. This way, using AI tools for SEO off-page tasks delegation will be based on your experts’ knowledge and skills, letting them catch essential milestones of the program and implement them in SEO best practices immediately.

How to Delegate SEO Daily Tasks Effectively: Brief Structure

When it comes to effective delegation techniques, creating a to-do list of what actions to take will be a meaningful step for both amateurs and professionals in the SEO field. Not only is it necessary to understand your team or company’s hierarchy, but you also have to clearly navigate and improve the available means of staying in touch whenever needed. First and foremost, meetings with your colleagues and employees are an initial stage to creating a daily SEO tasks list for co-workers and wrapping them up into more advanced SEO monthly tasks.

Here are some briefs of what such conversations can be all about:

  • Subject — determine the topic of your today’s gathering and specify its agenda.
  • Deadline — discuss the final term to complete the target task/project. Depending on how experienced a responsible SEO specialist is and the scope of the assignment, the term might vary from a few business days with an after-match review included to several weeks.
  • Deliverable — define the most suitable format to see and analyze the project results. To align goal setting with the SEO best practices, you are welcome to incorporate third-party software like SEO task management tools aside from typical PowerPoint presentations, Google Docs, and Excel Spreadsheets.
  • The scope of work — don’t build castles in the air by minimizing the expected project duration without considering your teams’ resources and knowledge. It is crucial to understand your challenges and assignments and what must be done first. If it is your first trial in technical SEO audits, making timing and expenditure estimates more flexible lets you stay on the safe side. 
  • Specific instructions — there might be numerous additional details and project elements to highlight, from the need to use a particular analysis method or data collection tool to other aspects like troubleshooting guidelines in unexpected scenarios.
  • Materials, techniques, or resources required — picking up versatile yet intuitive-to-use software for your team to guarantee successful results is essential. With Serpstat AI in Keyword Research, you can finish your keyword analysis faster and get many related results from a database with billions of suggestions, ads, and AI-detected patterns.


As with any other task in the SEO world, workflow optimization, and delegation aren’t over when the project is finalized. It is crucial to keep track of your progress and monitor how this or that assignment is taken care of. Whether you apply the services of such software as Skype or stay within multifunctional Serpstat, where several team members can work simultaneously without difficulty, don’t underestimate the importance of providing feedback and meaningful notes on the project. 

This way, you can ensure that your SEO strategy is the right choice here and now to succeed in fulfilling the desired list of SEO expert tasks. If not, you will have the power and resources to adjust it sooner than later and get the desired results faster.

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