How to Build a Cost-Effective SEO Team: 5 Factors to Consider

Assembling your first SEO team is a vital step in boosting your online presence and driving organic growth. A well-rounded SEO team brings diverse skills that contribute significantly to your business’s visibility and searchability. In this blog post, we’ll outline everything you possibly need to know when finding people to help you with SEO and outreach.

In this article:

1: Your SEO Team Needs
2: The Right Talent
3: Candidate Assessments
4: Payments and Contracts
5: Standard Operating Procedures (SOPs)

#1: Your SEO Team Needs

Building an effective SEO team is crucial for enhancing your website’s visibility and driving organic traffic. To form a team that meets your business needs, here are the specific tasks you can delegate. It’s also important to choose whether you want a full-time employee or contractor.

SEO Tasks and Projects

Every business’s SEO needs will vary based on its market presence, competition levels, and strategic goals. To build a solid foundation for your SEO efforts, it’s important to recognize and map out the specific tasks that will drive your business forward. Here’s a deeper look into common SEO tasks:

Keyword Research

Keyword research involves finding words and phrases that people type into search engines that are relevant to your business. This essential task doesn’t always need to be done daily. The person you hire can often perform this research once every few weeks or as needed to develop a comprehensive content strategy. 

Hiring a freelancer who specializes in keyword research can be a smart move. They can use advanced tools like Google Keyword Planner, Moz, or SEMrush to create a detailed plan that targets the most effective keywords for your audience. 

Once the plan is in place, your virtual assistants (VAs) can take over the execution phase through tools like Link Genius, which helps with digital marketing tasks such as securing backlinks and finding guest posting opportunities without the need for extensive in-house teams or deep knowledge of outreach strategies. 

Content Creation

This is about creating articles, videos, infographics, and other content that can be shared online. Quality content can engage your audience, keep them on your site longer, and encourage them to return, which signals to search engines that your site is valuable.

Consider hiring content writers and multimedia creators who are well-versed in SEO and have a knack for storytelling. Look for professionals who can produce diverse types of content such as blog posts, videos, and infographics that not only attract but also retain audience interest. 

On-Page SEO

On-page SEO involves optimizing the content and structure of your website pages. Well-optimized pages are more likely to rank higher in search engine results, bringing more visitors.

Writers and VAs with on-page SEO knowledge know how to place keywords strategically in titles, headers, and body text; ensure images have alt text; create user-friendly URLs; and use meta tags to describe each page.

Link Building and Outreach

Link building is the process of getting other websites to link back to yours. Links from reputable sites can boost your site’s authority and improve your search ranking.

Look for people with outreach experience, like HARO outreach specialists, who have established connections with other websites and influencers in your industry. They should know how to craft compelling outreach emails that align with your brand’s message and campaign goals. They should also be skilled in negotiating guest posts and securing high-quality backlinks that enhance your site’s credibility and authority.

The quest for an outreach specialist can be challenging, though. The good news is that tools like Link Genius can help your team find the best websites to reach out to. You can also use it to send personalized emails that highlight mutual benefits and potential collaboration ideas. 

This way, you can manage large-scale campaigns effectively, without the need for extensive resources, like multiple tools and employees.

Full-Time Employees vs Contractors

When building your SEO team, one of the key decisions you’ll face is whether to hire full-time employees or contractors. Each option has its benefits and challenges, and the best choice depends on your company’s specific needs, budget, and the nature of the projects you plan to undertake.

Full-Time Employees 

Pros:

• Commitment: Full-time employees are typically more invested in your company’s success. They’re part of your team and share your long-term goals, which can lead to higher-quality work and greater loyalty.
• Consistency: Having a consistent team means work is done in a cohesive manner, maintaining a uniform style and standard. This can be particularly important in SEO, where strategies need to be adjusted over time based on performance data.
• In-House Expertise: Full-time employees develop a deeper understanding of your company and its challenges. This in-depth knowledge allows them to tailor SEO strategies more effectively to your business’s specific needs.
• Availability: Full-time staff are available during set working hours, making it easier to coordinate projects and handle urgent issues as they arise.

Cons:

• Higher Costs: Employing full-time staff is often more expensive than hiring contractors. Costs include salaries, benefits, taxes, and potentially training and development.
• Less Flexibility: Scaling your workforce up or down is more challenging with full-time employees due to labor laws and potential severance costs.
• Resource Intensive: You’ll need to invest time and resources in recruitment, onboarding, and ongoing management and development of employees.

Contractors

Pros:

• Flexibility: Contractors can be hired on a per-project basis, which gives you the flexibility to scale your SEO efforts up or down without the financial commitments associated with full-time employees.
• Cost-Effective: Hiring contractors can be more cost-effective, especially for specific tasks or short-term projects. You pay for the work you need without the ongoing benefits and other employee-related expenses.
• Specialized Skills: Contractors often bring specialized skills and expertise that your in-house team might lack, which can be particularly useful for specialized SEO tasks that require expert knowledge.
• Quick Start: Contractors are accustomed to jumping into new projects quickly and efficiently, which can reduce onboarding time and accelerate the progress of your SEO initiatives.

Cons:

• Less Oversight: Working with contractors can mean less control over how tasks are performed, as contractors are often juggling multiple clients and may not be available at all times.
• Inconsistency: If you’re hiring different contractors for various tasks, you might face challenges with inconsistency in work quality or strategic direction.
• Security Risks: Contractors have access to sensitive information and systems, which can pose security risks if not properly managed.

Making the Decision

To decide which option is best for your company, consider the following:

• Project Duration and Complexity: For long-term, complex projects, full-time employees may be a better fit due to their potential for deeper engagement with your company’s culture and goals. For shorter, specialized projects, contractors might be the way to go.
• Budget Constraints: If budget is a major concern, contractors offer a way to control costs more tightly.
• Growth Phase of Your Company: If your company is in a growth phase and you anticipate ongoing, expanding SEO needs, investing in full-time staff might be beneficial.

PRO TIP: Consider hiring part-time employees or contractors for tasks that don’t need constant attention, such as keyword research. This approach lets you tap into a pool of professionals who may already have full-time jobs but are looking for additional income.

They often bring specialized skills at a lower cost since they’re looking to supplement their earnings. By starting with just 15 hours a week, you can get high-quality work done while keeping your costs down. 

Funds are going to be tight when you first start so you need to build up your client list before you take on any new clients. So accountants, writers, and SEOs should all be contractors and not W-2 employees, Once you get to a comfortable point, you can then bring on a W2 employee. Even better, if you’ve been working with contractors for some time, you can hire one of them directly.

Taylor Scher, SEO Consultant

This strategy not only saves money but also opens up opportunities to work with top talent in the SEO field who might not be available for full-time positions.

#2: The Right Talent

Once you know what you need for your SEO team, it’s time to look for people who can help fill those needs. Consider posting on job boards, talent marketplaces, and looking on social media.

Use Job Boards and Talent Marketplaces

Job boards and talent marketplaces can help you find the best person to be part of your team. Here are five of them:

Onlinejobs.ph

With direct access to a dedicated Filipino workforce, OnlineJobs.ph promotes more stable and long-term employment relationships without the intermediary fees typically associated with hiring platforms.

Pros

• Specializes in Filipino talent, providing access to a large pool of candidates in the Philippines.
• Focus on long-term employment rather than freelance or project-based work.
• No commission or ongoing fees for employers after hiring, reducing long-term costs.
• Broad range of job categories from technical to creative fields.
• Robust verification processes to ensure the reliability of workers.

Cons

• Limited to Filipino workers, which might not suit all business needs or preferences.
• Fewer resources for conflict resolution compared to larger platforms.
• Interface and search functionality might feel less modern than competitors.
• Limited international payment options may complicate salary transactions.
• Potential cultural and time zone differences could pose challenges for international employers.

Pricing (as of April 2024)

Upwork

The platform has a comprehensive suite of management tools that facilitate seamless interaction between freelancers and employers. Upwork caters to both one-off projects and ongoing work relationships from freelancers all over the world.

Pros

• Access to a global talent pool across a wide range of skills and industries.
• Robust filtering options to help employers find the best match for their projects.
• Built-in work diary and time-tracking software ensure transparency of freelancers’ working hours.
• Escrow system and dispute resolution services provide security for payments and contract enforcement.
• Allows for both short-term projects and longer-term contracts.

Cons

• Higher fees compared to other platforms, which can reduce freelancer earnings or increase employer costs.
• Can be competitive for new freelancers to find initial projects.
• Variable quality of work, requiring careful selection and vetting by employers.
• Reports of spammy job listings and scams.
• The bidding system may drive down prices for freelancers’ services.

Pricing (as of April 2024)

Posting a job on Upwork is free, but if you want your job post to be featured, which helps attract more freelancers, it costs $29.99.

You’ll also have to pay a 5% processing fee on all payments to freelancers. This fee covers the cost of handling the transaction. For U.S. clients using an automated clearing house (ACH), the fee can be reduced to 3%.

For fixed-price jobs, money is held in an escrow account until the job or a milestone is approved. This setup protects both the client and the freelancer by ensuring that money is only released when the work is satisfactorily completed.

Indeed.com

As an aggregator of a vast range of job listings from multiple sources, Indeed provides a comprehensive search experience for both traditional job seekers and employers globally.

Pros

• Extensive database with a wide variety of job listings across industries globally.
• Free job posting options with the ability to purchase ads to enhance job visibility.
• Resume search function allows employers to seek out potential candidates actively.
• User-friendly interface with efficient job alert systems for job seekers.
• Strong reputation and high traffic volume increase the chances of finding suitable candidates quickly.

Cons

• Paid advertising can become costly if seeking high visibility in competitive fields.
• Primarily caters to traditional employment rather than freelance or contractual work.
• Can receive a high volume of applications, requiring more time to sift through.
• Does not provide mediation or contract enforcement services.
• Some regions and job sectors may have less coverage compared to specialized local sites.

Pricing (as of April 2024)

Just like Upwork, posting a job on Indeed is free. Your listing will then appear in general search results.

You can opt to “sponsor” your job post to generate more views. Sponsored job postings range from $0.10 to $5 per click. The cost-per-click applies to each job seeker who clicks on your post, even if they don’t apply.

Virtualstaff.ph

It’s a streamlined platform dedicated to building and managing Filipino virtual teams. Virtualsfaff.ph offers robust support and compliance with local regulations, tailored for those looking to outsource efficiently.

Pros

• Specializes in providing Filipino virtual staff, tapping into a cost-effective labor market.
• No middleman fees – direct negotiation and hiring between employers and staff.
• Offers a range of hiring options from part-time to full-time and even project-based roles.
• Provides tools for easy communication, hiring, and payment within the platform.
• Emphasizes security and compliance with local labor laws in the Philippines.

Cons

• Focused solely on the Philippine market, which may limit options for employers needing a more diverse talent pool.
• Smaller platform, so the talent pool may not be as vast as larger competitors.
• Limited categories of jobs compared to more comprehensive job boards.
• Interface and user experience may not be as polished as more established platforms.
• Lacks the extensive support services of larger, more global platforms.

Pricing (as of April 2024)

Fiverr

Fiverr revolutionizes freelance hiring by standardizing offerings into discrete, scalable packages known as “gigs.” This Fiverr feature allows for quick browsing and immediate hires without the need for lengthy negotiations.

Pros

• Low entry barrier for freelancers, which encourages a wide variety of services.
• Services offered as pre-packaged gigs, simplifying the buying process.
• Typically lower cost services compared to other platforms.
• User ratings and reviews provide insights into the quality of work.
• Creative and diverse offerings that are not always available on more traditional job platforms.

Cons

• Quality can vary widely, and the risk of poor execution is higher.
• Limited in-depth vetting processes for freelancers.
• Gigs are pre-defined, offering less customization for specific client needs.
• The platform’s focus on cheaper gigs may incentivize lower-quality work.
• Customer support and dispute resolution can be lacking.

Pricing (as of April 2024)

Consider Social Media

Using social media to find employees is a modern strategy that many companies use to enhance their recruiting efforts. Like any method, it comes with its advantages and challenges. Here’s a look at the pros and cons of using social media for hiring your SEO team:

Pros

• Wider Reach: Social media platforms like LinkedIn, Facebook, and Twitter allow you to reach a large and diverse audience. You can advertise job openings to a vast number of potential candidates beyond your local area.
• Cost-Effective: Posting jobs on social media can be less expensive compared to traditional recruitment methods like job boards or employment agencies. You can list your job ads on Facebook Groups and other online forums for free.
• Faster Hiring Process: Social media speeds up the hiring process. You can post a job today and start receiving applications almost immediately.
• Insight into Candidate’s Personality: Profiles on social media can provide more personal insights into candidates, which you might not get from a resume alone. This can help you assess if they’re a good cultural fit for your company.
• Enhanced Employer Branding: Using social media allows you to improve your employer brand by engaging actively with candidates, sharing content about your company culture, and being visible and accessible online.

Cons

• Personal Content: Social media profiles may contain personal content that could influence your perception of a candidate unfairly. Not all information available is relevant or appropriate for employment decisions.
• Risk of Discrimination: There’s a risk of unconscious bias or discrimination based on the personal information visible on social media profiles, such as political views, religion, or family status.
• Privacy Issues: There are potential legal and privacy concerns when accessing information from candidates’ social media profiles. It’s important to understand what is acceptable in terms of privacy laws.
• Information Overload: With the vast amount of data available on social media, it can be time-consuming and challenging to sift through profiles to find suitable candidates.
• Limited to Active Users: Lastly, relying solely on social media for recruitment might limit your candidate pool to only those who are active online, potentially missing out on qualified individuals who aren’t.

Find VAs in Facebook Groups

One of the best places to find a pool of candidates is through Facebook groups. If you’re hesitant about using your personal Facebook profile to join public groups, you can create a Page for your company and use it instead.

Here’s a curated list of possible Facebook groups for remote workers in different countries and their average rates:

Philippines

• Online Filipino Freelancers
• Freelance and Home-based Jobs – Philippines
• Home-based Jobs Philippines
• Onlinejobs.ph Group

Average Hourly Rate: USD 3-5/hour ≈ PHP 170-282/hour 

South Africa

• Freelance South Africa
• Digital Marketing Jobs – Remote Work – Freelancers – South Africa

Average Hourly Rate: USD 3-4/hour ≈ ZAR 56-74/hour

Kenya

• FREELANCERS KENYA
• FREELANCE RESEARCH EXPERTS KENYA

Average Hourly Rate: USD 3-4/hour ≈ KSh 408-520/hour 

Nigeria

• Nigeria WordPress/Bloggers Help Connect (Buy And Sell)
• FREELANCERS IN NIGERIA (UPWORK, HUBSTAFF, ANGELIST JOBS)

Average Hourly Rate: USD 1-2/hour ≈ NGN 1,350-2,479/hour 

India

• Freelance India (Indian Freelance Community)
• Freelancers in India

Average Hourly Rate: USD 4-5/hour ≈ INR 403-483/hour 

Find Writers in Facebook Groups

Your SEO team needs to be well-versed in content creation, so consider looking for writers in Facebook groups as well. Connecting with writers can help enhance your team’s overall capabilities.

Here are some suggested Facebook groups where you can find writers and the average rates (hourly and per word):

Philippines

• Freelance Writers Philippines
• Filipino Writers

Average Hourly Rate: USD 3-4/hour ≈ PHP 170-226/hour 

Average Per-Word Rate: USD 0.02/word ≈ PHP 1/word 

Africa

• Remarkable Freelance Writers in Africa

Average Hourly Rate: USD 3-4/hour ≈ ZAR 56-74/hour

Average Per-Word Rate: USD 0.05/word ≈ ZAR 1/word 

Kenya

• Online Article Writers Kenya
• Kenya Digital Freelance Writers

Average Hourly Rate: USD 3-4/hour ≈ KSh 408-520/hour 

Average Per-Word Rate: USD 0.05/word ≈ KSh 6.50/word 

Nigeria

• Professional Content Writers in Nigeria
• Nigerian Ghostwriters, Writers & Editors

Average Hourly Rate: USD 1-2/hour ≈ NGN 1,350-2,479/hour 

Average Per-Word Rate: USD 0.016/word ≈ NGN 20/word 

India

• Indian Freelance Writers
• Content Writers Needed

Average Hourly Rate: USD 4-5/hour ≈ INR 403-483/hour 

Average Per-Word Rate: USD 0.02/word ≈ INR 2/word

Create a Compelling Job Ad

Writing a compelling job ad is essential for attracting the right candidates to your business. A well-written ad not only highlights the job opening but also sells your company as a great place to work.

Here are six tips and a job ad template to help you get applications for your SEO team:

Be Clear and Concise

The goal is to communicate the essential information about the job quickly and clearly. Applicants should understand the role and its requirements from a brief read.

Use straightforward language and short sentences. Break the job description into bullet points to highlight key responsibilities.

This helps potential candidates quickly scan the ad and understand the job without getting bogged down by complex terminology or lengthy descriptions.

Highlight Key Benefits

Benefits are a major deciding factor for many job seekers. Clearly outlining what sets your company apart helps attract candidates looking for more than just a paycheck.

List the most attractive benefits first, such as remote work options, health benefits, and retirement plans. Also, mention unique offerings like company retreats, continuing education allowances, or family leave policies.

These details can make your position more appealing to candidates who value these perks.

Include Essential Requirements

This helps filter out candidates who don’t meet the fundamental qualifications, saving time for both you and the applicants.

Differentiate between “must-have” skills and “nice-to-have” skills. This way, candidates can assess their suitability for the role more accurately, which can reduce the number of unqualified applications on your end.

However, make sure that the list of requirements is not so daunting that it discourages potentially qualified candidates from applying.

Showcase Your Company Culture

A strong company culture can be a major attraction for new talent, especially those looking for a place where they fit in and can contribute to shared goals.

Describe what makes your company a unique place to work. Include your mission statement, core values, and any cultural perks (like team outings or community projects). This not only attracts candidates aligned with your values but also promotes your company as a vibrant and engaging place to work.

Use Engaging Language

Dynamic and active language can make the job role come alive. This style of writing can entice candidates by presenting the job as an exciting opportunity.

Use verbs that convey action and achievement, such as “orchestrate,” “design,” “transform,” and “innovate.” Describe key job roles in terms of their impact on the company, like “You will spearhead new marketing strategies to boost market presence” instead of “You will manage the marketing department.”

Provide Application Instructions

Clear instructions remove any confusion about how to apply, making the process straightforward for candidates. State explicitly what documents are needed (e.g., resume, cover letter, portfolio), how they should be submitted, and any other steps involved in the application process.

Include deadlines and preferred formats (PDF, Word document). Offer a point of contact for questions, which helps prevent candidates from abandoning their application due to uncertainties.

Job Ad Templates

Note: Here are sample templates you can modify as you start building your SEO team. Use these as a guide and update the responsibilities and requirements as necessary based on your current needs.

#3: Candidate Assessments

Now, it’s time to check each applicant’s qualifications. Knowing what to look for in potential employees can set the foundation for a successful hiring process. 

The right candidates can do more than just fulfill job duties; they can drive innovation and push your company toward its goals. Here’s what you should keep an eye out for to find the best fit for your team.

Screening Resumes

When you’re scanning resumes, it can be overwhelming to decide who might be the best fit for your team. Knowing specific qualities to look for can streamline the process and help you spot standout candidates efficiently. Here’s what to focus on when reviewing resumes:

Long-Term Potential

Look for signs that a candidate is prepared to grow with your company. This might show through a history of increasing responsibility in their previous jobs or long tenures at companies. Resumes that demonstrate commitment to a field or progression within an industry suggest that a candidate might be a long-term asset to your team.

Results-Oriented Experience

Identify candidates who can demonstrate their ability to deliver results. This can be seen in resumes that highlight specific achievements such as increased sales, successful projects, or effective problem-solving. Look for quantifiable accomplishments that relate to the position you’re filling to find candidates who can meet and exceed your expectations.

Relevant Skills

Make sure the candidate’s skills match the needs of the job. Resumes should clearly list relevant skills and experience that align with the job description. Pay attention to specialized skills that could benefit your team immediately.

Nonetheless, First Pier founder Steve Pogson suggests focusing on core skills and versatility rather than niche expertise.

This means hiring individuals who are eager to learn and have a solid grasp of digital marketing basics, then cross-training them in various SEO facets including content creation, link building, and analytics. This approach allows for a smaller, but more flexible and capable team, which is crucial when working on a budget.

Ken Fortney of That Local Pack, a local SEO agency, agrees:

This approach not only keeps overhead low but also fosters a collaborative environment where team members are equipped to handle multiple aspects of SEO, from keyword research to analytics.

Team Collaboration

A resume that includes successful collaborative projects or roles in team environments may indicate a good team player. Look for phrases like “worked with a team” or “collaborated on a project,” which suggest that the candidate performs well in cooperative settings.

Ambition and Growth

Check for signs of ambition and a desire for growth through leadership roles, additional certifications, or advanced training. An ambitious candidate is likely to be a self-starter who is eager to advance and contribute to your company’s success.

Responsiveness and Attention to Detail

A well-organized resume with no errors demonstrates a candidate’s attention to detail and their seriousness about the job application. Also, consider how promptly a candidate follows up on their application if applicable.

Testing Candidates

After you’ve identified qualified candidates, you have two ways to test candidates: using dedicated assessment platforms or doing it yourself through different free tools. Let’s discuss the advantages and disadvantages of the two options.

Using Dedicated Assessment Tools

Platforms like Criteria, Serand, TestDome, and The Hire Talent can help streamline your recruitment process. They offer a single location for all your testing needs but you’ll need to pay for their services.

Serand

This AI-powered platform merges machine learning with best practices from occupational psychology to enhance hiring processes. By leveraging AI, Serand aims to optimize the recruitment process.

Pros

• Claims an 81% increase in retention after one year.
• Reduces time spent on hiring tasks by 53%.
• Increases diversity of hires by 47%.

Cons

• AI-based tools may overlook unique human factors that are important for certain roles.
• Reliance on machine learning requires trust in the algorithm’s fairness and accuracy.

Pricing (as of April 2024)

Criteria

The platform offers a comprehensive talent acquisition platform that uses scientific assessments to predict a candidate’s success. Criteria includes tools for assessing, interviewing, and developing talent.

Pros

• Promises a high success rate in hiring with low turnover rates by as much as 65%.
• Helps identify candidates with potential beyond what resumes show.
• Full suite of interviewing and development tools simplifies the process and reduces hiring bias.

Cons

• Can be more expensive due to comprehensive features.
• May require a learning curve to understand all available tools.

Pricing (as of April 2024) 

TestDome

This tool provides a screening and interviewing platform that tests over 100 skills through work-sample questions. With this, TestDome ensures candidates can actually perform the job tasks.

Pros

• Work-sample testing has high predictive validity for job performance.
• Cheating is minimized through webcam and screen proctoring.
• Only pay for the candidates you actually test, making it cost-effective.

Cons

• Limited to the tests available, which may not cover all niche skills needed for specific SEO roles.
• Proctoring may deter some candidates who value privacy.

Pricing (as of April 2024)