While many may argue that technology has made running a small business more frustrating because you have so many tools and platforms to learn about, once you overcome that obstacle, the technology has given small businesses opportunities and advantages that business owners in the past couldn’t have dreamed of. Tools that automate or help streamline tedious tasks is one of the best examples of how technology can help your business.

Manual outreach via guest posts is an effective strategy that can see great results in getting your brand visible. It is however time consuming and boring. For this, we offer a list of the best tools that will help you secure an edge and regain some of your valuable time.

What Manual Outreach Means

In this context, we are discussing reaching out to other site owners for the sake of building links to your website. While many site owners rely on creating great content and hoping it will get noticed by the right people who will then naturally link to their content on their own, it is much more effective to reach out to relevant site owners in your niche and ask for a link to quality content on your site that will bring their visitors value.

This isn’t easy. It takes time to track down the right site owners, read through their site to make sure the tone fits for your brand, and then send them an email. After all of that, you can expect to hear from anywhere between five percent to twenty percent of the people you email. So for a hundred emails, you may receive five to twenty emails back. And that is assuming you have a quality asset, wrote a good email, and tracked down relevant site owners.

This can be discouraging. It’s hard to believe it pays off, no matter how many accomplished webmasters swear it is a valuable use of your time.

So let’s dive into tools that can make this easier for you!

The Best Tools To Make Manual Outreach Easier

1. Buzzstream

While you are trying to build links to your website for the sake of traffic and search engine optimization, you are also trying to build relationships with fellow bloggers in your industry. Every email you send should be spot on because it’s an opportunity to make an impression that will possibly lead to future partnerships to build both your audiences.

With that in mind, there is BuzzStream, which focuses on helping you to manage ongoing communications and build your relationship with the people you’re emailing.

Buzzstream makes it easy to:

• Save contacts

• See your relationship history with your contact

• Research social profiles

• Research contact information

• Research site metrics

• Organizes your exchanged tweets and emails with the influencer so you can track your relationship

• Lets you organize with a team

• Provides insight reports on performance

2. NinjaOutreach

If you’re interested in sending out large email campaigns to bloggers or influencers on Instagram and Twitter, then NinjaOutreach can help simplify that process for you. This tool is meant to make it easy to discover sites and social influencers in your niche and then to send large-scale email campaigns to these figures.

NinjaOutreach makes it easy to:

• Find link-building links through their search feature

• Find leads on Instagram influencers

• Find leads on Twitter influencers

• Filter your searches based on social or SEO metrics

• Create outreach template emails for yourself

• Access premade outreach templates

• Schedule email campaigns

• Track results of your email campaigns

They also have a youtube channel, where they show various use cases, go check it out:

3. Pitchbox

Pitchbox is also a tool for email outreach, meant to find new leads and scale the emails you’re sending. It’s designed for content marketing and influencer outreach. There is a lot you can do with this tool. The data on both the leads they provide for you in their search and then the data for tracking your results makes this tool popular and valuable. It’s a standout among the tools available for outreach campaigns.

Pitchbox makes it easy to:

• Search their database of influencers using keywords in your niche

• Automate follow-up emails after your initial outreach

• Compiles data on every step of the outreach process so you can track your results

Quick guide from their youtube channel:

4. Hunter.io

Hunter is a simple tool that does a powerful thing: find email addresses. Sometimes it can be tricky to track down a blogger’s contact information. Leaving a comment on their site or hitting them up on social media isn’t the best approach. You want to reach their inbox. And that means you need to find an email address and you want to spend as little time hunting for it as possible.

Hunter.io makes it easy to:

• Find an email address by domain name

• Find an email address by a person’s name

• Verify an email address you aren’t sure about

5. MailTag

This is another tool that does a simple but powerful task. MailTag lets you track events in the emails you send through Gmail. With this data, you can track your open rate and decide if your subject line is effective. You can see how many people open your email and then decide to click your link. With this data, you can test your email templates by split testing. If you send out emails using template A as a base to one hundred people, and then send another hundred emails using template B to another set, you can see which template encourages more people to click on the link in your emails. You can also see how many people make it all the way to clicking your link but never email you back.

By tracking this data you’ll be able to see where your emails are effective and where you have room for improvement.

MailTag makes it easy to:

• Track when someone opens an email

• Track when someone clicks a link in your email

• Schedule your emails

• Automate your follow-up emails

Streamline Your Process and Track Your Data

One powerful thing to keep in mind as you look at these tools is never to underestimate the value of tracking your data. Many people who start off with an outreach campaign will put a lot of hours and effort into finding the right people and crafting a great email. They have the right product.

But because they don’t track their data, they don’t really know if what they’re doing is giving them the results they are after. In this case, they will go with how they feel about the process and assume that to be a fact. They’ll either assume it was a waste of time and never do outreach again, or they will assume it’s going great and keep spending hours working the process. Both are a mistake. When you analyze your data, you can see exactly where you are getting the best results. You can see where in the process you could work to improve.

You can find small tweaks to make your best results even stronger. Your data gives you all the information you need to be continuously improving your outreach campaigns so you can get the best results possible, and many of these manual outreach tools make it easier than ever to track this data. Make sure you’re paying attention to it.

Use these tools to streamline your process for guest posts or niche edits, track your data, and make habits of link building outreach that will help build success for your business.