CallHippo is a SaaS software, and our primary channel for marketing is digital. We do multiple activities like Quora answering, commenting on relevant blog posts, content generation, search engine optimization (SEO), guest post outreach, on page optimization etc. As our digital marketing team started growing, managing these activities started becoming a tedious task. Our biggest issue was; we were not able to find out who is accountable for a particular activity, as there are tonnes of activities performed every day.

On a usual working day, one of our teammates changed meta title on our top ranking page to increase the ranking. But, the ranking fell down, and it was clearly visible on Google Analytics. It took us some time to figure the reason for the fall in rankings. We needed the activity history around that day but, we had none.

Next thing we know, we started searching for a software to overcome this problem. Few friends suggested Moz, Screaming Frog, Botify… you name it, we tried all. However, none could fit the bill.

This software could tell the future. It could tell us what we should do to improve our SEO. However, none could show us the past and tell us the activities we had done in the past. We started looking at project management software like Basecamp and Producteev but, it was so tough to find a particular task in this software.

The solution was simple. So simple, that we felt stupid we did not think of it- Spread Sheets.

We created a Google form and told each team member to enter the activities details on a daily basis. Here’s what will happen:

  1. All team members will fill the details of the SEO activity. Date and Time will be automatically fetched.
  2. All the details of each activity will be saved in a Spreadsheet.
  3. Now, we can filter any detail by activity, time or member.

This is what the form looks like. You can personalize the form according to your SEO needs.

SEO Form

And all the data will be saved in a Spreadsheet.

The second use of spreadsheet over software:

To check our keyword rankings in Google, we used SERPLAB. It is a great tool to know your rankings, but when it comes to knowing the history of the keyword rankings, it becomes tedious. We had to go on a particular keyword to find the history of the rankings, and many times SERPLAB fails to load the history chart as well.

We started saving the keywords data to Spreadsheet. One of the benefits of using Spreadsheet for this purpose is that you can see lot amount of data at the same time. With Spreadsheet, we can now find the exact rank of any keyword at any time of the year.

The third use of spreadsheet

Maintaining data for digital marketing activities that you do is of utmost important!! We invest in multiple activities, for example, we use Sendx for emailing, Connecto for exit intent, and SERPLAB for keyword rankings. Each of these tools gives their specific data, but it’s important to have these data at a single place to find whether your channels are working well or not. There’s  hardly any software for SMB which could connect with multiple tools and give you data. Spreadsheet again came in handy. We save all our data at one place to analyze the performance of our channels.


Recently at CallHippo – The cloud based virtual phone system, we have taken the use of Spreadsheet where Google released its new update on the PBN, and we experienced a noticeable fall in our rankings. We quickly checked out our history and handled the issue on an emergency basis. After we realized the true value of spreadsheet, we started using it for our Content Management also.

Please share your views in the comments below. Also, tell us if you use Spreadsheet for such amazing use.



Updated : May 12, 2021


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