Off-Page SEO Standard Operating Procedure (SOP)

Introduction
Welcome to the Off-Page SEO team! This SOP document provides a comprehensive overview of the Off-Page SEO process. It is designed to ensure that new team members can independently execute tasks, from project assignment to reporting, while utilizing the tools and sheets provided. This document will guide you through the entire process, ensuring smooth and efficient project execution.

Step-by-Step Off-Page SEO Process

🧩 1. Initial Setup – Before Starting Any Work

Before you begin your work as an Off-Page SEO Executive, ensure all software tools, access credentials, and accounts are ready.

1.1 Official Company Accounts

The following two things will be created and shared with you by the HR Department:

Official Company Email ID: (example: yourname@prontosys.com)
→ This email must be used for all official communication, Basecamp invites, and tool logins.
Time Champ Account: Used for attendance, login/logout tracking, break marking, and idle time monitoring.

If you face any issues in setup, contact HR directly.

1.2 Tools Access

After HR provides your email and Time Champ access, you will need to request access to the remaining tools and sheets from Arsalan (arsalan.ahmad@prontosys.com).

Before starting the work, ensure that you have access to the following tools and resources:

Basecamp: For project management, task assignment, and client updates.
SEMrush: For competitor analysis, backlink research, and keyword position monitoring.
Ubersuggest: For keyword research, backlink analysis, and audits.
Moz or Website SEO Checker: For Domain Authority and Spam Score checks.
Grammarly: For proofreading, grammar, and plagiarism checks.
Humanizer Tool: To humanize AI-generated content.
Canva: For creating images, PDFs, and other visuals.

You must also ask Arsalan for access to the Project Sheet (which will be shared by the On-Page SEO member handling the assigned project). Make sure that you have access to the individual Project Sheets before you start the work.

Step 2: Initial Project Assignment

Project Review: Upon joining, review the project details thoroughly, including the company’s services, NAP (Name, Address, Phone), and website.
Analysis and Reporting: Analyze the project and prepare an initial report on your findings.
Experience Assessment: Discuss your previous experience with Off-Page SEO to identify strengths and areas for further training.

Step 3: On-Page Collaboration

Collaborate with the On-Page Team: Work with the On-Page team to understand the backlinks generated for the website and ensure full clarity on the project’s goals.
Access the Project Sheet: Ensure you have access to the Project Sheet (You can request access to the assigned project sheets from the On-Page Member handling that project) containing the business’s NAP details (Name, Address, Phone Number).
Confirm NAP Accuracy: Double-check that the NAP details are accurate and up-to-date before moving forward with other tasks.

Step 4: Website Audit

The On-Page team will update the website audit data in the Project Sheet, but as an Off-Page team member, you are responsible for cross-checking and verifying this data for accuracy.

Domain Authority (DA) Check
- Use tools like Moz or Website SEO Checker to check the website’s Domain Authority.
- Record the result in your sheet for reference.
Spam Score Check
- Use Moz or Website SEO Checker to check the website’s Spam Score.
- Record the result.
Toxic Status Check
- Use SEMrush (access credentials will be provided by Arsalan) to check the Toxic Status.
- Record the result.
Indexation Check
- Verify if the website URL is indexed by Google.
- Record the result.
Total Backlink Count
- Check the total number of backlinks using SEMrush or Ubersuggest.
- Record the result.

Note: While the On-Page team will update the website audit data, you must cross-check and verify this data to ensure that it is accurate before proceeding with the next steps.

Step 5: Business Listings

Business listings on high-authority websites help enhance the website’s visibility and SEO.

Access NAP Details
- The NAP details can be found in the NAP Subsheet within the Project Sheet.
Business Listing Information
- Business Name: Use the name from the NAP Subsheet.
- Business Description: Write a clear and concise description of the business. If detailed information is unavailable, you can use the website URL or available business data from the Business Dashboard.
- Address, Contact, Business Timings: Fill in address, contact number, and business operation timings using the NAP Subsheet.
- Social Media Handles & Website URL: Include social media handles (if any) and the website URL.
- Brand Logo & Cover Image: Upload the brand logo and cover image from the Business Dashboard.
- Business Images: Add relevant images such as office photos, products, or services.
Business Listing Process
- Use the details from the NAP Subsheet to complete the business listings on high-authority sites.
- Submit the business information on the sites listed in the Mandatory Business Listing Sheet.
- Track submissions in the Business Listings Tracking Sheet.

Step 6: Business Profile Creation

Creating business profiles on high-authority sites is a simpler process, primarily involving name, description, and branding elements.

Access the Business Profile Details
- Access the Backlinks 2025 Sheet (or the current year) to find the links for business profile submissions.
Business Profile Information
- Business Name: Use the name from the NAP Subsheet.
- Business Description: Write a concise description. If detailed information is unavailable, you may use the website URL or business dashboard for additional details.
- Brand Logo & Cover Image: Upload the brand logo and cover image from the Business Dashboard.
- Social Media Handles & Website URL: Include the social media links and the website URL.
Business Profile Submission Process
- Submit the business profile details on the sites provided in the Backlinks 2025 Sheet.
- Track submissions in the Business Profile Tracking Sheet.

Step 7: Social Bookmarking

Social bookmarking is an essential off-page activity for increasing visibility.

Access the Mandatory Social Bookmarking Sheet
- Go to the Mandatory Social Bookmarking Sheet to find the list of approved sites for bookmarking.
Create Title Using the Keyword
- Create an engaging title incorporating the relevant keyword to enhance SEO.
Generate a Short Description
- Use ChatGPT to generate a short description (40-70 words) for the business or service.
- Add URL: Include the website URL of the business in the description, ensuring accuracy.
Submit the Bookmark
- Submit the title, description, and URL on the bookmarking sites from the Mandatory Social Bookmarking Sheet.

Step 8: Mandatory Classified Submission

Classified submissions help to promote the business or service via advertisement sites.

Access the Mandatory Classified Submissions Sheet
- Go to the Mandatory Classified Submissions Sheet to find the list of approved sites for classified ad submissions.
Create Title Using the Keyword
- Create a compelling title using the relevant keyword. Make sure the title is catchy and relevant.
Generate a Short Description (60-70 words)
- Write a description incorporating the title, the keyword, and the website URL. The description should be informative and engaging.
- Example:
  Title: “Affordable Digital Marketing Services for Small Businesses”
  Description: “Looking for expert digital marketing services to grow your small business? Our team offers SEO, PPC, and more to drive results. Visit our website: [Insert Website URL].”
Submit the Ad
- Submit the classified ad on the approved sites from the Mandatory Classified Submissions Sheet.
Track Submissions
- Record the URLs of successful submissions and their submission dates in the Classified Ad Tracking Sheet.

Step 9: Mandatory Article Submission

Article Submission Guidelines
- Write 700-800-word articles using ChatGPT.
- Choose 5 titles for each keyword and select the most relevant and catchy one.
Humanization Check
- Use the Humanizer Tool to ensure the content is humanized and not AI-generated.
- Use Grammarly to check for grammar (Leave space for Grammarly link).
Submit the Article
- Post the article on the websites from the Mandatory Article Sheet.

Step 10: PDF Submissions

Access the Data
- The necessary data for creating the PDF can be found in the Project Sheet, including a sample URL for reference.
Gather Required Information
- Company Name, Services, Location, Mission & Vision, and Address should be gathered from the Project Sheet.
Create the PDF
- Use Canva or Google Docs to design a professional PDF with all relevant details.
Finalizing and Saving the PDF
- Save the document as a PDF and ensure the formatting is professional.
Submission
- Submit the finalized PDF according to the off-page activity guidelines.

Step 11: Regular Backlink Extraction (Bi-Monthly)

Competitor Backlink Research
- Every two weeks, select 5 keywords and extract backlink data from competitors using SEMrush.
- Ensure backlinks have signup options.
- Update the Personal Backlink Extraction Sheet.

Step 12: Reporting and Monitoring

Data Recording and Reporting
- Record all submissions in their respective tracking sheets (Business Listings, Social Bookmarking, Classified Ads, etc.).
- Ensure proper formatting and update the Monthly Report Sheet.
- Include URLs, submission dates, and successful submission count.

Step 13: Continuous and Ongoing Work

DA, Spam Score, Toxic Status, and Backlink Count Check (30 days)
- Every 30 days, check the Domain Authority (DA), Spam Score, Toxic Status, and Indexation for the website.
- Use SEMrush or Ubersuggest to check Total Backlink Count.

Tools and Resources

Moz or Website SEO Checker for DA and Spam Score checks.
SEMrush (provided by Arsalan) for Toxic Status and competitor analysis.
Google for Indexation checks.
Grammarly (Leave space for URL).
Humanizer Tool for AI content humanization.
ChatGPT for article and blog creation.
Canva for feature images (Guest Posting).
SEMrush or Ubersuggest for backlink count checks.

Key Sheets to Refer

[Backlinks 2025 Sheet (or the current year)] (Insert link here)
[Mandatory Article Sheet] (Insert link here)
[Mandatory Social Bookmarking Sheet] (Insert link here)
[Mandatory Classified Submissions Sheet] (Insert link here)
[Guest Posting Sites Subsheet] (Insert link here)
[Monthly Report Sheet] (Insert link here)

This concludes the Off-Page SEO Executive SOP.

You said:

Include the sheets at the start so that along with the tools they should ask for these sheets acess and then they will start their work

ChatGPT said:

Off-Page SEO Standard Operating Procedure (SOP)

By following this document step by step, you can start your tasks immediately and complete them independently without any delays or confusion, ensuring timely delivery and quality outcomes.