Author: Sam Lauron

Before I start writing a memo, I take some time to hype myself up. This bit of internal communication will be read by my peers, my boss, and likely my boss’s boss. Getting the language right is essential, and every word counts.

Unlike an email, memos typically go out to your entire department or everyone at the company, so knowing how to format a memo is just as important as what you write. No pressure. (Well, maybe some pressure.)

In this post, I’ll share my experience writing memos, tips from my HubSpot peers, and best practices for using AI throughout the process. From there, I’ll showcase stellar memo examples and a template to help you create your own.

Table of Contents

• Memo Definition, Types, and Parts
• When and How to Write a Memo
• Best Practices for Formatting a Memo
• Memo Examples and Templates

Memos are versatile. Businesses can use memos to relay information involving newly updated policies, changes in procedure, important milestones, or necessary employee actions, such as attending an upcoming meeting or convention.

On the other hand, communities can use memos to tell people within it about public safety guidelines, promote various events, and raise awareness on subjects that affect their lives.

I often find myself writing memos when there are significant changes to my program at HubSpot. Perhaps we’re implementing a new workflow, reorganizing the structure of our team, or sharing insights from a project we just completed. 

Memos denote importance, so I only write them when I have important updates to share that impact multiple stakeholders.

Types of Memos

When I do have those important updates to share, I like to consider the type of memo I’m writing before I get started. For your reference, here are four of the most common types of memos:

1. Informative Memo

Also known as announcement memos, these make up the bulk of most memos I’ve seen. The goal is to communicate new information to your audience.

Sample use cases: To state changes in policy, company news, and new processes or to welcome new staff members

2. Request Memo

Request memos are designed to make a request and get a positive response. When writing request memos, I’d focus on using persuasive language and include stats or numbers to highlight why a ‘yes’ is the right answer.

Sample use cases: To request a new purchase from your company or to authorize professional learning or volunteer opportunities

3. Confirmation Memo

I think of confirmation memos as a paper trail to make sure key stakeholders have a record of discussions. When writing confirmation memos, specificity and clarity should be your number one goal.

Sample use cases: To document conversations or clarify ambiguity to avoid misunderstanding down the road

4. Directive Memo

If I need to communicate how to do something to my audience, I’d write a directive memo offering detailed instructions that are easy to follow.

Sample use cases: To share how to implement a new process, comply with new requirements, or complete necessary tasks

The main difference between all of these memo types is the purpose behind the writing. However, regardless of purpose, every memo is usually made up of the same component parts.

Parts of a Memo

What are those parts, you ask? Here’s what I include in just about every memo I write: 

• Heading: This section specifies who the memo is to (your audience) and from (you or your department), and it includes the date and a subject to describe what it’s about.
• Introduction: This is your opening paragraph that highlights the purpose of the memo and provides an overview on what the memo is about.
• Background: Here, you want to provide clear, specific context around the problem you’re aiming to solve.
• Recommendations: This is where you’ll list the specific tasks or milestones you plan to complete in order to address the problem you’ve identified.
• Discussion: This is the meat of your memo sandwich — it’s where you’ll justify your recommendations with supporting details that map back to your problem statement.
• Closing: This section creates space for a call to action for your readers. What do you want them to do after reading your memo? State that here.
• Necessary attachments: This is where you can include any supporting documents to back up your research and recommendations.

I’ll show you how I build out each of these elements in our how-to shortly. In the meantime, here's more on memos from the HubSpot marketing team:

When to Write a Memo

I default to writing a memo when I need to communicate new information in a way that's more formal than an email.

However, memo purposes stretch far and wide.

“Memos serve a variety of purposes, but generally speaking, they either pitch or propose something new, consolidate information into one place for the sake of alignment, or explain or clarify information about a project or program,” says Hesterberg.

You might write a memo in the following scenarios:

• You have a new policy, and you need to explain it to your audience.
• Sharing important company updates and information.
• Announcing new staff members or promotions.
• Confirming details of a discussion to get everyone on the same page and create a paper trail.
• Teach or tell people how to do something.
• Requesting something and justifying why it matters.

There are lots of possibilities out there. In a nutshell, if you have something you need to share, a memo might be the answer.

Onto the how-to.

You can put together a memo in a few short steps, and you can even use AI to help.

To give you an idea of how each step is formatted, I’ll write an example memo, break it down for each step, and include tips for incorporating AI along the way. 

My example memo will be an internal announcement for a writing training session.

1. Start with your heading.

No matter what kind of memo I’m writing, I always include a heading. In this section, I note who the memo is to, who it’s from, the delivery date, and the subject of the memo.

I’d recommend starting off all of your memos with this formatting:

TO:

FROM:

DATE:

SUBJECT:

Your subject line should be short, attention-grabbing, and give readers a general idea of what the memo is about.

“The headings you use should be descriptive enough that your readers can infer what they'll get in each section,” suggests Kaitlin Milliken, senior program manager at HubSpot. “Cut the cute language and keep your headings very tactical.”

I always make sure the tone of my subject matches the seriousness of the subject matter and my organization’s communication style. I love a witty opener, but it won’t be right for every memo.

Testing It Out

Here’s how this would look for my example memo about a writing training session:

Simple and to the point.

2. Write your introduction.

Remember, you want your memo to be brief and information-packed. Your introduction should be an efficient use of space. 

Here, I highlight the main issue or problem that your memo aims to resolve along with the intended solution.

"The beginning of any memo should state a clear purpose of what the memo will cover,” says Karla Hesterberg, director of content marketing at HubSpot. “Depending on the subject, this could be as simple as an overview of a statement that establishes the need for a new investment. The more simple and straightforward, the better."

This is actually a reality that I personally struggle with. As a writer, I want to include those eloquent phrases and thoughtful transitions that sound great when read aloud. 

However, I need to take a different approach to writing memos. I try to remind myself that my introduction should just summarize the purpose of the memo in two to three sentences.

Testing It Out

Using Hesterberg’s tip, here’s how I’d write the introduction for my memo:

You can also use generative AI tools like ChatGPT to help summarize the purpose of your memo. In fact, this is one of my favorite ways to use AI — to condense and recap information.

Here’s an example.

Prompt I used: I'm writing a memo to announce a new training session for writers on my team. The training session is on how to use AI in your writing process without losing the human touch. Write an introduction to summarize this announcement and highlight the importance of this training. Keep the summary brief, around 2-3 sentences, and keep it conversational.

Output:

While I like my original version better, this would be helpful to use as a starting point — especially if I was in a time crunch.

3. Provide background on the issue.

Remember, memos go out to a wide group of employees. Not everyone reading your memo will have the same background that you do as the writer.

You’ll need a section to explain any necessary context that folks need to know before going forward.

So, what do you put in? I asked Basha Coleman, one of the best memo writers on my team. Coleman is a principal marketing manager on HubSpot’s audience development team.

Coleman says she includes a section at the top of her memos that cover the following:

• The situation
• The impact of the situation
• Recommended solutions

“This gives stakeholders the need-to-know info right away in case they don’t have time to read the whole memo at once,” Coleman says.

Beyond that, I like to link to other important documents that provide context on a topic.

That could be a related memo from a different team with more information, a news article that you're directly responding to, or a relevant dashboard that showcases the issue.

You don’t want this section to be long. However, if folks are interested in learning more, you’ve just given them the power to do so.

Testing It Out

Based on Coleman’s recommendation, here’s how the background I’d include as context for the new training:

Could AI help here? Alana Chinn, Marketing Blog editor at HubSpot, shared her thoughts on using AI in this section:

"Since I have the most context about the situation and impact, I probably wouldn’t use AI in the background section," she says.

"Tools like ChatGPT probably aren’t going to know which information is the most important to highlight for my audience. But if I did, I’d use AI to organize, summarize, or provide structure around my thoughts."

Bouncing off of this and following Coleman’s format, I'd suggest outlining the situation, the impact of the situation, and your recommended solutions and asking ChatGPT to summarize those details into a few short paragraphs.

4. Outline action items and timeline.

Depending on the purpose of your memo, you may have action items for employees to complete or provide a timeline of when changes will take place.

For example, they may need to complete a task or provide information by a certain deadline.

Of course, if no action is needed on the employee’s behalf, you can leave this section out. But when action is required, here’s what I’m including in this section:

• When employees can expect changes to go into effect
• What changes have already been made and what to expect in the future
• Deadlines they need to adhere to

Pro tip: Whenever I’m developing a timeline, I avoid just creating a paragraph with dates interspersed throughout. It’s harder to read that way.

“Don’t be afraid to use visual cues in your memo, like tables, heading colors to display hierarchy of information, charts, and graphs. These can keep a memo brief and skimmable,” suggests Coleman.

Milliken agrees. In a recent memo on building a thought leadership program, she included tables that laid out each step her team would take, more details about what was needed, and when it would occur.

“I also included an infographic of a pipeline to show the stages of the project and how long each would take proportionally,” she says. “This makes it easier to visualize a timetable than just skimming chunks of text.”

Testing It Out

Here’s a sample table I created to demonstrate.

In terms of using AI for this section, I’d ask my favorite generative AI robot to help me brainstorm appropriate tasks and map action items to a timeline.

Here’s an example.

Prompt I used: Give me 2-3 action items for attendees of a quarterly writing training session that highlights how to use AI tools in writing, and map them to a 6-week timeline.

Output:

I would then take this output, customize it for my team, and add any relevant details based on our internal workflow.

5. Justify your reasoning.

Whenever I have to communicate a request or anything new that could ruffle some feathers, I always try to make my case by offering a rationale as to why it’s so important.

“Think about your target audience and try to anticipate areas where they might ask questions, have concerns, or need more clarity,” says Hesterberg. “Try to re-read as someone who doesn't have all the context you have to identify areas you need to build up.”

Remember, as the memo writer, you’re an expert on the subject. You may need to ask a manager or a peer to review your memo with a skeptical eye. Where do they have questions? What needs additional justification?

From there, you can strengthen your case. For me, this often includes featuring statistics as to why it’s critical and urgent to make a change.

“Keep in mind that data is super powerful but must be presented in a way that enhances the narrative rather than confusing it,” says Amanda Sellers, a blog strategy manager at HubSpot.

For example, the phrase “58.97% met the benchmark and 10.26% far exceeded the benchmark” is clunky. Instead, Sellers suggests writing,”Our strategy is working nearly 70% of the time."

The first example is unwieldy, Sellers notes, referring to a methodology that a broader audience is less likely to care about.

Meanwhile, “the second audience demonstrates the more important thing: why that methodology was important and what you can take from it,” Sellers explains.

Testing It Out

To justify the importance of the quarterly writing training session, especially in conjunction with AI tools, I’d add this data point in my memo:

Tools like ChatGPT can also be great for pulling external data to justify your approach or the reasoning behind your memo.

Here’s an example.

Prompt I used: Provide 2-3 data points about the importance of a quarterly writing training on AI tools.

Output:

Big time saver if you let AI do some of the digging for you.

6. Soften any blows.

Sometimes you’re making a big change that could be seen as controversial or making bold statements where people might feel slighted. In instances like these, I like to soften things with a well-placed caveat.

For example, with the rise of AI, you might be communicating a new company policy related to using AI.

You could soften the blow by sharing that it hasn't been an issue for most people, but it’s important to have a clear policy in place for handling it.

Testing It Out

Let’s say my memo took a different position regarding AI for writing. Here’s how I’d format my memo to soften the blow:

AI can also help here if you’re not sure how to mitigate concerns about a particular issue presented in your memo.

Here’s an example.

Prompt I used: Provide language to address concerns that writers may have about using AI in their writing. Note that we have a strict AI policy in place to help guide this new process. Keep it brief, 2-3 sentences.

Output:

Not bad.

7. Communicate urgency.

Any time my memo pitches something new or timely, I make sure I explain why the change is urgent and why it’s important that we move now.

“The best way to do this is to explain what we’re at risk of losing if we don’t take action here,” says Hesterberg.

For pitch memos, Hesterberg suggests telling readers why this problem is important and why people should care. For explanatory memos, she recommends explaining what the information in the memo will be used for.

Testing It Out

Here’s how I’d add urgency to my memo about the training session:

This is relatively straightforward, so I won’t tap AI in for this.

8. Include a closing statement.

When crafting my closing statement I think about the information I really want to reinforce. For example, are there any specific contacts readers should reach out to for questions? If so, I’ll include them here.

“A conclusion that just reiterates your main points is boring and likely to be skipped,” Milliken says. “End on your most compelling points. You can either reassert urgency or discuss the resources you need to be successful.”

Milliken often closes on the support her team requires to find success. That could be additional financial resources, a champion within leadership, or more time to establish the change.

Testing It Out

Here’s how I’d wrap up my memo with Milliken’s suggestions in mind:

And from the AI perspective, I’d recommend using a prompt similar to the one we used for the introduction to close things out.

9. Review and proofread before sending.

This step may seem like a no-brainer, but it‘s important to review your document before sending it out. Memos are meant to inform readers of upcoming changes and relay important information.

As a writer, I know I don’t want to risk causing confusion with a typo or misstatement.

“Memos often have a broad audience, so you'll want to craft a narrative that is easily understood no matter who is reading it,” says Sellers. “That means telling a persuasive story, getting to the point quickly, anticipating questions, and cutting jargon to find the simplest way of saying something.”

Testing It Out

I usually ask a coworker to review my memo or use an editing tool like Grammarly or Hemingway to review and proofread.

Here’s an example of Grammarly editing my memo and making suggestions for improvement:

Chinn also says, “I love using AI to proofread my work. As a writer, this is one of the use cases I tap AI for the most. Asking ChatGPT to provide a grammar or tone check, to look for spelling errors or other inconsistencies, or to simplify complex ideas are all quick and easy ways to finalize my content.”

I mean, who says you can’t use AI as your personal peer editor?

10. Create audio or video aids.

Once the memo is written, I like to give it one last pass. What would make the message even more clear? Should I work with the creative team to build an infographic? Should I amplify the document over our email channels?

Now that I’ve invested the time, I want to make sure my message is heard.

Coleman often creates a recording with a deck, highlighting the most important points in the document.

“Including video summaries of my memos with Loom is helpful for accessibility and busy stakeholders who like to listen to updates while working on other tasks,” she notes.

Testing It Out

For the sake of time, I won’t create any visuals for my fictional memo.

But another easy way to do this would be to present the memo to your team or relevant stakeholders, record that presentation via Zoom or Microsoft Teams (if remote), and circulate it as a visual learning aid for the future.

Two birds, one stone kind of deal.

Best Practices for Formatting a Memo

Now that you know what types of memos there are, what elements to include in your memo, and how to write one, I have a few overarching formatting best practices for you.

Cater to your audience.

Before you start writing your memo, consider who your audience is. Understanding who will read your memo will help you tailor your message, tone, and CTA for that audience.

Pamela Bump, head of content growth at HubSpot, suggests considering the following questions.

"Are the leaders you're writing for busy executives who want a quick one-pager focused on the most need-to-know information?” she says. “Or are the readers more inquisitive and interested in soaking in all the information they can get?”

Make it skimmable.

Milliken recalls a time when she wrote a memo that wasn’t skimmable.

"When I was asked to write my first memo, I created a document with huge walls of text,” she says.

“My manager gave me great feedback, encouraging me to use charts and graphs throughout the document. That makes total sense to me now. No one wants to read a huge string of lengthy paragraphs, but they'll definitely skim a table.”

To make your memo easier to read, use headings and separate paragraphs to break up new thoughts or talking points. You can also add tables and graphs to create a visual break when it makes sense.

Milliken adds, "Bullet points are your friend. They create breaking points throughout your document and keep information easy to digest.”

Be mindful of length.

The length of your memo depends on the type you’re writing. Generally speaking, a memo is one or two paragraphs long. But the length can vary if you’re writing an informative memo versus a request memo.

If your audience is interested in learning, an informative memo can provide more detail, while a request memo should be brief and to the point.

“If you're unsure, go for a shorter 1-2 page document, but link it to another page or dashboard with further data, context, or information that they can dig into if they choose,” Bump suggests.

Don’t shy away from AI.

Jessica Shee, tech editor & marketing manager at M3datarecovery.com says, “Memo writing can be streamlined by using AI tools like ChatGPT to help with content development, particularly for sections that are routine or involve a lot of data.”

Shee continues, “I would use it to jot down basic concepts, clarify important details, and make sure formal language is understood. AI is also useful for recommending structural changes, enhancing grammar, and proofreading.”

And I agree. AI is a great memo writing tool for time-consuming sections or simple tasks like proofreading and editing. I wouldn’t use it to write an entire memo, and Vaibhav Kamble, CEO at CloudOptimo echoes that sentiment:

“While AI can significantly enhance the efficiency and quality of memo writing, it's important to remember that human judgment is crucial for adding personal insights and ensuring the memo aligns with organizational goals and values,” Kamble says.

“The combination of AI assistance and human oversight leads to more polished and effective communications.”

Memo Examples

Different industries or situations will require slightly different memos. My memos are going to look a lot different than the memos coming out of a law office, for example.

Pro tip: Certain memos will need to be longer or shorter, others may not have a timeline, and some will have extensive background info. You should always change the format of your memo to fit the message you want your employees to receive.

I pulled together three examples of what that might look like.

Launch Delay Memo

The objective of this memo is to announce that the launch of a product will be delayed. The introduction includes the new date, so a timeline or long overview isn’t necessary.

This format of this memo could be applied to other situations where a simple, but important, change is occurring.

What I like: The launch memo provides readers with insight into product launch delays, which can alleviate some frustration that customers or employees may otherwise feel if they were not informed.

Other date changes, promotions, milestones, or product announcements could also utilize this format.

Building Update Memo

There are logistical aspects of a business that concern your employees but don’t necessarily involve their work. This memo depicts an example of a kitchen remodel in the office. It’s a bit of an inconvenience but not one of a large magnitude.

What I like: This memo demonstrates a business's understanding of the impact that renovations can have on employees and shows respect and consideration for their needs.

This memo format could be applied to other building updates, work-from-home days, or other widespread but minor announcements.

Community Memo

Celebrations, events, theme days, or other fun things for your employees can also be communicated through memos.

Community memos like this example are generally shorter because they don’t require much background information or many details.

What I like: This memo has clear directions on where to find the event taking place, something which would’ve been less effective if it only included the floor number.

Memos of this nature should include a summary, date, and location at a minimum.

Business Memo Template

If you’re writing a business memo, take it from me — HubSpot's free business memo templates are a fantastic way to help you streamline your work.

The document gives you a framework that sorts your memorandum into subtopics to help employees better digest the information and understand what's expected of them after reading it.

Download This Template

And here’s another business memo template I use for times when I want to provide a quick write-up — via email, for example.

MEMORANDUM

TO:

FROM:

DATE:

SUBJECT:

I'm writing to inform you that [reason for writing the memo].

As our company continues to grow … [evidence or reason to support your opening paragraph].

Please let me know if you have any questions. In the meantime, I'd appreciate your cooperation as [official business information] takes place.

Let’s walk through the business memo format in more detail.

Business Memo Template Format

The standard business memo template format is designed to effectively communicate your message. A memo should disseminate the necessary information in a way that is easy for a mass number of employees to digest.

An accurate subject line will alert them that this memo is relevant to them specifically. And beginning with an executive summary allows recipients to understand the general message before they dive deeper into the details.

The background information offers context to the message, and the overview and timeline should answer questions that are likely to come up.

Header

In your header, you‘ll want to clearly label your content “Memorandum” so your readers know exactly what they’re receiving. As previously mentioned, you‘ll want to include “TO”, “FROM”, “DATE”, and “SUBJECT.”

This information is relevant for providing content, like who you’re addressing and why.

Paragraph One

In the first paragraph, you‘ll want to quickly and clearly state the purpose of your memo. You might begin your sentence with the phrase, “I’m writing to inform you … “ or ”I'm writing to request ... ”

A memo is meant to be short, clear, and to the point. You'll want to deliver your most critical information upfront and then use subsequent paragraphs as opportunities to dive into more detail.

Paragraph Two

In the second paragraph, you‘ll want to provide context or supporting evidence. For instance, let’s say your memo informs the company of an internal reorganization.

If this is the case, paragraph two should say something like, “As our company continues to grow, we've decided it makes more sense to separate our video production team from our content team.

This way, those teams can focus more on their individual goals.”

Paragraph Three

In the third paragraph, you‘ll want to include your specific request of each employee — if you’re planning a team outing, this is the space you'd include, “Please RSVP with dietary restrictions,” or “Please email me with questions.”

On the contrary, if you‘re informing staff of upcoming construction to the building, you might say, “I’d appreciate your cooperation during this time.”

Even if you don‘t expect any specific action from employees, it’s helpful to include how you hope they’ll handle the news and whether you expect them to do something in response to the memo.

Boom. I think I’ve hit all the memo-related points, so I’ll take us home.

Write your memos to the point.

I’d argue the main difference between a memo and just an email is not the level of complexity. It’s the size of the audience.

A memo can be simple or intricate as long as it effectively communicates your message and is relevant to the receiving group of employees. And, the message itself should be clear and concise, no matter which memo format you use.

Editor's note: This post was originally published in October 2018 and has been updated for comprehensiveness.

B2B ecommerce is a thriving industry. Growing at a rate of over 10% each year, B2B ecommerce will generate over $3 billion in sales by 2027.

However, no matter how familiar you are with B2C (business-to-consumer) ecommerce, selling to businesses is an entirely different beast.

I wanted to find out how exactly B2B ecommerce strategies differ from B2C ones, the different types of B2B ecommerce channels, and how to successfully market a B2B business, so I talked to the people who know it best.

Here’s how to get your B2B ecommerce strategy right, according to industry experts.

Table of Contents

• What is B2B ecommerce?
• Types of B2B Ecommerce
• B2B Ecommerce vs. B2C Ecommerce
• 3 Top B2B Ecommerce Marketing Strategies
• B2B Ecommerce Examples

B2B Ecommerce vs. B2C Ecommerce

There’s more than just a single-letter difference between B2B and B2C ecommerce. Everything from sales to customer acquisition to ecommerce trends is different when you’re selling to businesses online.

To better understand how B2B ecommerce differs — and can be more challenging — I spoke to a few experts.

Buying Cycle

For starters, the B2B ecommerce buying cycle is much longer than B2C.

Steve Hutt, the founder of eCommerceFastlane, suggests the process can stretch anywhere from three to nine months, depending on the industry. There are several reasons for this.

For one, B2B ecommerce involves multiple decision-makers. Even if you’re only in contact with one person, they need to get buy-in from their team.

Instead of selling to a single customer with a single need, you’re essentially selling to a team of people who may have multiple challenges to address. The approval process can take time on their end, which means B2B sellers also need to be flexible.

“This extended timeline requires patience and a strategic approach to nurturing leads,” says Hutt.

Order Value

Another key difference is the average order value (AOV). When you’re dealing with higher-priced goods or services or bulk orders through wholesale, each sale carries more weight. Where sales volume might be the goal in B2C ecommerce, order value is prioritized in B2B ecommerce sales.

“According to recent industry data, the average B2B order value sits at $491, compared to the average B2C order of $147,” explains Hutt. “This higher value reflects the bulk purchasing common in B2B transactions and underscores the importance of each sale.”

Pricing

Similarly, pricing is also a major difference between B2B ecommerce and B2C. B2C customers typically expect a straightforward, fixed price on whatever they’re purchasing, whereas B2B pricing structures are more fluid, suggests Gianluca Ferruggia, the general manager at online B2B marketplace DesignRush.

“We're often adjusting prices based on volume, specific contract terms, or ongoing negotiations,” says Ferruggia. “This makes transparent pricing a real challenge, and is a stark difference from the B2C world.”

Onboarding Process

Another difference I heard from ecommerce experts is the onboarding process. B2B products often have greater technical complexity, which leads to longer onboarding processes.

“In some industries, this can extend up to three months,” says Hutt. “However, this complexity also allows businesses to showcase their expertise and provide value through comprehensive support.”

Customer Retention

Customer retention also tends to be higher for B2B companies compared to B2C. When you consider how long the sales and onboarding processes are, not to mention the AOV being higher, it makes sense that customers invest longer.

“This higher retention rate emphasizes the long-term nature of B2B relationships,” says Hutt.

Data from SaaS Capital found that B2B SaaS companies have a median gross retention rate of 91%. Another report found that B2B industries like manufacturing have a 67% customer retention rate.

Image Source

Before you can venture into B2B digital commerce, it’s important to understand how the industry is broken down. There are several types of B2B ecommerce channels. I want to highlight the most common types here.

1. Wholesale

B2B wholesale is a model where businesses sell goods or services in bulk to other businesses. Wholesale prices are typically offered at a discount for bulk purchases.

The goods are then sold to consumers at retail price for a profit. Businesses can sell wholesale from their own ecommerce site or use a B2B marketplace like Alibaba or Amazon Business.

2. Manufacturers

Manufacturers are businesses that create goods and products from raw materials, usually at their own factory or warehouse.

Manufacturers can sell directly to customers or work with a partner, like a distributor, to help them sell their products.

3. Distributors

Distributors work with manufacturers to sell the manufactured product to customers. Distributors use ecommerce marketing channels to promote the manufacturer’s goods in an effort to increase sales.

4. B2B Marketplace

B2B marketplaces are a growing (and thriving) sector of B2B ecommerce.

These marketplaces are online platforms that allow businesses to sell to each other. Think of them as retail platforms designed just for businesses rather than consumers.

According to Statista, Amazon Business and Alibaba are leading platforms among generalist B2B marketplaces. There are also specialized B2B marketplaces, such as DesignRush, which connects service providers with companies.

5. Software-as-a-Service (SaaS)

Software-as-a-Service (SaaS) is another popular type of B2B ecommerce. This business model involves companies paying a fee, either monthly or annually, to another company for access to the latter’s software.

Companies like HubSpot, Microsoft, and Dropbox are just a few examples of B2B SaaS platforms.

3 Top B2B Ecommerce Marketing Strategies

If you’re in the B2B digital commerce space and curious about how to improve your marketing, I asked the experts for their top ecommerce marketing strategies for B2B companies.

Strategy #1: Email Nurture Campaigns

As I mentioned earlier, the B2B sales cycle is much longer than the typical B2C process. Sellers must be actively engaged with prospects throughout the cycle if they want to stay on their radar.

This is where email nurture campaigns can be beneficial.

Tools like Opensend and Retention can help you identify potential customers after they’ve visited your website, i.e., when buyers are in their research phase, and target them with personalized outreach.

“Once we identify these potential leads, we initiate a personalized ‘Thanks for visiting’ campaign,” says Hutt. “We integrate the newly discovered email addresses into our email service provider (ESP), like Klaviyo, to start nurturing campaigns. This approach helps maintain brand visibility throughout the longer B2B sales cycle.”

Strategy #2: Account-Based Marketing (ABM)

Account-based marketing (ABM) has also gained a lot of traction in B2B ecommerce, and for a good reason.

Personalization in sales is more important than ever, especially when 75% of B2B buyers prefer a self-service experience over working directly with a sales rep.

This means that when you do have an opportunity to meet with a prospect, your pitch must be tailored to their business needs to make the most of their time.

B2B sellers must show their commitment by regularly engaging with customers, offering tailored insights, adapting to their evolving needs, and giving buyers personalized marketing content that speaks to their pain points.

Being proactive with your marketing fosters loyalty and creates opportunities to add value to the relationship.

“For high-value accounts, ABM is a great way to provide value through a personalized content cadence that speaks directly to each stakeholder's unique challenges,” says Belinda Conde, head of marketing at Datos, a Semrush Company.

“One thing I’ve found especially important in B2B is focusing on problem-solving rather than feature-selling. It’s about providing value first — helping your audience tackle their pain points before you even ask for anything in return.”

Image Source

Strategy #3: Educational Content

I heard from a lot of experts that educational, hyper-relevant content is essential for any B2B ecommerce marketing strategy.

A B2B buyer wants to see evidence such as case studies, ROI calculators, and industry-specific guides. They want proof that your solution doesn’t just sound good but works in practice and for businesses like theirs, shares Paul Drecksler, an ecommerce expert and the founder of Shopifreaks.

“B2B ecommerce marketing is about meeting [customers] where they are and saying, ‘We get your world, and here’s exactly how we fit into it,’” he says.

Drecksler shares one marketing campaign that stuck out to him. “I remember one campaign that focused on segmented landing pages with tailored messaging for each industry,” he recalls.

“Each page had its own set of statistics, examples, and testimonials specific to that sector — whether it was healthcare, finance, or logistics — and each vertical got a narrative that showed an understanding of their unique challenges and priorities.”

B2B Ecommerce Examples

If you’re looking for inspiration for your ecommerce business, I’ve collected a few B2B ecommerce examples that I found helpful.

In my opinion, these companies showcase how to tailor content, landing pages, and user experience to a B2B buyer in an impactful way.

Microsoft

Microsoft showcases its use cases for different industries by creating industry-specific landing pages. They outline their solutions for healthcare, education, finance, and more.

Image Source

What I like most is the way Microsoft markets its AI solutions. They have a section on their website that is tailored to business leaders.

I like that this campaign speaks to a specific buyer and breaks down the AI use cases that business leaders seek, like boosting productivity, optimizing efficiency, and driving more value across the business.

Faire

Faire is a B2B wholesale platform that connects independent retailers and brands. Even though I’m neither a retailer nor do I sell products, I’ve been a longtime fan of the Faire platform. I personally love its branding and messaging.

To me, it’s clear Faire knows its target market and tailors everything from its imagery to its copy to that customer.

Image Source

I especially like how the website is organized. Wholesale customers can browse different products by categories, bestsellers, or even based on the values that align with their brand.

Grainger

Grainger is a leading distributor of industrial supplies and equipment. The business operates retail stores and an ecommerce site for businesses of all sizes to shop for the tools and parts they need for a job.

Image Source

My favorite part about Grainger’s ecommerce experience is the bulk order process. The simple feature is straightforward and mimics an order pad you’d see a salesperson use in-store. Buyers can easily browse the product catalog, add the item numbers and quantities to their bulk orders, and make their purchases.

Image Source

Shopify

Shopify regularly shares educational content for sellers across its blog and social media. This marketing content showcases Shopify’s deep industry knowledge and how its specific features can help businesses improve their sales.

For example, this LinkedIn carousel from Shopify breaks down three platform features that Shopify merchants can use to optimize their shipping strategy during Black Friday shopping.

This speaks to one of their customer’s pain points — keeping up with the influx of sales during the holiday season — and showcases how Shopify can help.

Image Source

Check out HubSpot’s Commerce Software to launch your B2B ecommerce business online.

What I Learned About B2B Ecommerce

While I initially began this article thinking B2B ecommerce was wildly different from B2C ecommerce, I learned that they have a lot in common.

B2B ecommerce is built off of the same principles as any other ecommerce — selling products or services — but the channels, processes, pricing, and marketing strategies are different.

Like consumer ecommerce, it’s critical to understand your audience when you’re in the B2B ecommerce space. When you understand their pain points, perceived value, and what they’re looking for in a partner, you can optimize your ecommerce experience to suit their needs.

We marketers know that creating a marketing strategy is essential to effectively nurture our customers, improve our business’s bottom line, and increase the ROI of our efforts.

A marketing strategy is especially critical if you want to use the highest ROI trends we've seen in 2024: short-form video and AI. To get powerful results, you must carefully weave both emerging trends and proven strategies into your plan.

I’ll share the critical components of a complete marketing strategy, followed by some examples for inspiration.

Table of Contents

• What is a marketing strategy
• Marketing Strategy Components
• Marketing Strategy Process
• Why is a marketing strategy important?
• Examples of Successful Marketing Strategies
• Recommended Resources

A completed marketing strategy typically includes brand objectives, target audience personas, marketing channels, key performance indicators, and more.

I’ve found a marketing strategy will:

• Align your team to specific goals.
• Help you tie your efforts to business objectives.
• Allow you to identify and test what resonates with your target audience.
• Empower you to capitalize on emerging trends.

The last one is especially important. Keeping up with marketing trends is important for your strategy, but it could be a full-time job.

Marketing Strategy vs. Marketing Plan

I like to think of a marketing strategy as outlining the long-term goals and overall approach, while a marketing plan covers the specific actions and tactics to achieve those goals.

In other words, marketing strategy guides a business's overall marketing efforts. It includes goal-setting, market and competitor research, and messaging and positioning for a brand.

For example, say you’re creating a marketing strategy for a new fashion brand. Your strategy might target young Gen Z students and position the brand as trendy and affordable.

But, a strategic marketing plan is a detailed tactical roadmap that outlines the specific actions and tactics that should achieve the marketing strategy’s goals.

For example, the marketing plan for the fashion brand mentioned above might include:

• Targeted social media campaigns.
• Influencer partnerships.
• Online advertising timeline.

Both a marketing strategy and a marketing plan are essential for a business’s success.

To succeed in the fast-paced marketing world — and maintain a sense of relevance with your audience — it’s vital to stay ahead of the curve.

Below, I’m going to show you step by step how to create a comprehensive marketing strategy. But first, let’s go over the individual components that make up a strong marketing strategy.

1. Marketing Mix

The marketing mix, also known as the four Ps of marketing, is the preliminary document you must create to understand what you will be marketing, where you’ll be marketing it, and how you’ll be marketing it.

The following P’s make up this framework:

• Product: What are you selling?
• Price: What is the price?
• Place: Where will you be selling the product?
• Promotion: Where will you be promoting the product?

You can then extrapolate this information into a full-fledged marketing plan for each promotional channel. It’s important to lay out the information in broad strokes so that you understand the overall direction of your marketing strategy.

2. Marketing Objectives

You can set your marketing objectives in conjunction with your four P’s, or right after. Either way, I recommend you outline your marketing goals before building upon your strategy. Why? Because your goals will inform other components of the plan, including the budget and content creation process.

With every objective, you should aim to be as specific as possible. Try to create SMART marketing goals divided by channel or promotional tactic, and don’t forget that you can always come back and revise your goals as your priorities change.

3. Marketing Budget

A marketing budget is an essential element of your strategy. Without allocating funds to hire the right talent, use the right software, advertise on the right channels, and create the right content, your marketing strategy won’t have a powerful impact. To get a high return on investment, you must first invest.

Pro tip: Remember that you can always start small — hyper-focusing your budget on one or two efforts — and build upon them once you generate an ROI.

4. Competitive Analysis

Image Source

Knowing your competition is key when creating a marketing strategy. Without conducting a competitive analysis, you risk “yelling into the void” without measurable results.

Worse, you won’t know whether you’re differentiating yourself enough from the competition to effectively draw the attention of your intended audience.

You might already have an idea of who your competitors are, but I think it’s still essential to sit down and find them. You might end up uncovering a surprise competitor who’s vying for your target buyer’s attention and engagement.

5. Segmentation, Targeting, and Positioning

Segmentation, targeting, and positioning (STP) refers to the process of delivering “more relevant, personalized messages to target audiences.” In other words, rather than publishing posts and advertisements on a whim, you’ll go through a methodical process for creating content that resonates with your target buyer.

During the segmentation, targeting, and positioning process, you’ll take three steps:

• Identify your target audience. This process entails not only interviewing your current customers but also carrying out market research and creating buyer personas.
• Target a segment of your target audience. It’s better to speak to a narrow group of highly qualified buyers than to send your message out to everyone.
• Position your brand alongside other brands. What do you do better than your competitors? It’s essential to map this information when creating a marketing strategy.

6. Content Creation

Once you have your budget, competitive outlook, and STP information, it’s time to create your marketing content. But, it’s essential to be strategic with your content creation efforts.

For one, you don’t want to publish random content that doesn’t solve for the customer, and for two, you must aim to capitalize on emerging trends so that your brand enjoys high visibility in the marketplace.

The competition is fierce across all formats. According to HubSpot Research, 44% of marketers use short-form videos as part of their content strategy, and 31% say it generates the highest ROI of all content creation formats.

It’s even more essential to invest in trends that have a high ROI, such as short-form video, influencer marketing, and social media DMs.

That doesn’t mean you shouldn’t invest in blogging, one of the most proven content marketing techniques. It’s simply important to know where to allot the most resources, in my opinion, especially if you have a limited budget.

7. Metrics & Key Performance Indicators

Last but certainly not least, your marketing strategy must include metrics and key performance indicators (KPIs) to measure its effectiveness.

The KPIs you choose will vary depending on your business type and preferred customer acquisition channels. Examples of KPIs include:

• Customer acquisition cost (CAC).
• Organic traffic.
• Conversion rate.
• Marketing qualified leads (MQLs).

Now, let’s dive into why it’s important to follow the steps of a marketing strategy.

Why is a marketing strategy important?

Without a defined strategy, you’ll essentially be throwing things at the wall to see what sticks. And that process will cost you money, time, and resources.

A robust marketing strategy will reach your target audience and have the power to turn people who’ve never heard of your brand into loyal repeat customers.

Here are just a few of the top reasons I think a marketing strategy is essential:

Offers Direction

A marketing strategy outlines clear goals and defines the path to achieve them. It pulls together all marketing efforts within an organization for optimal effects.

Targets the Right Audience

A well-defined marketing strategy helps you find and understand your target audience. This helps your business tailor your messaging and positioning to reach the right people at the right time.

Builds Brand Identity

A marketing strategy helps you create a consistent and cohesive brand identity. This makes it easier to align all marketing initiatives for increased brand recognition and loyalty.

Maximizes ROI

With analysis of market trends, competition, and customer behavior, marketing strategies help businesses find the most effective marketing channels and tactics to invest in. This helps businesses get the maximum return on investment.

Evaluates Performance

A marketing strategy defines key metrics and performance indicators. This makes it easier for your business to measure and track the success of marketing initiatives. It also gives you what you need to make data-driven decisions and optimize future campaigns for better results.

1. Conduct market research.

Before you can begin creating your marketing strategy, you need to gather useful data to make informed decisions. Market research is like playing detective, but instead of solving crimes, you uncover juicy details about your customers.

I think market research is important because it will help your business make data-driven decisions for your marketing strategy. It also makes it easier to understand your target market, find gaps, and make the most of your resources.

This process is essential for understanding your customers and adapting to changing trends. If you’re new to this process, this complete market research guide and template can help.

Once you have the data you need, you’ll be ready to set some marketing goals.

2. Define your goals.

What do you want to achieve through your marketing efforts?

Well-defined goals will guide your marketing strategy, whether you’re increasing brand awareness, driving sales, or diversifying your customer base.

Your marketing strategy goals should reflect your business goals. They should also offer clear direction for marketing efforts.

For example, say one of your business goals is to increase market share by 20% within a year. Your goal as a marketer could include expanding into new target markets, updating your brand, or driving customer acquisition.

Other marketing goals might be to increase brand awareness or generate high-quality leads. You might also want to grow or maintain thought leadership in your industry or increase customer value.

I find defining clear goals provides direction and clarity, guiding marketing efforts toward desired outcomes. It helps with resource allocation, decision-making, and measuring the success of marketing initiatives.

I recommend this SMART goal guide which can help you with more effective goal-setting.

3. Identify your target audience and create buyer personas.

To create an effective marketing strategy, you need to understand who your ideal customers are. I suggest taking a look at your market research to understand your target audience and market landscape. Accurate customer data is especially important for this step.

But it’s not enough to know who your audience is. Once you’ve figured out who they are, you need to understand what they want. This isn’t just their needs and pain points. It’s how your product or service can solve their problems.

So, if you can’t define who your audience is in one sentence, now’s your chance to do it. Create a buyer persona that’s a snapshot of your ideal customer.

Buyer Persona Example

For example, a store like Macy’s could define a buyer persona as Budgeting Belinda, a stylish working-class woman in her 30s living in a suburb, looking to fill her closet with designer deals at low prices.

With this description, Macy’s marketing department can picture Budgeting Belinda and work with a clear definition in mind.

Buyer personas have critical demographic and psychographic information. This can include:

• Age.
• Job title.
• Income.
• Location.
• Interests.
• Challenges.

Notice how I included all those attributes in Belinda’s description.

For B2B SaaS companies, keep in mind that buyer personas don’t apply solely to the end user. When you’re selling a product to another business, you also have to address the decision-maker, the financial buyer, and the technical advisor, among other roles, says Head of Marketing at Entrapeer, Hillary Lyons.

“You need to be able to tailor your message to each of these unique personas even though most of them will never actually use the product,” says Lyons. “You have to sell each of them on the unparalleled benefit you provide without muddling your [overall] message.”

You don’t have to create your buyer persona with a pen and paper. In fact, HubSpot offers a free template you can use to make your own (and it’s really fun).

You can also use a platform like Versium, which helps you identify, understand, and reach your target audience through data and artificial intelligence.

Buyer personas should be at the core of your strategy.

4. Conduct competitive analysis.

Now that you have an understanding of your customers, it’s time to see who you’re competing with to get their attention.

To begin your competitive analysis, start with your top competitors. Reviewing their websites, content, ads, and pricing can help you understand how to differentiate your brand. I think it’s also a useful way to find opportunities for growth.

But how do you know which competitors are most important? This competitive analysis kit with templates will walk you through the process. I like it because it will help you choose and evaluate the strengths, weaknesses, and strategies of your competitors.

This process will help you find market gaps, spot trends, and figure out which marketing tactics will be most effective. Competitive analysis can also offer valuable insights into pricing, positioning, and marketing channels.

5. Develop key messaging.

You’ve figured out who you’re talking to, what they’ve already heard, and what they want to hear. Now, it’s time to share your brand’s unique value proposition.

In this step, you’ll craft key messaging that shows the benefits of your product or service that resonate with your target audience. This process should show off the research and work you have done up to this point. It should also incorporate your creativity, inventiveness, and willingness to experiment.

In my experience, well-crafted key messaging:

• Sets businesses apart from the competition.
• Resonates with the target audience.
• Is flexible enough to be consistent across all marketing channels.
• Builds brand credibility.
• Creates an emotional connection with customers.
• Influences buying decisions.

The key messaging in your marketing strategy is critical to driving engagement, loyalty, and business growth. These value proposition templates can help if you’re not sure how to draft this important messaging.

6. Choose your marketing channels.

You know what you have to say. Now, decide on the best marketing channels for your message. Your top goal for this stage of your strategy is to align your channel choices with your target persona’s media consumption habits.

Start with media channels you’re already using. Then, consider a mix of traditional and digital channels such as social media, TV, email marketing, podcast ads, SEO, content marketing, and influencer partnerships.

To streamline this process, I like to think of your assets in three categories — paid, owned, and earned media.

Paid Media

Paid media is any channel you spend money on to attract your target audience. Most of this spending is on advertising. This includes online and offline channels like:

• Television.
• Direct mail.
• Billboards.
• Social media ads.
• SEM (search engine marketing).
• Podcast advertising.

Owned Media

Owned media refers to (mostly) online channels your brand owns, including:

• Blogs.
• Websites.
• Organic social media.

It also refers to the media your marketing team creates, such as

• Videos.
• Podcasts.
• Ebooks.
• Infographics.

Earned Media

Another way to say earned media is user-generated content. Earned media includes:

• Shares on social media.
• Posts about your business on X or Threads.
• Reels posted on Instagram mentioning your brand.
• Organic news stories about your company.

To decide which marketing channels are best for your marketing strategy, look carefully at each channel. Think about which channels are best for reaching your audience, staying within budget, and meeting your goals.

For example, a business targeting a younger demographic, like Gen Z, might consider using TikTok or Reddit to reach its audience.

Don’t forget to take a look at emerging platforms and trends as you complete this review. You may also want to look at the content you’ve already created.

I suggest gathering your materials in each media type in one location. Then, look at your content as a whole to get a clear vision of how you can integrate them into your strategy.

For example, say you already have a blog that’s rolling out weekly content in your niche (owned media). You might consider promoting your blog posts on Threads (owned media), which customers might then repost (earned media). Ultimately, that will help you create a better, more well-rounded marketing strategy.

7. Create, track, and analyze KPIs.

Once you have a clear outline of your marketing strategy, you’ll need to think about how you’ll measure whether it’s working.

At this stage, you’ll shift from marketing detective to numbers nerd. With a little planning and prep, your analytics can unveil the mysteries of marketing performance and unlock super insights.

Review your strategy and choose measurable KPIs to track the effectiveness of your efforts. Pick a marketing analytics software solution that works for your team to collect and measure your data.

Ideally, I recommend choosing an analytics platform that allows you to track data across all of your marketing channels — from emails to social media and your website. This centralizes all of your data, which makes it easier to understand how each channel contributes to your overall strategy.

You can then plan to check and analyze the performance of your strategy over time and identify the channels that bring the best results. This can help you refine your approach based on results and feedback.

Lexi Boese, an ecommerce growth strategist and co-founder of The Digital Opportunists, recommends making data a priority when building your marketing strategy.

“The more data you can use, the easier you can track your success,” she says. “This could be as simple as understanding which channels convert the highest amount of customers (to determine how your team should prioritize ad spend), or assessing whether you have a higher amount of first-time or returning customers to [determine] if you should focus on internal or external marketing.”

Analyzing KPIs helps businesses stay agile, refine their strategies, and adapt to evolving customer needs.

8. Present your marketing strategy.

A finished marketing strategy will pull together the sections and components above. It may also include:

Executive Summary

A concise overview that outlines the marketing goals, target audience, and key marketing tactics.

Brand Identity

You may want to create a brand identity as part of your strategy. Brand positioning, voice, and visual identity may also be helpful additions to your marketing strategy.

Marketing Plan and Tactics

Your marketing plan is the specific actions you’ll take to achieve the goals in your marketing strategy. Your plan may cover campaigns, channel-specific tactics, and more.

Not sure where to start? This free marketing plan template can help.

Download for Free

Budget Allocation

Defining a budget for your marketing strategy helps you show that your planned resource allocation aligns with business goals.

I think it’s important to get clear about your spending and how your proposed budget will impact the company’s overall business goals.

Timeline and Milestones

Marketing strategies can be complex and difficult for stakeholders to understand. Creating a timeline that outlines the different tactics, milestones, and deadlines can help.

Your marketing strategy is a living document. It will need constant reviews, revisions, and optimizations to meet your long-term goals. Prepare to revise your marketing strategy at least once a year to address market trends, customer feedback, and changing business objectives.

Examples of Successful Marketing Strategies

1. Regal Movies

Digital Strategy: Owned Media

Regal shares interactive Instagram content that’s not only relevant to its film-loving customers but also encourages them to interact with the content.

Regal’s Instagram post is an example of owned media because the company was in full control of the answers it shared with its followers. Interacting in the comment section was an opportunity for Regal to showcase its voice and brand to its audience.

And it clearly worked well. The post received half as many comments as it did likes, with an impressive 207 comments.

Best for: I think social media is a great owned channel to experiment with new ideas for your overall marketing strategy.

2. La Croix

Digital Strategy: User-Generated Content, Earned Media

I think user-generated content is one of the best ways to gain traction in your strategy.

It demonstrates your appreciation for loyal customers, builds community, and incentivizes other users to promote your products for the chance at a similar shout-out.

Plus, sometimes the content your brand loyalists create is really, really good. In this case, the consumer is creating a handmade needlepoint featuring the brand’s product.

Image Source

Pro tip: UGC isn’t reserved for consumer brands with visual products to share. B2B companies can also take advantage of UGC by sharing positive reviews of their product and incorporating them into their messaging.

3. Small Girls PR

Digital Strategy: Owned Media

Image Source

Small Girls PR is a boutique PR company based in New York, and one of the company’s talents is connecting with amazing clients. This post on Instagram is an effective marketing example, as it boosts awareness for their brand and offers social proof by featuring high-profile clients.

Pro tip: I find owned media in the form of PR is a great way to spotlight company executives and position them as industry leaders.

4. Tobii

Digital Strategy: Paid Media

Eye-tracking software company Tobii launched a LinkedIn ad to promote a lead magnet. While the brand may have created the guide specifically for paid promotions, it’s also possible that they repurposed a high-performing blog post into a downloadable PDF.

Image Source

In this case, all they had to do was repackage their current content, build an ad around it with creative assets, and run it.

What I like: In previous sections, I discussed the power of leveraging multiple forms of media in your marketing strategy. This is a great example of it.

5. Target

Digital Strategy: Owned Media, Influencer Partnership

If you’ve got the time for influencer partnerships, I encourage you to take full advantage of it.

Influencer marketing is when you partner with influencers to promote your content on their site. By doing this, your content reaches new audiences you might not be able to reach organically:

Target recently partnered with fashion expert and influencer Jeneé Naylor to collaborate on its Future Collective line. What made this campaign even more powerful was that Naylor was a former Target Team Member.

I love how this collaboration highlighted Target’s commitment to supporting its team members, even after they’ve moved on from the company.

Best for: Influencer marketing continues to have a strong ROI — 86% of marketers say influencer marketing was effective for their marketing strategies in 2023.

Recommended Resources

Here, I’ve curated a list of some tools with various functions that can help you track and measure the success of your marketing goals.

1. HubSpot Marketing Hub

The Marketing Hub allows you to connect all your marketing tools into one centralized platform.

Too often, you’ll find a tool that’s powerful but not easy to use. With this tool, you can attract users with blogs, SEO, and live chat tools. You can then convert and nurture those leads through marketing automation, the website and landing page builder, and lead tracking features.

With custom reporting and built-in analytics, you can analyze your data and plan out your next move.

What I like: HubSpot Marketing Hub integrates with over 800 tools, making it easy to create a tech stack that meets your specific business needs.

Pricing: Free plans are available; Starter - $15/month; Professional - $800/month; Enterprise - $3,600/month.

2. Trello

Trello keeps your marketing team on track and openly communicates about the projects you’re working on. You can create boards for individual campaigns, editorial calendars, or quarterly goals.

Built-in workflows and automation capabilities keep communication streamlined, and simplicity keeps your marketing team focused on the work that matters.

What I like: Trello’s visual elements and straightforward organization make it easy for everyone to stay on the same page.

Pricing: Free plans available; Standard - $5/month; Premium - $10/month; Enterprise - $17.50/month for 250 users.

3. TrueNorth

TrueNorth is a marketing management platform built to help you hit your marketing goals. Built specifically for marketing teams, TrueNorth turns your marketing strategy into a visual projection of your growth, which is used to create monthly milestones that help you stay on track.

What I like: TrueNorth centralizes all your ideas, campaigns, and results in one place, with everything tied back to your goal.

Pricing: Plans cost $99/month, with a free 14-day trial available.

4. Monday.com

Everything on Monday.com starts with a board or visually driven table. Create and customize workflows for your team and keep groups, items, sub-items, and updates synced in real time.

You can also transform data pulled from the timeline and use Gantt views to track your projects on Monday.com to make sure you’re meeting your deadlines.

Plus, with more than 40 integrations — from SurveyMonkey to Mailchimp and, of course, HubSpot — you can visualize your data and make sure your whole company is collaborating.

Best for: I think it’s best for companies with locations around the world or lots of remote workers, as it keeps everyone in touch and up to speed no matter where they’re located.

Pricing: Monday.com is free for two seats; Basic - $27/month; Standard - $36/month; Pro - $57/month. Contact Monday.com for Enterprise pricing. All plans are billed annually.

5. Semrush

Image Source

SEO continues to be a huge factor in the successful ranking of your website. But you need the right tools to do it successfully.

Semrush allows you to run a technical SEO audit, track daily rankings, analyze your competitors’ SEO strategy, research millions of keywords, and even source ideas for earning more organic traffic.

But the benefits don’t stop at SEO. I like that you can also use SemRush for PPC, building and measuring an effective social media strategy, content planning, and even market research.

Best for: Creating, implementing, and tracking your marketing strategy.

Pricing: Pro - $139/month; Guru - $249/month; Business - $499/month.

6. Buzzsumo

Image Source

BuzzSumo allows you to analyze data to enhance and lead your marketing strategy, all while exploring high-performing content in your industry.

Use the platform to find influencers who may help your brand reach, track comments, and find trends to make the most of every turn.

What I like: As your needs evolve, you can also use their crisis management and video marketing tools.

Pricing: Content creation plan - $199/month; PR & Comms plan - $299/month; Suite plan - $499/month; Enterprise plan - $999/month.

7. Crazy Egg

Need to optimize your website?

Image Source

I highly recommend getting started with Crazy Egg. You’ll be able to identify “attention hotspots” on your product pages, track ad campaign traffic on your site, and understand if shoppers are clicking where you want them to.

You can even make sure your “Buy Now” buttons are in the best place.

Crazy Egg also offers recordings, A/B testing, and more to help make sure your website is offering the best user experience.

Best for: If your marketing strategy includes optimizing your website, Crazy Egg is the tool for you.

Pricing: Plus - $99/month; Pro - $249/month; Enterprise - $499/month.

What to Expect After Following Your Marketing Process Steps

Ultimately, creating a complete marketing strategy isn’t something that can happen overnight. It takes time, hard work, and dedication to confirm you’re reaching your ideal audience — whenever and wherever they want to be reached.

Stick with it (and use some of the resources I’ve included in this post), and over time, research and customer feedback will help you refine your strategy to make sure you’re spending most of your time on the marketing channels your audience cares most about.

Editor's note: This post was originally published in October 2019. It has been updated for freshness and accuracy.

It’s no secret that AI is driving marketing industry growth. As a writer in the marketing industry, I've seen it myself.

AI can help with everything from brainstorming to content creation. But another marketing task that AI excels at? Personalization.

I’ve received plenty of personalized marketing assets, and it’s obvious when something uses surface-level personalization and when something is tailored to my specific interests and behaviors — and the latter always grabs my attention.

If you’re interested in using AI personalization in marketing to reach your customers, I put together this guide to help.

Table of Contents

• Why use AI for marketing personalization?
• Benefits of AI Personalization Marketing
• Challenges of AI Personalization Marketing
• Top 5 Use Cases for AI Personalization Marketing

Why use AI for marketing personalization?

In my experience, the biggest reason to use AI to personalize your marketing is that it enables you to scale your personalization efforts.

Marketers are no strangers to using marketing automation tools to personalize emails, generate leads, or set up workflows. Automation tools are great for streamlining recurring marketing tasks.

The difference with using AI for marketing personalization, however, is that AI is dynamic. AI can gather and interpret data, identify opportunities, and adapt to the data being presented.

This means that rather than being a tool to help streamline personalizations, AI can help you personalize your marketing on a deeper level.

Not only does personalization help increase sales, but 96% of marketers also say that a personalized experience increases the chances of buyers becoming repeat customers.

Benefits of AI Personalization Marketing

If you’re like most marketers I know, you already have reliable marketing automations set up. But if you’re curious about taking your automations up a notch, consider adding AI personalization into the mix.

According to marketers I spoke with, here are just a few of the benefits.

Personalization at Scale

According to HubSpot’s 2024 State of Marketing Report, 77% of marketers who use generative AI say it helps them create more personalized content. On top of that, 56% of those same marketers say their AI-generated content performs the same or better than their fully human-created content.

This demonstrates that AI isn’t a replacement for your current personalization efforts but rather a tool to help you scale them. When you provide the right prompts and have a clear vision of what kind of data you’re looking for, AI can help you reach more customers in a personalized way.

As James Brooks, marketer and founder of Journorobo, puts it: “AI gives us the opportunity to scale the unscalable.”

Brooks adds: “The key is using this creatively, thoughtfully, and putting the effort in upfront. If you put the effort in on the front end and create a great, thorough prompt, it will serve you for months or years to come, every day, on autopilot.”

Lauren Petrullo, CEO and founder of award-winning digital marketing agency Mongoose Media, adds to this sentiment: “The personalization that you can leverage with AI allows the consumer or the subscriber to feel like you’re talking to them one-on-one versus one-to-many,” she says.

Improved Marketing Automations

As I mentioned earlier, every marketer uses marketing automations to streamline their tasks. AI tools can improve your current automations by making them more intelligent and data-driven.

For example, say I have an automation that segments my target audience. AI can take that a step further by identifying patterns and predicting the behaviors of that audience.

This can help me make more informed marketing and business decisions.

Greater Customer Value

Finally, with greater personalization comes greater customer value.

The more details you have about your target audience, the more tailored your marketing will be. This results in them receiving more value than they would have through generic marketing tactics.

Challenges of AI Personalization Marketing

AI personalization tools are not without their flaws. Let’s break down a few of the challenges and how marketers can address them.

Crafting Prompts

The most common challenge I hear about when using AI — and have experienced myself — is with prompting.

AI is smart, but it’s still learning. In fact, most tools need time and a lot of practice (i.e., receiving prompts) to adjust to your voice, tone, and requests.

This can be a challenge when using AI for personalization. Brooks suggests being as specific as possible to generate better prompts:

“Look at a language learning model (LLM) as a person — a VERY intelligent and knowledgable person, but still a person,” he says.

“It cannot read your mind. Set very specific prompts. Tell the LLM exactly what you want: how you want them to write, what you want the outcome to be, how you want things formatted, what you do want, and what you don't want.”

Technical Knowledge

Another challenge marketers may run into is having a lack of technical knowledge.

Marketing personalization at scale requires a bit more technical expertise than using ChatGPT, for instance.

You may need to understand APIs and have a deeper grasp of how AI works to create personalization workflows and automatic outputs.

“Fortunately, with the rise in ‘no-code’ tools, it's never been easier to tap into APIs and automate your marketing,” says Brooks.

“I recommend checking out tools like Make.com and Zapier that natively connect with your favorite marketing tools and AI platforms like OpenAI. A little YouTube-ing can also go a long way to learning this stuff.”

Top 5 Use Cases for AI Personalization Marketing

1. Email Marketing

Sending personalized emails is nothing new. We’ve all been on the receiving end of a marketing email that’s addressed to us, or one reminding us of the item we just viewed while online shopping.

But AI tools can help marketers take it up a notch.

You can use AI to gather customer details such as their birthday, hobbies, professional expertise, and even passions. Then, enter that information into an LLM before sending your marketing emails.

Doing this allows you to send emails that truly speak their language, suggests Brooks.

“You can do this in an automated way using various no-code tools,” he says. “Personally, I use Bento for my emails. “It can make an API call for each email it sends out, meaning that you can send unique emails, per person, even if you are effectively sending a ‘Broadcast’ to thousands of people.”

2. Thought Leadership

Yes, you can use AI to identify thought leadership opportunities.

Let me explain.

As I was researching use cases for this article, I turned to X to ask marketers for examples of how they use AI for personalization.

Image Source

This tweet is how I connected with Brooks, the founder of Journorobo.

He was notified of my tweet through his AI tool, which looks for journalist requests (like the one I shared) and cross-references its user database to send personalized emails to users who match the request.

It even provides recommended talking points based on the users’ bio.

Using AI tools like this one can help marketers discover thought leadership and PR opportunities instantly.

Rather than waiting around for a journalist to reach out and cover your company or interview your marketing leaders, you can be proactive with your thought leadership strategy.

Pro tip: AI can help you jump on an opportunity way before your competition, too. Brooks was one of the first people to respond to my request, and I have no doubt he was able to get ahead because of the personalized AI email he received.

3. Chatbots

AI can also be used to personalize your chatbots.

Whether you have one set up on your website or for Facebook or Instagram, chatbots are essential for personalizing customer interactions.

You can use AI to create a customizable chatbot, like this one from HubSpot, to scale customer support, generate leads, and book more meetings.

An AI chatbot streamlines this process and, thanks to its dynamic memory and adaptability, makes the conversation even more personal.

“AI provides a memory of the conversation that you can incorporate into future messages,” says Petrullo. “You can also have AI read the tonality of someone’s responses, allowing you to respond at the energy level that someone is inputting.”

4. Landing Pages

Another great opportunity to use AI is for programmatic SEO.

Programmatic SEO involves creating landing pages (usually hundreds, sometimes thousands) to automatically target keywords. This process is done in bulk, which means it can take hundreds of hours if you were to do it manually.

AI can help you do this at scale. You can use AI to create hundreds of programmatic landing pages that meet search terms based on industry or location.

Upwork is a great example of this. You can search for any type of freelance service in any city, and Upwork will have a landing page. For example, I searched for “freelance graphic designers Austin,” and this is what showed up.

Image Source

I then searched for “freelance copywriter los angeles,” on Google and an identical landing page from Upwork showed up in the results.

“I‘ve got websites with broad audiences with many different niche interests,” says Brooks. “I’ve used AI to build thousands of landing pages that speak very directly to those niche audiences, making relevant cultural references and using the colloquial language of those niches (even if I know nothing about them!).”

5. Localization and Translation

If you’re expanding into international markets, you can use AI to localize your content by translating it into different languages for your various target markets.

This can be done for programmatic landing pages, as mentioned above. You can also localize ads, product marketing assets, and SEO content.

You don’t necessarily need to be expanding to different countries to take advantage of localization. If your audience is global and you want to personalize the ads or landing pages to their language, AI can automatically translate for you.

It can take years for someone on your team to learn a new language to the point where they can translate marketing content. Even if you have translators on your team, it’s difficult to scale personalized content when you’re manually translating.

“While AI is not equipped to do full empathy mapping and empathy matching, it does have a strong command of language,” says Petrullo. “You can use it as an intersection of common language at scale.”

Scale Your Marketing Personalization With AI

After speaking with marketers and researching different use cases for AI for marketing personalization, my biggest takeaway is that it’s essential if you want to scale.

Personalizing your marketing efforts goes beyond addressing your audience by name in emails. Marketing personalization is about getting to know your customers on a deeper level.

It’s about understanding their interests, behaviors, and how they speak so you can market your products or services in a way that resonates with them more.

Using AI personalization in your marketing means being more data-driven. AI tools will help you identify marketing opportunities, predict customer behaviors, localize your content, and tailor your messaging.

And if you want to do this at scale, employing AI is a must.

I work in and around SEO on a daily basis. And although I’m on the content creation side of things, I can tell you with certainty that SEO budgets impact every part of the process.

It’s obvious to me when companies have a clear SEO budget and when they don’t.

The ones that do have an organized list of target keywords and a carefully laid out plan for ranking for those keywords — from content creation for landing pages and blog posts to building a backlink strategy.

They also have tools and services set up to help them along the way.

Marketers who want to improve their SEO and maximize their efforts must have an SEO budget in place.

Let’s review how to create an SEO budget for maximum ROI.

In this article:

• The Importance of Creating an SEO Budget
• How to Create an SEO Budget
• 4 Costs to Consider When Creating an SEO Budget

The Importance of Creating an SEO Budget

A well-rounded SEO strategy involves a range of tactics, most of which fall under one of these categories:

• On-page SEO. Focuses on content and page optimizations that help a site rank for certain keywords.
• Off-page SEO. Focuses on backlinks to the site, which contribute to domain authority.
• Technical SEO. Includes backend components such as site speed, page loading time, and site codes.

The purpose of an SEO budget is to determine how much money should be allocated to each category. Without a budget, you risk overspending your resources on a tactic that might not have a strong ROI for your business.

Or worse, tactics that put your business at risk.

For example, if you don’t have money set aside to improve your domain authority through quality backlinks, you may be tempted to resort to shady link-building practices. This can put your website in hot water as Google has a policy that prohibits spammy link practices like buying or selling links.

Or, let’s say you don’t have part of your budget allocated to content creation and decide to rely solely on AI tools to generate SEO content for your website.

Well, let’s just say that creating AI-generated content at scale can have its downsides.

Here are a few more reasons why creating an SEO budget is important to your overall strategy.

You can prioritize the tactics with the most impact.

Not every business needs to spend money on every SEO tactic. Your money is best spent on the strategies you know will be most impactful.

That’s not to say you shouldn’t spend money experimenting with other tactics.

But when you know which areas drive the most results for your business, you can focus your money and efforts there while allocating a little money to other areas you’re interested in trying.

It keeps you on track to meet your goals.

If an SEO strategy is the guide, then SEO budget is the enforcer. Having a clear budget laid out prevents you from haphazardly spending money on SEO without a plan.

When you have a set budget for your SEO efforts, it’s easier to stay on track with the goals you created. Think of it this way: If you’ve set aside money in your personal budget for a gym membership, you’re more likely to exercise, right?

When you know that part of your budget is going toward the gym, it’s easier to motivate yourself to go, which helps you meet your health goals.

The same can be said about your SEO budget. When you know you’ve allocated $500 towards keyword research tools, then you’re going to take advantage of everything those tools have to offer.

It helps you track ROI.

Tracking your performance is essential for any marketing activity, and SEO is no exception. When you have an SEO budget, it’s even easier to understand each tactic’s ROI.

For example, when you know exactly how much you spent on link building and content optimizations for the month, you can calculate the ROI to see which activity was most beneficial.

From there, you can determine which activity was most successful and refine your budget as necessary.

How to Create an SEO Budget

Since I’ve never created an SEO budget myself, I reached out to the experts. Here are the steps they recommend for creating one.

1. Conduct an SEO audit.

The first step is to conduct an SEO audit.

Audits are a necessary part of any new strategy or budget planning. They help you identify where your SEO is excelling and what needs improvement.

Take a look at all areas of your SEO performance, from keyword rankings to site speed to domain authority.

Once you know what’s working well or what needs attention, you can determine where the budget should be allocated.

2. Research the competition.

After you’ve audited your own performance, it’s time to see how your competitors are doing.

Not only does this help you see how they’re ranking or which keywords they’re targeting, but this step can also help you identify opportunities they aren’t addressing.

If you’re a newer business competing with legacy businesses with strong domain authority, it might not be feasible to outrank them for certain keywords right out of the gate.

However, there may be different opportunities you could aim for, suggests Alan Muther, a digital marketing specialist and founder of Ardoz Digital: “If it looks like your competitor is killing it with content marketing, it might be smarter to double down on link building instead of trying to outdo them in content right off the bat.”

3. Set SEO goals based on business strategy.

It’s also important to align your SEO budget with your current business strategy.

For example, let’s say I run a local pizza restaurant and plan to expand into new markets within the next year. I can use local SEO to get in front of my new target audiences before I open.

In other words, when you know what your business goals are, you can plan your budget around them.

4. Determine how much work needs to be outsourced.

Once you know your goals and what it takes to meet them, ask yourself: Do you have the resources internally to execute them?

Brandy Hastings, an SEO Strategist at SmartSites, a marketing agency that's generated over $100M in sales for its clients, suggests investing in SEO tools early into the process if you don’t have the budget to outsource.

“Depending on your time and resources, [tools] could make the difference between successfully DIYing your SEO and keeping it in-house instead of outsourcing to expensive freelancers or agencies,” says Hastings.

However, SEO campaigns can take a lot of time and resources, so it isn’t always feasible for an in-house marketing team to handle it all — especially when you have other marketing activities on your plate.

Think about your SEO goals and which tactics you want to focus on. Consider what your expertise is and which tactics may be stronger if you handed them off to an expert.

For instance, if you want to improve your domain authority through quality backlinks, you might want to hire a PR firm to help secure thought leadership opportunities. Speaking as a former PR person, I can tell you that media outreach is a specialized skill that’s definitely worth outsourcing.

5. Allocate based on the highest impact.

To maximize ROI, you should start by allocating your money to areas with the highest impact.

For example, let’s say you already have a strong content marketing engine and are ranking for several target keywords. It might be worth it to double down on creating SEO blog posts to improve your rankings if you already have a chance of reaching the top spot in the SERPs.

Another example would be if you’ve identified keywords that your competitors aren’t using. You could target these keywords for pay-per-click (PPC) to get ahead of the competition.

Budgeting is a numbers game and it may take some adjusting to get to the right formula. But if you focus on impact, you can get the most out of your money.

6. Track KPIs.

Tracking your performance can help you refine your spending.

This is why it’s important to have an analytics dashboard where you can keep an eye on all of your metrics in one place. Once you see what has a positive ROI and what isn’t working as well, you can refine your spending.

Keep in mind that SEO is a long game. Hastings emphasizes that it can take months to see results, and marketers shouldn’t be hasty about switching tactics if the initial outcome isn’t what they expected.

“If you quit after two months because the needle hasn’t started moving and you need a return today, you'll be tossing your efforts down the drain,” Hastings says. “Consider how you’ll balance the need for more revenue now and invest in PPC to supplement your traffic until you’re bringing in enough organically.”

7. Leave room for unexpected costs.

SEO is an ongoing investment. While a budget can help guide your process, you should also leave room for unexpected costs.

From AI content making its way into search to Google’s frequent updates, marketers are familiar with how quickly the search algorithm can change. Make sure you’re prepared to adjust your content optimizations to meet those updates.

Pro tip: A common mistake is to set a fixed percentage of your total marketing budget for SEO.

According to Muther, “this isn’t the best approach because different stages and channels might need different funding levels, and these needs can change over time. For example, early on, it might make more sense to invest more in social media or content marketing to build up your presence.”

4 Costs to Consider When Creating an SEO Budget

1. Tools

SEO tools are essential throughout the process. Tools like Semrush and Ahrefs can help you research keywords, track your site‘s and competitors’ rankings, and generate content ideas.

Some are free but have limited features, while others have a more powerful paid version.

Google Analytics, for example, is free to use, while Semrush and Ahrefs are paid tools. Plans for these tools cost anywhere from $130-$500 per month.

If you’re working with a limited budget, HubSpot offers a free SEO Starter Pack which includes expert insights and an on-page SEO template.

2. Services

If you choose to outsource any of your SEO efforts, make room in your budget. SEO pricing ranges depending on what services you need and how much work is involved.

For example, you may want to focus on technical SEO and on-page optimizations in-house, but want to hire an SEO agency to help with link building or content marketing to improve keyword rankings.

Once you know which elements you want to outsource, get some quotes so you know how much to allocate for your budget.

3. Maintenance

As I mentioned before, SEO is an ongoing investment. Your SEO strategy will require maintenance and adjustments based on campaign performance, algorithm updates, and competitor performance.

4. Content creation

Again, if you want to outsource any part of your content creation — case studies, blog posts, industry reports — factor that into your budget.

This is especially important if you have a small marketing or SEO team. You may have big goals, and those goals may require additional support, tools, and services to be achieved.

Getting the Most Out of Your SEO Budget

My biggest takeaway is that if you want to get the most out of your SEO budget, you can’t skip the planning and research steps.

If I were to create an SEO budget today, I’d spend the most time on auditing and competitive analysis.

I’d dig deep into my past performance to conduct a comprehensive SEO audit, and check out all of my competitors’ SEO activity to compare. I’d use SEO tools to uncover keyword opportunities, and use templates to organize my findings.

Following these steps ensures you’re creating an SEO budget with max ROI, and that’s what every SEO marketer dreams of, right? Take advantage of tools, auditing, and services to get the most out of your SEO budget in 2024.