Module 9

Setting Up a Tracking System

Let's create a simple system to track your GBP performance over time. A basic spreadsheet is all you need to monitor progress and spot trends.

What to Track Monthly

What to do

These are the key metrics worth recording each month.

Step by step

  1. GBP views: Total Business Profile views from Insights.
  2. Search views vs Maps views: The breakdown of where people found you.
  3. Actions: Phone calls, direction requests, website clicks — the actions people took.
  4. Review count: Total number of reviews.
  5. Average rating: Your star rating.
  6. Photo views: How many times your photos were viewed.
  7. Key rankings: Your position for your main search terms.
  8. New reviews this month: How many reviews you received.

Creating a Simple Tracking Spreadsheet

What to do

Set up a basic spreadsheet to record your metrics monthly.

Step by step

  1. Create a new spreadsheet. Use Google Sheets, Excel, or any spreadsheet tool.
  2. Row 1 = Headers. Date | Views | Calls | Directions | Website Clicks | Total Reviews | Rating | Photo Views | Notes
  3. Each row = One month. Add a new row at the start of each month with the previous month's data.
  4. Use the Notes column. Record anything notable — "Added 10 new photos", "Got a bad review", "Started asking for reviews".
  5. Create a second tab for rankings. Track your position for key search terms each month.
  6. Keep it simple. An overcomplicated spreadsheet won't get maintained. Simple and sustainable beats elaborate and abandoned.

Monthly Review Process

What to do

Set a recurring appointment to review your GBP performance.

Step by step

  1. Schedule 30 minutes at the start of each month. Put it in your calendar as a recurring event.
  2. Log into business.google.com. Go to Insights/Performance.
  3. Set date range to last month. Record the numbers in your spreadsheet.
  4. Check your reviews. Note the count and rating. Respond to any you've missed.
  5. Do a quick rank check. Search your key terms and note your positions.
  6. Compare to previous months. Are things improving? Declining? Stable?
  7. Note any actions to take. "Need more photos", "Haven't posted in 6 weeks", "Should respond to that review".
  8. Act on one thing. Identify one improvement you can make this month and do it.

What Good Progress Looks Like

What to do

Know what trends indicate you're on the right track.

Step by step

  1. Views increasing or stable: Growing visibility is good. Stable is okay if actions are increasing. Declining needs investigation.
  2. Actions increasing: More calls, directions, clicks means your listing is more compelling.
  3. Review count growing steadily: 2-4 new reviews per month is healthy for most small businesses.
  4. Rating maintaining or improving: Ideally 4.5+ stars. If declining, address the issues causing negative reviews.
  5. Rankings stable or improving: Moving up in the Local Pack, or staying in the top 3.
  6. Conversion rate improving: Actions divided by views. If more people who see your listing are taking action, your listing is more effective.

Warning Signs to Watch For

What to do

These trends suggest something needs attention.

Step by step

  1. Sudden drop in views: Could indicate a listing issue, suspension, or algorithm change. Investigate immediately.
  2. Views up but actions down: People find you but aren't engaging. Review your listing for issues — photos, reviews, information.
  3. No new reviews for months: Your review velocity has stalled. Reinvigorate your ask process.
  4. Rating dropping: You're getting more negative reviews. Address the underlying issues and improve your response strategy.
  5. Rankings dropping: Could be competitors improving, algorithm changes, or issues with your listing or citations.
  6. Appearing for wrong searches: If your search queries show irrelevant terms, your categories or services might be misconfigured.

Tracking system in place: