5 tips to keep your team organized when working with WordPress

5 tips to keep your team organized when working with WordPress

Morgan Smith's Layout avatar

When you’re building a WordPress site by yourself, it can be tempting to get a little…sloppy. Most of the time it’s not a problem because you can usually keep track of any changes you’ve made, remember that ridiculous password, and just generally know what stage the site design is in.

Once you start adding people to your team, however, that sloppiness can quickly turn into wasted time trying to discover who did what, which password goes with what login, and why something happened when. It can get confusing, fast.

Working with WordPress is one thing. Working with WordPress AND your team is another.

But never fear – with these five simple, organizational measures in place, your team will take control of the WordPress world (or at least your client’s sites) in no time!


Establish a password plan

Passwords and usernames can feel like a necessary evil sometimes. When you can remember them, they’re just great! But as soon as one is forgotten, it can lead to a frustrating and time-consuming roadblock in your process. And when you’re building a site, you’ll have lots of login information to remember – WordPress, hosting, DNS – not to mention if you’re helping your clients keep track of their own separate login credentials.

Don’t wait until it’s too late to establish a consistent plan for naming usernames and passwords. If you set this up ahead of time, your team is much more likely to naturally remember everything, instead of having to ask around or search for the correct credentials.

If you want to be really efficient (and really secure), consider using a password management tool such as LastPass or 1Password. These tools will store passwords for you, so you’ll be able to log in and out really, really quickly, and you can use intricate and incredibly secure passwords without worrying about forgetting them. It’s a win-win!

Keep your team accountable

As your team continues to grow, it can be hard to keep track of what everyone is working on. And if you ever have a specific question about a feature on the site, you’ll want to know exactly who to talk to, instead of wasting time asking everyone about it.

This step of your team’s organization plan can take a lot of forms, but essentially, you’ll want to have a way hold everyone accountable and see who’s working on a task or completed something. That could be some nifty project management software, a detailed planner that sits on your desk, or a sweet chalkboard wall in your office. Just find whatever solution works well for you and your team. “The more accountable your team is, the more efficiently you’ll work. ”


Set up a standard naming system

Much like remembering passwords and usernames, searching for specific site assets can take way longer than it really should. Before you get too bogged down building sites, take a moment to set up a standard naming system with your team. This could look something like clientname_item_description or year_month_day.

This organization could be local on your hard drive, synced with DropBox, or even in a Google Drive that you share with clients. Wherever it takes place, make sure your folders are also organized with a common format. Perhaps you have a folder for each client, which contains folders for each year, which breaks down into months…you get the idea.

Taking the time to set up a standard naming system will make your lives one million times easier when it’s crunch time and someone on your team needs a specific asset.

Document site customizations

When you onboard someone new to your team, you’ll have to spend a little time getting them up to speed and teaching them about the sites you maintain. An easy and efficient way to do that is to document the customizations and important features of every site you’ve worked on. This will help keep everyone on the same page, and if you ever have new people from your team working on a site, they’ll know exactly where to pick up the work.

It’s a simple trick, but documenting a site’s customizations can be a great way to keep your team working efficiently.


Solve these problems with one solution

Wouldn’t it be nice if there was a single dashboard to view all of your WordPress sites on? Something everyone in your team had access to, where you could easily create new sites and see what everyone was working on?

That’s exactly why Flywheel developed our Organizations feature. With Orgs, all of your team’s sites are on a single dashboard, and everyone on your team has access to create sites, push a site to production, or transfer billing. It’s an easy way to keep all of your WordPress sites in one place

You’ll also be able to gain insights into the progress your team is making in real time via our activity feed. It’s a powerful tool that will simplify your team’s workflow and allow you to keep an eye on what is (and isn’t!) getting done.

We’re all about making agency life easier than ever, which is exactly why we built Organizations. Give it a try today.

While these tips will certainly help your team stay organized, there are definitely other techniques out there. How does your team stay on top of things when working with WordPress?

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