WordPress GDPR Plugins – General Data Protection Regulation Compliance

Learn about WordPress plugins that can help your website comply with General Data Protection Regulation (GDPR) requirements for new European Union laws on data protection …

GDPR – General Data Protection Regulation Compliance

WordPress GDPR Plugins - General Data Protection Regulation ComplianceAs well as making sure that your website complies with all laws and regulations governing how businesses operate online (see Is Your Website Legally Compliant?), new European Union laws on data protection require all website and webshop owners wherever they are located to comply with the European privacy regulations known as GDPR from May 25th, 2018 to avoid incurring hefty fines.

What Is The GDPR?

The General Data Protection Regulation (GDPR) is a regulation in European Union (EU) law on data protection and privacy for all EU individuals. It addresses the export of personal data outside the EU and aims to give control back to citizens and residents over their personal data …

(Source: Wikipedia)

Taking effect from May 25, 2018, the GDPR affects businesses of all sizes that collect, process, or store data of any citizen, resident, or individual within the European Union.

GDPR compliance requires all businesses and website owners who collect any information or personal data from EU individuals (including mobile apps) to have certain things in place, including documentation (e.g. privacy notice) on the website informing visitors that their information is being collected, the type of data being collected, why it’s being collected, and how long the information is being held for.

The GDPR also requires business to take additional steps to ensure any personal data it collects is protected. This includes:

  • Setting up internal plans and policies for data collection, data storage, and data access and being prepared for potential breaches of data.
  • Providing details to users before collecting data, including full disclosure of personal information purposes and time limits.
  • Making sure that consent forms are unchecked by default and have an easy confirmation process.
  • Listing contact information of your data privacy administrator clearly on your website.
  • Providing users the ability to send inquiries regarding their information and view, edit, or delete their personal information.
  • Having a process in place for easy data deletion and for handling data deletion requests in a timely manner.
  • Having a process in place to allow people to transfer or download their information (e.g. a CSV file).

Lack of compliance with GDPR rules can lead to significant fines.

For additional information about adding legal pages to your website, see the post below:

WordPress GDPR Plugins

With new data protection laws and privacy regulations having come into effect recently,  we thought it would be useful to let you know about some WordPress plugins that can assist you with GDPR compliance.

Warning

We are not lawyers and cannot give you legal advice about how GDPR will affect your website or your business. The plugins described below will not make your website GDPR compliant, they are only tools to assist in the process. Please seek advice from competent legal experts about GDPR compliance for your business.

WP GDPR

WP GDPR

(WP GDPR)

Plugin Description

WP GDPR is a free WordPress plugin that automates the administration process of handling user requests for information about their data.

The plugin creates a page where users can request access to their personal data stored on your website and provides you with an overview of these requests in the WordPress backend.

In the backend, you can also see which plugins collect personal data and require an ‘ask for approval’ checkbox.

When users ask to view their personal data, they receive an email with a unique URL that allows them to view, update and download all comments they have posted on your site,  and request for removal of any or all comments.

Thre plugin developers also offer premium add-ons for integration with plugins that collect user data and allow users to  view, update, and download their personal data or ask for its removal.

Plugin Installation

WP GDPR installs like any WordPress plugin (need help installing plugins? See this tutorial).

To install the plugin, go to the ‘Add Plugins’ screen (Plugins > Add Plugins), and type in ‘GDPR’ in the keyword search field. Locate the WP GDPR plugin and click on ‘Install Now’ …

Install WP GDPR

(Install WP GDPR)

After the plugin has been installed, click on ‘Activate’ ….

Activate WP GDPR

(Activate WP GDPR)

After the plugin has been installed and activated, you will see a new WP GDPR menu item on your main menu …

WP GDPR menu added

(WP GDPR menu added)

We’ll go through this menu in a moment. The plugin also creates a page where users can request access to their personal data.

To view this page, go to your Pages screen, find the plugin page and click on ‘View’ …

The plugin creates a new 'GDPR request personal data' page

(The plugin creates a new ‘GDPR request personal data’ page)

You can point users to this page and they will be able to enter their email, tick a consent checkbox and submit a request for information about any personal data stored on your website …

'GDPR request personal data' page

(‘GDPR request personal data’ page)

The plugin also places a GDPR consent notice and checkbox below every post comments field …

GDPR consent notice and checkbox

(GDPR consent notice and checkbox)

Plugin Usage

When users want to access information about their data, they visit the GDPR request page and submit a request …

Users submit a request for personal data(Users submit a request for personal data)

The plugin then sends the user an email with a link where they can view what personal data has been stored on your site …

GDPR request email confirmation notice

(GDPR request email confirmation notice)

In your WordPress backend, you can see a list of data requests by clicking on the WP GDPR > List of data requests menu …

WP GDPR menu - List of data requests

(WP GDPR menu – List of data requests)

This brings up a list of all users that requested information with a status of their request …

List of user requests

(List of user requests)

The user receives an email with a link they can click on to check their personal data …

User request email

(User request email)

Clicking on the button takes the user to a page on your site where they can view data stored on your site (e.g. comments) and either send your site administrator  a delete request for any or all of the data, or download it to a CSV file …

Users can view what data is stored on your website

(Users can view what data is stored on your website)

You can view delete requests by going to the WP GDPR menu and selecting ‘List of delete requests’ …

WP GDPR menu - List of delete requests

(WP GDPR menu – List of delete requests)

This brings up a list of all delete requests. The site administrator can then delete personal data or make personal data anonymous …

List of delete requests

(List of delete requests)

To view a list of all plugins that collect personal user data, click on ‘List of plugins’ …

WP GDPR menu - List of plugins

(WP GDPR menu – List of plugins)

This brings up a list of all plugins that store user data …

List of plugins

(List of plugins)

To configure the plugin’s settings, click on ‘Settings’ …

WP GDPR menu - Settings

(WP GDPR menu – Settings)

This lets you edit the wording of comment forms and the personal data request page, hide comments, send notifications and requests to your DPO’s (Data Protection Officer) email address, etc. …

WP GDPR plugin settings

(WP GDPR plugin settings)

Useful Tip

Remember to update your Privacy Policy page and add a link to the page in your GDPR form’s privacy policy text …

Add a link to your Privacy Policy page

(Add a link to your Privacy Policy page)

Also, remember to add your GDPR page to your Legal Pages section (you can create a custom menu to do this) …

Add your GDPR page to your Legal Pages section

(Add your GDPR page to your Legal Pages section)

If you need help using the plugin, see the ‘Help’ section of the WP GDPR menu …

WP GDPR menu - Help

(WP GDPR menu – Help)

As you can see, this a useful plugin for automating and assisting the process of receiving and sending notifications about user data requests.

For more details, visit the plugin website: WP GDPR

There are other WordPress GDPR plugins you can also look at …

WP GDPR Compliance

WP GDPR Compliance

(WP GDPR Compliance)

WP GDPR Compliance is another free WordPress GDPR compliance plugin you can install that will assist website owners and online shops to comply with European provacy regulations.

Once installed, the plugin provides integrations with other plugins that collect personal data of your site users …

WP GDPR Compliance - Integrations screen

(WP GDPR Compliance – Integrations screen)

The plugin also provides a Checklist to help you assess what private data you collect on your website with useful tips on how to comply with GDPR requirements, and a Settings tab …

WP GDPR Compliance - Checklist

(WP GDPR Compliance – Checklist)

For more details, visit the plugin website here: WP GDPR Compliance

If you need more information about adding legal pages to your website or plugins you can use to add legal forms to your site, see the tutorial below:

Useful Information

Don’t assume that GDPR laws and regulations don’t apply to you if you live outside the European Union. To learn more about the GDPR and how it can affect your business, see the resources below. Once again, we strongly recommend that you seek competent legal advice from experts on this matter.

We hope you have found the above information on GDPR compliance and WordPress GDPR plugins useful.

GDPR Information & Resources

WordPress GDPR Plugins - General Data Protection Regulation Compliance

(Image: Pixabay)

***

"Your training is the best in the world! It is simple, yet detailed, direct, understandable, memorable, and complete." Andrea Adams, FinancialJourney.org

Disclaimer: WordPress and its related trademarks are registered trademarks of Automattic, Inc. This site and the products and services offered on this site are not affiliated, associated, sponsored, or endorsed by WordPress, nor have they been reviewed, tested, or certified by WordPress. The owner, contributors and/or advertisers may derive financial benefit from sales of items reviewed, linked to, or advertised on this site.

***

Did you enjoy this article? Please feel free to share this post with other WordPress users using the links below.

How To Store, Plan And Organize Your Content Ideas

Here is a simple, inexpensive, and effective system you can use to store, plan, and organize your content ideas.

Get Thrive Leads for WordPress

How To Store, Plan And Organize Your Content IdeasThis tutorial is part of our Content Marketing With WordPress tutorial series, which show you how to create effective content to promote your website and grow your business online.

***

There’s absolutely no way around it! If you want a successful presence online, you will need to learn how to create and produce content for your website pages, blog, newsletters, product descriptions, post headlines, sales copy, social media, ads, articles, promotional pieces, news releases, customer training, FAQs, forum signatures, SEO meta descriptions, etc.

Creating and producing content requires a system. Even if you plan to outsource all of your content writing, you will still need a system, as there are many content outsourcing challenges that you will need to overcome.

In this tutorial, we show you how to set up a simple system for storing, planning, and organizing your content ideas effectively, regardless of whether you plan to create content yourself or outsource it.

Practical Tip

If you need help coming up with new content ideas, we recommend downloading our content creation guide here: Infinite Content Creation: A Practical Step-By-Step Course On How To Create Endless Content For Your Website Or Blog!

How To Store, Plan, And Organize Your Content Ideas

To get results online you need to publish new content regularly

(To get results online you need to publish new content regularly)

Let’s say that you get an idea for an article or blog post but you’re just too busy to do something with it right now. What do you do? Do you write it down on the nearest piece of paper you can find? Do you not write it down and hope you’ll remember it later?

If your approach to creating content for your website or blog is to let an idea come to you spontaneously, work through it chaotically and publish only when you feel inspired or have the time to write, you will struggle to get results online. There’s way too much competition publishing way too much information online for this approach to be effective.

Fact: Businesses that get results online publish new content regularly. 

If you are serious about getting results online for your business, you need a system for coming up with new content ideas and for turning your ideas into published content on a regular basis.

Anyone who publishes content online regularly will tell you that turning an idea into published content involves research, planning, organizing, editing, and refining points, sections, subsections, etc. Sometimes, things get in the way of the creation process or more research or information is required and ideas need to be put on hold until the process can be resumed later.

It’s important, therefore, to have a system that lets you store, plan, organize, and process your content writing ideas, regardless of whether you plan to create the content yourself or outsource your content creation.

A Simple And Effective Content Production System

Ideally, we want to start with a simple, effective, and inexpensive system that can grow to accommodate your content creation needs. There are many useful tools and apps available to help you plan and organize your thoughts and ideas. The important thing is to have a system in place that allows you to effectively:

  • Jot down your content ideas.
  • Store, plan, and organize your content ideas
  • Draft (i.e. flesh out) your content ideas
  • Publish your finished content

Let’s show you how to set up a simple content production system like the one shown below using inexpensive tools and WordPress …

A simple and inexpensive content production system

(A simple and inexpensive content production system)

Jotting Down Your Content Ideas

Great content ideas can strike any time!

(Great content ideas can strike any time!)

A great idea for an article, blog post, video, podcast, e-book, lead generation report, etc. can strike you any time and anywhere. It could happen while you’re getting ready in the morning, going on a walk, shopping, standing in a queue, on your way to or from work, sitting in a meeting, watching TV, just before falling asleep, etc.

When an idea comes to you, you need an easy tool that will let you quickly jot the idea down. This can be an app on your phone that lets you create and save simple memos, a small writing pad that you carry in your purse, briefcase, or in your pocket, etc. Whatever tool you choose just make sure that you have something handy to record your ideas on when inspiration stikes.

For example, I recently attended a small business networking event. At the end of the event, I spoke with a business owner who doesn’t have a website. When I asked him why he has no website, his reply was that he doesn’t believe a website can help him grow his business.

I was intrigued by his answer, so I asked him to tell me more. He then told me that a website is just something businesses need for ‘credibility.’ In other words, this business owner believes that having a website doesn’t really help a business grow but if you don’t have a website, prospects will doubt the credibility of your business or whether it even exists.

As the non-techie owner of a website dedicated to helping other non-techies grow their business using a website, this naturally got me thinking about how I would educate other business owners like him about the benefits of using a website powered by WordPress to generate new business leads.

As I was waiting for the lift to take me down to the car park, I took out my phone and fired up the ‘Memo’ app I have installed specifically to record new content ideas …

Use a memo app to record your content ideas

(Use a memo app to record your content ideas)

I then quickly jotted down a rough idea for an article about how to use a website as more than just a ‘credibility’ tool …

Record your content ideas immediately

(Record your content ideas immediately)

Note: At this stage of the process, it doesn’t matter if you know the ‘5 ways to do XYZ’ or not … the important thing is to just record the idea as soon as you can. I certainly didn’t know what the ‘5 ways’ were going to be when I wrote the idea down and by the time the content gets written it may end up being the ‘3 ways,’ or the ‘5 ways,’ or even the ‘10 ways’ to do XYZ or become something completely different altogether. The end result is not important at this stage, only the process of recording the idea down. This should become a habit and you need to have some type of tool or medium to help you document your ideas.

After writing an idea down, the next step is to get it into a planning system. A phone app makes it easy to send memos to yourself or to your content production system via email …

Email the idea to yourself or to your content production system

(Email the idea to yourself or to your content production system)

Now that the first part of the process is complete (jotting the idea down), the next step is to store, plan, and organize your ideas.

Storing, Planning, And Organizing Your Content Ideas

A great tool you can use to help you store, plan, and organize your content ideas is TreePad

TreePad

(TreePad)

TreePad lets you create a hierarchical structure of folders where you can store text, images, URLs, etc. If you create different folders for each section of an article or book, for example, you can then easily rearrange or organize these sections by moving folders up, down, or nesting them inside other folders.

With a tool like this, you can easily add 10, 100, or 1,000+ new ideas for content  and keep everything stored, organized, prioritized, and immediately accessible.

In my earlier example, after the content idea I sent through from my phone app via email arrived in my inbox, I then transferred it to a simple content production planner I’ve created using TreePad …

A content production planner created with TreePad

(A content production planner created with TreePad)

As you can see from the above screenshot, this is nothing more than a folder I’ve labelled “Content Production” with a new folder created for every new content idea I get.

This simple content production planner lets you easily:

  • Add content ideas with a rough working title (can change it anytime)
  • Prioritize ideas in the content production schedule (just move folders up or down to prioritize items)
  • Add rough notes and bullet point sections, play with title ideas, etc.
  • Add and save research notes, URLs of videos, images, additional references, resource links, etc.

Once the idea has been safely stored and saved in this simple content planning system, you can get on with other things and come back to it anytime it suits you to work on your idea and develop it further. When you come across new information that would be useful to add or help expand your idea, you can simply open the tool, paste the content in, save it, and continue working on it later.

This simple system lets you work on any idea you have stored, reassign its priority, archive it once you have completed and published it, or even delete it from your schedule if the idea turns out not to be worth pursuing any further.

To learn more about using this tool, see the tutorial below:

Drafting Your Content Ideas

Once you have all the information you need, create your draft content

(Once you have all the information you need, create your draft content)

Your content creation system should include having a content plan and setting aside regular time to work either on creating new content, or managing its production (e.g. outsourcing).

When the time comes to develop an idea further, open up your content planning tool and select the item to work on next. The first step of this process will be to assemble all the information and research you have gathered into a draft article, blog post, video/audio script, etc.

During the draft stage, don’t waste time worrying about things like formatting, styling, typefaces, font colors, font sizes, etc. These are unnecessary time-wasting distractions at this point. The best way to create a draft of your content is to write it in a plain text file. You can format this later.

Useful Writing Tools

Here are some useful tools we recommend including as part of your content writing system:

Built-In Plain Text Editor

A plain text editor lets you create draft content without distractions

(A plain text editor lets you create draft content without distractions)

Using your computer’s built-in plain text editor like Notepad (Windows) or TextEdit (Apple) lets you focus entirely on what you want to say. It also lets you create content quickly and without distractions.

Notetab

NoteTab lets you work on multiple text files at once

(NoteTab lets you work on multiple text files at once)

NoteTab is a plain text file editing tool that lets you work on multiple text files at once. This is like using your computer’s plain text file editor on steroids.

NoteTab is great for organizing your ideas during the initial draft phase. You can build your article in one open tab and paste in snippets of text like lists, quotes, research URLs, tags, etc. into other open tabs and perform a whole range of other functions while you work and assemble your content.

For more information about using this tool, see the tutorial below:

Grammarly

Grammarly - Free Grammar Checking Software

(Grammarly – Free Grammar Checking Software)

Grammarly is a powerful grammar checking tool for creating web content, reports, e-books, presentations, etc. You can install the free version of Grammarly on your web browser, Microsoft Word, etc.

After writing your content, run it through Grammarly and it will not only pick up all of your spelling and grammatical errors but also point out errors in your punctuation (e.g. wrong use of commas, double spacing between words, duplicated words, etc), poor sentence structure, style, etc.

As you scroll through each error, Grammarly shows you what’s wrong and gives you the option of automatically fixing errors with one click. You can also ignore the correction suggestions if you want and keep scrolling through to the next item.

The paid version of the software takes your content checking to a whole new level and lists advanced issues, suggests vocabulary enhancements, detects instances of plagiarism, etc.

To learn more about using this powerful tool, go here:

Publishing Your Finished Content

After you have created a draft article or blog post in a plain text file (or a word processor), you can create a new post or page in WordPress, paste in your draft content and format it using the built-in WordPress visual content editor …

WordPress visual content editor

(WordPress visual content editor)

WordPress has a WYSIWYG (What You See Is What You Get) content editor that lets you format your text visually by clicking on menu buttons (similar to using MS Word).

Save your new article or blog post as a draft in WordPress until you are done editing, formatting, and checking it for spelling or grammatical errors and are ready to publish it.

To learn more about using the WordPress visual content editor, see the tutorial below:

Content Production System: 5-Step Summary

Get your content production system in place and start publishing new content regularly

(Get your content production system in place and start publishing new content regularly)

To get results online, you will need to publish content regularly. This requires having a system for coming up with new content ideas and for turning your ideas into published content on a regular basis.

In this tutorial, we have described a simple, inexpensive, and effective system you can use to store, plan, and organize your content ideas.

Here are the steps again:

  1. Jot your ideas down on a writing pad or phone memo app as soon as new ideas present themselves to you.
  2. Add your ideas to a content planning tool like TreePad that lets you store, organize, prioritize, and add research notes and additional information.
  3. When you are ready to create a draft article, blog post, or video/audio script, use a plain text editor like Notepad, TextEdit, or NoteTab to flesh out your content idea without distractions.
  4. After your draft content has been written, create a new WordPress post or page and paste your content in, then format it using the WordPress Visual Content Editor. Save it as a draft in WordPress until you are ready to publish it.
  5. After you are done editing your content and have checked it for spelling and grammatical errors (use a tool like Grammarly), publish your content.

Additional Resources

As your content production needs grow, consider installing a WordPress editorial plugin to help you plan, manage, and schedule your content. To learn more about different plugins you can use, see the tutorial below:

If you need help coming up with new content ideas for your website or blog, check out our content creation guide below:

We hope that you have found the above information useful. Now you have a simple, inexpensive, and effective system for storing, planning, organizing and turning your content ideas into published content.

How To Store, Plan And Organize Your Content Ideas

(Source: Pixabay)

In addition to original images and screenshots used in this article, these images were also sourced from Pixabay: New Idea, Inspiration Strikes, Draft Content, Content Summary

***

"Your training is the best in the world! It is simple, yet detailed, direct, understandable, memorable, and complete." Andrea Adams, FinancialJourney.org

Disclaimer: We have no association with WordPress or any products mentioned on this website. We may receive affiliate commissions or financial benefits from the purchase of any third-party products or services mentioned on this site. All images and details sourced from product websites remain the copyright of their respective owners and are used only for illustrative or training purposes.

***

Did you enjoy this post? Feel free to share this tutorial with anyone who can benefit from learning about WordPress using the links below.

The Definitive Guide To Keeping Your Website Manageable & Organized

Learn how to keep your website and web content manageable and organized to stay on top of your digital business presence.

The Definitive Guide To Keeping Your Website Manageable & OrganizedToday and more than ever, businesses are feeling the strain of trying to stay on top of things despite growing pressure from competition, information overload, rapid technology changes and demands on their time and resources.

To remain competitive in the Digital Age, your business needs a digital presence, but more importantly, you need a digital presence that will help you get better results online without adding more chaos and unmanageability.

Many businesses end up with a web presence that quickly becomes unmanageable not because of poor web design or lack of content organization and structure but because the business itself lacks digital planning and education.

In this guide, we explain what it takes to stay on top of your digital business presence and show you how to keep your website and web content manageable and organized.

The Definitive Guide To Keeping Your Website Manageable & Organized

Most of us struggle to stay on top of things. The more we try to keep things organized and manageable, the harder it seems chaos wants to fight back.

Keeping your business manageable is difficult!

(Keeping your business organized and manageable is difficult!)

Keeping your business organized and manageable is difficult if you lack planning and systems. The same thing applies to the digital aspects of your business.

Having an unmanageable web presence results in:

  • Web pages with outdated information.
  • Content not being regularly published.
  • Neglected web management and maintenance tasks.
  • Increased vulnerability and exposure to security risks.
  • Missed opportunities to market and promote your business.
  • Missed opportunities to get found online.
  • And more.

Having a manageable website, on the other hand:

  • Creates a better user experience for visitors and allows site users to find what they are looking for faster and more easily.
  • Helps search engines like Google to better understand what your site is all about and to index your site and pages faster and more accurately.
  • Allows you to stay ahead of online competitors who cannot manage their web presence.
  • Allows you to grow an effective digital presence that will help your business get better results like more traffic, leads, sales conversions, etc.

Getting a website built for your business is the easy part … you can build your own website or get someone else to build it for you. The difficult part is keeping your web presence manageable and organized so it can work for you effectively and deliver your business better results.

We’ve posted previously about the need to create order before progress. No business can progress online until some form of order has been established.

For practical purposes, we’ll use the model below to help create order and manageability in our digital business presence …

Manageable digital business presence model

(Manageable digital business presence model)

The model we’ll use to create a manageable digital business presence is built on five successive and integrated layers:

  1. Digital Plan & Strategy
  2. Website Planning
  3. WordPress Website
  4. WordPress Posts & Pages
  5. Digital Content

Let’s explore each of these layers in more detail.

Digital Plan & Strategy

“We can only see a short distance ahead, but we can see plenty there that needs to be done.”

Alan Turing – Computer Science Pioneer

As mentioned earlier, many businesses end up with a web presence that quickly becomes unmanageable not because of poor web design or lack of content organization and structure but because the business itself lacks digital planning and education.

Digital business planning comes before website planning. It asks questions about the capabilities of your business to manage and grow a digital presence.

Most businesses lack time and resources and operate under considerable financial strain. They want immediate results to meet their needs and objectives in the short-term. The reality, however, is that creating consistent results online requires strategic planning and the implementation of great systems and processes.

A sound strategic digital plan has a direct impact on your website but it’s not all about your website. It also needs to takes the short-term needs and long-term growth of your business into account.

Digital Planning, then, is the first step toward creating a manageable digital presence and begins with formulating a clear digital vision for your business and developing strategies for setting and achieving the overall goals and objectives your business has set.

Businesses need a lot more digital planning before building a website

(Businesses need a lot more digital planning before building a website)

You should have clearly specified digital strategies before getting your website built, and these should include various actionable plans, such as:

  • A Digital Systems Plan specifying the systems you will need to implement manage, measure, and improve your results online.
  • A Digital Organization Plan defining the kind of team you will need to assemble to help you run and manage your digital presence.
  • A Digital Vehicle Plan defining the type of digital vehicle(s) you will need to build to realize your digital strategy.
  • A Digital Management Plan outlining how you are going to manage your digital assets and processes (including outsourcing).
  • A Digital Marketing Plan outlining how you are going to promote your business online, who your target audience is, etc.
  • A Digital Content Plan that will help you define what type of information you will publish to reach your target audience and how you will create and deliver this information.

Providing detailed information on the above areas is beyond the scope of this site. To help small businesses plan an effective digital presence, we have published a book called “The Small Business Digital Manager.”

‘The Small Business Digital Manager’ looks at why most small businesses end up with an unmanageable web presence almost as soon as they take their business online and why this leads to poor results, and shows you how to be in control of your digital business processes and get better results online using a systematic and doable approach.

In addition to the book, we have also developed a comprehensive online course that will help you implement a practical and effective digital plan for your business.

Website Planning

As stated in the previous section, planning your digital business presence should be done before planning your website. Your digital plan will not only help you understand how you will be able to manage and grow your business online, it will also help you plan the type of web presence you will need to build in order to achieve your goals and realize your digital vision.

Digital business planning is important because planning your website involves different types of planning, such as:

Website Organization Planning

This involves not only planning the aesthetic components (i.e. web design, page layout, color scheme, etc.) and functional elements of your website (i.e. technical features), but also its structural form (pages, content, site navigation, etc.) taking into account how all of this will affect things like usability, user experience, SEO, etc.

The above is the obvious kind of website planning most people do when they think about getting a website. What’s not so obvious to many people until after their website is built, is …

Website Management Planning

This type of website planning doesn’t focus on how your website will look or what it will do, but on how you will manage it.

For example, let’s say that your business needs a website with:

  • Full e-commerce capabilities to sell products or services online,
  • members-only area where customers can view their order details,
  • private login section where resellers or affiliates can download confidential information such as price lists or marketing materials,
  • marketing blog for traffic generation where your staff members can post news and special announcements about your products or services,
  • backend administration area with individual logins and passwords that grants special privileges to different groups of users so only certain people can add or edit information, while only others can view reports, perform administrative tasks, etc, and
  • support helpdesk to handle customer issues and provide answers to commonly asked questions.

You could get a web developer to help you plan and build a web presence that integrates all of the above features and functionality, but they probably won’t help you with the planning involved in figuring out how you are going to manage all of the work involved in running and maintaining the above.

To figure out how you are going to manage all of the above, you will need to have a clear understanding of your business resources and capabilities, which is a function of the digital planning process and not the website planning process. Hopefully, you will get this done first before spending time or money getting your website built to avoid having an unmanageable web presence.

Website management planning also involves planning the integration and management of external services and features in your web presence.

For example, let’s say that in addition to all of the features discussed above, you also want to be able to monetize your website presence by allowing other businesses to advertise on your site or list services on a directory and that you plan to add various affiliate links throughout your web content.

This requires planning and systems. You would need to integrate the following systems with your website and manage these as well:

For all of the above reasons, when planning your website we recommend working alongside the specifications of your digital business plan.

Website Planning Process

(Website Planning Process)

We have created an entire training module to help you plan your website with detailed step-by-step tutorials, downloadable templates and checklists, and more. For more details, go here:

Info

Planning your digital presence and website is important. Even if you already have a website, we recommend checking out the above links and resources, as these provide essential information that will help you avoid making costly mistakes.

Let’s now turn our attention to a digital system that will allow you to build and run an effective and manageable web presence … all at minimal cost and without technical skills required!

The Definitive Guide To Keeping Your Website Manageable & Organized

WordPress

For just one moment, try to picture what it would be like to have access to a tool that lets you easily build anything online you want for whatever purpose you need.

Imagine too, that you can also add any function you like whenever you want and even turn this into something completely different, all with just a few clicks of the mouse, no coding skills or technical expertise, with minimal cost and without having to start from scratch every time you want to change or add things.

That’s WordPress!

WordPress is a powerful, flexible, and easy-to-use free software application that lets you build any type of website you like for any purpose you want, for commercial or personal use. You can start with a simple and basic website and add more functionality only when and as you need.

So … let’s think of WordPress as a digital ‘system’ that can help bring order and manageability to your digital business presence using three basic sublevels or subsystems:

  • Subsystem 1: Website
  • Subsystem 2: Posts & Pages
  • Subsystem 3: Content

WordPress can bring order and manageability to your digital presence

(WordPress can bring order and manageability to your digital presence)

WordPress Website

We provide hundreds of detailed step-by-step tutorials devoted to helping you understand all the benefits and advantages of using WordPress to power your website or blog.

If you’ve never heard of WordPress before, we recommend starting with our Introduction To WordPress tutorials.

If you know a little bit about WordPress already, the rest of this guide is going to help you understand WordPress from a different perspective. We’ll begin by exploring some of the features of WordPress that will make your web presence manageable and allow you to grow your business online in an organized manner.

WordPress Post & Pages

Posts and pages are the main ‘containers’ in WordPress that hold all of the content you want to display on your website.

Once your WordPress website has been installed and configured, almost all of the work you will do will involve using WordPress posts and pages.

To learn about the main differences between WordPress Posts and WordPress Pages and when to use each type, see the tutorial below:

Depending on the type of website you plan to build, modified versions of posts or pages called Custom Post Types may also be used.

For example, if you plan to sell products or services online, you would probably choose an e-Commerce theme for your website with posts that have been modified to display product or service information to potential buyers. Other custom post types used to display specific information in WordPress websites include testimonials, portfolio pages, real estate property listings, directory pages, forum pages, etc.

Some WordPress Themes also allow you to choose different post formats (e.g. videos, images, quotes, links, etc.) when creating a post to display specific types of content.

WordPress posts, pages and custom post types and formats not only help keep your website manageable, they also include features and functions that allow you to keep your information and data organized as well.

For example, as a website administrator, you can view, edit, and manage all of your posts and pages inside your WordPress dashboard using the Table of Posts and Table of Pages

The WordPress Table of Posts keeps all of your posts organized

(The WordPress ‘Table of Posts’ keeps all of your posts organized)

WordPress also provides features called ‘widgets‘ that let you organize information for users and visitors and display these on your site in areas like the sidebar, footer, and header sections. Widgets lets you group, organize, and display information on your site, like a menu of specific pages, or a list of recent or archived posts, links, content categories, tag clouds, etc.

To learn how to use widgets to keep your information organized in WordPress, see our tutorial series below:

Digital Content

Your web content is contained inside your posts and pages, which are contained inside your WordPress website.

The key to having an effective and manageable website with organized content, then, is to understand the main features of WordPress and how these all work seamlessly together …

WordPress: a system of systems

(WordPress: a system of systems)

WordPress: A Digital System Of Systems

If systems and processes bring order and manageability to your business, then think of WordPress as a digital ‘system of systems’ for bringing order and manageability to your web presence.

Many of these digital systems are built into WordPress itself in the form of features and core functionality, and other systems can be configured and seamlessly integrated with the WordPress platform to add new features and functionality, such as WordPress Themes and WordPress Plugins.

Let’s take a deeper look, now, at the three basic levels of WordPress described above and drill down into the other subsystems that exist within these.

Practical Tip

We discuss many WordPress features that can put you in complete control of your website here:

WordPress Website

Starting at the highest level of order, in terms of organization, WordPress has a number of subsystems that allow you to control and manage all areas of your web presence:

WordPress Content Management System (CMS)

WordPress not only lets you build any type of website you can imagine, it also comes with a very powerful built-in Content Management System …

Want a manageable website? Use a CMS!

(Want a manageable website? Use a CMS!)

WordPress is, in fact, the world’s leading CMS application. The WordPress CMS provides an invaluable system for keeping your website manageable and your web content organized.

The WordPress CMS not only lets you easily manage your website and keep all of your content organized, it also stores all of your website data inside a database on your server, which allows you to easily backup and restore your data and perform tasks like global search and replace and other maintenance and upgrade tasks.

To learn more about the benefits of using the WordPress CMS, see the tutorial below:

WordPress Settings

Knowing how to expertly configure WordPress settings after the installation process is one of the keys to creating and running an organized and manageable website.

Many aspects of marketing and managing your web presence with WordPress can also be automated simply by choosing a good web hosting environment, knowing how to configure various core and plugin settings, such as traffic generation, SEO, and backups, and integrating these with external services to access statistical reports, social metrics, and more.

Some of the more useful WordPress system settings that are specifically designed to help make your website more manageable include:

Media

The WordPress media settings and WordPress media library allows you to store, manage, and organize your media files (e.g. images, audios, videos, etc.)

To learn how to configure WordPress media settings and use the WordPress media library, see the tutorials below:

Permalinks

Permalinks let you create search engine friendly URLs and help keep your content organized for search engines and visitors.

To learn more about the benefits of using WordPress permalinks and how to set it up, see the tutorial below:

Tools

WordPress provides various tools that allow you to add content to your site while browsing the web, transfer content from one WordPress site to another using export and import features, and more.

To learn more about the WordPress Tools section, see the tutorial below:

Users

WordPress lets you assign different roles and capabilities to users (e.g. Author, Editor, Administrators). This not only helps you to better manage your web presence, it also prevents other users from turning your site into a disorganized mess.

For example, if you assign users the role of ‘contributors’ or ‘authors,’ they can add to and help grow your site’s content, but they cannot edit or change the parameters that help keep your content organized, only ‘editors’ and ‘administrators’ can do this.

To learn more about assigning users different roles and capabilities, see the tutorial below:

WordPress Themes

Many website building applications nowadays use web templates to speed up the web development process. WordPress takes this concept much further through the use of Themes.

Themes provide an effective and efficient system for organizing your site’s web design and the layout of its pages and web elements. The basic concept behind using WordPress themes is that you can completely change (i.e. ‘morph’) the ‘look and feel’ of your entire website with just a couple of mouse clicks without affecting any of the underlying functionality or content that you have already set up for your site.

To learn more about using WordPress Themes, see the tutorials below:

WordPress Plugins

Another powerful type of organizational system for your WordPress website are WordPress Plugins.

Plugins are like ‘modular addons’ that plug into your website and instantly add all sorts of functionality to your web presence with just a few mouse clicks. Many plugins work right out of the box and some require configuring additional settings.

The basic concept behind using WordPress plugins is that you can start with a very simple WordPress installation and instantly enhance and expand your site to do just about anything you can imagine very inexpensively and without touching your site’s underlying code just by installing a plugin.

Plugins, therefore, not only add additional functionality to your site, they can also integrate complete ‘management’ systems and many of these will also automate most of the processes involved.

For example, earlier we talked about integrating various management functions within your website. With WordPress, this can all be done using inexpensive plugins that are simple to install and easy to configure and use.

So, to add a complete e-commerce management system to your website, just install a WordPress e-commerce management plugin. Want an affiliate management system to go with your e-commerce site? Then add an affiliate management plugin. How about a private membership area where your customers can download information not available to regular visitors? Just add a membership management plugin.

You can also add WordPress plugins for managing advertising banners on your site, keeping your website legally compliant, managing online courses and event registrations, running customer support helpdesks and training, running directories, tracking and managing content links on your website and adding loads of other functionality and enhancements.

To learn more about using WordPress plugins, see the tutorials below:

Site Navigation

The better you can organize how visitors and search engines find content on your website, the better the user experience and search engine rankings, which can translate to more traffic and more profits.

WordPress provides a number of management systems for keeping your site’s navigation organized. These include using custom menus, widgets, breadcrumbs, and adding both visitor site maps and search engine sitemaps to your website.

WordPress Posts & Pages

As mentioned earlier, WordPress posts and pages are the main form of ‘containers’ used to provide information to your website’s users and visitors.

WordPress posts and pages, however, also provide systems for managing and organizing your content and information. These include:

Unique Post/Page ID

Every post and page you create has a unique ID. This lets you perform a number of management functions, such as grouping and displaying certain posts or pages by ID, filtering out posts or pages from menus, etc.

To learn more about post and page IDs, see this tutorial:

Post/Page Date

Posts and pages can be organized and sorted by dates. To learn more about using this feature and some of its benefits, see the tutorials below:

Post/Page Status

Posts and pages can be organized and sorted by their status (e.g. Published, Draft, Private, etc.).

To learn more about using this feature and some of its benefits, see the tutorials below:

Post Categories

Post categories are a powerful management system for keeping your posts organized by related topics on your website. They also provide benefits for site visitors (easier navigation) and search engines (better indexing).

To learn more about post categories and their benefits as an organizational and management feature of your WordPress site, see these tutorials:

Post Tags

Like post categories, tags provide a system for managing and organizing content on your site at a more granular level.

To learn more about setting up and using WordPress tags, see the tutorials below:

Post Authors

Earlier, we discussed how WordPress allows you to assign different roles and responsibilities to users, giving them access or restricting access to various management features and capabilities on your website.

WordPress also allows you to have multiple authors for your posts. This not only provides certain benefits in terms of being able to search, sort, filter, export, and organize content on your site via post authors, it also adds a collaborative dimension to how content is managed and created in your digital presence.

To learn more about post authors, see the tutorials below:

Post/Page Settings

WordPress posts and pages include many additional settings that let you administer, manage and organize content and information on your website. These include built-in WordPress functions such as scheduling posts and pagespost excerpts, comments, featured images, and post revisions, as well as functions that can be added using plugins, such as SEO features, social sharing, custom fields, and more.

Web Content

The last level we need to explore is how to keep your web content organized and manageable.

So far, we have seen that if you create and follow a strategic digital plan for your business, plan your website with attention to important details like how you will manage things, and learn all you can about all of the WordPress features that allow you to easily manage, organize your digital presence and automate your marketing, then all you should be left with is planning, creating and publishing content.

WordPress provides many features inside your Posts and Pages that allow you to work efficiently and in an organized manner to create and publish content quickly and easily. This includes separate fields for adding and editing post titles and content, word counters, a visual content editor that lets you easily create, paste, or format text and insert media into your content such as videos, audiosimages, and image galleries, built-in features that let you add hyperlinks to internal content or external sites, eliminate distractions while writing, and perform various functions within your content editor, and the ability to perform additional tasks depending on what plugins you have installed (e.g. adding tables or adding scripts and codes to your content using shortcodes).

WordPress even lets you organize and present content that you have published in different areas of your site inside a new post or page.

For example, if you copy the URL of one of your posts or pages (or any WordPress site) and paste it into your content on a separate line, WordPress will turn the link into a reference like this:

Index Of WordPress Tutorials – WPCompendium.org

Go here for a step by step tutorial on how to do the above:

Now … what if you want to display a directory or a list of all of your content on a separate page or post?

Easy, you can use a plugin to create a site map for your readers like the one we use here, or if you want to create a nice visual content directory like the one we use here and throughout our site, then use a plugin like ContentViewsPro

Display other WordPress posts and pages inside a post or page using ContentViewsPro

(Display other WordPress posts and pages inside a post or page using ContentViewsPro)

As you can see, with WordPress you can have a manageable website and organize your web content at a macro and granular level.

Tip

If you need help creating a content strategy or content for your business, we recommend subscribing to our comprehensive and 100% FREE content creation course:

Summary

Many businesses develop an unmanageable web presence because they do not start by creating a strategic plan to manage their digital business effectively and don’t implement systems that will allow them to get better results online in an organized and manageable way.

WordPress is more than just a web platform. It is a digital ‘system of systems’ with many powerful features that allow you to have a manageable website, organize your content at a macro and granular level, and help you manage your web presence effectively at minimal cost and without requiring coding skills.

If you find that trying to stay on top of your digital business has become too chaotic and unmanageable and you would like to start getting better results online, then we recommend beginning with just two simple steps:

  1. Download and read ‘The Small Business Digital Manager‘ to learn why small businesses end up with an unmanageable digital presence and how to turn things around, and
  2. Educate yourself as much as you can about the benefits of using WordPress to planbuild, managegrow, and automate your digital business. To help you do this, we provide hundreds of detailed WordPress step-by-step tutorials for FREE covering all aspects of WordPress.

We hope that you have found this guide on how to keep your website and web content manageable and organized useful.

The Definitive Guide To Keeping Your Website Manageable & Organized

***

"These tutorials have so much information and are easy to understand. If you use WordPress or plan to in the future these will help you with everything you need to know." - Valisa (Mesa, Arizona)

Disclaimer: This site has no association with WordPress, Automattic, or any WordPress products discussed on this website. We may derive a financial benefit from sales of any third-party products and/or services mentioned on this website. All product images are the copyright of their respective owners and have been used solely for training or illustrative purposes.

***

Did you enjoy this post? If so, please consider sharing this page with other website owners using the share buttons below.