Website administrator and user advice – Staying organised

By | August 19, 2012

This article provides useful website administrator and user advice about staying organised. So if you run or update a website, you should read this article.

Note: You use any tips or information contained within this article at your own risk.

Staying organised can work towards increased productivity, which ‘could’ with regards to a website, result in your objectives being more successful. Rather than typically looking at what an administrator or user can do on-site, this article looks primarily at being organised away from a site.

Task Lists

Many people write a task list in a notebook, but the moment you start team working, this can become a problem. Especially when it comes to monitoring what has been done, when and by whom. Some people try and over complicate the situation by looking to use whiz-bang services aimed at handling tasks. However a simple spreadsheet is often perfect and Google docs or Dropbox can be the simple effective solution. Then you can assign a task to a person, mark with a priority and allow that person to update when finished.


Website administrators rarely have one password for a site, as there are usually secondary accounts associated with the site itself, such as social networks, analytics, forums etc. You do not want to use the same password for all these different accounts, and the password does need to be complex. One solution is to use the KeePass software to store your passwords in an encrypted file. Enabling you to have complex passwords for each different account associated with your site work.


You should look to automate the backup of your website’s database and site files. You can even put in place a solution where a MySQL database is regularly emailed to you. Non-administrators should also be concerned with backups, as chances are they are working with files away from the site. Experienced website users don’t log into a site and then work, most create documents, images and spreadsheets etc away from a site first. There are many free online backup solutions, plus you can use software such as Cobian to automate your backups to online locations, else to removable media.

Team working on files

There are many services that can help teams work on the same files, but often the less fuss the better, enabling even the novice to quickly create or update files shared with others. Google Docs and Dropbox are two of the best ways to share and update files with others.

About the guest post author: This article was written by David, who blogs about Darlington web design services, amongst other website related topics.