Creating a Workable WordPress Publishing Order

When you are blogging alone, you seem to have a bit of leeway in terms of blogging organization. Yes, it is always important to ensure that any form of organization is present.

As a lone blogger, you don’t have to worry about having a large amount of drafts floating around. However, when running or being apart of a much larger blogging team, organization is a necessity. Not only do you have the issue of drafts, you must also worry about which articles need to be reviewed, edited, sent back to the author for improvement, and so on. WordPress helps out a bit in this with their “Status” feature. Today, we will unlock more about it.

Roles and Capabilities

Roles and Capabilities is the feature on WordPress that allows you to delegate who does what, and most importantly, who can do what on your blog. However, what are these exact roles that WordPress designates?

  • The first role is “super admin” – the individual who can make changes to every possible aspect of the blog.
  • The “administrator” has similar capabilities, and in many cases, most blogs will have the administrator role as their highest role. The only difference is the dealing with the blog’s network.
  • The “editor” is the third role. In the editorial sense, this is the highest role due to how this is the individual who deals with all aspects of writing, article delegation, and more.
  • You then have “author“, which is the individual who writes and publishes their own work.
  • This is different from a contributor only in that a contributor can only contribute their work, they can’t self-publish. This is when you’ll see the button “Submit for Review” in some cases.
  • Lastly, “subscriber” can only view content on the blog.

You can view the plugin and the more specific capabilities each role has here.


The Workflow

Now that your writing team is delegated with a role, outlining their capabilities, it is now time to talk a bit more about the workflow that will be the heart of your writing organization. In WordPress, each post is given the ability to go through the following stages:

  • Pitch: Proposing an article idea by adding a title and saving it with this status.
  • Assigned: When an editor or an individual of a higher role adds a title to a blank (or previously worked on) article, and adds this status.
  • Draft: An article that is unassigned, but also incomplete.
  • In Progress: An article you are currently typing in/working with.
  • Pending Review: Submitting an article for review.
  • Ready to Publish: An edited article that needs final approval, or may need to be dated for publication. At this point, your job as author is complete!

If you are an administrator, the only issue with this work plan is sticking to it and ensuring that your team sticks to it. Your best bet as an administrator would be to implement the process and act on it even when your team slips up.

For example, if a team member saves an article as a draft when it was meant to be a pending review article, when they cry fowl when the article isn’t reviewed you should refer to them the fact that they incorrectly saved the article. Don’t make it a guessing game. This will kick the team into shape to continue on with the organizational plan.

As you’ve just learned, WordPress offers a ton of opportunities for individuals to ensure that their blog is running like a well oiled machine. From task delegation to setting author limits, WordPress makes bringing on a new writer easy without compromising your website’s security. Let us know in the comments below how Roles and Capabilities makes your website work well, and to make your team successful too.

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