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Josh Hatcher

Wordpress Maintenance checklist

WordPress Maintenance Checklist: Keeping Your Website Running Smoothly

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WordPress is an essential tool in today’s internet economy. About 810 million websites use this popular site builder and open-source content-management system (CMS), which is known for intuitive site organization, design theme selection and back-end optimization tools. In this blog post, we’ll review a WordPress Maintenance Checklist – everything you need to keep your website running at top speed.

Over 500 new WordPress sites are made daily. The majority of business websites we build, design and optimize here at Grand River Agency are – you guessed it – WordPress sites.

But there’s something a lot of users forget, and it can lead to major problems for your site. Failure to perform regular WordPress maintenance and to update plugins can:

  • Leave your site vulnerable to hackers
  • Slow its performance
  • Make your site unusable for visitors
  • Harm your search engine optimization (SEO)
  • & More

If your potential customers can’t find, access and use your site properly, that’s obviously a big problem! Whether you’re a small business or a nonprofit organization, you need your site to be a digital marketing machine (for so many reasons)!

So we’re going to give you a brief overview of how to keep your WordPress-powered site maintained properly. Without further ado, here’s your WordPress Maintenance Checklist.

Backup Your Website Regularly

Imagine what would happen tomorrow if your website disappeared. I’ve seen it happen! I’ve seen website owners have to rebuild their sites from scratch because they didn’t have a backup plan in place. 

So it’s important to backup your website regularly. Here’s how your backup plan could work.

Your Hosting Company

Often, your hosting provider will have a scheduled backup in place as a matter of day-to-day WordPress maintenance. It might be wise to check with them to see how often they create a backup, and how to access it if you need it.

Some hosting companies charge for this service, and others will include it in your hosting plan. 

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Automated Backup Plugins

There are a number of automated backup plugins out there to preserve your website data. Jetpack, which is an essential plugin for any website, has a fantastic paid plan that runs $4.95 a month called Vaultpress.

Free and “Free-mium” plans from Duplicator and UpDraft Plus are also worth looking into.

How to Manually Back up your WordPress site with cPanel

  • Access your cPanel dashboard by logging in with your credentials.
  • Locate and click on “File Manager” under the “Files” section.
  • In the left panel, locate the “public_html” folder and expand it by clicking the “+” symbol.
  • Choose the folder corresponding to your website’s name.
  • Right-click on your website’s folder and choose “Compress” from the options.
  • Select “Zip Archive” as the compression format and click on “Compress File(s).”
  • Once the compression process finishes, select the generated zip file and click “Download” from the top menu bar.
  • Ensure the backup is stored in a secure location on your hard drive to preserve your data safely.

Congratulations! You have successfully completed the manual backup process. Feel free to repeat these steps as frequently as needed to maintain a reliable backup of your website.

Update WordPress Core, Themes & Plugins

wordpress maintenance checklist - plugins and themes

Many don’t understand that much of the WordPress software is crowdsourced. That means there’s a large community of developers who create the core software, themes, and plugins. Some of those are paid features from those developers, and some of those are free features. Both the paid and the free features though, are often being updated to keep them functional and secure.

Every so often, WordPress will issue an update to its core files, or the plugin developer will issue an update as well to address bugs and security issues. If you don’t keep these up to date, the plugins, and themes can break, making your site not function properly.

You can configure wordpress to auto-update these files, and most of the time, you won’t have problems as a result. Every now and then, the update may cause a bug or a conflict. Usually, these issues are identified quickly, and another update is issued to correct the problem.

Rather than using auto-update, it may be wise to use a staging area to test each update to make sure it doesn’t affect your site.

Secure Your WordPress Website

Many years ago, when I was new to WordPress maintenance, I was hosting several websites for my own ventures and several clients. The developer of the WordPress theme at the time closed up shop, and stopped updating their theme.  At the time, I knew very little about website security. 

Hackers from a foreign political group exploited the theme, and were able to gain access to several websites, replacing the front page with a splash page that promoted their political agenda, and deleting all of the content that I had created! 

It took weeks to get that mess sorted out – and many embarrassing apologies to my clients!

But we live and learn. I certainly learned the importance of making sure that my webhost used strong security measures on the backend, and I started using some different tactics for securing the WordPress sites on the front end.

WordPress Security Plugins

I typically use Jetpack’s built in security features, as well as a plugin called Wordfence to keep sites secure. There are a number of additional security plugins to choose from. Depending on the nature of the business your website does, you may consider purchasing a premium service or using a free plugin. (Just make sure the plugin has great reviews from other users!)

Passwords

Last, but certainly not least, let’s go back to the basics. One of the best ways to keep your WordPress site secure is to make sure that you are using strong, properly formatted passwords. You can also use two-factor authentication and limit login attempts. This helps to stop brute-force attacks and other similar breaches.

Let’s Wrap This Up Our WordPress Maintenance Checklist

It’s important to keep your website running smoothly. Your site has so much to do with your success as you tell your organization’s story in the digital realm. Here at Grand River Agency, we want our friends to succeed! So:

  • Update your core files, themes, and plugins
  • Get a security plugin
  • Use a strong password
  • Backup your site regularly

Sounds simple, right? 

Well, there are quite a few intricacies that can necessitate more experienced hands (like mine). But these WordPress maintenance tips are generally applicable and easy to implement for someone with moderate technical skills.
If you need help with any of this, there’s no shame in reaching out for help. Let a professional guide the process to avoid website failure and other headaches along the way.

strategic public relations

From Buzz to Branding: The Art of Strategic Public Relations

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When organizations think about “marketing” in this day and age, usually one of two concepts come to mind: paid advertising or organic social media. Both have value, but there’s another kind of marketing that really is in its own category. Done well, strategic public relations and publicity reach farther than any paid advertising could, and creates opportunities for organic social to flow out of it.

Publicity & Public Relations

The Oxford Dictionary says PUBLICITY is:

  • notice or attention given to someone or something by the media.

And PUBLIC RELATIONS is:

  • the professional maintenance of a favorable public image by a company or other organization or a famous person.

Approaching publicity and public relations as an arm of your marketing allows organic experiences that create a buzz about your organization that is often more valuable and memorable than any other form of marketing.

What are we waiting for?! Let’s dive into how public relations can help you get your brand noticed and remembered for a fraction of the cost of a paid ad campaign.

Understanding the Power of Publicity

Advertising has merit. We know this when we see massive corporations like McDonald’s pushing billions of dollars to sell hamburgers, french fries, and milkshakes. 

But you’re not McDonald’s – and your organization likely stands among the mere mortals who have but a fraction of that advertising budget. So what about the campaigns that don’t cost money? How can you save your precious resources and capitalize on the power of publicity: earned media.

Use Strategic Public Relations to Earn Space & Airtime in Reputable Media Outlets

A friend of mine had a garage. He worked on cars and motorcycles, but he wanted to create a wheelchair-accessible sidecar that didn’t have walls so everyone could enjoy the brisk wind while riding.

I helped him to write a press release about his prototype. It ran in the local newspaper, and then it was picked up by the Associated Press. It was distributed to news outlets across the world. His phone rang off the hook with people interested in his idea!

One story. One press release. Millions of eyes on 450 words that cost only the hour or so it took to gather details and write it.


Do you know how much it would cost to advertise to the number of people that saw his story?

Millions.

If you can create an opportunity to tell your story in such a way that captures people’s attention, the media (and social media) will often do the work for you!

Another friend owns a karate dojo. He’s written many articles for national martial arts magazines, and done a lot of work to build credibility around his name. But in his case, that national attention wasn’t putting more young kids into his karate classes. Again, his only investment is taking time to write every once in a while, and it’s paid dividends in thought leadership.

My friend didn’t stop there.

Our local school system had a serious problem with bullying. He decided to link arms with a national anti-bullying program that teaches kids how to defend themselves from both verbal bullying and physical bullying without “fighting back.” He hosted a free seminar over several weeks and worked with the school system to promote it. He sent out a press release to the local paper, and then hundreds of kids came through his doors to take part in this free program. 

What happened next? Dozens of those kids signed up for his karate classes.

And there are so many other examples here in our community alone – not even counting the public relations work we do for client organizations. 

Leveraging Newsworthy Events for PR Success

In the dynamic world of business, public relations is a powerful conduit to gain organic exposure and build a favorable brand image. To harness the true potential of strategic PR, businesses must identify and leverage newsworthy events that can catapult them into the spotlight. 

Here are some key avenues for businesses to unlock positive publicity:

  • Hiring Announcements & Major Organizational Changes: When businesses make significant hires (especially individuals known in the public eye) or undergo major organizational shifts (like mergers or expansions), it’s a golden opportunity to seize media attention. Crafting compelling press releases and media kits can help businesses share their growth stories with the world, showcasing their competencies, progress, and ambitions.
  • Community Sponsorships & Engagements: Connecting with the local community is a powerful way to win hearts and gain positive media coverage. By sponsoring events, charities, or local initiatives, even the smallest of organizations can establish themselves as powerhouse community-driven entities. Such work resonates with audiences on a personal level. Participation in community service projects not only fosters goodwill, but also allows businesses to showcase their commitment to social responsibility.
  • Charitable Donations: Aligning with charitable causes allows businesses and other organizations to demonstrate their philanthropic values. Highlighting charitable donations enhances a brand’s reputation and helps attract a more socially conscious audience. By showing genuine support for causes that matter, businesses can create lasting positive impressions.

Illustrating the Power of Volunteering & Community Service Projects

Volunteering and community service projects provide unique opportunities to engage authentically with their communities, beyond monetary contributions. These endeavors allow businesses to go beyond just writing a check and become actively involved in making a difference. These are powerful PR opportunities that foster deeper connection with the community, building brand loyalty and trust.

For instance, organizing a company-wide volunteer day can draw media attention and showcase the business’s commitment to making a positive impact. Such events can generate heartwarming stories and images that resonate with both traditional and social media audiences. Engaging with local schools or nonprofit organizations for mentorship or educational programs demonstrates corporate citizenship, which also attracts positive press coverage and admiration from stakeholders.

Becoming a Thought Leader in Your Industry 

Remember what I said just a bit ago about my friend establishing thought leadership? One of the most influential ways businesses can stand out in their industry is by leading the discussion. Being the one with all the answers. Being the expert.

By sharing expert opinions on newsworthy topics, workplace leaders demonstrate their knowledge and authority. By extension, their organization is that much more appealing as a resource and trustworthy vendor. Contributing insightful articles to industry publications or offering expert commentary to news outlets amplifies their brand’s presence and establish them as go-to sources in their field.

In this digital era, blog posts, podcasts, social media, webinars, etc. provide platforms for businesses to share their expertise directly with their target audience(s). By consistently delivering valuable insights, businesses attract a loyal following and build a reputation for innovation and expertise.

Effective public relations not only garners media attention but also fosters lasting connections with audiences, paving the way for long-term success and growth.

strategic public relations strategies in a crisis

Strategic Handling of Crises & Other Unforeseen Circumstances

There’s nothing quite like a PR crisis to simultaneously raise your blood pressure and potentially damage your organization’s credibility. Things can spiral out of control despite our best efforts to run a tight ship. 

So many potential pitfalls can wreak havoc on an organization’s public perception. Like:

Examples of PR Crises

  • Moral Failure of a Staff Member of Volunteer: These can trigger a severe PR crisis, sometimes impacting the organization’s reputation for years, indefinitely, or irreparably. Transparent crisis management, decisive action, and a commitment to ethical values are essential in restoring public trust and mitigating damage.
  • Product or Service Defects: A major issue with a product or service that poses safety risks, causes harm, or fails to meet quality standards also can lead to a PR crisis. Negative publicity, customer complaints, and potential legal repercussions can significantly impact the organization’s reputation.
  • Data Breach or Security Breach: A cybersecurity incident in which sensitive customer data or confidential information is compromised can severely damage an organization’s trustworthiness. Such breaches can lead to loss of customer confidence and sometimes years of costly legal battles.
  • Controversial Public Statements or Social Media Posts: Inappropriate or offensive statements made by executives, key staff members, and other organizational representatives can quickly go viral on social media. Some can cause public outrage and backlash. At the very least, these can tarnish the organization’s image. At worst, it can alienate some (or all) of its customer base.
  • Environmental or Social Impact Issues: Organizations can face PR crises when they are associated with activities that harm the environment, communities, or social values. This may include issues like environmental pollution, labor controversies, layoffs, or unethical business practices, leading to public outcry and reputational damage.

Here’s where I always recommend having a strategic Public Relations crisis communication plan.

Factor likely (and unlikely) scenarios and PRACTICE your organizational response. Go step-by-step to know exactly what you’re going to say, how you’re going to say it, and when.

How To Overcome Negative Publicity

  • Be proactive: Start generating positive publicity today. If people have a good perception of you, if (and when) a crisis comes, they may be more likely to continue to remember the good things you’ve done. 
  • Lawyer Up: If necessary, consult with a legal professional. In many cases, your statements could have legal repercussions. It’s worth making sure your statement is crafted carefully.
  • Avoid “No Comment” Responses: If you can’t comment directly on the situation, find a statement you can make that provides as much transparency about the situation as feasible. In the court of public opinion, remaining silent can come across as an admission of guilt or wrongdoing.
  • Resume Pursuing Positive Publicity (When Appropriate): It’s important to let people know you’re still committed to doing good things. Sometimes immediately after a PR crisis it’s wise to lay low, but don’t stay in your hole. Continue to do the work that your organization does with integrity, and let your community know you’re honor-bound to that work.
strategic public relations press conference

The Art of Crafting Compelling PR Messages


PR campaigns cater primarily to two audiences:

  • Your Target Audience/Community: Creating a compelling message is specific to your context and culture. You’ve got to dig into your target audience – also known in some industries as a buyer persona – and your community to truly understand what their needs are. Focus on meeting those needs.
  • The Media: Capturing the attention of the press / social media audiences is vital, as they are the avenue that carries your message to your audience. Your story won’t go anywhere without first being noticed by editorial decision-makers in the media.

When you are appealing to the media, it helps to understand a little bit of “journalism psychology.” Journalists are trained to filter through stories to determine what is “newsworthy.” Before building Grand River Agency, Kelsey Boudin and I worked as journalists in radio, newspaper, and TV for years. 

We know this formula well. 

What is Newsworthy?

  • Timeliness: Immediate and current information and events are newsworthy due to their recent occurrence, as they are considered “news” by virtue of being new.
  • Proximity: Local information, events and announcements gain news value as they directly affect the people within the community and region, making them more relevant and compelling.
  • Conflict & Controversy: Events and discussion rousing debate on actions, ideas, or policies attract attention by highlighting community problems, differences and inequities.
  • Human Interest: People are naturally drawn to stories about others, finding interest in individuals’ celebrations, accomplishments, and challenges, as they can relate to such experiences.
  • Relevance: Information that aids decision-making appeals to readers – such as cooking recipes for enthusiasts or business news for job seekers – as it offers value and utility.

Publicity and public relations give you the opportunity to connect with a wider audience – to engage with more eyes, hearts and minds. It opens doors that no paid advertisement could ever get you. If you can identify the right way to get your message in front of the right people through publicity, it’s going to open doors for you that you couldn’t even imagine.

Do you need help with your public relations? Grand River Agency would love to help support you in building a PR strategy that truly drives results. Get in touch with us and we’ll help come up with a publicity plan to help you tell your story well. 

ebook cover design

Judging Books by Their Covers: The Art of eBook Seduction

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In this blog post, we’re going to talk about eBook cover design that gets attention.

I know that title is a bit much. But you’re reading this post, right?

If there’s one thing that the internet has taught us, it’s that the right headline or book title REALLY attracts a reader. 

In today’s digital world, eBook covers play an even more critical role in capturing the attention of potential readers browsing through endless virtual bookshelves. The RIGHT book cover can make all the difference for your publication, helping you to truly stand out and “seduce” a reader into a relationship with you. After all, you can’t be an expert storyteller without someone actually paying attention, right?

In this blog post, we’ll delve into the key elements that make an eBook cover successful and how Grand River Agency can help you craft a visually compelling and captivating design that resonates with your target audience.

Eye-Catching eBook Cover Design

I believe that people crave the aesthetic. We all love beauty. And when we’re shopping or scrolling, the right image can make us take a second look, and “stop the scroll.”

If your eBook cover isn’t eye-catching, it’s not going to capture anyone’s attention. 

Vibrant colors, an intriguing image, or professionally crafted typography can make a significant difference. A skilled designer from Grand River Agency will work with you to develop a unique and visually appealing cover that aligns with your book’s genre and theme.

Genre Relevance

Readers often look for subtle clues that indicate the book’s genre. Your eBook cover should convey the genre in which your book belongs, whether it’s a romance, thriller, fantasy, or any other category. A cover that accurately reflects the genre helps potential readers quickly identify if the book matches their interests. 

Put extra special attention in selecting the right design elements and imagery that resonate with your target readership.

If your book is about personal development, but has a shirtless man with long hair flowing in the breeze, I’m going to assume that the book is a romance novel, and since I’m not interested in that, I’ll keep scrolling. You want to stand out from the pack, but you don’t want to stand out beyond your genre!

Clear Title & Author Name on Your eBook Cover

We alluded to this with our own “clickbait” headline. Your title should be clear and easy to read, but it should also be catchy enough to make someone pay attention. 

Remember that search engines also play a role in helping people find your book, so your title needs to have the right keywords, as well. The first rule of design is “legibility.” If people can’t read the name of your book and who wrote it clearly in the thumbnail image, you’ve already failed the “first-glance” test.

Emotional Connection

A successful eBook cover should evoke an emotional response from potential readers. It must encapsulate the essence of your story and leave a lasting impression. The use of colors, images, or symbols that evoke the intended emotions is key to a cover that resonates with readers on a deeper level. 

Remember, selling an eBook is meeting your readers’ need. They may want to be entertained, informed, or equipped. Does the emotion conveyed by your book cover tell your reader the content therein is committed to meeting that need?

Professionalism & Quality

Regardless of whatever axiom they’ve been taught, people DO judge a book by its cover. Readers often associate the quality of the cover design with the quality of the book’s content. 

A professional, high-quality eBook cover suggests a well-crafted story inside. Working with an experienced graphic designer ensures that your cover looks polished and meets industry standards.

ebook cover design

Originality & Uniqueness

Standing out in a crowded digital marketplace is essential for your eBook’s success. How crowded? More than 7,500 Amazon Kindle books are published EACH DAY! 

An original and unique cover sets your book apart from competitors. Avoid clichés and stock images that readers might have seen multiple times. 

There are formulas you can spot when you are scrolling through the ebook shelves. While there’s merit to learning from what others are selling, there’s something to be said for a book cover that stands out from the rest.  Our creative team can help you brainstorm ideas and create a cover that is distinctly yours.

Ready for Print

Many authors use Kindle Direct Publishing or another publishing company not just for eBook sales, but also for printed hard copies of their books. Designing cover art for a printed version is something that you should consider! There’s a science to the process of designing to print specs – crop marks, margin space, spine width are all factors that you need to take into consideration.

Let’s Design the PERFECT eBook Cover to Dominate the Publishing Market

In today’s competitive eBook market, a captivating and well-designed eBook cover is crucial to attracting readers and driving sales. By understanding what readers look for in an eBook cover, you can better position your book for success. 

Grand River Agency is here to support writers like you in crafting visually compelling and emotionally resonant covers that captivate your target audience and set the stage for the success of your literary journey. Let us help you make a lasting impression with a cover that reflects the heart of your story. Get in touch with us today to bring your vision to life.