Can Multiple People Collaborate on WordPress?

Nimesh Patel

Table of Contents

    The WordPress content creation process typically involves multiple team members from ideation to publication. The various phases of this process ensure that desirable content is produced and published at the right time.

    Collaboration among various team members is vital in completing the WordPress content creation process.

    Members of the WordPress content team collaborate through two methods: synchronous and asynchronous. Synchronous collaboration happens in real time which is quite useful in the ideation phase while discussing the purpose and direction of content.

    Asynchronous collaboration allows the team to work on the content at their earliest convenience and is particularly useful during the review phase.

    However, when there are multiple pieces of content in production and you are collaborating with internal and external teams, collaboration during WordPress content creation becomes difficult.

    Let’s take a closer look at the challenges you might face.

    Collaboration challenges during WordPress content creation

    Collaboration on content during WordPress content production usually happens on two kinds of tools:

    1. Content editing tools such as Google Docs and Microsoft Word.
    2. Communication tools such as Slack, MS Teams, Google Meet, etc.

    Content teams face the following challenges while collaborating on WordPress through the above tools:

    a) Difficulty in collaborating on videos and dynamic content: Videos and dynamic content blocks such as image carousels improve the engagement rates of your website content. However, the above solutions make it challenging because:

    • You cannot share feedback on them via content editing tools like Google Docs.
    • Sharing feedback through text and video calls is time-consuming.
    • You will have to go through more and longer review cycles.

    b) The back-and-forth of content during the publishing phase: As co-editing of videos and dynamic content is done outside the third-party content editing apps, the editor and author have to move the content back and forth from the WordPress editor.

    c) Giving unrestricted access to external teams: While using the aforementioned tools during WordPress collaboration, the external collaborators need to access your files and folders for sharing reviews which can lead to these problems:

    • You could mistakenly share files that are meant to be confidential while sharing folders.
    • Constant monitoring is necessary to ensure that the content stays secure.
    • You might have to add more tools to your tech stack to accommodate the needs of your external collaborators, increasing the number of access points to your data.
    • You will need to spend more resources to maintain those tools.

    Fortunately, there is a WordPress collaboration tool that can simplify this process while solving all the problems we pointed out above.

    Collaborate easily on WordPress with Multicollab

    Multicollab is a WordPress collaboration plugin that enables multiple people to collaborate in real-time and asynchronously on the Gutenberg Editor. This allows distributed teams to share feedback on the content as they do in Google Docs but in WordPress. Collaborating on WordPress with Multicollab gives you various advantages through the following features.

    1. Mention, Comment, and Suggest

    Commenting on selected areas of text and suggesting changes to a draft helps you and your team to share valuable feedback with your authors. Mentioning other collaborators makes the discussion on content more streamlined.

    You can do all of that in Multicollab. The WordPress collaboration tool allows you to share feedback and reviews with your team members just as you do on third-party content editing apps.


    The authors can also accept suggestions to bring in new changes with one click.


    2. Share feedback on video and dynamic content

    Due to their visually appealing features video and dynamic content increased the engagement rates of digital content. As we mentioned earlier, these kinds of content need to be reviewed through traditional methods like long-text messages and video calls.

    The underlying issue here is that third-party content collaboration tools are not blog editors. It is unsurprising that their functionalities are limited to text and images.

    The WordPress collaborative plugin, Multicollab, solves this problem by helping internal and external team members share feedback on video and dynamic content through the Gutenberg Editor.

    As the Gutenberg Editor is a blog editor, you can comment and suggest edits on videos just as you do with text content in Google Docs.

    Comment on media Multicollab plugin

    Depending on your WordPress account configuration and addons installed, you can insert various kinds of dynamic content blocks. These blocks feature content based on the preference of the user which makes the whole experience more personalized.

    Common examples of such blocks are CTA boxes, news carousels, social media post blocks, etc., and they can be commented upon in a similar fashion.

    3. Secure your data by managing permissions

    An unavoidable action while creating content with members outside your organization on third-party content editing tools is sharing files and folders. It goes without saying that this only happens due to the lack of a better alternative.

    This requires additional time and effort from you and your team members to ensure that the right kind of permissions is given to the external teams. Furthermore, you have to closely monitor the changes in these documents and folders.

    Multicollab eliminates the possibility of this problem through WordPress collaboration. Team members can be directly added to the backend of the WordPress site where they will share their feedback.

    You can manage the permissions of each of the team members based on the role they are assigned in WordPress through Multicollab.

    Manage Permissions

    Another advantage of managing permissions through Multicollab is that you can modify them through various phases of the content production process with ease. For instance, the external stakeholders should be able to access the drafts after the writing is completed.

    4. Advanced features of Multicollab

    Apart from the above functionalities, Multicollab makes WordPress collaboration better through:

    1. Attach documents in comments to share more information with various team members while collaborating on WordPress.
    2. Email notifications about all the activities such as commenting, suggesting, and tagging.
    3. Slack notifications to reduce the number of trips required to the WordPress backend.
    4. VIP Support where your content collaboration problems will be solved within 24 hours.
    5. Choose the language you are comfortable with including Hindi, German, French, and Chinese to collaborate with team members across borders.
    6. Accept or reject all suggestions with just one click.

    Summing up

    Collaborating with multiple people in WordPress during content development reduces the dependency on both synchronous and asynchronous tools. This makes the overall content creation process faster while improving the content quality.

    Multicollab, a WordPress collaborative plugin, facilitates the same by enabling Google Docs-style collaboration on the Gutenberg Editor where you can comment and share suggestions on all kinds of content including videos and dynamic content.

    The Gutenberg Editor is loaded with features that help WordPress content teams create all kinds of content, quickly.

    To help you get the most out of the best WordPress editor, we have collated some valuable tips that you can start using right now to improve your content creation workflow.

    Download our free guide on 16 productivity tips for WordPress content creation.

    Get all the collaboration features of Google Docs in WordPress
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    • Multicollab can increase 2x speed to your publishing workflow.
    • WordPress is built and designed for publishing while Google Docs is not!
    • Protect your content within the safety of your company’s infrastructure.
    • Async collaboration with remote editorial teams is the future of publishing.
    Nimesh Patel is the Product Manager and Growth Hacker at Multicollab. For the past 10 years, he has been a prolific marketer and product builder in the WordPress and e-commerce industry.