Website Updates: A guide for businesses on safe and systematic website maintenance

Introduction - why updates are the foundation of security

For many companies, a website is like an old piece of furniture - once put up, it's just supposed to work. Meanwhile, neglecting it can cost more than it seems.

In 2023, a certain Polish e-commerce company lost more than 200 thousand zlotys. The cause was not a bad marketing strategy or a drop in sales. Hackers found a vulnerability in an out-of-date WordPress plugin.

Similar situations occur more often than one might think. Research suggests that up to 94% of successful cyber attacks are based on already known security vulnerabilities. These are the same vulnerabilities that have already been patched by software manufacturers. The problem? Many site owners simply haven't installed the appropriate patches.

In Polish companies, this problem seems to be particularly pronounced. A website is often seen as a "finished product." Little is said about the need for regular maintenance. The result? Hundreds of thousands of sites run on outdated software.

The consequences of negligence go far beyond technical costs. The Krakow-based company, after the attack, had to explain to customers for a month why their personal data had been leaked. The loss of reputation? Difficult to estimate.

Rebuilding after an attack can be as much as 15-20 times more expensive than regular updates. It's a bit like comparing the cost of an engine replacement to a regular oil change in a car.

In this article, we will introduce a practical update management system. You will learn how to protect your company from costly failures. You'll get specific tools and procedures that you can implement today. Whether you have one site or dozens of sites.

Investing in regular updates is not a cost - it's insurance for your business.

What are the dangers of un-updated websites?

Hackers rarely look for new ways to break in. Instead, they prefer to use proven methods that work against known security vulnerabilities.

The process looks more or less like this: a new version of WordPress or a plugin comes out and the description of the update says "a security bug has been fixed." For a hacker, this is a real treasure map. Now he knows exactly where to look for vulnerabilities in non-updated sites.

Automated scanners scour the Internet to find vulnerable sites. It only takes a few hours to identify thousands of sites with a specific vulnerability. The attacks are then launched on a large scale.

Most common entry points for outdated websites

WordPress is the most popular platform out there, making it a prime target for attacks. Hackers often exploit flaws in popular plugins. Contact forms, image galleries, or SEO plugins - all can become gateways to your site.

Joomla and Drupal also face similar problems. Less popularity does not necessarily mean more security. On the contrary, fewer people look at the code, which means that bugs are detected later.

Sometimes all it takes is one out-of-date plug-in out of twenty. Even if the main system is up to date, that one older one can open the door for attackers.

How does the lack of updates affect companies' financial losses?

A Gdansk dental clinic did not update WordPress for three months. The cost? About 40K to rebuild, plus lost appointments when the site was down for a week.

A Warsaw law firm lost client data due to an outdated form plug-in. The case hit the media, and the law firm had to change its name after a year-long struggle to rebuild its reputation.

A Wroclaw-based online store discovered after a month that hackers were redirecting its customers to fake payment sites. Bankruptcy came quickly.

Technical rebuilding is only the beginning of the problems. The real costs are lost reputation, customers moving to competitors and monthly lost sales. Some companies never recover.

The worst part? All of these problems could have been avoided. Regular updates would have cost less than a daily coffee for the team.

What do you need to update regularly in your website ecosystem?

Thinking of a website as a single, separate component is a trap. In reality, your website is a complex structure made up of many components. Each of them can become a potential access point for cybercriminals.

Imagine your home with multiple entrances. You may have a solid front door, but if the basement window has a broken handle, a burglar is sure to find his way in. Web sites face similar challenges.

How to update CMS core for better protection?

Systems such as WordPress, Joomla or Drupal are the backbone of your site. Updates for them can be divided into two categories: those related to security and those introducing new features.

Security updates act like an alarm. They appear suddenly and are often marked as "critical." When WordPress developers detect a vulnerability, they try to fix it quickly and recommend an immediate update. Each day of delay can increase the risk of attack.

Functional updates, on the other hand, introduce new capabilities and improve performance. They can be scheduled with more peace of mind, but are not worth ignoring completely, as they often include minor security fixes as well.

The main CMS is well secured. Hundreds of programmers stare into its code, ensuring that bugs are quickly detected and fixed.

Why is it important to update plugins and extensions?

This is where the situation gets complicated. The average site uses 20-30 active plugins, each written by a different developer. Not everyone has a team of specialists like WordPress.

For example, a popular contact plugin may have millions of installations, but its development may rely on the work of just two developers. When they discover a security bug, a fix may arrive in a week, or sometimes not at all.

Inactive plug-ins are like a ticking bomb. If the developer stopped developing them a year ago, bugs remain unpatched. Hackers are aware of this and regularly test popular abandoned extensions.

Check the date each plug-in was last updated. A lack of updates for six months may suggest problems. If there have been no changes for a year, you may want to look for an alternative.

Some plugins are crucial to your business and you can't remove them. In that case, monitor them especially carefully. Also consider paid replacements with guaranteed support.

What are the benefits of updating themes and templates?

Templates are not just about aesthetics. They contain PHP code that runs on the server. A mistake in the template can open the door to your site to hackers.

The problem becomes more serious when custom modifications are involved. An agency may have added special features two years ago, but no one remembers exactly how they work anymore. Updating the template can ruin everything.

Child themes in WordPress are a partial solution. They allow you to keep modifications after updating the main template. However, not all agencies use them.

If your template hasn't been updated for a year, it's time to look for a new one. The cost of a change can be significant, but less than rebuilding your site after an attack.

How to create a practical update framework for companies?

Approaching updates without a plan is like playing roulette. You may succeed for a while, but in the long run you usually lose. Professional companies need a more systematic approach.

A successful upgrade strategy rests on three key pillars: a secure test environment, a well thought-out schedule and solid documentation. Each of these elements has its own importance.

How to implement a test environment as a standard?

Updating directly on the production site is akin to fixing an airplane in flight. Theoretically possible, but in practice very risky.

A test environment is an exact copy of your site, where you can safely experiment. If something goes wrong, no one will notice. You can calmly correct the error or roll back the changes. No stress.

Setting up a test environment is not complicated. Most hosting companies offer a "staging" feature for a small fee. This is one of the best investments you can make for your business.

You can also use plug-ins to clone your site. Tools such as UpdraftPlus or Duplicator allow you to copy your entire site to a subdomain in a few clicks. For local testing, XAMPP or Local by Flywheel will be helpful.

The basic rule: every update goes to a copy first. You test functionality and key processes. Only after positive verification do you make changes to the main site.

How to create a schedule and prioritize updates?

Not all updates are equally urgent. Being able to distinguish between priorities can make a significant difference in the security of your business.

Critical updates address serious security vulnerabilities. WordPress marks them with a red icon. These updates need to be installed immediately, within a maximum of 24 hours. Keep testing to a minimum, checking only that the site works properly.

You can schedule standard updates periodically. The first Monday of the month is a good time, as traffic to business sites is usually lower then. This gives you time for quiet testing and possible adjustments.

The monthly cycle allows you to control the situation without too much stress. You collect all available updates, test them together and install them simultaneously. This approach ensures efficiency and predictability.

Emergency updates require a special approach. Designate times on your team's calendar when you are available for emergency interventions. Establish a quick communication channel with your web host in case of problems.

Why are documentation and rollback important in updates?

Documenting may seem tedious, but it often saves weekends. Before each update, save the current versions of all components, a list of active plugins and make a copy of the database.

The procedure for undoing changes should be as simple as a washing machine manual. The backup should be ready to restore with one click. Ideally, it should be created automatically just before the upgrade.

Restore points are your insurance policy. Good backup plugins create them automatically. Make sure it doesn't take more than five minutes to restore a copy. If it doesn't, it's worth changing the tool.

The system should work even when you are not there. Your teammate or someone from an outside agency should be able to restore the site based on your documentation. Test it in practice.

Automation vs. manual control: how to find the balance?

Automatic updates can evoke mixed feelings among site owners. Some appreciate their convenience, while others tell stories of technical problems following automatic fixes.

The truth usually lies somewhere in the middle. Some updates can be safely automated, while others definitely require human oversight.

In what situations does automation work best?

For example, minor security fixes in WordPress, such as moving from version 5.8.1 to 5.8.2, can be installed automatically. These updates eliminate bugs without interfering with functionality.

WordPress automates such patches by default, which is a reasonable solution. The risk of failure is minimal, and closing security gaps is crucial.

The same is true for some plug-ins from reputable developers. Akismet or Jetpack have a stable update history, so they rarely cause problems.

Automation is especially useful for small companies that don't have ongoing technical support. Better to have imperfect protection than none at all.

What processes are not suitable for automation?

However, major WordPress updates can significantly change the performance of a site. For example, moving from version 5.8 to 5.9 is a major step forward that should always be tested manually.

Plugins from smaller developers require more caution. One erroneous code can block an entire site.

Templates should also not be updated automatically. They often change key features, and your modifications may disappear.

For online stores, automation is out of the question. A payment system failure can cost more than a programmer's monthly salary.

How to choose tools for monitoring updates?

MainWP allows you to manage multiple sites from one place. You can see available updates and decide for yourself when to install them.

ManageWP offers similar features, as well as site availability monitoring. You will receive a notification when the site stops working.

Jetpack provides monitoring and automatic backups, which is a good combination of automation and control.

How to implement a hybrid update approach?

Many companies use a mixed system. Minor security patches are installed automatically, and major changes are installed manually, after testing.

Freelancers often set up automation for smaller clients, while larger companies gain full control of the process.

Set notifications for available updates so that the system reminds you of actions, but does not do anything without your permission.

The most important thing is to match the strategy to the company's capabilities. Automation requires solid backups and quick response to any problems.

How do you choose between working with an agency or going it alone?

The decision on whether to manage updates yourself can depend on three key factors: competence, time and business risk.

In what situations can you manage on your own?

If you're running a small business with one site on WordPress, you can probably handle it on your own. All you need is someone on your team who knows the technical basics, you have some time to do things on a regular basis, and a possible site crash won't completely block your business.

Ideally, there should be a technical person on the team. She doesn't have to be a programmer, but someone who isn't afraid of the admin panel. It's important that she has time - about an hour a month for routine updates and is available for urgent situations.

What are the benefits of working with an agency?

Working with a good agency means having access to a full security ecosystem. This includes a testing environment, automatic backups, 24/7 monitoring, and rapid response in case of problems.

It's worth looking for a partner that has clear procedures. He or she should ask about the specifics of your business, know when it's best to update the online store (certainly not the Friday before a long weekend), and have a contingency plan and a contact for a technical person outside of standard business hours.

Key questions for contractors before making a decision

How quickly do you respond to critical security updates? The answer should be: within 24 hours at most.

How do you test updates? If the answer is "we install right away," you'd better look further. Professionals always use a test copy.

What happens when an update breaks a site? A good partner has a procedure for quick restoration and does not blame the customer.

Cooperation models and their costs: what to choose?

A monthly subscription is standard. It costs from 200 to 500 zlotys for a simple company website. Comprehensive support for an online store is an expense of 1000-2000 zlotys per month.

The pay-per-update model may suit small businesses. You only pay when something happens. The problem is that a critical update can come when you least expect it.

Compare this to the cost of failure. A day of a non-functioning site is not only an image loss, but also lost transactions.

How to create a contingency plan in case an upgrade fails?

Even the most carefully designed upgrade strategy sometimes fails. Murphe's rule of thumb in the IT world is that anything can go wrong at the most inopportune moment.

The most common problems after updates and how to solve them

The white screen of death is a well-known problem. Instead of content, the page shows a blank tab. Often the cause is conflicts between plugins or errors in the code.

The contact form stops working, which can be frustrating. Customers try to get in touch, but their messages don't get through. It may take some time before you notice this.

The online store displays payment errors. Every failed transaction is a direct financial loss.

The administration panel is unresponsive. The inability to log in to your own site is especially annoying when you need to change something quickly.

How to quickly diagnose problems after an upgrade?

Start by checking if the problem occurs only with you. Use a different browser, phone or ask a friend to test it.

If the page doesn't load at all, the problem may lie on the hosting side. Check the service status with your provider.

The admin panel works, but the site does not? This may suggest a template or cache problem. Try clearing the plugin cache.

Emergency contacts and escalation procedures

Have a list of emergency contacts on hand. A phone number for hosting, FTP details and a contact for an agency or programmer will come in handy.

Many problems can be quickly solved by restoring a backup. This should take no more than 15 minutes.

If the failure lasts more than an hour, turn on the communication plan.

How do you manage customer communications during a site outage?

Be proactive. It's better to report a problem before someone notices it. A short post on social media may be enough.

Avoid technical details. "We are performing maintenance work" sounds better than "the plug-in broke the database."

Give an estimated time to resolve the problem. Even if you are not sure, give customers an approximate time.

When the breakdown is over, apologize and thank them for their patience. A brief summary builds trust for the future.

What are the costs of neglect compared to regular maintenance?

Business owners often wonder about the cost. Regular updates to the site are an expense of 200-800 zloty per month, which depends on how complex the site is.

What if there is a hacking attack? The average cost of recovery is 15-40 thousand zlotys. On top of that, losses are difficult to estimate: lost transactions, legal costs, team time spent managing the crisis.

For example, a certain Cracow logistics company lost access to its system for five days after the attack. Technically, it cost them 30 thousand zlotys. But the actual losses were greater: customers started using the services of competitors, and it took almost a year to regain their trust.

How to calculate the ROI of a website security investment?

Investing 500 zloty a month for three years brings the total to 18 thousand zloty. The cost of one major failure can easily exceed this amount by double.

But the real return on investment is often less tangible. It's the peace of mind when the site is up and running at key times like Black Friday. It's the confidence that order forms work all weekend. It's the reputation of a company that "just works."

From a long-term perspective, regular upgrades turn from an operating expense into an investment in business stability.

Let's consider the comparison: regular car service versus engine replacement. Intuitively, we know which is more economical.

Summary and next steps

Website security is not an accident, but the result of a carefully thought-out strategy and regular activities.

To start with, it's a good idea to audit your current situation. Check when you last updated your site. Look for inactive plugins and evaluate the quality of backups.

First steps for your site's security:

• Install all available security updates
• Remove unused plugins and templates
• Set up automatic backups
• Create a test environment

You can take these steps today - they will take you no more than two hours.

What signals indicate that it is worth changing the approach?

If you've been putting off updates or every patch ends up crashing, it's time to change your strategy.

Are you concerned that you're afraid to make changes in the administration panel? This may suggest that you are losing control of your site.

For companies with more than 50 employees, managing the site on their own can sometimes be difficult. The cost of maintaining an internal team can outweigh outsourcing.

What are the advantages of using professional support?

At Digital Vantage, we have been involved in website security for more than a decade, having dealt with a wide variety of emergency situations.

We offer a full range of services: regular updates, security monitoring, rapid response to threats.

If you need an audit of the current state of your site, contact us. The first consultation is free of charge.

Your website deserves professional care. Just like your business.Let's talk about your business!