Content management systems (CMSs) have been available for years and have recently been gaining in popularity. A particular trend is the use of Web content management systems (WCMSs). One reason? The economy. Some organizations are trying to cut expenses by performing previously outsourced tasks in-house. But what are content management systems? How do you know if they are the best approach for you? And how can you use them?
There are many different kinds of CMSs. A broad understanding of a CMS is that it helps you manage and publish a Web site while allowing you to update site content with limited technical know-how. Some of the benefits are that:
- Multiple users can edit the content of the site, which reduces bottlenecking
- It makes frequent site updates easier
- Non-technical users who can’t write HTML or CSS code can edit content directly in the browser
- There may be lower costs associated with maintaining Web-based CMS, and companies need not buy software like Dreamweaver, FrontPage, GoLive or an HTML editor
- CMS offers uniform pages, so multiple users don’t stray from the overall design
However, a company considering using a CMS should also be aware of possible concerns, including the effect it may have on search engine optimization (SEO) and page load speed. So how can you decide whether this is the best option for your company? Here are some questions to ask:
- What are the editing and updating needs, in terms of frequency and complexity?
- Is there a system in place to ensure that the people updating content will adhere to quality control guidelines?
- Are there adequate personnel or expertise to manage the CMS?
This last question addresses a popular myth about CMS: that CMS will automate every step of site updates. The fact is that content creation still requires management of workflow and respect for deadlines.
If you are in doubt about whether CMS fits your needs, you may decide it’s best to outsource site maintenance to a professional with technical expertise. Or you may want to consider the dual-benefit approach that some companies enjoy: using CMS to allow regular in-house updates, while depending on the services of a professional or expert team for their major design capabilities, and to ensure the overall management of site integrity.
At the end of the day, it’s wise to remember that CMS is a tool, and like any tool, its utility is a function of its users’ expertise, its users’ understanding of its capabilities and recognition of its benefits and limitations.
