Tips to help you pick the right content management system

In this digital world where content is king, there is a lot of digital content created, gathered and shared. So whether your business is a new one or a well-established one, remember that CMS or content management system is crucial. Managing the web content as well as the enterprise content can all be done like a pro when you have the best content management system in place. The moment you start searching for a CMS is when you realize that there are so many options out there.

WCM vs ECM- which one do you really need?

Almost all the businesses require both ECM (enterprise content management) and WCM (web content management). With the importance of having a digital presence, web content is now increasing. The type of business, the number of transactions that happen online and various other factors determine the volume of web content to be handled. As complicated as it might get, there are firms that can handle any amount of web content. Enterprise content management is something that has always been happening. This is the method of handling the content that exists within an enterprise. Whether it is enterprise content or web content, there has to be a good strategy in place.

Planning to invest in your first content management system?

Content management tools of the present time are pretty sophisticated and they can handle any type of data easily. So most of the businesses these days prefer leaving the management of the content to the experts. When it comes to outsourcing this task, a lot of care is taken because there is critical content being handled by a third party. If it is all very overwhelming, then here are a few things to remember so that you can be sure that you have picked nothing but the best, from the many options available.

Budget requirements

Contrary to the common misconception CMS is not always expensive. The type of services chosen and the exact features that you would require to determine the cost of services. Also for the small businesses, there are a few CMS providers who do not charge a fortune.

Once you are clear about the budget available at your disposal, the valuation of the CMS needs should also take place. This would help you understand how much money would actually be involved in managing the web and the enterprise content. With this information at hand, you would know whether you are getting what you are paying for.

Data structuring options

Understand the kind of flexibility offered for the content repositories. The delivery of structured data is one main reason why most people seek the help of a CMS. Every organization has data. But how this content is being interpreted and how it is being shared among the teams in the enterprise and how it is presented to the customers are all important.

When the chosen content management system is able to offer flexible repositories for the data then the maintenance of a clear website is easy. You can also easily increase the traffic and achieve interlinking with ease. When relevant content is being presented to every user this results in a great user experience.

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The Transition Process

Look for a CMS that is easy to integrate with the existing system. For new businesses getting a content management system on board is quite simple. But for the established businesses the new content management system should not cause any friction in the existing system. The transition phase does take time. This time can be shortened if you find a CMS that can be integrated into the existing systems easily. Also if there are other technologies being used for the enterprise management then the new CMS should be able to seamlessly connect with and co-exist among them.


If the content management system can easily be expanded as the business grows then it would be very convenient for a growing business. This system can be very practical for a small business. There would also be the ability to handle any volume of data. There are a few content management systems that are backed by large web farms. These systems can make use of the web farms when an extra data handling capacity is expected. A great performance can be expected out of websites small and big with the help of such CMS. And all these features would be made available without adding too much to the overhead costs.

Level of customization allowed

When you look at the actual functionality of the CMS, the features it offers you would be able to find the best one that suits your demands. There are many that offer all the standard option of creation and basic editing of the web content. But not many are known to offer greater levels of customization. This is one feature that most businesses look for today. In fact, when you look at the editor you would be able to get a glimpse of the type of features to expect. The personalized experience was once a luxury addition to the web experience. But today with the competition getting tougher the standards have been raised.

It is not very easy to satisfy customers as nearly all the websites are offering personalized interfaces. So to be able to offer this level of personalization you should be able to find a CMS that allows the control and the ability to add this personalization. This would be one way in which you can channelize the relevant content to the customers. Having great content editors would not be sufficient. These features should also be easy to access and easy to use.

How stable is the chosen CMS

Stability of the content management system is what makes it a dependable choice. You would be able to better understand whether the system is stable only after you actually start using it. One easy way is to look for recommendations and feedback from the previous users. Another way is to study the type of quality assurance methodologies implemented.

Control and permissions

Given that the content management system would have access to such critical data you should be cautious about the control and the permission terms. Not all contributors would have to be given editing rights. The ability to set controlled permissions is one main aspect that sets apart a good CMS from the others. Remember that with the data size increases there might also be an increase in the number of contributors. That would be when stricter authentication steps are required. If you find a system that easily separates the various roles and allow the establishment of dedicated approvers and editors, then it would be the best option to consider.

Support for multiple languages

Having a great customer care team is one thing. But being able to cater to the queries of customers from across the world, customers who speak different languages is something that really pleases the customers. Look for a content management system that comes with a multilingual support so that content doesn’t always have to language specific. This is also part of the scalability aspect. If you plan to expand your business, if you plan to enter the global market then multilingual support is an indispensable feature.

Response to the concerns

The features of every CMS vary and each system might appear different to actually use. And for the editors, the job is going to be tougher. If the CMS provider offers good support then it would make the process of integration simpler. There are many vendors that even assist in providing the essential training for editors and others with absolute control and full access to all the features. This makes it easy to get along with the system and to avoid expensive errors that result out of improper use of the features. If the CMS provider’s customer support round the clock, then it would be easier in the beginning when help might be required on several occasions. When you choose a CMS it is a long-term decision in most cases. So it always makes sense to spend as much time as possible so that you end up with the right content management system which can grow along with your business. Data handling and future upgrades would all become so much simpler when there is a reliable CMS vendor to support you.