Did you know you do not necessarily need the technical know-how to create or manage a website? That’s right, with the right knowledge and a little research, you can design like a master. How is this done? Through Content Management System (cms).
Content management system definition is a software that helps users create, manage, and modify content on a website without technical knowledge. In other words, a CMS lets you build a website without needing to write code from scratch (or even know how to code).
Proper handling of content is inevitable for both business and personal causes nowadays. Starting from the most miniature blog to the most giant corporate website, everything goes back to the principal component: a Content Management System.
A CMS content management system does not only facilitate the creation, editing, and publishing of a piece of content but also many other features that can help maintain a site in the best possible way. Knowing the key features of what is a content management system will guide one in selecting the best to use according to one's needs.
Key Features of Content Management Systems
We now know what is a Content Management System is, but we also need to know the key features you will encounter while using one. These features are essential to mastering CMSs.
1. User-Friendly Interface
User-friendly interface is one of the banes of a content management system. It must promise to make such a system easy to use for any user, regardless of their technical level. The most important features that can help manage content are an intuitive dashboard, well-thought-out navigation, and all tools. For instance, WordPress is one of the most popular CMS content management system, with a straightforward interface, so both newbies and experienced people like it very much.
2. Fine-tuning and Formatting Content
A good CMS will have strong content editing and formatting features, among other things, including WYSIWYG, which makes it easy for users to create and format content without necessarily understanding HTML and CSS. Some features include support for drag-and-drop, support of templates, and media management. For example, Joomla and Drupal offer new, powerful content authoring and editing experiences, empowering users to easily create visually pleasing, structured content.
3. Content Versioning and Archiving
Content versioning and archiving are two significant requirements for an organization that regularly updates content. With the help of versioning, users can keep track of all the changes done and even revert to any older version. Also, content history can be maintained. Archiving helps maintain old and unused content without deleting it and keeping it safe. The extent of versioning and archiving in some cases like Sitecore and Umbraco are comprehensive, thus ensuring efficient management of content over time.
4. Workflow Management
Most content manager systems have workflow management as a feature, allowing teams to work in an uninterrupted flow. This is done by defining the roles, permissions, and automated content approval workflows. Of course, this is especially true for large organizations with many contributors. For instance, Kentico and Magnolia include unmatched workflow management tools featuring a seamless content creation, review, and publishing process to ensure that only approved content goes live.
5. Multi-Channel Publishing
A web content management system should cater to multi-channel publishing in today's multi-device world. This content can be created once and then given out across multiple channels, like any combination of websites, mobile apps, or social media. A good CMS will ensure the content is best optimized for each platform. For instance, Adobe Experience Manager allows multi-channel content delivery, ensuring a better method for enterprises to sustain brand consistency across different digital touchpoints.
6. SEO Tools Integration
Search engine optimization is the key to attracting visitors to your website. In this context, a web content management system tool with integrated SEO tools can contribute significantly to the searchability of your content. Such tools include meta tag editing, XML sitemap generation, or schema markup. In this regard, WordPress, equipped with plugins such as Yoast SEO and Magento, is tailor-made for eCommerce sites, and both feature excellent SEO capabilities to boost search rankings.
7. Security Features
Strong security is a must for any website, and the CMS you decide to run should have robust and built-in security features to keep your content and data very safe. The CMS content management system tool should also support encryption and regular updates of all its components. That includes user permissions. WordPress and Joomla have hundreds of security plugins available in addition to the native security facilities they have. Simultaneously, the enterprise-grade CMS contains high-security features like multilevel existence passphrase-protected multi-factor authentication and security role-based access.
8. Scalability and Flexibility
As your business grows, so does the need for content. A scalable CMS should handle rises in traffic, content, and users without a performance hitch. It should also be flexible enough to allow the content manager system to evolve with your business through new features and integrations. It has been recognized that Drupal is very scalable and thus highly demanded by large companies with complex requirements for content management.
9. Analytics and Reporting
This is fundamental for informed decisions on the performance of content. A CMS with inbuilt analytics and reporting tool capability gains insights about user behavior, content engagement, and overall site performance. Some of the best platforms here include HubSpot and WordPress (integrated with Google Analytics) that allow for easy and detailed access to the analytics dashboard view to keep track of your content strategy.
10. Integration Capabilities
Someone should be able to connect the modern CMS to any of the third-party tools and services, like CRM systems, marketing automation, or e-commerce. I mean, this enhances the flow of information and functionality for your website: for instance, Salesforce CMS is allowed to easily integrate with Salesforce CRM so that content, along with customer data, can be managed in one place.
Categorization of Web Content Management Systems
After knowing the content management system definition, understanding the diversity of available web content management systems will help you during the selection process. Below are general categories of the CMSs and software examples that can be used for the category:
● Classic CMSs
A monolithic CMS, or coupled CMS, tries to combine content authoring and presentation mechanisms in one application. These are most suitable for use in scenarios where content is published directly on the web.
Examples include WordPress, Joomla, Drupal
● Headless CMS
A headless CMS is an ideal solution for developers who need to serve content on various platforms—websites, mobile apps, or IoT—by using them headlessly or, in other words, through APIs.
Example: Contentful, Strapi, Prismic
● Decoupled CMS
A decoupled CMS is like a headless CMS, though with more assumptions around the front end. It means the content is created and held within it, and then it's sent out to the front-end presentation through their provided APIs. It has more flexibility in terms of content delivery compared to the rest.
Examples include ButterCMS, Magnolia, and Kentico
Open Source vs Proprietary CMS
Most open-source CMS platforms are free to use and can be customized by developers who want to improve them. Other CMS platforms are developed and serviced by commercial companies and are proprietary in nature, allowing the company to provide dedicated support for advanced features.
Open Source Example: WordPress, Joomla, Drupal
Proprietary Example: Adobe Experience Manager, Sitecore, Kentico
Conclusion
Choosing the type of content management system for digital content and media management has been essential. This would enable you to get on a better explanatory move, focusing on the significant characteristics that a CMS should have: a user-friendly interface, robust security, high scalability, and integration capabilities.
It also lets you find the most appropriate platform, considering the bundle of existing CMS types and respective examples. Ultimately, a suitable CMS can streamline all your content management processes and significantly contribute to the overall success of your digital presence.
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FAQs
What is the most common type of CMS?
WordPress is the most popular and widely used CMS on the market. It is used by 43.2% of all websites and offers an open-source, free-to-use web hosting platform.
Is Google a content management system?
Google Sites has a built-in content management system (CMS) that lets you see revision histories and revert to previous versions. The preferable answer is that Google has the CMS it uses.
Can I build my own CMS?
With the right tools and careful planning, you can build a customized CMS that suits your and your users' needs. First, you must define your requirements and plan your architecture. Then, you need to build your CMS's backend and front end, add advanced features, and test them.
Which is the easiest CMS to use?
WordPress is the most popular CMS site builder in the world. It's easy to use, has many features, and is suitable for storing and organizing content files. It's also built for SEO. In WordPress, you can define user roles, like administrator, editor, and contributor, which grant each user-specific permissions.