I wrote this a while back as a guide for clients who where thinking of redeveloping their website and thought i would put up on the blog. Content Management Systems (CMS) have come along way since this was written so I will update it but it still has some valid and valuable points…
BENEFITS OF A CMS
Benefits of a Content Management System
A Content Management System (CMS) provides a range of benefits over traditional static HTML pages. The main benefits of a Content Management System are:
Fast & Reliable Updates
The single largest benefit of using a content management system to administer a website is the ability for authorised personnel to edit the content which appears on the web pages without having to have any prior knowledge of web development. The success of many of today’s popular and successful websites owes a lot to the frequency with which content is updated. The use of a CMS system allows company personnel to update the sites content easily and frequently ensuring users return regularly.
The majority of CMS systems work very much like the popular MS Word office application making them very intuitive to users. These systems also provide a variety of additional functionality to ensure the integrity of the site, e.g. Work flow process, version control and Staging area’s. The document below outlines the main benefits of additional functionality.
Training
One of the main benefits of a web based Content Management System is the reduced training requirements for users to be able to access the system. No prior HTML experience is required to enter data or control it’s formatting. Control of formatting can vary depending on the content ensuring pages always conform to expectations while still providing users with the flexibility they would need and expect.
Web Access
A Content Management System would provide one central web area to edit content. The main benefit to this that a user can access, modify and publish content from anywhere in the world; as long as they had access to a web browser and the site. This reduces licensing costs and restrictions on user locations as the majority of computers now have both web access and a web browser. When this is used in conjunction with workflows and security policies it leads to a highly efficient and secure system which is still flexible enough to meet the requirements of an ever growing and changing intranet.
Workflow
Workflow ensures that no content can appear on a site without having been checked and signed off by a variety of users. This guarantees that no content can appear on a site ‘accidentally’ and that the content has been checked for spelling errors, accuracy and validity at each stage before being published. This also provides an audit trail which ensures users are accountable for changes and allows administrators to track user actions and the progress of work
A typical work-flow could be:
Componentisation
Componentisation allows for content on a page to be broken down into independent objects and for content to be divorced from its presentation. It also allows for pages to be accessed and modified by multiple uses simultaneously as each one can work on different areas without affecting the other.
Work Distribution
As content on the intranet will be controlled by hundreds of users, a Content Management System would ensure that a variety of users could work simultaneously on different content on the same page or across multiple pages. At the same time it also prevents users from editing the same content at the same time.
Advance Editing
Content held within a Content Management System can be preset to be published at set times allowing content to be edited but not published until an approved time. This is particularly useful with industry news and events where early release of information can be detrimental to the company and its employees.
Versioning
Versioning ensures that every change to a page or component on the site is stored so that items can be easily and quickly rolled back to a previous state without having to re-edit them. It also provides administrators with information on the date and time of changes as well as the users involved.
Globalisation
An ever growing percentage of web users first’s Language is not English and represent a lucrative market if a website can accommodate their Cultural needs including Language and Interface variations. A CMS system provides an easy way to create pages which can service a number of languages and cultures without requiring new pages or sites to be created. Access to the CMS can be given to Language specialist to allow companies to outsource translation work without jeopardising the integrity of the site.
Blue Printing
Blue printing is the process by which child sites can be created using a parent site as a template. The child site is then able to inherit all the structure, content and functionality of the parent site which can be customised and built upon. This enables site administrators to quickly and easily roll out new websites or micro-sites with the minimum of effort.
Storage
A Content Management System provides a centralised storage location for all content on a site be it simple text, binary files or multimedia objects. The benefits of this are that assets can be accessed globally, tracked and backed-up. It also ensures that content is stored in a structured format which allows it to be easily located by users.
Backup
As content is stored in one central location, backing up and restoring data to all areas of a site can be easily managed from the central location by very few staff.
Publishing
Content Management Systems provide the ability to publish content to a variety of targets. Not only does this mean that content can be published to a server for testing and approval but it also means that different content can be published to a variety of websites while still being maintained in a central location and without duplication. Another ability of Content Management Systems is to enable the same content to be published to a variety of clients for example: Web, PDA’s and Cell phones, without requiring content to be inputted multiple times.
Security
Content Management Systems allow access to different areas to be restricted to the users who are in charge of a particular area of a site. For example, content editors can freely edit content but only authorised personnel would actually be able to publish content once it had passed through the work-flow system. Equally on authorised users would be able to change the presentation and layout of content. Different types of content can also be assigned to different users allowing designers to change graphics without them being able to change textual content.
Search & Locate
As a Content Management System ensures content is stored in a central structured format it provides users with the ability to easily locate resources which would otherwise be dispersed across a variety of locations and computers.