Guide

Content management systems

Advantages of using a content management system

There are many advantages to using content management systems (CMS). These are not limited to websites with dynamic, interactive or regularly changing content.

Advantages of CMS

Compared to static HTML websites, key benefits of CMS include:

  • user-friendliness
  • quick deployment
  • ease of maintenance, including updates
  • cost-efficiency, especially with out-the-box solutions, open source or freeware
  • extendable functionality, through a large number of plugins and extensions
  • SEO-friendly features
  • developer and community support

One of the main advantages of CMS is that it enables non-technically minded users to create functional pages or upload and modify content themselves, without having to outsource the work to a webmaster or understand programming languages such as HTML or PHP.

Disadvantages of content management systems

Despite their many benefits, there are a few common problems to consider before choosing a CMS. For example:

  • there may be hidden costs (eg with implementation, customisation, support or training)
  • you may need significant server resources for certain types of CMS
  • you will need to apply regular upgrades and patches to ensure your software is secure

In addition, with some proprietary solutions it may be:

  • difficult or expensive to customise
  • tricky to export data or move away to another platform
  • challenging to be locked in with only one supplier

Importance of CMS to your business

If you carefully source and implement the right CMS for your web project, it can help you:

  • streamline your authoring process
  • update your website remotely, as and when needed
  • ensure consistency in appearance and 'look and feel' of the website
  • customise your website to meet your precise business needs
  • use non-technical staff to make updates, although they may need basic training
  • reduce website maintenance costs
  • eliminate the need for web developers or webmasters for simple content updates
  • integrate your website with other business applications, such as customer relationship and asset management systems
  • store archived content, either for future use or reference
  • use dynamic marketing to improve sales or user satisfaction
  • optimise your website and content for search engines or mobile use

To make the most of these benefits, you will need to define:

  • your workflows and processes
  • your technical requirements

This involves deciding who should have access to the CMS, and at what level. You should also establish the approval procedures for creating, publishing and managing your digital content.

For more information, see our content management system requirements checklist and find tips to help you choose the best CMS for your business.