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So, what is a content management system? |
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The business problem
You have a website, or intranet. It has grown organically over time, and while it is very useful, it is far from perfect.
Much of the content is out-of-date or inaccurate, it's hard to find
things, updating the site is complex, and the appearance is becoming
dated.
Worse yet, you've lost track of all the pages on the site, and by
having all the changes made by your skilled webmaster, the updates are
piling up in their in-tray.
What was on the site last week, or last year? You couldn't say. In the
back of your mind, you know that this could leave you in a difficult
position if a customer sues, but there is little that you can do.
If this sounds grim, you are not alone. In fact, it's the natural
by-product of maintaining a site using manual tools such as Dreamweaver
or Frontpage.
Thankfully, these problems are what a content management system is specifically designed to solve.
CMS: A working definition
A content management system (CMS) supports the creation, management,
distribution, publishing, and discovery of corporate information.
It covers the complete lifecycle of the pages on your site, from
providing simple tools to create the content, through to publishing,
and finally to archiving.
It also provides the ability to manage the structure of the site, the
appearance of the published pages, and the navigation provided to the
users.
Note that we are focusing on the most common use of a CMS: to manage
web content. In some circles, these systems are therefore called web
management systems (WMS ).
Content management systems can be much broader than this, but we won't touch upon these aspects until later.
Business benefits
There are a wide range of business benefits that can be obtained by implementing a CMS, including:
- streamlined authoring process
- faster turnaround time for new pages and changes
- greater consistency
- improved site navigation
- increased site flexibility
- support for decentralised authoring
- increased security
- reduced duplication of information
- greater capacity for growth
- reduced site maintenance costs
Beyond these, the greatest benefit the CMS can provide is to support your business goals and strategies.
For example, the CMS can help to improve sales, increase user satisfaction, or assist in communicating with the public.
Anatomy of a CMS
The functionality of a content management system can be broken down into several main categories:
- content creation
- content management
- publishing
- presentation
Each of these will be explored in the following sections.
The CMS manages the entire lifecycle of pages,
from creation to archival
Content creation
At the front of a content management system is an easy-to-use authoring
environment, designed to work like Word. This provides a non-technical
way of creating new pages or updating content, without having to know
any HTML .
The CMS also allows you to manage the structure of the site. That is,
where the pages go, and how they are linked together. Many even offer
simple drag-and-drop restructuring of the site, without breaking any
links.
Almost all content management systems now provide a web-based authoring
environment, which further simplifies implementation, and allows
content updating to be done remotely.
It is this authoring tool that is the key to the success of the CMS. By
providing a simple mechanism for maintaining the site, authoring can be
devolved out into the business itself. For example, your marketing
manager maintains the press release section, while your product manager
keeps the catalogue up to date.
Content management
Once a page has been created, it is saved into a central repository in
the CMS. This stores all the content of the site, along with the other
supporting details.
This central repository allows a range of useful features to be provided by the CMS:
- Keeping track of all the versions of a page, and who changed what and when.
- Ensuring that each user can only change the section of the site they are responsible for.
- Integration with existing information sources and IT systems.
Most importantly, the CMS provides a range of workflow capabilities. These are best explained by giving an example:
When the page is created by an author, it is automatically sent to
their manager for approval, and then to the central web team for their
editorial review. It is finally sent to the legal team for their
sign-off, before being automatically published to the site.
At each step, the CMS manages the status of the page, notifying the people involved, and escalating jobs where required.
In this way, the workflow capabilities allow more authors to be
involved in the management of the site, while maintaining strict
control over the quality, accuracy and consistency of the information.
Workflow rules bring order to the chaos of manual processes
Publishing
Once the final content is in the repository, it can then be published out to either the website or intranet.
Content management systems boast powerful publishing engines which
allow the appearance and page layout of the site to be applied
automatically during publishing. It may also allow the same content to
be published to multiple sites.
Of course, every site looks different, so the CMS lets the graphic
designers and web developers specify the appearance that is applied by
the system.
These publishing capabilities ensure that the pages are consistent
across the entire site, and enable a very high standard of appearance.
This also allows the authors to concentrate on writing the content, by leaving the look of the site entirely to the CMS.
The CMS fully automates the publishing of your site
Presentation
The content management system can also provide a number of features to enhance the quality and effectiveness of the site itself.
As an example, the CMS will build the site navigation for you, by reading the structure straight out of the content repository.
It also makes it easy to support multiple browsers, or users with
accessibility issues. The CMS can be used to make your site dynamic and
interactive, thereby enhancing the site's impact.
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