Having a reliable content management system (CMS) is essential for creators who need an efficient, secure way to store, manage, and publish content. The right CMS can make it easier to post projects on time and in a beautiful, organized fashion.
To help you find the best system for your specific needs, this article will outline the X features to look for when shopping for content management software.
What is a Content Management System?
A content management system offers tools for managing any type of digital content, from text to multimedia files. With this system, content creators can create, edit, organize, and publish content on the web easier and faster.
Content management software can be used for different purposes—websites, blogs, online stores, and digital documents. It’s an essential tool if you’re looking to create or maintain an online presence quickly and efficiently.
Types of Content Management Systems
There are many types of CMS available, each offering different features and capabilities to meet your specific needs.
1. Component Content Management System (CCMS)
Enables content creators to create, manage, and deliver large volumes of content in multiple formats. It also allows for the integration of text, graphics, videos, audio clips, and other digital assets into a single platform.
2. Enterprise Content Management System (ECM)
Automates processes, such as document creation, workflow management, version control, and security protocols. With an ECM system, you can ensure that your content remains organized and secure at all times.
3. Digital Asset Management System (DAM)
Enables you to easily search for specific assets by keywords or tags and provides a convenient way to share them with your team or partners. DAMs also offer powerful features, such as file format conversions for different media types and automated metadata creation.
4. Document Management System (DMS)
Includes a version control feature that allows content creators to keep track of changes made to the document over time and set different levels of user access. DMS also helps streamline the document approval process and archiving of old or inactive files.
5. Web Content Management System (WCMS)
You can use WCMS to create blogs, eCommerce stores, or even complex websites with multiple pages and interactive features like forms and galleries. With this tool, you can optimize your site’s user experience and drive more traffic without the need for extensive technical expertise.
Top Features of Content Management System
Let’s get to business. Here are the top features you should consider when choosing the best CMS for your content.
1. Creating and Editing Content
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As a minimum requirement, your content management system should let you easily create and edit content. After all, this is the very core of the content creation process.
2. Intuitive Dashboard
The dashboard should have clear buttons and labels that make it easy to find what you need with minimal effort. The goal is to navigate your CMS with ease, so you can add, edit, or delete content with little to no frustration.
3. In-Context Help and Great Documentation
As featured in NI Business Info’s article, these are two of the most important CMS features. With in-context help, you can quickly get the information you need right at your fingertips. Great documentation is also essential in the form of step-by-step instructions, videos and tutorials, FAQs, and discussion forums.
4. Speed and Efficiency
Look for a system that processes tasks quickly—it's important to find one that’ll help you get projects completed on time. You should also look for speed in terms of collaboration. Make sure there are comments and feedback systems so multiple collaborators can communicate in real-time.
Imagine this: you’ve worked hard to create and optimize your digital content, only to wake up one day to know there’s a security breach. In the online world, having advanced security features is essential to protect your content from malicious threats. So, choose a CMS with two-factor authentication or automated backups.
6. Multi-Language Content Creation
Using a system with multi-language capabilities means you can keep your global audience engaged and informed no matter what language they speak. You can also use this tool to expand your reach and build relationships with international customers.
7. Pre-Built Templates
What’s better than having software that provides ready-made designs and customization options? According to a survey by First Site Guide, 43.6% of web pages are custom-built with content management systems.
A CMS with pre-built templates allows you to create a visually appealing experience for your audience. As a result, you can focus on creating great content instead of spending time building a web page from scratch.
8. Automated Tracking and Scheduling
A CMS with automated tracking and scheduling capabilities allows content creators to plan ahead, ensure the timely delivery of work, and track progress easily. For example, Orangedox's Google workspace tracking app allows you to monitor your workloads and know whenever your page is opened.
With this, you can collect marketing leads easily and identify areas where you need more focus. Additionally, automated scheduling enables you to manage multiple deadlines at once without manually adjusting dates or times on every project you’re working on.
9. SEO Optimization
This feature will help you maximize your web presence and engagement. For instance, some systems allow the customization of titles and meta descriptions for each page, which helps you appear more prominently on SERPs.
Other helpful SEO features include automated redirects for old links when URLs change, image alt tags for improved accessibility, and the ability to create custom URL structures based on keywords.
10. Workflows and Reporting
Workflows allow you to create a standardized process for producing, publishing, and maintaining your content across all platforms. Reporting capabilities, on the other hand, enable you to gain insights regarding how audiences are engaging with your content.
By choosing a CMS with workflows and reporting capabilities, you can optimize the creation of your online media and improve audience engagement overall.
11. Robust Integrations
Ensure that the software you choose can seamlessly sync with third-party platforms, such as email marketing services or the best project management tools. Connecting an email marketing service allows for seamless data sharing and improved outreach campaigns.
Project management tools, such as these alternatives to Trello, enable easy collaboration on tasks within one platform. Overall, integrations increase productivity and help you build stronger relationships with your target audience.
Advantages of Content Management System
There are numerous advantages to using a CMS, including:
- Greater control over the website: With CMS, you can quickly update page layouts or add new pages without relying on a web development team.
- Increased user engagement: Using a content management system enables you to create dynamic content that appeals to your target audiences’ preferences. You can also add interactive elements, such as forums or polls, to keep visitors engaged on your website.
- Improved search engine ranking: The optimization features of CMS can mean higher rankings in organic search results. Additionally, keyword-rich URLs make it easier for bots and crawlers to find specific pages within the website. This helps improve visibility and overall website traffic.
Optimize Content with the Best CMS Solution
Reports from GlobeNewswire showed that the content management software market size will hit around $25.5 billion by 2028. And it’s important to understand the different CMS features and benefits so you can use the software to your advantage.
User-friendly design, customizability, collaboration tools, and analytics capabilities are some of the must-have features that allow you to optimize your content creation process. You should also keep in mind your team size and budget limitations when deciding which software to purchase.
Our advice? Do your research so you can find the system that's perfect for you, and get started on creating amazing content today!