Why Businesses Need to Have a Content Management System for Easy Content Placement?

Web Design & Dev
Pratip Biswas 12 October, 2020
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Remember this iconic scene – from A Dog’s Life? Think about this – a silent movie, dated 1918 and yet the scenes were pregnant with content. Apart from the obvious excellence from Sir Charles Spencer Chaplin, what you recollect from your viewing of the movie is its marvelous cinematography, unique script, and the cuteness of the puppy! When 1918 bridled the expertise and importance of content, they were probably not yet in the light of how important this would get in 2020. Standing in this year, surfing through the 15 seconds of TikTok, 5 minutes of Facebook videos, 30 seconds of Instagram videos, and customizable live videos – we can safely say, content is all that matters. Undoubtedly, an effective CMS for businesses is a tool that facilitates the work.

Charlie Chaplin and content

While content expanded, as with any creation, the need to manage it too grew. This runs especially true for enterprises seeking to weave in their story on the online platform via their websites. This was well-addressed by the ultimate solution of Content Management Systems or CMS, the ultimate technology partner. This system came as an Elixir-like solution for businesses struggling with their knowledge about content placement.

1. Challenges Faced by Businesses Regarding Content Placement

@Entrepreneurs, take no offense, but you are equipped to concentrate on issues that are considered central to a client’s lives. Hence, you fall behind on building up that much-needed repute with your clients. One of the essential factors here involves content placement.

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What businesses fail to acknowledge is that content placement has a lot to do with building the audience for the brand. True your website should be designed well enough (P.S. you can always lean on the top website design companies in New York for that), and it should be developed by the proficients in the field. However, cultivating a relationship with the client requires optimal content placement.

So, what is it that is getting the entrepreneurs in the backfoot with content placement? Let’s touch some nerves, shall we?

A. Management of Sensitive Material with CMS for Businesses

It’s pandemic time in 2020. The last thing that any entrepreneur wants is compliance violations and litigation issues. These are sure-fire results in case of amateur content placement that can lead to the disclosure of personal or sensitive information. The risk would be too high for the repute of the enterprise. And considering the recent competition among organizations, are they willing to take it? We guess, not!

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B. Versioning

Any content, like the one here, undergoes multiple edits, based on multiple factors that comprise site requirement, calibrated audience preferences, any updates to be included, etc.

One of the most obvious hurdles, in this case, is keeping track of the updated content. Imagine the colossal waste of financial and time resources in case employees work on any older versions of the content. Businesses thus are frantic about tracking down the last employee who worked on the content file.

C. Lost Time Searching for Content

As per the recent trend, multichannel marketing is a prevalent and preferred mode. Thus, each content requires broadcast or backing content on diverse platforms. With such colossal content volume, losing the breadcrumbs of content is a possibility. The risk involved is tremendous. A lost content and the efforts and time involved to retrieve the same can adversely impact the productivity of a brand’s team.

D. Lack of Data Insights

The recent times hold witness to – ‘document everywhere’ scenario. Such documents in the repository can be a source of insightful data. However, businesses might be losing out on this due to their lack of resources to analyze the data.

E. Costs of Managing Unstructured Content

Content in its free-form layout is much like an uncut diamond. In the case of the latter, skilled craftsmen are involved to bring out the shine and the shape of the valuable diamond.

Without this stage, diamonds are, in our very own Sheldon Cooper’s words, “Diamonds. Crystalized carbon”; however, post the cutting, diamonds become valued as Cooper says, “….just because you have some carbon with the atoms stacked neatly, you expect me to plunk down thousands of dollars.”

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The same goes for content. Businesses would require effort and time to process the raw content and streamline it as per business requirements. What gets on the nerves of business owners is the cost involved in managing this unstructured content.

So, there you go. The entire list of headaches for business owners in terms of content placement. As its much-needed pain-relief surfaced the ultimate technology partner – Content Management System or CMS. However, this is a deep rabbit-hole and you would need guidance with it. Let’s start on with the hierarchical approach to the system. Hop on!

2. Content Management System (CMS) To The Rescue

Witnessing the struggle that companies were undergoing to channelize their content placement, some software Samaritan possibly came up with this unique platform of CMS. The primary target of this was to enable businesses to edit, manage, and maintain websites over a single interface sans any dependence on the specialization of technical knowledge.

With the elimination of the requirement of programming, entrepreneurs have their hands on a convenient and friendly platform that would aid them in their content placement. With this platform at their fingertips, companies can take a shot at the best possible content placement structure. However, the benefit of CMS is not conclusive to this.

Take a look, at what you gain with a choice of your suitable CMS.

3. The Cherry On The Top For CMS – Benefits

The primary requisite that led to the development of CMS is the need to enhance data organization, content usage, and enterprise productivity. This endeavor is supported by offering management capabilities to business users and mitigates their dependence on IT resources.

However, there are a few other benefits that tag along in addition to the content placement ideas. Here are the consolidated formats for that.

A. Instant Updates of CMS for Businesses

A suitable CMS aids users in managing, structuring, and controlling content. This enables site owners to be swift in their ability to make the required changes on the existing content via the single dashboard available for the CMS platform. Also, you can quickly publish the edited content on the sites.

B. Anywhere Access

With CMS, enterprises have an added leverage of being accessible to users from any device with an internet connection. For companies comprising large teams, users can enjoy the benefit of remote access to the platform sans compromising the security of content.

C. Improved Speed

For every business, CMS gets them their desired speed on publishing content and essential news. Needless to say, this meets the expectations of potential and existing clients too. With a considerable reduction in time for creation and publication of content, businesses have an upper hand over their competitors in the field.

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D. Easy Integration of CMS for Businesses with Platforms

One of the major hurdles that enterprises face with content placement is the coded information for content. With the Content Management System, the issue is well-addressed. The platform offers information that is extracted from databases that are supervised by authorized individuals.

CMS, thus, paves the way to convenient integration, which further leads to easy repurposing or updating of content. With certain versions of CMS, users can also enjoy social media platform integrations for content.

E. SEO friendly

In contrast with the rumors about SEO getting outdated, it is still thriving. Frequent updates in the SEO front and its crucial role in scaling the SERP make it ideal to choose CRMs considering that it brings with it a gamut of content management tools to ensure the creation of updated SEO content.

Considering that businesses have chosen a suitable CMS, they might find the benefits of associated accessibility and usability methodologies sans the inclusion of any additional plugins.

With some specific platforms, users can also have access to SEO tools or certain specific extensions that suffice the purpose. This comprises – contact forms, sitemap plugins, and meta tag plugins. Such tools are effective to enhance the SERP for pages.

F. Improved Workflow

Considering that CMS offers enhanced speed towards the creation and publication of content, the content volume soars dramatically. This means the involvement of ‘too many cooks’ involved in the creation and publication methodology. With CMS, you can streamline this entire workflow in an organized pattern.

Subsequently, employees with the agile software development process have convenient access to the workflow, can review and gain approval from the workflow system.

G. Improved Collaboration

With its sharing content feature, CMS platforms are all about team building and team-based approach. Teams have the power to manage the content production line effectively. Needless to say, this has a positive impact on the workflow and team-building of enterprises.

H. Enhanced Security of CMS for Businesses

With hackers getting incredibly ‘skilled’, entrepreneurs are in a state of ‘constant vigilance’! Another approach to meet with this widening security breach is with a choice of a suitable CMS platform. CMS should get periodical updates to meet the existing security concerns that include both viruses and hackers.

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Therefore, with a CMS version at the fingertips of enterprises, they can lean on automatic updates and its additional feature of consistent plugin maintenance that safeguard the security of content.

As you might have noticed by now, a lot of the benefits mentioned above are vastly dependent on the choice of CMS. With a variety of software providers involved, it is crucial to sieve out the one that best caters to the professional interest of the business concerned. To do this, business-owners must, first, come clear about their priority list of features. Based on that, they can go ahead with their selection methodology.

4. Key Features You Should Be Seeking In Your Chosen CMS for Businesses

With online presence spiked at random, more and more businesses are seeking out CMS to meet their struggles of content placement. While clients look around to enhance their omnichannel experiences amid a plethora of digital solutions, service providers of CMS are offering multiple varieties of the platform. This helps offer content control to the enterprise in question in the backdrop of increased demand and supply of content.

Based on the industry that your business is involved in, you would need to check out for the highlighted characteristics of the would-be- corporate learning management system of your choice. Here are some of its highly preferred features –

A. Smart Indexing

Hard about intelligent retrieval, indexing, and search features for data? Enablers are often bank on the smart indexing feature to search content by attributes. These key elements comprise – author name, publication date, or the keywords included in the content.

B. Extensibility and API

Customization is the call of the era. Even with CMS platforms, this becomes crucial. Hence, the platforms offer APIs that act as leverage to push the boundaries of the abilities of clients. Users can enjoy tailored abilities to boost their developed websites. The tailored services extend to event handlers, website elements, providers, modules, and diverse other extensions.

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C. Version Control with CMS for Businesses

All enterprises work with centralized content repositories. For the users, it becomes essential to keep a record of each of the developed content and manage the same. While working with content versions, organizations need to have ease of access to fall back on earlier versions of the content sans any loss of data. Considering that a majority of the CMS offers the tracking abilities for various versions of content, this becomes a major feature to look out for.

D. Content Editors

Editing the raw content is a hassle in itself. More than often the hassle involved includes the time and effort spent on it. To cater to this, opt for CMS platforms that come with quality text editors that help individuals produce quality content.

This helps content creators dedicate their entire time and effort to merely the creation of content. They also will have the leverage of access to a user-friendly UI that helps in the creation and publication of content.

The CMS vendors offer multiple features in the content editor front. These comprise capabilities to manage links, images, videos, and text content; offer basic SEO features, and ensure efficient page management.

E. Format Management

While digital transformation makes its way into various businesses across diverse genres, it is essential to remember that there still are enterprises struggling to translate their paper documents into the paperless ones. The adoption of digital interfaces suggests that companies are looking to convert their legacy infrastructure into an updated one, maybe an HTML or PDF one. With CMS, this conversion of multiple formats comes with ease.

F. Permission and Controls

For any CMS, what is critical is multi-user functionality. This suggests a simultaneous requirement to support the much-needed mechanism of access control. The platform offers its users an offering to enterprises to streamline sensitive material, give away chosen access to created content, and have an upper hand on the robust control sans slacked employee efficiency.

G. Publishing Content with CMS for Businesses

Content publishing is almost as important as content writing and placement – won’t you agree? Well, to ensure the feasibility of this, you can always opt for a version of CMS that offers efficient and optimally functioning publishing tools. Make sure to look out for features that offer capabilities of published and unpublished content in its diverse formats. With such features, you have the ability to conveniently manage SEO, links, video support, content tagging, and images.

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H. Integration

Irrespective of the genre of business that an enterprise deals in, the usual expectation from the chosen Content Management System is to connect with diverse platforms of publishing to innovative devices like the Augmented Realities or Virtual Realities, CRMs, and analytics.

As CRMs grow in popularity – demand, and supply, the providers look onto creating platforms that offer customized features. Now, it is up to companies to sort their requirements and then look for the platform that offers them the consolidated features.

Wrapping Up – CMS for Businesses

AI has already breached the CMS boundaries. The prospect that Artificial Intelligence is offering is beyond expectations. With the rat race of competition among enterprises, this is the high time to sit on and draw out the platform of CMS that best suits your business field.

You can always bank on the pros for successful lead generation CMS website development.

So, are you game?

Tags: CMS content management SEO web design
Author: Pratip Biswas
Pratip Biswas is the Founder and CEO of Unified Infotech, a New York-based web design company that has been featured in Deloitte Fast 500 | Fastest growing tech companies in 2018. His company is working with Enterprises, SMB’s and Start-ups to improve their efficiency through Digital Adoption and help them discover new possibilities through constant innovations. Pratip also writes regularly on Blockchain technology and has been published in publications like "Yourstory", "Dzone" etc.

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