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Journal - Web Development

How To Choose The Right Content Management System (CMS)?

Written By Aisha Ahmed – Last Modified On April 5, 2024

Which content management system (CMS) to choose for your website is one of your company’s most important decisions. A content management system (CMS) provides the structure and capabilities for web design and development and how your company will grow and prosper online.

In this article, we will be taking you through what cms is and how to choose cms.

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What is CMS?

A content management system, or CMS, is software that allows you to construct websites and distribute the material on the internet. A content management system (CMS) enables you to create a website without writing any code.

A content management system, sometimes known as a CMS, is software that allows people to generate, manage, and alter website content without requiring specialist technical knowledge.

Instead of creating your system for creating web pages, storing photographs, and other tasks, the content management system does it all for you, enabling you to focus on the more forward-facing components of your website.

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How Does a Content Management System Work?

A content management system (CMS) enables users to manage content through an internal user interface or dashboard. One-click installs are available for various CMS platforms, which simplifies the use and navigation for a non-technical marketer. The majority of the best CMS packages for small businesses are open-source and free.

This means you don’t need to know about the rest of the CMS alphabet soup, such as JavaScript, CSS [Cascading Style Sheets],  HTML [Hypertext Markup Language], PHP [Personal Home Page or hypertext processor], and so on. MySQL [an open-source relational database management system based on the structure query language] are two examples (SQL).

Building a website with a content management system (CMS) is similar to playing with plastic Lego blocks from our youth. You can choose which bricks are ideal for your site, and you can compose text and insert photographs and graphics from a control panel.

Websites are created using databases similar to Excel spreadsheets and have a secure and user-friendly interface. Most CMSs are managed and regularly updated as the web evolves with new versions.

There are various new CMS site construction platform possibilities. WordPress is the traditional option. WordPress is an open-source platform with various features, templates, themes, and plugins that are simple to set up and use to create live websites. WordPress is the de-facto platform for more than 75 million websites. 

Read More: How to choose a website design company?

How to choose CMS?

There are thousands of Content Management systems (CMS) systems available to assist you with managing your website’s content, marketing, and SEO. But, with so many wonderful options, how can you decide which CMS is suitable for you? The following are some considerations while choosing a CMS:

1- Existing Technology Stack and Languages

Another issue to deal with is pre-existing datasets. If you already have data in a Microsoft SQL database, you’ll want to be sure your new CMS will work on Windows.

2- Price

Some CMS licenses start at $2.5K and go up to $40K.Others are uninhabited (Umbraco, WordPress). As a result, depending on your budget, some CMS alternatives may be off the table right away.

3- Capabilities of the Team

Work with the abilities of your team. Is there a lot of Drupal experience on your team? Working with their existing knowledge is a good idea because it will make your team more productive. Do you have any PHP or Python programmers on your team? Look for a content management system (CMS) that supports those languages.

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4- Implementation Timeline

Some CMS platforms take twice as long to set up as others, affecting development costs.

Also, if you’re switching CMSs, keep in mind that a team of designers and developers will be able to implement content more quickly on a familiar CMS. Learning how to use a new CMS takes time and money, and some CMS platforms have a higher learning curve than others.

5- Versatility

Some CMS platforms are difficult to detach from predefined layouts or data structures. Your technical staff will be curious about how simple it is to implement custom code and handle customer data. Some CMS platforms, especially those oriented toward non-technical users, make this practice difficult.

Check with your CMS first if you wish to use one of the many plugins available. Many plugins are created specifically for WordPress, and other CMSs’ ability to use these plugins varies.

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6- Features of SEO

Because SEO is stressful in and of itself, it’s a good idea to pick a CMS that includes SEO-friendly features. One of the most prevalent issues with a content management platform is that the URL isn’t always the most efficient, and this messes up your SEO attempts because search engines love clean, concise URLs.

7- License

In some circumstances, you’ll need to narrow down your CMS search based on the license it utilizes. Some software licenses require you to use the code and modify it, but any changes you make must be shared with the open-source community.

8- User-friendly

Simplifying the method your workers utilize to support your globalization efforts is the first step toward empowering them to do so.

Using a content management system that is easy for end-users and allows employees to readily reuse branded components like photos, designs, and experiences will inspire teams to take ownership of the local experience, especially if all users can use the system in their preferred language.

9- Security

It’s critical to ensure that your company is safe from cyber-attacks. Attacks disrupt your business’s operations, but they also cost you a lot of money. You’ll need a platform to keep your content, users, and front-end visitors safe. Consider what function the platform plays and what role you’ll have to protect your site when comparing alternative options.

10- Experimentation and testing

Your global teams must be able to swiftly analyze the results of their work and take autonomous action based on this input to help them localize the brand into new areas.

The simplest way to do this is to ensure that the CMS/WCM you’re using has built-in experimentation features, allowing you to quickly test content and experience pieces on desktop, mobile, and other platforms.

11- Experimentation and testing

Your global teams must be able to swiftly analyze the results of their work and take autonomous action based on this input to help them localize the brand into new areas.

The simplest way to do this is to ensure that the CMS/WCM you’re using has built-in experimentation features, allowing you to quickly test content and experience pieces on desktop, mobile, and other platforms.

12- Natural Orientations at CMS

Its natural orientation often shapes a CMS’s features. Choose a CMS that delivers features that correspond with your business goals, whether e-commerce, digital marketing, or community building.

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What are the types of CMS?

Content management systems are a type of software that aids in creating, organizing, and maintaining digital content. CMSs, in general, allow for numerous users. Large enterprises offer numerous advantages, including significant cost savings, enhanced collaboration across team technical documentation team members (even those who aren’t technically inclined), and complete content ownership.

1- Components Content Management System (CCMS)

A component content management system, or CCMS, is distinct from a normal content management system in that it organizes content at the granular level. It takes words, phrases, paragraphs, or photographs (also known as “components”) and keeps them in a single repository instead of handling material.

2- Document Management System (DMS)

Paper use is rapidly dwindling, and file monitoring on paper is no longer a viable option. A document management system (DMS) is a cloud-based service that allows you to manage, store, and monitor documents. It provides a fully automated method for uploading, processing, and sharing business documents without having to print, copy, or scan them.

3- Enterprise Content Management System (ECMS)

A company’s documentation is collected, organized, and distributed through an enterprise content management system, ensuring that vital information reaches the proper individuals. (employees, customers, business stakeholders, etc.) An ECM allows all company members to easily access the information they need to finish software projects and make key choices.

4- Web Content Managing System (WCMS)

Users with no prior understanding of markup languages or web programming can use a web content management system to handle the digital components. By providing collaboration, authoring, and administration tools, a web content management system (WCMS) facilitates the management of digital material. A WCMS is different from other CMSs in that it just deals with web material and other CMSs deal with both web and print content.

5- Digital Assets Management System (DAM)

Users may easily store, organize, and distribute digital content with the help of a digital asset management system. Clients, workers, and contractors can access digital information through a DAM’s easy, unified library. Audio, creative files, video, papers, and presentations are examples of these assets. Because a DAM is cloud-based, users may access their content from any location.

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The CMS’s benefits

  • Page management is simple and quick: any authorized user may quickly and easily publish web pages without the need for sophisticated software or programming.
  • Consistent branding and navigation: Design templates ensure that all KU websites have the same look and feel and the same navigation.
  • Workflow management: is a procedure for assessing and approving content integrated into a workflow.
  • Developer flexibility: Because the CMS allows non-technical users to quickly post material, technical developers are free to focus on functionality and additional features.
  • Content and design are distinct: You can alter content without worrying about accidentally changing the design.
  • Database-driven: You only need to make one modification to your data, and it will be updated across the entire site.
  • Website administrators:  have access to shared resources such as modules, photos, audio, and video.
  • Approval systems: You can grant varying levels of access to different users, and the CMS has mechanisms in place to guarantee that material is approved before it is published.
  • Mobile-friendly: Your site will automatically scale to accommodate tablets, mobile devices, and smaller browser windows, thanks to the CMS.
  • Archive capabilities: You can track who has made modifications to your page and archive past versions of your page using the archive features.
  • Security: Security is a built-in feature.
  • Search engine friendly: The CMS aids in the optimization of your website so that users of search engines may quickly find your content.
  • Updates: When material needs to be reviewed, updated, or removed, the CMS allows the editor to set alerts to notify them.

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Features of CMS

1) Dashboard

A simple dashboard feature is a vital aspect of any excellent CMS. The goal of a dashboard is to give a visual, digital location where you can get whatever data you need. Your tools will be displayed in a visually appealing and functional manner on a simple dashboard. This could include tracking user behavior, content scheduling,  installing modules and plugins, and security monitoring,  looking at performance data, among other things. Your team will feel more efficient and confident knowing they have everything they need right at their fingertips if your dashboard is intuitive.

2) Themes with a sense of responsibility

When deciding between different CMS platforms, it’s crucial to consider the number of themes available. Depending on the CMS you choose, you can either get themes or create your own. Featured themes are essential for maintaining a consistent look and feel throughout your site and your brand. For example, you might want a theme with drop-down navigation, a sticky sidebar, adjustable content divisions, or even a grid style.

3) Editor of Content

You can utilize a content editor in CMS platforms to develop and publish your web pages.

WYSIWYG editors (What You See Is What You Get) are text editors that stand for “What You See Is What You Get.” Instead of looking at the code, you can see precisely how the text will appear on your website as you update it. Consider how you would use a word processor like Microsoft Word.

4) Security on the Internet

With billions of people accessing the internet every day, ensuring optimal security on your website is critical. It’s critical to know that your CMS safeguards your data and your customers and company’s information. When comparing CMS platforms, be sure to pay attention to security features. Examine what the platform has to offer, how much work it will take your team to meet your security standards, and whether or not your client’s data will be safe. To guarantee your data is secure, ensure your CMS provides daily backups and plugin update reminders and follows SSL, HTTPS, and CDN protocols.

5) Built-in search engine optimization tools

Built-in SEO capabilities in a good CMS will automatically help you develop pages and content that follow top SEO practices. A solid SEO toolkit can help you enhance search performance and increase traffic to your website. Within your text, your CMS should be able to simply recognize efficient SEO methods. Meta descriptions, SEO title themes, meta description length, keyword recommendations, and even search distribution of specific content are all examples.

6) Extensions and Plugins

Adding plugins to many CMS platforms allows you to add new features and customize software in various ways.

Website plugins are similar to smartphone apps. You may quickly add new features and functions to your website by installing them. They can be used to add new functionality to your websites, such as a contact form or social media integration. There are over 57,000 free plugins available for WordPress.

7) Analytics in detail

When visualizing what is working best for your company, insights and analytics are critical. Conversion rates, consumer devices, demographics, content interaction, and even which pieces of content are reporting better than others should all be tracked and displayed by a good CMS. You’ll want your CMS to include built-in analytics so you can track these performance metrics immediately from your dashboard. If your CMS lacks an analytics option, switching platforms or using Google Analytics with your content management system is a good idea. The long-term success of your business depends on your staff having access to data from your website and marketing.

8) Administration

The heart of any CMS is the admin dashboard, making it simple for you to manage all of the processes required in content development. This includes the following:

  • Keeping track of content that has been scheduled and related assets
  • Site and administrator behavior is being monitored.
  • Integrating and using plugins to provide functionality
  • Organizing task notifications

It’s usually easier to manage workflows using a single piece of software that offers everyone the right amount of access for their role. Keep this in mind because it may assist your team in simplifying content generation and reducing complexity.

What should you look for in a content management system?

We propose that you seek the following aspects when researching content management systems:

  • With this feature, you can edit content visually as well as code. Drag-and-drop builders are also welcome.
  • User responsibilities are incorporated into core CMS features, such as the ability to add, format, and publish material.
  • Third-party themes, plugins, and integrations are available to help you improve your site.
  • CMS marketing modules or integrations are available for things like email marketing, social media, and coupons.
  • Product sales may be possible with eCommerce capabilities.
  • You should be able to be flexible with your design. This features responsiveness on mobile devices and control over bespoke code.

Why Should You Use A Content Management System For Your Website?

Content management systems are simple and efficient, but they may also assist your company in developing a consistent and adaptable online strategy. Some of the benefits of adopting a content management system are as follows:

  • Excellent for first-time users.
  • Editing material is simple.
  • Modifications to content in real-time
  • Multiple editors can log in to a single, user-friendly platform.
  • driven by a database
  • It eliminates the need to hire a web developer.
  • capacities for archiving
  • Page management is simple.

How do you move your content management system (CMS)?

What should you do if you find your CMS is no longer appropriate for your company? The solution is to switch to a new content management system (CMS). If you’re wondering how to do it, we won’t provide you with a step-by-step guide because we couldn’t do it ourselves.

Because there are so many CMS possibilities, it’s tough to tell which one you should use right now and which one you should migrate to.

However, when it comes to CMS migration, there are two golden rules: 

  • Make a backup of your data and database: if something goes wrong, you’ll be able to restore your site using your old CMS, with the database intact.
  • Please contact the new CMS support staff at the following address: Every good CMS has excellent documentation and user communities. This may enable you to migrate without difficulty.

Which Mistakes to Avoid When Selecting a CMS for Your Business?

Once your firm recognizes the need for a content management system, you must first decide which content management system best meets your requirements. While many individuals get caught up in the nitty-gritty of what their CMS needs to do, you can’t lose sight of your overall goal and the steps you need to take to get there. These are the most common mistakes firms make when selecting a content management system, but by taking a few precautions, you can avoid them and find the ideal content management system for your needs.

1) Steady goes the all-rounder.

It’s reasonable to want to get the most bang for your money when purchasing such an important piece of software. That’s why many business owners look for a CMS that can do more than simply manage content – they want it to be a CRM system, an email marketing platform, an analytics powerhouse, and more.

While selecting a versatile CMS is excellent, many business owners pay top dollar for a system that is a jack of all crafts but a master of none.

You’re considerably better off buying software that can brilliantly do the one or two things your company requires the most than trying to discover a unicorn that can meet all of your needs.

2) Failing to See How a Content Management System (CMS) Can and Should Help Your Company

Even the most successful business entrepreneurs can become preoccupied with the “what.” That is what the CMS has to offer in terms of functionalities. They hear about all of the wonderful features that a CMS offers, but they never consider how those features may help their company.

It’s so easy to get caught up in all those features that it’s no surprise that most business owners overlook how a CMS could assist their company. The truth is that buying a CMS without thinking about how it will help your organization is like buying a car without knowing how you’ll utilize it. It’s good to know ahead of time if you’ll need to go off-roading, for example, before you go out and buy a brand-new Tesla Model S.

Of course, knowing what a CMS is and what it does before you start shopping is always a good idea (and the fact that you’re here indicates that you at least have a basic understanding of what a CMS is and what it can do for your organization).

3) You allowed your budget to Grow to Decide which CMS to use for your company.

You’ll have a better sense of what you should invest in once you’ve got a decent concept of a CMS’s influence on your business. Businesses frequently select a CMS solely based on cost.

They’re basing their budget on what they’re prepared to spend right now while ignoring how much they may enhance their profits in the long run by selecting the right CMS. This may lead them to purchase a low-cost CMS that does not fit their requirements, which could be a costly mistake.

4) Choosing a Content Management System (CMS) before fully assessing your company’s needs

It’s all too easy to hear about all the great features a CMS has to offer and then decide to buy it without thinking about whether or not those features are right for your company. You can’t know what you want your CMS to do unless you’ve thought about what you want your business to do first.

You may find yourself in a situation where you purchase a CMS that doesn’t meet your business’s specific demands because you failed to assess your company’s existing and prospective future needs.

5) Choosing a CMS solely based on someone else’s recommendation

A suggestion is always helpful no matter what you’re searching for – just don’t let it be your only consideration while shopping for a CMS.

After all, each company is distinct, with its own set of requirements and obstacles. Your friends (or primary competition) had good results with their CMS doesn’t indicate it would work for you. Their demands may be completely different from yours, making their CMS a poor fit for your company.

Of course, getting and considering suggestions from reliable sources is usually a good idea, but look beyond the recommendation itself and analyze why they’ve recommended it.

6) Involvement of the Wrong People in the CMS Selection Process

This one is a little tough, so it’s no surprise that so many business owners get it wrong. Who should you entrust with guiding you through the software purchasing process?

You’d be like thousands of other business owners if you said your IT department – and you’d be dead wrong.

Because a strong CMS will significantly impact all aspects of your organization, you should involve several departments in the decision-making process. Yes, the IT department will be involved, but if you simply take their opinion, you’re likely to end up with a CMS that’s easy to maintain… but largely useless elsewhere.

7) Being unrealistic about what a content management system (CMS) can and should do for your company

While a competent CMS might be one of your most valuable tools, it isn’t a magic wand. Before buying and deploying a CMS, try to get a decent sense of what it can realistically accomplish. You might be setting yourself up for disappointment if you don’t.

Many business owners expect their CMS to completely transform their company, especially if it is expensive. When customers don’t see rapid and dramatic results, they lose faith in the software and abandon it, resulting in a significant loss of value.

What’s the difference between a content management system (CMS), an enterprise content management system (ECM), and a web content management system (WCMS)?

A CMS, an ECM, and a WCMS all handle content; however, there are several distinctions:

  • The CMS is the forerunner to the ECM. A content management system (CMS) is a tool for creating, managing and storing digital information, and it works best with organized content like documents and database records.
  • Structured and unstructured content are both managed by an enterprise content management system. To efficiently manage material, it comprises software, strategy, and security.
  • A web content management system (WCMS) is comparable to an ECM system. However, the WCMS is for web content, such as product pages on e-commerce websites. It comes with a publishing tool and makes collaborative authorship easier.

What’s the difference between a content management system (CMS) and a digital asset management (DAM) platform?

A CMS and a DAM are two distinct technologies that serve quite different purposes for a marketing team. In a sense, a CMS assists handle information for your site, but a DAM assists in controlling material across numerous channels for your whole firm.

When you think of a CMS, you’re thinking of a website’s content, such as landing pages and product pages. When you hear the term “digital asset management,” you’re referring to both the practice of managing digital assets throughout a corporation and the software that maintains and distributes your whole library of content across different platforms (including your website).

CMS and DAM solutions are frequently used in tandem to support corporate objectives. Understanding the primary aspects of each allows you to better understand the differences between the two and why each is likely to play a part in your content management strategy.

What is the difference between CMS and WCM?

The fundamental distinction between WCM and CMS is that WCM is a content management system developed exclusively for managing web material. In contrast, CMS is a system for creating and managing digital content.

Organizations utilize CMS software or associated tools to publish, store, control and review digital content. SEO-friendly URLs, extensibility, modularity, and audit trails are all included. They also include design templates, installation wizards, and various other services. WCM is a sort of content management system. Its primary function is to manage web content. It also has automated templates, simple plugins to install, access control, scalable expansion, and many more features.

How do you choose the best CMS hosting service?

The CMS isn’t the only important component for site upkeep.

Even if the hosting service plays an important role in this, nothing will work if the host does not provide support for the CMS you are using.

Once again, we’re dealing with the issue of the number of possibilities available. We couldn’t go over each one individually in this article, but we can walk you through what to consider when deciding:

  • Choose which hosting provider you want first. There are four types: shared hosting, cloud, virtual private server, and dedicated server.
  • whittle down the selections to the most well-known solutions that also support the CMS you’re seeking for;
  • Compare the features, customer service, and costs of the remaining options on your list.

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What Are Some Content Management System Examples?

1) WordPress

Bloggers and major news organizations such as the BBC, Bloomberg, and TechCrunch use it as their preferred CMS platform. WordPress is a PHP-based open-source platform that is simple to set up and use. It has a plethora of plugins and is supported by a large community of developers who create third-party apps for this CMS. You also have access to tens of thousands of themes, templates, and widgets that have been created on this platform.

WordPress started as a blogging platform and has grown into a comprehensive content management system. It has a lot of publishing possibilities and is SEO-friendly, especially when it comes to creating keyword-based page URLs.

2) Pulse

A real-time financial news platform with data visualization and streaming capabilities tailored to financial news publishers, providing them with a solution that transforms financial data into detailed and understandable visualizations and market analysis. Newspapers may easily improve their journalistic material with the most up-to-date market data using Pulse.

3) HubSpot.

It’s a collection of sales, marketing, and CRM capabilities that may be used as a CMS platform for inbound marketing sites. As a CMS, it has a solid foundation to build a campaign, construct landing pages, and begin collecting leads. Similarly, the program assists you in publishing SEO-friendly material that is relevant to your target audience. SEO features include blog SEO suggestions, blog analytics, and social media analytics, all of which help you match your content to the interests of your site visitors.

4) Unicheck

Check the content on the web and in your database with a lightning-fast plagiarism checker. The software can detect even slight changes in the text, such as shifting characters from one alphabet to another. Users can easily perform a plagiarism check on individual documents to check for authenticity because the platform supports a wide range of file types. Unicheck provides various products to meet a wide range of purposes and requirements, including personal usage, educational institutions, and companies.

5) Microsoft Publisher

This desktop publishing software includes a variety of layout and typography capabilities. As part of Microsoft Office, Publisher adds document-sharing, mail merge, rich media, and high-resolution picture management to its site-building features. It’s simple to drag & drop photos in MS Publisher to create stunning designs. For image sources, it also connects with Facebook and Flickr. Mail merge can also personalize newsletters, emails, and greeting cards.

It stores your files automatically in the cloud and allows teams to collaborate on numerous files as a CMS platform. You can also send the complete HTML file as an email attachment. Detailed rulers and guides, a high-resolution photo background, and professional text, shape, and picture effects are among the other highlights.

6) Drupal

It’s one of the most widely used open-source CMS platforms. Drupal is built on a modular design that includes e-commerce, wikis, blogging, and discussion forums. It has applications in publishing, communication, and e-commerce. Advanced user administration, page content management, and plugin support are other significant features.

7) Acquia

It’s a flexible cloud CMS that works well for e-commerce, publishing, and community sites. Acquia is one of the most active Drupal users, built on the open-source Drupal architecture. The CMS offers both isolated and shared hosting options and many levels of customization. Tools for evaluating site visitor information, establishing group privacy, and integrating marketing are key features.

8) Intellyo Creator Engine 

Content optimization, collaboration, and content marketing features are all included in this content management platform. Professional bloggers and businesses may use the Intellyo Creator Engine to easily share their stories and reach their target audiences. You can better collaborate with your team to develop interesting content that resonates with your viewers using its collaboration tools and customizable Creator Engine approval system.


The content management system has instilled a sense of simplicity in everyone’s thinking when it comes to website building. Who’d have guessed that even web developers would opt for a ‘user-friendly’ platform while creating a website? But it’s not only about simplicity; it’s also about efficiency and quickness.

If a custom CMS meets a company’s needs, it’s unlikely they’ll go for a pre-built CMS, but what if they don’t have a large budget or a lot of time? There are options and availability, and the client always has the final decision. We hope you were able to figure out how to choose cms. Thanks for reading. If you’re looking for a software development agency, you can contact us.


What are the most user-friendly CMS?

It’s simple to get started with WordPress.com. You can easily add and change content, and it’s a straightforward CMS for beginners.

Is SharePoint a Content Management System (CMS)?

It is a Microsoft web-based Commercial readymade solution. A type of SharePoint that is configured by CMS is CMS Share. It can be run on the CMS Net or intranet and is not accessible from the outside world.

Is a CMS the same as a CRM?

CRM and CMS are internet business software solutions. Customer relationship management software (CRM) records and reports on all of your leads and customers’ interactions with your website. For creating and managing a website, a content management system (CMS) is utilized.

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