Website & eCommerce Articles

16 Questions to Know if You Need a Content Management System

by Keean Persaud
Published on 13 December 2011

You are using collaboration tools to interact with clients and to increase the productivity of your employees. You have decided to take your company in the direction of social media: blog posts, videos, podcasts, infographics, webinars, reviews, comments, social mentions…your content is exploding.

Now what?

Below is a list of questions that you want to ask yourself to manage your unstructured content explosion.

What is your content

Content will be created from internal and external sources including collaboration from within and external partners. The explosion of content, be it written or multimedia type, can cripple your ability to stay organized. It can easily get to the point where your business is not aware of the content it has and cannot harness the power of the information at its disposal.

Specific attention must be paid to critical content management, such as intellectual property , as it becomes an increasingly important differentiating factors from your competitors.

What is a content management system

A content management system (CMS) can not only manage the information but can harness the power of the newly created unstructured data/content and be able to file, store and retrieve effectively the data created.

Everyday tasks such as workflows can be defined and executed with in the CMS. The CMS may also be extended to manage the data and web site content thus simplifying things a little further for the organization.

What are the benefits of a content management system

All the information created by your company, such as documents, emails, multimedia content contains valuable insights, thought leadership and should stored and easily retrievable. Especially for businesses with a lot of customer interactions where you may need a repeatable process to send out customer information, sign up information and set follow up events.

With the right CMS you will be able to:

  • streamline content publishing processes
  • allow not technical users to edit and create their own content easily
  • tagg metadata for information retrieval
  • provide a knowledge base for FAQs about your organization
  • create, store and disseminate training material
  • facilitate staff collaboration
  • administer information security by content, by group and/or user
  • knowledge management

A CMS can be useful for legal purposes. In precedents being set by judges ordering old email correspondence, it has become extremely important for an organization to be able to archive and retrieve old email and content information. A CMS can also make the difference to prove your innovation when you try to obtain rights or patents.

Do you need a content management system

These are some basic questions that you need to ask yourself before you evaluate and select a CMS system

Do you have a problem?

  • do you have trouble finding information you need now
  • is information misfiled and not in a logical order by medium, campaigns, customer, topic, etc..
  • are you at risk of loosing valuable IP
  • what is the confidentiality and sensitivity level to your information
  • is your content subject to government regulations
  • can this system help manage compliance

What is the current situation?

  • do you have already a platform to administer content
  • do you have enough storage capacity
  • which information you need to capture both internally and externally

How much effort is needed ?

  • what will be the extra hosting charges from your ISP
  • how much will be the total cost of acquisition (software purchase, implementation services, storage …)
  • how much on-going administration will this add to my IT
  • what integration is required from your legacy systems
  • how much training will be needed to make it easy to use for company users
  • what security precautions must be taken
  • what is your social media policy to govern information use from employees

Ask yourself the above mentioned questions to find out if it is time for your organization to adopt a content management system.

If your organization faces any of the problems listed. if you understand well what you want to achieve and how much it will cost you, it is probably the right time to evaluate a CMS for efficiency sakes and to protect your valuable information now.

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