Which CMS to Use – Content Management Systems Explained
Ten years ago, the vast majority of internet sites were no more than online brochures. Businesses would engage a web design agency to upload polished copy and images, and the website would remain static and unchanged for vast periods of time – as a simple showcase of what the business could offer.
Gradually, along with their web design, businesses began to implement Content Management Systems (or CMS): functionality which allows authorised people to upload, edit and manage website content. Typically, these CMS were either custom-built, or were enterprise-grade solutions like Vignette or Interwoven.
In the last four years, however, content management has changed considerably. The rise of open-source and quasi-open source content management solutions has significantly changed the CMS landscape. We’ve witnessed a considerable shift away from enterprise-grade solutions, and have seen more and more businesses letting open source solutions like WordPress drive the design and structure of their websites.
So where do things stand now? And which option is right for your business?
Here’s a quick overview of the different types of CMS available, and the high level pros and cons of each:
Custom content management
This is where a company engages a web design or web development agency to develop a custom-built content management system to suit a specific internet, intranet or extranet site. This is often the option that’s chosen by small businesses with specific content management requirements.
Pros
- Can be a cost effective option for small businesses.
- Completely customised to your business – so there are no unnecessary features or tools.
- Highly scaleable
- Lightweight in terms of the install and effort involved.
- Training is specific and customised.
- Often easier and simpler to use as they are purpose-built. As a business, you can have input into how it’s designed and configured and the terminology that’s used.
- An affordable solution as you don’t need to pay for features you wont use.
- You wont have to compromise on your ideas or procedures to try and fit into an existing CMS capabilities
Cons
- If you wish to change agencies it may be difficult to find someone who will work with another companies CMS
- If you want a non-standard feature developed it will usually cost more than an off the shelf module.
- Documentation doesn’t always exist for how to use it – unless it’s developed on a custom basis by the agency.
- Often have a longer development time
Enterprise-grade content management
This refers to large-scale content management systems that are often implemented by major corporate businesses. These systems are often implemented on a nation-wide or even a global scale, and can control and manage everything from a company’s website to its payroll systems. Examples are Vignette, Interwoven. or IBM WCM.
Pros
- Can be integrated into complex websites and internal legacy systems such as human resources applications, payroll systems etc.
- Trusted, reliable and proven.
- Huge amount of functionality – enabling you to update anything from an image caption to your overall navigation structure.
- Includes training and support.
- Range of licensing options depending on your needs.
- You will have access to ongoing updates as they are rolled out.
Cons
- Often way too involved and complex for small-medium business websites.
- Can be hard to use and require extensive training.
- Some of the terminology is somewhat confusing.
- You often pay for functionality and features you just don’t need or will never use.
- Additional, non-standard features usually come in at a premium
- Large setup and maintenance costs
Quasi-Open Source Content Management
This refers to content management systems for which you pay a licensing fee – yet which are essentially open source as you can update the code as necessary. This can include solutions like ExpressionEngine.
Pros
- Can be very cost effective – especially for mid to large businesses.
- Include web 2.0 features such as blogging and social integration.
- Can also include formal support channels.
- Allow modular components to be created and delivered from a broad development pool.
- Somewhat tried and tested.
- Can be customised.
Cons
- Aren’t necessarily the most cost effective option for small businesses.
- Require specialist web development skills in order to be customised which can be expensive over time – even though up-front costs are low.
Open Source Content Management
This refers to free content management solutions that are widely available on the internet – like WordPress, Drupal or Joomla.
Pros
- Can be incredibly easy to use and implement.
- Ideal for small businesses with small budgets who simply want to publish and manage content on a regular basis (such as write a blog).
- Now include web 2.0 features such as blogging and social integration.
- Can try before you buy. The website www.opensourcecms.com has demo versions of over 70 open source solutions.
Cons
- Lack of formal support channels (although there is plenty of community developer support on the web).
- Total cost of ownership. While the initial costs tend to be lower (due to lower licensing costs), they can be expensive to upgrade in the future as your needs grow
- Not many open source solutions offer direct compatibility with back office software or Microsoft Office applications. This would need to be custom developed.
- Stability. Open source solutions are often only as robust or as reliable as the developer community that’s supporting it. They also tend to have more issues in terms of their stability – since they’re new and constantly in flux.
- Training. Most open source products don’t offer formal training but you can usually find good community support if the CMS has a lively development base.
- Security – open solutions may not be as secure as proprietary solutions and wouldn’t have been tested as extensively as the enterprise grade products.
Importantly, deciding which CMS to choose is a big decision and is one which impacts all areas of your business: IT, marketing, sales, management and finance. It’s also important to note that the above list of pros and cons is very high level – and that there will be considerable considerations for your specific business. As such, it’s essential that you talk to the experts. The team at Big Click Studios can help you find the right CMS for your business – so why not get in touch?
