What is a content management system (CMS) and why should you have one?

A CMS is an abbreviation for content management system – software used to create and manage a website without the need to develop it from scratch.  

You can compare using a CMS to buying a house and furnishing it the way you like instead of constructing it with your own hands. Basically, CMS is an application that aims to simplify building your company's online presence. You receive a tool that helps you to set the infrastructure and customize it to your needs.

So, to create a website, you can either use the existing content management system or develop it from the ground up in-house. We'll go over both options in depth later in the article.

What are the key features of a CMS?

From a technical perspective, the content management system is one of the core software solutions that a business needs to operate. This is a place where you manage the website, mobile app, or any other digital channels. 

So, here is a list of the essential features to look for when choosing a CMS: 

1. Content management capabilities: While any CMS allows you to create, modify, and publish content, they all differ in complexity and feature set. Check to see if the system includes the following features:

• setting roles and permissions
• scheduling content
• setting up custom workflows

2. Powerful visual editor: Most CMSs include a visual editor – a space where you create pages, blog posts, and other types of content by selecting what you want to add or update and previewing the result. Some systems display the preview in a separate tab, while others present it right on the page. Storyblok's Visual Editor provides a real-time preview directly on the page where you create content. Other handy editing capabilities include collaborating on the same page and reusing components (blocks, elements, templates, etc.).

3. Content hub: This is a place where you store all the assets, such as images and videos. A centralized content hub or an asset manager helps organize the information and avoid silos, which is especially relevant for big teams that manage a large amount of content or even several websites simultaneously. 

4. Integrations: Depending on the CMS, you can extend its functionality by integrating third-party tools such as Customer Relationship Management (CRM) systems, marketing automation tools, e-Commerce solutions, etc. In traditional systems like WordPress, you have to install plugins to get all the needed tools. In headless systems like Storyblok, you can connect multiple solutions via API.

5. Localization capabilities: Working on multiple markets requires a localized website version so that your business fits the local culture. Localization includes translation, adding numerous currencies, local delivery options, and much more. Hence, if you are going to expand your business, make sure that your CMS can provide all the needed functions to tailor your offerings according to the market conditions. 

6. Security: Even though it's not a function, it is a critical component of the CMS, particularly for the enterprise. Headless solutions are considered more secure as the back end is stored separately from the front end, making it more difficult to compromise the whole system. Not only must you keep your company's and customers' data secure, but you must also adhere to all regulations and protocols.

Top 3 benefits of using a CMS within an organization

A powerful content management system in your company's tech arsenal opens many opportunities to improve business performance. Here are some of them:

1. Create exceptional digital experiences for your customers

In a digital-first world, consumers are used to engaging with brands on their digital platforms, mixing them, and consuming online content. A powerful CMS is a key for building omnichannel experiences no matter which channel it will be – a website, mobile app, wearables, or VR. At the same time, with the help of integrated tools, businesses can improve their digital performance and provide consumers with personalized, localized content regardless of their location. 

2. Ease of use

Using a CMS platform is much simpler than it appears. The content management system's primary goal is to enable non-technical users to work independently with a website and manage its content. The majority of solutions give users access to and edit the website through a dashboard. At the same time, the Visual Editor makes it simple to create and publish content without any coding knowledge.  

3. Collaboration between teams

Numerous users can use the content management system at the same time. For example, when marketers upload a blog post or a new product page in the visual editor, developers can work on the technical side and add additional integration, custom code, or new content blocks that will later be used by editors. Teams can not only operate in different parts of the system, but they can also collaborate on the same page and see the changes in real-time.

Page-builders and constructors

According to our latest research, nearly 15% of businesses use page builders like WIX or custom-built CMSs. Despite their simplicity, page builders cannot meet the needs of enterprise companies or businesses with complex technical requirements for website architecture. Hosting a website on such a platform binds you, as you cannot migrate the code to another platform and must either stick with the same page builder forever or start from scratch. Such solutions, however, may be useful for small businesses that cannot afford to hire a full-time developer.

In-house built solutions

On the other hand, custom-made content management systems also have some pitfalls. They are very time and effort-consuming in terms of maintenance and implementation of the new features. Developers must manually upgrade all integrations and spend a significant amount of time reviewing the technical state of the website rather than working on new features. Previously, some businesses relied on custom-built software, believing that it would be perfectly tailored to their needs; however, as new technologies emerge, maintaining the performance and security of such platforms becomes increasingly expensive and problematic.

Off-the-shelf CMS 

These are the most common types of CMSs, which can also be divided into traditional (monolithic) solutions, that have been on the market for a long time, and headless systems – a relatively new technology. The main distinction between these content management systems is that traditional versions connect the back and front ends, whereas headless solutions separate these parts. 

Monolithic CMSs like WordPress provide users with the ready infrastructure, which can be beneficial for companies that don't require a sophisticated end-product, those who don't have developers in-house or are limited in resources. On the other hand, whenever you need to add new functionality, you must ensure it's compatible with the other installed technologies and doesn't create silos. Besides that, the tight connection between all the components of the CMS makes it more vulnerable to security threats. 

Meanwhile, starting with or migrating to a headless CMS like Storyblok allows you to create a secure, high-performing website with limitless features. The reason is that you are not restricted to the pre-set technologies and can choose whatever tech stack you need for your projects. Headless solutions are best for enterprises because they typically need to provide their customers with an omnichannel experience as well as enhanced security.