If you’re like most organizations, you generate a lot of content on a daily basis. Your content is diverse, across departments. You’ve often wondered how you can manage your content better so that it is more accessible, readable and can be tracked easily. Well, this is where the right Content Management System (CMS) enters the picture.
A CMS can make your content smarter and more powerful. Sounds good? You bet it is! So, what exactly is a CMS? A CMS is a software application or set of related programs that are used to create and manage digital content. A CMS supports multiple users working in a collaborative environment. A CMS also effectively supports your business processes.
There are several advantages to using a CMS in your organization. Here are 7 of them…
1) Content is centralized and can be easily shared: All content is located in a central repository, so that it is easily accessible, easily shared and easily trackable. This content can also be shared with co-workers, thereby reducing the possibility of duplicate content on a daily basis. If you do not have a CMS, it is more likely that content will be scattered across the organization, rather than being centrally located.
2) Content is accurate: Each piece of content is stored only once in the CMS and multiple changes can be made to this same piece of content. The CMS tracks each change to the document, as well as tracks all instances of content reuse. This means that all content is regularly updated and consistent. If a CMS is not used, it is possible that different pieces of documentation are present in separate files and that each file is then updated individually, leading to errors.
3) Content is secure: Only authorized personnel from within the organization with unique IDs can access the content, which makes the latter completely secure. Different user privileges are assigned for different users. So, while one user can only read the content, another may be able to change it. Without a CMS system, anyone can access or change the documents, resulting in a very real security risk.
4) Content goes through shorter editorial cycles: All editorial tasks are automated and all users are informed about their daily tasks and updates. This results in shorter editorial cycles, with multiple users being able to work simultaneously across documents. If a CMS is not present in your organization, it results in an inefficient editorial and review process. Also, deadlines and responsibilities are not well-defined and cannot be monitored.
5) Content that is new can be created quickly: New content can be created in minutes. Users can reuse old content to tweak it and create new content. Without a CMS, content has to be rewritten from scratch every single time, as existing content cannot be accessed and tracked easily.
6) Content can be delivered on time: With a CMS, users can create single-source content. This can be updated once and then used by multiple media channels, whenever needed. Without a CMS, separate files exist for print, web and PDF versions, thereby significantly increasing the time taken to update and publish the content.
7) Content can be efficiently translated into multiple languages: This is called localization and can be done efficiently using a CMS. The latter allows you to update small chunks of documents, thereby saving you thousands of dollars. A CMS lets you translate only those portions of the document that have not been localized in the past. If you do not have a CMS, you will have to publish entire documents in different languages every single time, which is both confusing and costly.
So, a CMS is not only a good idea, it is an absolute imperative. Using a CMS you can use and leverage your content in an efficient and effective way, with a centralized content repository being a must for any organization.
You now know the top 7 benefits of installing and using a CMS for your organization. There are several different CMS options in the marketplace. You can choose and install a CMS that meets your organization’s needs. Do keep these top 7 benefits in mind and take the plunge towards centralized and reusable content. Here’s to efficient content management!