Living in a Content Management Nightmare – Here’s What You Need to do

Click here to learn how to solve all of your content management problems with one simple solution.

August 04, 2014 by Alex Collins, IT Services Consultant

Content Nightmare

Content management – it can be a life-saver or a nightmare. It all depends on the chosen system, implementation, and the policies associated.

The true content management nightmare is not having a CMS (content management system) in place. When a CMS is not in use, and there isn’t a centralized system for assets, files can easily become lost, or even worse, deleted. Previous versions of files will more than liked be simply overwritten. It is a lot more difficult to keep things organized and easily accessible. Here are a few ways to fix your content management nightmare and pick the right CMS.

It is important to start with the core functionality. Think about creating, editing, deleting, and organizing pages. Now this may seem basic, but it is important than a CMS not only have these functions, but that these tools are intuitive to use.

Customization is another important feature for a CMS. Rarely does a CMS provide everything a business needs straight out of the box. Whether it is via internal programming or purchased plug-ins, most companies want to make adjustments that will work specifically for their company. If not, the users may feel the system is too rigid for day-to-day use.

When a formal CMS is in place, you are able to keep everything in a centralized library system so nothing is lost or deleted. Remember that a library system isn’t just about managing images. There are other assets to consider such as PDFs or Word documents. Additionally, if the central library system can include Meta data, it will help users when searching for assets. Asset management is one of the most important features of any CMS.

Version control is another key feature. The ability to revert to a previous version of a page allows you to quickly recover if something is incorrectly posted live. If your CMS has more comprehensive versioning, you will be able to roll back to a specific date. Even if your CMS does not have that level of versioning, what is most important is that you have the ability to revert to the previously saved version. Some may think this is an unnecessary feature, however, in a situation where the wrong content is posted or overwrites an important file, i­t will certainly be necessary then.

You can have the best website for your business, but if no one can find it, then it won’t help you grow. Search engine optimization (SEO) functionality needs to be integrated into every CMS today. An SEO package that allows for keyword-rich URLs, Meta data, robots.txt files, site maps, and the like will help improve your chances of people finding your site.

If your business is in the market for a new CMS, it is worth adding the items listed above as features on your “wish list” during your research phase. It will certainly help both CMS users as well as IT team members keep everything running well. One viable option when selecting a CMS is Microsoft SharePoint.

SharePoint is built on a highly stable platform that has been proven to be a solid choice for a CMS. It provides the ability to develop sites in a flexible environment while still creating a full-featured website. Catalogs, the Content by Search Web Part and Cross-site Publishing features allow for repurposing content across multiple sites. This is a great feature when sites need to serve multiple products on a multilingual site. SharePoint has no problem handling multilingual web sites.

An important part of SharePoint is the ability to improve collaboration between team members. In today’s work environment, colleagues are often in multiple locations. Anyone can connect to SharePoint from any computer or mobile device and then have access to project documents, schedules, or any other files related to the project. This means work can get done anywhere, ultimately increasing productivity without spending money on travel to get everyone in one place. What might be the best part of SharePoint’s collaboration opportunities it its scalability. For example, what may start as an asset library for a team can easily grow to an enterprise-wide solution for complete asset management.

Web editors can copy content from Word and paste it directly into a Rich Text Editor Web Part, Content Editor Web Part, or an HTML field control on a web page. The Copy-Paste options help to apply correct HTML formatting. This is the ultimate in usability for editors as no knowledge of HTML is required.

SharePoint can please all parties when it comes to a building and publishing a website. Web Editors will appreciate its ease of use. Developers will appreciate its flexibility for additional development. And site visitors will be able to find exactly what they are looking for easily.

The All Covered Difference

All Covered is here to work with you to set up and improve your content management system and processes. Our goal is to introduce collaborative tools in your workplace that can revolutionize how employees improve efficiency and work together. Contact us today at (866)446-1133 for more information or to schedule a consultation.