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10 Most Common Website Scenarios that Make Web Content Management System (CMS)  An Essential Tool
17 February 2015

10 Most Common Website Scenarios that Make Web Content Management System (CMS) An Essential Tool

According to a recent technology research conducted by W3Techs, 62.1% of the global websites aren't using a web Content Management System (CMS).

So, what is the definition of a Web CMS?

It is a software system that authorizes & gives administration tools to allow users who have less or no web designing knowledge to create & manage web content with ease, simplicity & comfort. There are many Web CMS products from open source options to enterprise level commercial solutions. If in case you are not managing your website with any CMS tool, then you must asking yourself "Why do I need a web CMS tool?"

Let's outline some of the ten common scenarios that make having a Web CMS tool essential:-

Scenario 1 - The people involved in managing the content want to be independent.

There are many organizations where the marketing teams own & manage the entire web content on the website. They are entirely responsible for maintaining the image of the organization with constant improvisations in look & feel of the company's website. Marketing department has to be always swift yet quick in adapting to the changing trends in the industry. So, obstacles & barriers in managing web content is the last thing on their mind!

In other organizations where marketing teams are not in picture, the respective IT teams are the only people available to make content updates. It takes hours to change a single word on the website as e-mail notification has to be sent to them!

What if the organization had a Web CMS tool? Well, with the right tools & permissions in place, users could make content changes directly on the website! There is no need to wait for hours to get your content updated thus making them self-sufficient & independent!

Scenario 2 - Your web traffic is growing each passing day and you’re worried about the performance of your website.

Its wonderful for anyone if web traffic increases! But the challenge is - your visitors are increasing too! You are writing great content which means your average load time on the page is also increasing due to increased visitors.Visitors will grumble as its taking lot of their time to see the content load on the website. If you don't resolve this matter soon then you stand at a chance of losing visitors to your site & desert from your poor performing website. This is where web CMS tools are helpful by offering innovative solutions like web caching feature to increase your site performance. This feature stores the site content & codes in the history. So, the next time the user wants to see the web page, the web CMS helps the user retrieve the page from the cache & helps in faster loading of the the page thereby resulting in faster web performance. By clearing the cache users are able to view revised/updated/refreshed copy of the page thus making the web CMS a smart yet necessary tool!


Scenario 3 - You wish to upgrade & scale up your server capacities to help your growing e-commerce site.

Page caching method is surely a great way for speeding up your response time, but what about sustaining even more growth without requisite server resources or just delivering page results from just one server? Users will abandon your slow performing e-com site which might lead to loss in revenues for your website.

So, how to meet the growing demands & scale-up your server resources?

There are many web CMS tools that offer “webfarms” functionality. Webfarms allow web CMS tools to install them on 2 or more servers. Webfarms route incoming web requests across various servers thus increasing site performance & faster response time as it is not serviced just by one server. They also offer “cache synchronization” across webfarms which will help in delivering the web pages consistently to the users.

Scenario 4 - You wish to improve your site's SEO

The role & the focus of a SEO expert is changing rapidly! In the past years, we would care about keywords, keyword density, link text etc. Nowadays, the quality of content is more important than ever before.  Managing URLs will always remain an important aspect in SEO. There are some web CMS solutions which offer convenient yet easy SEO features to manage URLs “at large.” Instead of managing the URL manually in every page of your site, web CMS tool assists you in re-writing & redirecting rules in an automatic & intelligent way.

Imagine the time it saves for the user, manually assigning a URL takes 5 minutes, then managing 200 pages will take 1000 minutes which is approximately 17 hours of your time! Not to mention, the use of an automated tool is less error prone than having you hand code URLs just by yourself.

Scenario 5 - You are adding content providers continuously and need quality check & control.

Earlier in the article, we cited the need for web content producers to be self-sufficient. It may start with just one team member & soon a team(s) content professionals will join to manage web content & update the same themselves. That is fine, but you may need to keep a tab on quality control measures as well. With so many of them updating the website, the chances of an errors are quite natural. On an employee's resume a small mistake or error is not the end of the world but on an e-commerce page a simple error can lead in loss of revenues for the company. A Web CMS software can be of help which provides granular permissions to assist you in proper workflow management for the organization. 

With granular permission features, site owners can create roles & jobs and then assign writing, editing or deletion rights (on the site) to particular person or user. For instance, the “Sales profile” may have the authrity to update the pricing section of the site, but no authority to update other areas of the website & so on.

With workflow management processes in place, content can be checked by an approved before they go live on the website. The reviewer can approve the content before publishing on the website. Alternatively, the reviewer can reject the content updates and ask the person to make changes & then re-verify it to be uploaded freshly thus ensuring proper quality check & control for web content management.

Scenario 6 - You are adding more pages/sections and you need to maintain brand consistency.

Look at the websites you visit today & just look at the number of sections they have added today from the day it was launched! Its quite natural for websites to increase sections over time as their service offering increase. So in a way they are growing!

Web CMS tool offers page templates which can add as many number of page/sections on the site. Templates define the site structure & layout which can be used on any of the pages or sections thus maintaining consistency of your brand on your website. You can design the template once & after its approved by the marketing team it can be used anywhere you want on the website!

Scenario 7 - Your content team is growing and you want to have a change management system in place.

Imagine you are running a special offer on a festive season with 20% discount to the customers. The offer will be announced tomorrow but someone just published it on the website without consulting anyone! So, what if the CEO asks? "Who did it?" Without a CMS tool, it's challenging for sales & marketing guys to answer the question.

If a proper web CMS tool is in place, the marketing team can determine who made the changes including the date & time it was published. They can also cross check the current & previous versions as to who made the changes. Its also easy to revise the content to the original & undo the changes thus making change management easy in CMS tools.

Scenario 8 - You want to update your site with a new look & feel.

Website was fine when there were 20 customers but now there are 200 customers! This means visitors would like to see something new & expect more from your site. If your website is not providing the kind of the dynamic user experience to the customers, then you stand to lose your image in the business community. There is always a way to call the digital agency to come up with an idea to redesign your site & give a complete makeover or have a web CMS tools which have so many interactive themes or skins which can enhance your image & change the look & feel for your site. There are hundreds & thousands of themes to shop around them! You can choose the best one which is suitable for your and rebuild your image! This is again possbile if a web CMS tool is in place!

Scenario 9 - You are loosing visitors because they can't find what they are looking for.

There are many marketing who think that they have the best and the most organized content on the website but there have been many scenarios where customers haven't found what they were looking for on the website. They will immediately leave your site if they can't find what they want. 

Try this experiment:- Identify content that is two to three levels deeper than the information that is available on your website. Email the same to your mom & ask her how she finds it. If her response is negative, then the content is ineffective.

There are many CMS tools which come with a search feature options with in built crawlers in it. If you don't want content pages to be shown in the search results, then you can just instruct the crawlers to ignore those particualr pages/folders/documents.  You can re-deploy them & ask your mom for a second opinion, I am sure she will find what she wanted this time!

Scenario 10 - You are managing more than one website

You already know that you need to multiply your content management activities if you have more than just one website right? No problem! Lets say for instance, you are a big conglomerate which has six different subsidiaries under it. What you can do is that you can just create a HTML module with "About Us" description which can be shared across all the six subsidiaries. So, if you have found a new CEO for the company the content modifications can be easily reflected on all the subsidiaries with ease & comfort! So, a web CMS tool can be a very effectively tool in this scenario!

A DotNetNuke (DNN) CMS Development Services firm can be a useful yet wonderful way in managing the content which comes along with different features & skins which will assist enterprises scale-up & optimize their content in an efficient yet effective manner.



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