How to implement a content management system
Step-by-step guidance on implementing a CMS for your business website - from planning and testing to training, launch and ongoing maintenance.
Implementing a content management system (CMS) takes time and budget, especially on existing websites. It is important to create a clear implementation plan to manage costs and deadlines.
Create your CMS implementation plan
Build a detailed plan to keep your CMS project on track. Include these steps:
Define key deliverables and timelines
List what each stage must produce, such as a working test site by week 4 or staff training completed by week 8. Set realistic deadlines with buffer time for fixes.
Set review dates and milestones
Schedule regular check-ins (weekly or bi-weekly) with your team and supplier. Track progress against goals like "content migration 50% complete" or "UAT passed".
Plan staff training for ongoing use
Identify who needs training (editors, approvers, admins). Book sessions early - allow 2-4 hours per person for hands-on practice. Include refreshers every 6 months.
Agree testing phases and supplier support
Document what gets tested (usability, security, mobile view) and who does it. Confirm your supplier's role, response times for issues, and support after launch.
Even if you outsource setup, train at least 2-3 key staff members. This ensures business continuity if you change suppliers or face urgent updates. Ask your supplier for user manuals, video guides and support contacts upfront.
Read about website maintenance: options and requirements.
Test thoroughly before launch
Migration to a new site can be complex. Consider having a test site that mirrors your live website, so you can work out any CMS issues before going live. Limit access to the test site to key stakeholders only, such as editors, approvers and IT staff. Use it for:
- user acceptance testing (UAT)
- finding and fixing issues
- training with real content
Your new site should only go live once all critical issues are fix and you have successfully completed UAT. Make sure that you have access to the CMS user manuals, video tutorials, admin guides for troubleshooting, and other helpful documentation
More advice is available to help you test and launch your website.
Set up quality controls
After CMS implementation, you will need to put a quality control system into place, with a review process to ensure that updates are properly created and deployed. You can use key performance indicators for the site and the CMS to review and monitor performance.