Content management systems

A content management system (CMS) is a software designed to help you create, organise and publish your organisation's digital content, such as web pages, documents and media files.

You can use a CMS on its own or integrate it with other business applications. Options include installing it on your network, using a web-based service or running it locally.

Main categories of content management systems

Different types of CMS handle different types of content. Common categories include:

• web content management systems
• enterprise content management systems
• mobile content management systems
• digital asset management systems
• media asset management systems
• document and records management systems
• component content management systems

Each of these specific types of CMS has its own acronym. However, the generic 'CMS' term nowadays typically applies to web content management solutions.

What are web content management systems?

Web content management systems let you build, edit and publish website content without coding knowledge. They typically include:

• a content management application with a simple interface for adding, managing and removing web content
• a content delivery application that shows your content on the live website

How web content management systems work

A web CMS works by allowing you to access your website's database via a simple, graphical user interface, usually through a web browser. Within this interface, you can access a range of built-in content management tools to help you:

• create and publish new pages on your website
• update or remove existing content and pages
• use pre-set categories, themes or templates to organise the layout of your pages
• ensure consistent presentation of content across your whole website
• manage the structure and navigation of your website, including menus and sitemaps
• manage authoring permission levels and editorial workflows
• store and retrieve different types of content (eg text, images, podcasts, videos) in your database

You should choose a CMS that matches your content needs, such as social media integration. Larger businesses may need additional CMS functionality, such as multi-site or multi-lingual support. 

See how to choose the best CMS for your business.

What are enterprise content management systems?

Enterprise content management systems typically store documents and other content that relate to the organisation's processes. They often combine different functions, including web content management, document and records management, workflow and collaboration tools, etc. Read more about enterprise content management.

When choosing a content management system (CMS) for your business, it helps to understand the differences between the various types, their features and functions, and pricing models.

Types and examples of content management systems

There are three broad types of CMS software: open source, proprietary and Software-as-a-Service CMS, including cloud-based solutions.

Open source CMS

You can download open source CMS software at no initial cost. There are no licence or upgrade fees, or contracts. However, with open source CMS you may have to pay for:

• technical help during installation and set up
• customisation to extend the software beyond the core offering
• compatible templates, add-ons and plugins (although free versions may be available)
• staff training
• support, including regularly updating the software

Examples of the most widely used open source CMS platforms include:

• WordPress
• Joomla
• Drupal
• Magento (e-commerce)
• PrestaShop (e-commerce)

See a full list of open source CMS.

You can install and manage open source CMS on a web server. While most solutions work out of the box, countless customisations are available to meet the different business needs, such as plugins for e-commerce websites, tools to help you optimise content for search engines or customise your design themes and layouts.

Read more about open source business software.

Proprietary CMS

Proprietary or commercial CMS software is built and managed by a single company. Using such CMS generally involves:

• buying a licence fee to use the software
• paying monthly or annual charges for updates or support
• extra costs for customisation, training, upgrades, and technical or user support.

Examples of popular CMS solutions include:

• Kentico
• Microsoft SharePoint
• IBM Enterprise Content Management
• Pulse CMS
• Sitecore
• Shopify

See a full list of proprietary CMS.

You can usually customise proprietary CMS with built-in functionalities, although this may come at an additional cost. If possible, choose a proprietary CMS that works 'out of the box' to avoid high development costs, especially if replacing an existing website.

If you're looking for a CMS for a brand new website, it is best to choose a solution that has all the important features and functions to meet your current and future business needs.

Software as a Service (SaaS) CMS

SaaS CMS solutions commonly include web content management software, web hosting, and technical support with a single supplier. These are virtual solutions hosted in the cloud and based on a subscription model, usually on a per-user or per-site basis. The pricing usually includes:

• amount of data transfer (ie bandwidth to and from your site)
• storage for your content and data
• automatic updates and maintenance
• ongoing support

There are two types of cloud content management systems:

• 'Fully cloud' CMS often comes as part of a package or service. Typically, these are ready-to-use platforms with limited customisation (often proprietary).
• 'Partial cloud' CMS is hosted on your server with more flexibility for add-ons or code changes.

Benefits of cloud-hosted CMS

Cloud CMS provides key benefits for small and medium-sized businesses, making it easier to manage content without heavy investment in infrastructure. Benefits include:

• Low setup costs: Pay a small fee for basic implementation, with no need for expensive servers or on-site hardware.
• Supplier-managed support: The provider handles upgrades, maintenance and technical issues, freeing up your team.
• Access from anywhere: Use it on any computer, laptop or mobile device with an internet connection.
• Real-time updates: Get the latest software and features automatically, without manual intervention.
• Easy scalability: Upgrade packages as your business grows, matching your needs and budget.

See more on cloud computing and find tips to help you choose the best CMS for your business.

Most content management systems (CMS) share a core set of features and functions to enable the creation and modification of digital content, documents and data.

What does a content management system do?

A typical CMS aims to help users manage information efficiently. The key functions of most CMS applications include:

• storing
• indexing
• search and retrieval
• format management
• revision control
• access control
• publishing
• reporting

For a more basic introduction to CMS, see what is a content management system.

While some CMS are available as basic 'off the shelves' packages, other types of content management systems can be customised and enhanced with advanced add-ons, plug-ins and other features.

Popular web CMS features

Beyond the core CMS functions mentioned above, some web CMS platforms offer additional features, including:

• SEO-friendly URLs and content optimisation
• customisable templates for consistent design and content presentation
• user permissions and group access
• content organisation (eg hierarchy and taxonomy)
• content virtualisation
• version control and workflow management
• collaboration tools and delegation
• multi-language or user support
• integrated file management for images and media
• integrated audit logs to track changes
• automatic install and upgrade tools
• compliance with website and accessibility standards

User-friendly editing 

Most CMS include a WYSIWYG ('what you see is what you get') editor. This works like Microsoft Word, letting you format content without knowing HTML code.

Advanced functions

Beyond the creation and publishing of HTML content, you can also set up a CMS to:

• support your online marketing campaigns and automation
• connect to the customer relationship management (CRM) system
• improve search engine optimisation
• handle e-commerce, user logins or dynamic content

Match CMS to your business needs

As with any software, the key to choosing a CMS is to thoroughly understand your requirements and limitations before you decide on the solution. Pick a CMS with the right features for your website size, team and goals. Ensure it supports accessibility, security and mobile responsiveness.

See our CMS requirements checklist and tips to help you choose the best CMS for your business.

A content management system (CMS) brings clear advantages over static HTML websites. It helps non-technical staff create and update content without hiring developers.

Main advantages of CMS

Using a CMS makes your website:

• easy to update - add pages, blogs or news quickly
• cost-effective - especially with open source or SaaS options
• flexible - extend with plugins for e-commerce, SEO or marketing
• consistent - templates ensure uniform design across pages
• SEO-friendly - built-in tools help search engines find your content
• team-ready - manage permissions and workflows for multiple users

One of the main advantages of CMS is that it enables non-technically minded users to create functional pages or upload and modify content themselves, without having to outsource the work to a web developer or understand programming languages such as HTML or PHP.

Disadvantages of content management systems

Despite their many benefits, there are a few common problems to consider before choosing a CMS. Potential downsides include:

• hidden costs for setup, customisation and training
• need for regular security upgrades and server resources
• difficulties with exporting data or moving to another platform
• lock-in risks with some proprietary systems (hard to switch suppliers)

Get the most from your CMS

If you carefully source and implement the right CMS for your web project, it can help you:

• streamline your authoring process
• update your website remotely, as and when needed
• ensure consistency in appearance and 'look and feel' of the website
• customise your website to meet your precise business needs
• use non-technical staff to make updates, although they may need basic training
• reduce website maintenance costs
• eliminate the need for web developers or webmasters for simple content updates
• integrate your website with other business applications, such as customer relationship and asset management systems
• store archived content, either for future use or reference
• use dynamic marketing to improve sales or user satisfaction
• optimise your website and content for search engines or mobile use

Define your workflows, user roles and approval processes upfront for best results. 

For more information, see our CMS requirements checklist and tips to help you choose the best CMS for your business.

Not every business needs a content management system (CMS). Use these questions to check if it suits your website and team. 

Do you need a CMS?

To determine if you need a CMS, ask yourself the following questions:

• How frequently will you be updating the site?
• Will you regularly post serialised content like blogs and press releases?
• Will you need real-time updates?
• Will you need version control for your content?
• Will you have a big editorial team with multiple user groups?
• Will you need an approval workflow?
• What other functionality do you need from your platform?
• What technical skills do you have in-house?
• Do you need reusable content and layout templates?
• Can you cover the up-front costs and ongoing maintenance?

For simple brochure websites with infrequent updates, a basic static site may work better as it may be difficult to justify the additional cost, time and effort of setting up a CMS. For sites that need frequent updates or extensions, a CMS saves time and money.

CMS requirements checklist

If you determine that you need a CMS, consider the business objectives you expect it to meet. List the important CMS features and functions you would like the tool to have, such as:

• an e-commerce facility for online sales and payments
• workflow approvals and user permissions
• plugins for SEO, analytics or marketing
• password-protected area for customers, suppliers or staff
• site search, navigation and mobile responsiveness
• integration with CRM, email tools or payment systems
• dynamic content like product recommendations and user-generated content
• web analytics to track performance
• integration with cache management tools, other business systems and applications

You should also consider the wider business impact, for example:

• the total cost of CMS implementation (eg time, staffing, training and support)
• the choice between open-source, proprietary systems or cloud options
• migration effort if moving from an existing site

Migrating content to a new CMS

It's worth noting that implementing a CMS on an existing website, especially one with a complex back-end system, may require a lot of development work. Occasionally, it may be more cost-effective to start over with a new website.

Choosing a content management system (CMS) needs careful planning. Start by understanding your business's current and future content needs.

Step 1: Define your requirements

Use the MoSCoW method outlined below to prioritise:

• must-have: essential features you cannot work without
• should-have: features you consider important but not critical
• could-have: features you desire and could be useful, if budget allows
• would-have: nice-to-haves for later

Prioritising features in this way will give you a requirement matrix against which you can assess different solutions and their functionality.

Remember to ask different teams for input so you can capture their requirements and organisational needs too. For example:

• your IT team could need a CMS that fits with the existing infrastructure stack
• your sales team might want CRM or e-payment systems integration
• your marketing team might desire automation or digital marketing capabilities

See examples of important CMS features and functions.

Step 2: Compare key decision factors

Check these when reviewing CMS options:

• ease of use for non-technical staff
• level of technical skills needed to use the CMS effectively
• type of platform (eg open source, proprietary or cloud)
• core or built-in features and capabilities
• customisation options and costs
• third-party integration (eg with CRM or e-commerce platform)
• scalability as your business grows
• mobile responsiveness and design flexibility
• ease of deployment
• security features and compliance
• support options (communities, forums, user support, maintenance, etc)
• total costs including hosting, updates, licensing, maintenance or future development

Every project will be different, but the factors covered above should help you narrow down choices. If possible, watch a demo, speak to current users and try out the software first, before making the final choice.

Step 3: Choose a trusted supplier

The process of finding the right CMS supplier is similar to that of choosing any other IT supplier for your business. You will want to pick a supplier who offers a reputable product and service, clear contracts, reliable support and fair pricing.

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.