4 Things Non-Technical People Need to Know About Content Management Systems
A website built with a Content Management System (CMS) enables non-technical personal more access to update, edit and delete website content. Over the years, content management systems have gotten easier, faster and cheaper especially compared to custom-coded solutions. But this increase in usability, speed and affordability comes with significant tradeoffs must be understood.
A friend of mine recently Tweeted (out of frustration) that “…a CMS can’t do everything. It’s like getting in a Ferarri and wishing the ride was smoother.” It’s true. There is no perfect solution even with the commonly used systems such as RedDot, Ektron, DotNetNuke and (gasp!) Sharepoint. Even higher end systems are not exempt from inherent system limitations.
Many content management systems are advertised as panacea solutions. And while they are powerful, you need to keep the following 4 things in mind:
1) Cost/Functionality Tradeoff
While seemingly obvious, it’s important to remember that inexpensive, canned solutions WILL require tradeoffs in design, programming and/or functionality. These tradeoffs are typically worth the cost savings, but it’s easy to forget this simple idea at the 11th hour of a project when you ask for something that just isn’t possible with your chosen CMS. While a Honda Civic is a great low cost solution that’s easy to maintain, you can’t get annoyed when it doesn’t go zero-to-sixty in 5-seconds when accelerating onto a highway.
2) Design Customization Limitations
No matter how flexible a CMS is marketed, you WILL run into a situation where you CAN’T implement your dream design. It could be related to something important like how the navigation menu operates; perhaps you’re not able to use fancy graphical fonts and are forced to use HTML text. Or it could involve something small like limitations on drop shadows for tables or graphics. To minimize frustrations, be sure to get your initial design comps approved for implementation by your IT staff as soon as possible. Then if (or when) new issues pop-up mid-way through the project build-out, don’t freak out. Make whatever concessions are necessary, note it for future reference and live to fight another day.
3) Updates & Service Level Agreements
If you set up your website on a shared server using a CMS that powers 50 other websites, you need to take a good look at the service level agreement (SLA) with your developer/host provider. What is the agreed upon response time? What security provisions are included? How long will the CMS be supported? You might get free upgrades as they become available, but maybe not. And is your fee (upfront fee that includes X-months of support OR your monthly license fee) commensurate with your service expectations? If you’re paying $99/month, don’t expect your developer/host company to put you at the top of the list when it comes to troubleshooting. I know it sucks, but it’s reality.
4) Customized Technical Features
Most CMS systems are designed for personalized implementations meaning you’re able to use all the available building blocks/modules to construct your own website. But at a certain point, you’ll likely need something that’s just not a part of the CMS. Ugh, right? You might be able to custom program a solution that can work in conjunction with the CMS. Some systems cannot be modified since the CMS “brain” powers many other sites, not just yours. But if you get lucky and ARE able to customize, you’ll likely be asked to pay extra for this custom programming since it’s not part of the CMS system installation and customization. Normally it’s still a small fraction of what you’d pay for a completely custom-coded system so it’s well worth it. Then you need another customization which requires more special coding. And then more — and more — to the point where the CMS has been bent and Frankensteined into something barely resembling it’s original nature and purpose. You want to avoid this if at all possible.
So what to do?
In my 14-years of Internet development/marketing experience, the importance of PLANNING has never waned especially with sites using content management systems. You wouldn’t build a custom home without consulting an experienced architect, right? Same goes for web development. Work with someone who understands your business and strategies. Chart out your website architecture and systems plan. Then (and only then) work with your web developer/IT professional to select the best content management system that fits your needs. This will minimize the compromises you’ll be forced to make mid-stream and maximize your chances for success.
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