Coding a website from scratch takes time, technical know-how and a skilled (often expensive) team. But with content management systems (CMS), you can build, manage, customize and scale your site without touching a line of code.
Whether you’re setting up a complex eCommerce store or a simple blog, a CMS makes the process accessible, efficient and, best of all, low-cost.
In this guide, we unpack everything you need to know about content management systems, including:
• What Are Content Management Systems?
• How Content Management Software Works
• What Makes Up Content Management Systems?
• 14 Key Features of a Content Management System
• 2 CMS Navigation Types
• 11 Types of Content Management Systems
• CMS Pros and Cons
• Why Are CMS Platforms Prone to Vulnerabilities?
• 6 Common CMS Vulnerabilities
• 5 Tips on How to Protect Your CMS Website From Vulnerabilities
• How a CMS Simplifies Website Building
• What Types of Websites Can You Build With Web Content Management Systems?
• When Should You Choose CMS vs. Code-Based?
• How To Choose the Right CMS for Your Business
• How To Create Content With CMS
• How To Use CMS for Editorial Management
• Optimizing Your Content Management System for SEO Success
• 7 Best Content Management Systems
• Futureproofing Your CMS for Long-Term Success
• Content Management System FAQs
Learning content management systems begins with defining what are content management systems.
What Are Content Management Systems?
A content management system is software that helps users create, manage and modify digital content without coding. It simplifies website development by providing easy-to-use tools, plugins and templates for building websites.
A CMS also supports team collaboration, allowing users to update content through a shared dashboard and scale operations with minimal technical support.
Businesses rely on content management software to build websites, manage blogs and distribute digital content effortlessly.
But just how user-friendly are content management systems for non-tech-savvy users?
According to Matthew Baker, a website development manager at Thrive Internet Marketing Agency, a CMS offers non-technical users a simple way to manage website content.
“Whether you build a site yourself or work with a developer or agency to create one, a CMS makes it super easy to create content without having to do any design or development work,” Baker said.
“Usually, all you have to do is write your content, add media and publish. Sometimes you might want to do some basic design, and a CMS allows for that as well through pre-built themes or templates that you can customize.”
Curious how one tool can handle all this? Let’s dive into how web content management systems work.
How Content Management Software Works
To understand how content management systems work, it helps to know what goes into building a website manually.
When you build a website from scratch, you deal with multiple layers of code: HTML for the layout, CSS for the design and JavaScript to add interactive features:
Even small updates, like revising content, require manual HTML edits, checking for proper display and uploading files to the server.
It’s a lot of work, especially for non-developers.
A CMS streamlines this entire process. Instead of writing code for each element, you have an intuitive interface that lets you easily add content, style pages, and manage updates without touching a single line of code.
“[…] you can upload files like photos and documents straight to the website using an interface, not a file browser or an FTP client. For this reason, a CMS is super easy to learn and work with,” Baker said.
More than that, CMSs offer predictability in functionality and often have a large community of users and experts for support. Many CMS platforms also feature plugins and add-ons to extend functionality, enabling options like shopping carts, membership programs and file storage integration.
“Many of the most popular CMSs make it easy for developers to write custom code to accomplish almost anything, so if you can dream it, you can do it.”
What Makes Up Website Content Management Systems?
A web content management system has two main components:
• Content Management Application (CMA)
• Content Delivery Application (CDA)
The content management application is the user-friendly interface where you create, edit and organize content. The dashboard allows you to format text, add links and insert images with ease — again, no coding skills are required. You can simply drag, drop or click on elements to customize your content.
Once you’ve made changes, the content delivery application takes over on the back end. It assembles the code, stores the content and ensures everything displays properly on your website.
To publish a new blog post, simply click “Publish,” and the CDA will handle everything automatically, no manual uploads needed.
Now that you understand how a CMS functions, let’s explore its benefits.
14 Key Features of a Content Management System
A good content management software is packed with features to make managing and maintaining digital assets hassle-free. Learning content management systems means familiarizing yourself with the following key features:
1. User Management: Create and manage multiple user accounts with different access levels. This allows you to control who can access content or manage site settings.
2. Content Creation & Editing Tools: Easily create, edit and publish various content types, including text, images and videos, using a WYSIWYG (“what you see is what you get”) editor for real-time changes.
3. Publishing Controls: Schedule posts or publish content immediately with built-in options to control when and how content goes live.
4. Version Control and Backups: Track content changes and revert to previous versions if needed.
5. Responsive Themes: Ensure your website looks great on any device with mobile-friendly themes that automatically adjust to different screen sizes.
6. Pre-Made Templates: Choose from a library of pre-designed templates for quick site setup.
7. Software Integrations: Seamlessly connect your CMS with tools like CRM systems, email marketing platforms or eCommerce solutions.
8. Built-In SEO Tools: Optimize your content for search engines with built-in tools for meta tags, keyword optimization and site structure enhancements.
9. Sophisticated Analytics: Gain insights into user behavior, traffic, content performance and more with detailed reports and analytics dashboards.
10. Content Staging: Test and preview content changes before publishing to ensure everything looks and functions as expected.
11. Security Measures: Protect your site from security breaches with built-in features like SSL certificates, user authentication protocols and regular software updates to patch vulnerabilities.
12. Support Network: Access help through user forums, documentation or customer support to troubleshoot issues or learn how to use advanced features.
13. Migration Services: Transfer website content from one CMS to another without losing data or functionality.
14. Multi-Language Content Creation: Easily create and manage multiple language versions of your web pages to reach a global audience.
Note: Depending on your chosen CMS platform, some of the features mentioned above may be free, while others might require a paid plan or additional plugins.
| 💡 What Is a WYSIWYG? A WYSIWYG (pronounced “wiz-ee-wig”) editor allows you to edit and view content exactly as it will look when published. This tool is perfect for users who still want the benefits of a functional website without diving into code. Let’s use Shorthand as an example.
Shorthand’s WYSIWYG editor works like a slide deck. You can add new sections to your pages and choose from a variety of templates, including options for headings, quotes, timelines and maps. The editor offers seven pre-designed themes with custom layouts available for premium users. |
|---|
2 CMS Navigation Types
Content management systems can be divided into On-Premise and Cloud-Based systems, each with unique navigation options for managing content:
1. On-Premise CMS
In an on-premise setup, the CMS is installed directly on a server managed by the user or their web host. This offers complete control over the server environment and the ability to modify the source code as needed. On-premise CMS solutions are ideal for organizations that require full customization and greater control over security and infrastructure.
Popular examples include WordPress.org, Joomla and Drupal.
2. Cloud-Based CMS
A Cloud-Based CMS is hosted and managed by the CMS provider, allowing users to build websites without dealing with the technical backend. Since the provider manages the source code and infrastructure, users typically cannot access or modify the core code.
This type of CMS is easier to set up and maintain, with the hosting provider handling updates and security.
Examples include Wix, Shopify and WordPress.
11 Types of Content Management Systems
CMS platforms come in various forms to cater to different needs and workflows. Here are the 11 most commonly used by developers:
1. Component Content Management Systems (CCMS)
Most content management systems handle content as whole posts, pages or documents. You write and format an entire document, and the CMS manages it as a single unit.
A CCMS works differently by breaking content into smaller components like sentences, paragraphs or images. This gives you more control and makes reusing and organizing content easier.
This type of CMS is perfect for organizations with high content output, especially those in industries with strict security or compliance needs.
Key advantages of CCMS include:
• Managing content as individual components for easy updates
• Keeping a single source of truth with version control
• Reusing content instead of copying and pasting
• Translating content once and tracking updates
• Publishing to multiple platforms or systems with ease
2. Enterprise Content Management Systems (ECM)
An ECM system streamlines how businesses manage, store and share content. It ensures that the right information reaches the right audience based on the organization’s needs.
ECMs make it easy for employees to access the documents and information they need for daily tasks. This improves efficiency by organizing content so team members can retrieve it quickly and use it to complete projects or make important decisions.
ECM systems also help keep things tidy by automatically deleting no longer needed files after a set time. This saves storage space and ensures that only relevant, updated information remains in the system.
3. Web Content Management Systems (WCMS)
Web content management systems enable users to manage a website’s digital elements without coding or web programming skills. They offer tools for content creation, collaboration and site administration, making it easy for teams to manage web content.
Unlike an enterprise CMS, which handles web and print, a WCMS is dedicated solely to managing online content. This makes it ideal for businesses that want to maintain a dynamic website without dealing with technical hassles.
4. Digital Asset Management Systems
Digital asset management (DAM) systems allow businesses to store, organize and share digital assets in one centralized location. Cloud-based DAMs streamline collaboration by enabling easy access for employees, clients and contractors.
While initially focused on images and videos, DAMs now support various formats, from logos and fonts to documents.
5. Document Management Systems
A document management system (DMS) is a cloud-based solution that helps businesses store, manage and track their documents. It automates everything from uploading and organizing to distributing files, removing the need for paper-based processes.
6. Open-Source CMS
An open-source content management system is free to download and use, with no licensing fees, contracts or mandatory updates. Anyone can access, use and modify the source code, allowing businesses to adapt the system to their needs without the usual software costs.
Although the software is free, businesses might need technical support for setup and installation, as well as add-ons, plugins and templates to match their website’s structure.
Regular software upgrades and ongoing support may also be necessary to keep the system running smoothly. For organizations with unique requirements, additional customization may be needed to go beyond the CMS’s default features.
7. Proprietary Content Management Systems
Proprietary CMS systems are developed by a company or individual who owns the source code and retains legal rights. Clients can purchase, rent or access a license to use the platform for creating websites, but the underlying code remains the developer’s property and is not publicly accessible.
Choosing a proprietary CMS means you’ll need to budget for licensing fees, updates, technical support and possible training for your team. You might also need upgrades or customizations to fit your business needs.
8. SaaS Content Management Systems
A SaaS (Software as a Service) CMS is a cloud-hosted content management solution that eliminates the need for users to set up or maintain server infrastructure. The provider handles hosting, updates and maintenance.
9. Coupled Content Management Systems
A coupled CMS, also known as a traditional CMS, integrates content management and presentation within a single platform. It includes a back end where you manage your content and a front end that displays this content on your website.
The primary difference between a coupled CMS and a cloud-based SaaS CMS is that a coupled CMS requires its own website host. While web hosting services are typically affordable, setting up a coupled CMS means managing and maintaining the infrastructure to ensure everything runs smoothly.
Implementing a coupled CMS involves an administrator handling the initial setup, configuration and ongoing maintenance.
10. Decoupled CMS
A decoupled CMS separates content management from the website display, enabling independent front and back-end operation through an API. This setup is ideal for businesses that use content across platforms, like websites and mobile apps. It allows flexibility in presentation without being locked into one style.
11. Headless CMS
A headless CMS separates the content management from the presentation layer, allowing content to be created in one place and deployed across any digital channel. This setup gives marketers control over content, enabling developers to build and manage experiences at scale.
Unlike traditional CMS platforms, where content is tightly integrated with code, a headless CMS simplifies repurposing content and creating modern digital experiences.
Pros and Cons of Website Content Management Systems
Learning content management systems’ pros and cons can help you determine their suitability for your organization.
Benefits of Content Management Systems
• Quick Development
CMS platforms offer plugins and modules that handle most backend tasks, reducing the need to write complex code and speeding up development.
• Built-In Page Builders
Visual page builders let users create, edit and manage content with drag-and-drop tools, saving time and enabling easy reuse of design elements across multiple pages.
• User-Friendly Interface
A CMS empowers users, even those without a technical background, to write blog posts, add images and update content. This ease of use makes it ideal for business owners and marketers.
• Enhanced Security Features
CMS platforms include robust security features, like permission-based access controls, to protect your website’s data. Regular updates and patches help keep your site secure.
• SEO-Friendly
CMS platforms simplify SEO with plugins and built-in tools like metadata, alt tags and sitemaps, simplifying optimizing your site for search engines.
• Customer Support
Many CMS platforms include features like contact forms, chat widgets and feedback tools, enabling you to engage with visitors and improve customer service directly through your website.
Disadvantages of Content Management Systems
• Dependence on Plugins and Widgets
Many website content management systems rely on plugins to add extra features. While useful, overdependence can limit your ability to customize or adapt your site as needs change. Excessive plugins can also introduce compatibility issues.
• Hidden Costs
Advanced plugins often come at a cost. While some are free, adding more functionality usually means paying for premium options, which can add up over time.
• Limited Scalability
CMS platforms work well for smaller sites but may need help as your site grows. You might need a more robust or custom solution to accommodate increased traffic and complexity.
“For example, you might not want a shopping cart feature when you first choose a CMS, but later on, you do. If you chose a CMS that does not offer any kind of eCommerce ability, then you would either have to find a separate platform to handle the shopping cart or switch to a different CMS altogether,” Baker said.
• Slower Load Speeds
Running numerous plugins, themes and scripts in the background can slow down your site. This can frustrate users and harm your search engine optimization (SEO) efforts.
• Functional Limitations for Complex Projects
CMS platforms often hit their limits when handling advanced workflows or multiple user roles. Custom development might be necessary in these cases to achieve more complex requirements.
• Ongoing Maintenance
Keeping a CMS updated is crucial for security and smooth performance. Without regular maintenance, the software can become vulnerable to issues like DDoS attacks, cross-site scripting and SQL injections, which we’ll discuss in the next section.
Why Are CMS Platforms Prone to Vulnerabilities?
Many CMS platforms are open source, meaning the source code is publicly available for anyone to use, modify or improve. This openness encourages collaboration among developers but also introduces security risks, as hackers can study the code to find system vulnerabilities.
Most of these platforms are free and lack dedicated security teams, which can delay the detection of vulnerabilities and leave sites exposed for extended periods.
“Some platforms take care of all the technical stuff like software updates and security patches. Others require you to do this yourself by default. The difference is often in the cost or what you pay for,” Baker said.
In addition, many users overlook security basics, like setting strong passwords or changing default admin settings, which attackers can easily bypass.
If these vulnerabilities aren’t patched quickly, attackers can easily exploit them and put websites at serious risk.
For closed-source CMS, transparency is often the trade-off, according to Baker.
“Some CMS are closed source, meaning that only the company itself can see how things work on the inside. They may have third-party security auditors review the code and report any vulnerabilities they find, but the general public often can’t review those results, much less the source code.”
| 💡 Pro Tip: How to Quickly Tell If Your Website Is Under Attack If you’re skeptical that anyone would want to hack your website, look at your weblogs. Chances are, you’ll see traces of bots or individuals trying to break in. For many sites, especially high-profile ones, this can happen daily. Knowing what to look for and how to respond can help protect your site from serious damage. |
|---|
6 Common Content Management System Vulnerabilities
Below are some of the most common vulnerabilities that can put your site at risk:
1. Brute Force Attack
Hackers repeatedly try to guess passwords to break into your site. Without a limit on login attempts, this becomes easier, potentially leading to security breaches and server slowdowns from constant login attempts.
2. SQL Injection
Hackers can inject malicious code into your database if input fields aren’t properly protected. This can give them access to sensitive information, alter or delete data and even create fake admin accounts to take over your site.
3. Cross-Site Scripting (XSS)
XSS attacks happen when hackers embed malicious scripts into your web pages. These scripts can steal user information or redirect them to harmful websites. Proper input validation, such as filtering and sanitizing user input, is key to blocking these attacks.
4. DDoS Attack
Distributed Denial-of-Service (DDoS) attacks overwhelm your server with traffic to slow down or completely shut down your site. This prevents legitimate visitors from accessing your site and disrupts normal operations.
5. File Inclusion Exploits
Hackers use these to run or access files on your server. Local File Inclusion (LFI) allows them to access sensitive server files, while Remote File Inclusion (RFI) lets them execute harmful code from another location.
6.Directory Traversal
This vulnerability lets hackers access files outside your website’s standard directories, exposing sensitive data and allowing further attacks on your system.
Use strong passwords, update your software and effectively validate user input to minimize these risks. Learn more about securing your CMS in the next section.
5 Tips on How to Protect Your CMS From Vulnerabilities
While no website is fully hack-proof, these basic steps can greatly reduce risks.
1. Strengthen Login Credentials
Secure your site by using strong, unique passwords and changing default usernames to make it harder for hackers to access.
• Use Passphrases: Encourage using passphrases: long, random word combinations. They’re easier to remember and more secure than traditional passwords.
• Use a Password Manager: A password manager can generate and store strong passwords for each account, preventing password reuse and ensuring custom password rules.
• Educate on Social Engineering Tactics: Teach your team to spot scams like phishing emails or fake support requests. Awareness can help them avoid falling victim to these scams.
2. Schedule Regular Maintenance
Updating your CMS, plugins and software regularly is critical for security. Apply patches and updates as soon as they’re available, and ensure third-party hosts maintain up-to-date server standards.
This also extends to your operating systems, databases and even supporting hardware like firewalls and switches, all of which require consistent maintenance to stay secure.
Remember, it’s a race against time when new security vulnerabilities are discovered. Hackers often target outdated systems, so staying proactive with maintenance helps close vulnerabilities before they can be used against you.
Regularly reviewing and adjusting user access lists further protects against unauthorized access from former employees or other risks.
3. Eliminate Attack Vectors
Each plugin, app or service added to your website can introduce potential vulnerabilities. To reduce risks, streamline your tech stack by removing any non-essential tools. Keeping only the essentials ensures smoother CMS and website operation.
Restrict server access by limiting open ports to those needed for your CMS and core functions. Fewer entry points mean fewer opportunities for hackers.
For added security, restrict CMS access to secure networks or VPNs. Although this may require some adjustments for your content team, it significantly lowers the risk of unauthorized access.
4. Keep Rotating Backups
A reliable backup plan is essential in case of a security breach. Maintain multiple versions, such as daily, weekly and monthly backups, to ensure you can restore your site to a specific time if needed.
Store backups in secure, separate locations like cloud storage or off-site servers to protect against physical damage or cyber threats.
Additionally, automate your backups to ensure consistency and eliminate human error. Many CMS platforms offer tools or plugins to schedule these backups, and keeping copies in different locations minimizes the risk of losing everything if one backup fails.
5. Observe Good Security Habits
Simple habits can significantly improve your site’s security. Here’s how:
• Enable SSL/TLS for Secure Connections: SSL (Secure Sockets Layer) and TLS (Transport Layer Security) encrypt data between your servers and users. This helps protect sensitive information, such as login credentials and payment details, from being intercepted.
• Rename Admin Directories: Change the default names of your admin directories to something less obvious. This makes it harder for attackers to locate the login page and reduces the risk of unauthorized access.
• Implement Two-Factor Authentication (2FA): Adding a second verification step, like an SMS code or app-based authentication, makes it much tougher for hackers to gain access even if they have the password.
• Use a Web Application Firewall (WAF): A WAF filters and blocks malicious traffic before it reaches your site, protecting against attacks such as SQL injections, XSS and DDoS attacks.
• Use Parameterized Queries and Sanitize Inputs: Prevent SQL injection and other injection-based attacks by using parameterized queries and sanitizing user inputs. This ensures that your site processes only valid data, reducing the risk of executing malicious code.
How a CMS Simplifies Website Building
We’ve said it before, and it’s worth repeating: A CMS makes building websites possible without writing code.
Normally, if you want to publish a blog post or create a new page, you’d need to work with HTML to structure your content, add images and embed videos. To change the design, you’d need to write CSS to adjust fonts, colors and layouts.
Once all that’s done, you’d upload the HTML, CSS and media files to a server to make your site live. While this process isn’t impossible, it’s time-consuming and requires knowledge of web development — something most businesses can’t afford to manage manually.
A CMS removes these barriers, letting you build and update websites without writing a single line of code.
Why Most Websites Benefit From a CMS Over HTML and CSS
Modern businesses need websites that can do more than just display basic information. It adds to the interactive experience that today’s consumers crave.
But here’s the thing: While HTML, CSS and JavaScript can get you the site you need, managing all these elements can get complicated FAST as your site grows.
If you add more pages, images or media files regularly, you’ll also need a database to store and manage everything. Databases require their own skills and programming languages, which most businesses don’t have the time or resources to maintain.
How a CMS Streamlines Website Development
This is where a CMS comes in. It integrates all these layers into one platform, so you don’t have to juggle different technologies. With a CMS, you can add new content, change the layout or even expand your site with new features in one dashboard.
Instead of manually coding each page or feature, a CMS lets you use drag-and-drop editors and pre-made templates.
Want to update a product description or publish a blog post? Just type it into the editor and hit “Publish.” The CMS handles the heavy lifting behind the scenes, managing the database, applying styles and ensuring everything displays correctly on your site.
Scaling Your Website Without the Headache
A CMS makes scaling easy as your website grows. It can handle more content and visitors without worrying about adding new servers or changing your database setup. This lets you focus on growing your business, knowing your website can keep up.
For instance, if you launch an eCommerce store, many CMS platforms provide plugins for easy integration of shopping carts, payment gateways and product listings, no developer needed.
However, while this sounds like any developer or business owner’s dream, Baker warned that there are still trade-offs.
“CMSs can sometimes be resource heavy. Just like a car goes really fast if it’s carrying just one person but creeps along when loaded down with four people and luggage, so too can a CMS if it’s been loaded up with plugins galore.
Sometimes you can’t get away from this, but that means you’d need to spend more on-site management and a properly-sized server to make sure the site is performing optimally — again, more management involved.”
In short, a CMS simplifies scaling, but overloading it with plugins can impede performance. The key is to balance functionality and efficiency to keep your site optimized as it expands.
Other articles you’ll love:
• Web Development in 2024: Everything You Need to Know
• The Ultimate Guide to Website Hosting
• What Is Responsive Web Design?
What Types of Websites Can You Build With a Web Content Management System?
Most CMS allows you to create a wide range of websites. For instance, platforms like WordPress can power everything from simple blogs to feature-rich eCommerce stores.
You can also use a CMS to build:
• Static Websites: Simple pages that don’t require frequent updates, like landing pages or portfolios.
• Blogs: Share articles, news and updates with built-in tools for organizing posts.
• eCommerce Stores: Add features like product listings, shopping carts and payment gateways.
• Forums: Create spaces where users can engage in discussions.
• Social Networks: Use plugging to build user profiles, messaging and interactive community features.
• Online Courses: Create and sell educational content with learning management system (LMS) plugins.
• Membership Sites: Restrict content to paying subscribers or members.
• Portfolios: Showcase creative work with customizable galleries and image sliders.
When Should You Choose CMS vs. Code-Based?
According to Baker, choosing between a CMS and a custom, code-based approach depends largely on your business needs, technical expertise and site complexity.
A CMS is ideal for businesses or individuals who:
✔ Need easy management: A CMS works well for those who want to update content without a development team.
✔ Require quick setup: CMS platforms like WordPress or Shopify allow quick deployment without extensive customizations.
✔ Value Scalability: Many large companies prefer CMS, as they can handle both basic and complex website requirements for scaling businesses.
On the other hand, a custom, code-based approach may be better suited if:
✔ Complex functionality is required: Businesses with highly specific needs that a CMS can’t support or perform well with.
✔ Technical expertise is available: Businesses with a dedicated development team should capitalize on custom coding for full control and customization.
✔ The site will function as a web application: Interactive sites that require dynamic content rather than standard webpages.
“A great example is a bank — if they need a system where customers can log in and manage their money, chances are they’re going to have to build this custom. And in this example, a CMS doesn’t make sense because there isn’t really any content that needs managing,” Baker said.
Sometimes, a hybrid approach works best, according to Baker.
“Using the bank example, the bank might want the public-facing website to be easy for their marketing teams to manage by writing blogs and changing out the content on the home page. In this case, they might create a public-facing website with a CMS like WordPress and the customer portal with custom code.”
He added that “many CMSs allow for custom development on top of the core CMS, so one can leverage a proven platform as the base and then build on top of it as needed.”
No matter the route, Baker emphasizes the importance of capturing all technical, business and usability requirements upfront and consulting with technical web experts to identify the best solution.
He also cautions:
“Beware of anyone who tries to shoehorn a website into their preferred CMS or framework; that rarely ends well for any party involved.”
Up Next: Let’s talk about criteria for choosing the right CMS for your needs, so you won’t end up being a cautionary tale.
How To Choose the Right CMS for Your Business
Choosing the right content management solution plays a critical role in your website’s performance, scalability and ease of management.
Here are some questions to ask when making your decision:
☐ What’s your budget?
☐ Does it fit your existing tech stack?
☐ How easy is it to create and edit content?
☐ How secure is the platform?
☐ Does it follow current industry standards?
☐ Should you self-host or choose a platform as a service (PaaS) solution?
☐ What kind of content will you manage?
☐ How many users will be involved?
☐ How will you track and measure success?
☐ Is the CMS platform SEO-friendly?
What’s your budget?
CMS pricing varies based on the features you need. While some platforms are free, you’ll also need to budget for other essentials, such as:
• Web Hosting: Where your website’s files are stored.
• Domain Registration: Your website’s address (e.g., example.com).
• Development Work: Custom templates, features or integrations often require developer assistance.
• Maintenance Fees: Regular updates and security checks to keep your site running smoothly.
Make sure to account for these costs upfront to avoid surprises and ensure you get the right features without overspending.
Does it fit your existing tech stack?
Your CMS should easily connect with tools like CRM, marketing and analytics platforms. This reduces disruptions and keeps your workflows consistent. Check for API, plugin and app support and ensure your team is familiar with any coding needed for customizations.
How easy is it to create and edit content?
Drag-and-drop editors and WYSIWYG tools make content creation accessible to non-technical team members. Role-based permissions ensure that only authorized users can make certain changes, adding a layer of security while keeping the platform easy to navigate for your team.
How secure is the platform?
Security matters as much as usability. Choose a CMS that has been tested against frameworks like OWASP and has passed penetration testing. Look for ISO certifications, which show the vendor follows recognized security practices. Robust security measures safeguard your data and build user trust.
Does it follow industry standards?
A CMS that supports popular tech standards like JavaScript, JSON, LDAP and OAuth eases integration and future compatibility. Open-source options add value by letting your team review and customize the code for added control over security and personalization.
Should you self-host or choose a PaaS solution?
Decide whether to self-host the CMS or choose a Platform as a Service (PaaS). Self-hosting provides control but requires managing servers and updates, while PaaS handles these tasks, which is useful if your team lacks IT expertise. Consider your team’s skills and long-term goals to choose the right approach.
What kind of content will the CMS manage?
Consider the types of content you plan to manage. Are you mainly publishing blog posts, or do you need to handle large files like videos and images? If your site requires frequent updates, manages a large content library or needs specialized tools like a digital asset manager (DAM), choose a CMS that can meet those needs.
How many users will be involved?
For larger teams, choose a CMS that offers role-based permissions so you can control who can edit, publish or manage specific sections of your site. This helps keep things secure by restricting access to the right people. For smaller teams, opt for a simpler system with fewer restrictions, allowing everyone to manage content easily.
How will you track and measure success?
Look for a CMS with built-in analytics or the ability to integrate with tools like Google Analytics. This helps you monitor traffic, conversion rates and user engagement. A CMS that supports A/B testing can also refine content and improve user experience. Tracking these metrics lets you see what’s working and where adjustments are needed.
Is the CMS platform SEO-friendly?
Choose a CMS that allows customization of meta tags, clean URLs and alt text for images. Some platforms have built-in SEO tools or offer plugins to enhance your content’s search engine performance. These features are crucial for boosting your website’s ranking and making your content more discoverable.
How To Create Content With CMS
Whether you’re a marketer, blogger or business owner, understanding how to effectively use a CMS can enhance your workflow and improve the quality of your content.
Here’s how to navigate your CMS platform and perform core tasks:
1. Text Editing and Layout
The text editor in a CMS is your main tool for content creation. Most platforms offer two types of editors: WYSIWYG and HTML.
Again, WYSIWYG editors let you edit content just as it will appear live. If you need more control, an HTML editor offers advanced options for adjusting content structure and style.
2. Adding Media
Visuals and media elements can make your content more engaging. Use the CMS’s media tools to upload images, insert videos and attach documents directly to your content.
To enhance your content without affecting storage or load times, you can add images directly, choose featured images, or embed videos from sources like YouTube or Vimeo.
Remember to use clear naming conversations to make it easier to organize media assets as your collection grows.
3. Structuring Content
A CMS allows you to maintain a consistent layout across your site. You can use templates for blog posts or product pages to ensure all new content matches your brand’s style. Dynamic elements, such as galleries or tables, automatically update with new information, saving you time on manual edits.
4. Managing Workflow
Many CMS platforms have workflow management features that facilitate collaboration with your team. You can draft content, send it for review and schedule publication — all within the CMS dashboard. This is especially useful for teams managing large content calendars, allowing for efficient updates without constant oversight.
5. Optimizing for Search Engines
Most CMS platforms have built-in SEO tools that make improving your content’s visibility easier. You can add meta tags, optimize URLs and create SEO-friendly headlines. Some systems even offer real-time recommendations to fine-tune your content for search engines.
“CMSs often make SEO and other aspects of digital marketing easier, either with their built-in tools or with extensions. When building a custom site, much SEO work will have to be done manually in code, whereas many CMSs handle this for you or make it easy to implement,” Baker said.
Because of the added ease, some agencies prefer working with CMS-based sites and may even charge more for custom sites due to the extra work involved.
6. Organizing Your Content
A CMS also serves as a repository for all your website’s content. You can categorize blog posts, tag products and sort media files into folders, ensuring that everything is easy to find and update.
As your website grows, this organization becomes crucial for maintaining a smooth workflow and keeping content accessible.
7. Preview and Publish Your Work
Before publishing, use the preview feature to check your content’s appearance on different devices. This ensures that your formatting and media are displayed correctly whether visitors use a desktop, tablet or smartphone.
Once everything looks good, you can publish your content immediately or schedule it for later. Many CMS platforms also allow you to save drafts to continue refining your content before it goes live.
Learn how to write banger website copy: How to Write Landing Page Copy That Converts
How To Use CMS for Editorial Management
A content management system makes it easier to manage content and workflows. Here’s how to effectively use a CMS for your editorial management:
1. Scheduling Content and Publish Dates
A CMS allows you to draft content, set specific publish dates and schedule posts to go live when your audience is most active. This means you can plan and maintain a consistent content calendar without needing to be online for each release.
Features like “on and off times” let you automate when content is visible or removed, making it easy to manage seasonal campaigns or event pages.
2. Managing User Roles and Permissions
A good CMS lets you assign roles to different users based on their responsibilities. For example, an author can draft articles, an editor can review and approve content, and administrators can manage overall site structure and settings.
This role-based access ensures that each team member only has access to the necessary tools, promoting smoother collaboration and strengthening security.
3. Revisions and Version Control
Mistakes happen, and version control can be a lifesaver in this instance. It allows you to track edits, restore previous drafts and revert to earlier versions if needed. This feature is especially useful for quality checks and audits.
4. Accessibility and Usability
A CMS allows all team members to contribute easily with features like auto-save, simple navigation and error handling. These tools make it accessible for everyone, regardless of technical skills.
5. Integrate with Other Tools
Many CMS platforms connect with tools like social media and email marketing systems, helping automate parts of your process. For instance, you can schedule content to be posted on social media automatically once it’s published on your website.
How To Optimize Your Content Management System for SEO Success
Improving your CMS for SEO helps your website gain visibility in the search results and attract more organic traffic. From managing metadata to customizing content, here’s how to turn your CMS into an SEO powerhouse:
A. Optimize On-Page Elements
On-page SEO is critical to improving your site’s visibility. A CMS can help optimize your web pages so search engines can easily crawl and index them.
Improve Content Structure
Organizing content with clear headings (H1, H2, H3) helps search engines and readers navigate your pages more easily. Your CMS should allow you to manage articles, blog posts and product descriptions in a clear hierarchy, helping search engines better comprehend your content.
Optimize Metadata Elements
Metadata guides search engines in interpreting your web pages. Most CMS platforms offer automated optimization tools that handle essential SEO tasks, such as meta tag creation, image optimization and URL redirection.
However, if you prefer more control over your SEO, you can finetune these key elements yourself:
• Title Tag: This is the clickable headline in search results and at the top of web browsers. Keep it under 70 characters, include your main keyword, and accurately describe the page content to attract clicks.
• Meta Description: This summary appears in search results under your page’s title. Aim for under 155 characters and use action-oriented language to drive clicks.
• Social Media Images and Meta Tags: These tags define how your content appears when shared on social media. Use Open Graph tags and select images with a 1.9:1 aspect ratio (1200×630 pixels) for professional-looking previews.
• Alt Text for Images: Alt text describes images for screen readers and search engines. Use clear and concise descriptions with relevant keywords to make your visuals more accessible and SEO-friendly.
• Permalink (URL Structure): A clean URL is both user- and SEO-friendly. Keep permalinks short, use hyphens to separate words, and include keywords that match the page content, such as “www.yoursite.com/category/article-title.”
Preview and Adjust Before Publishing
Most CMS platforms include a preview mode that lets you see your page exactly as users will experience it. This feature helps you check loading speed, mobile responsiveness and user-friendly design — factors that are key to search engine ranking and a positive user experience.
B. Improve Technical SEO
A robust CMS goes beyond basic functionality, offering advanced tools to enhance your technical SEO strategy.
Schema Markup for Rich Snippets
Schema markup helps search engines understand your content’s context, resulting in rich snippets in search results. For instance, product schema can display star ratings or pricing directly in search results, encouraging more clicks.
Canonical Tags for Duplicate Content
Canonical tags tell search engines which version of similar or duplicate content to prioritize. A CMS should simplify setting canonical URLs, preventing penalties and consolidating ranking signals.
XML Sitemaps and Robots.txt
A good CMS automatically generates XML sitemaps, helping search engines crawl your site more effectively. It should also allow easy management of Robots.txt files, controlling which pages search engines can index.
Optimize Site Speed
Site speed affects rankings and a CMS can help improve it. Many platforms offer plugins to compress images, enable caching and minimize CSS and JavaScript, leading to faster load times, better user experience and improved search rankings.
C. Targeting and Personalization
Personalization is now a standard expectation for users. Delivering content that matches their needs leads to better engagement and more sales. When visitors feel like a site understands their interests, they’re more likely to interact and convert.
Here’s how CMS makes it easier to personalize your content and target specific audiences:
Create Dynamic Content
A CMS allows you to set up dynamic content that changes based on visit behavior. For example, if a customer views a specific product, the CMS can automatically suggest similar items during their next visit.
Target Specific Audience Segments
Your CMS can help you reach different audience groups based on age, location or browsing history. This enables you to deliver content tailored to each group’s interests, such as regional offers or age-relevant information.
Your CMS can also help you target different groups based on factors like age, location or browsing history. This allows you to show content that speaks directly to each group’s interests. For example, you can display regional offers or content relevant to different age groups, ensuring your message reaches the right people.
Understand User Behavior with Analytics
A CMS tracks how users interact with your content, providing insights into their preferences and engagement patterns. This data allows you to refine your content strategy and serve personalized content that aligns with user interests.
Implement Geo-Targeting for Local SEO
Geo-targeted content can make a big difference if your business relies on local customers. Many CMS platforms include features that display content based on a user’s location. This helps improve your local SEO, ensuring the right audience sees the most relevant content.
D. Mobile Optimization
Mobile-friendly websites rank higher and offer a better user experience, as most users now browse on mobile devices. With mobile optimization, you can retain visitors and potential conversions.
To ensure your site is mobile-friendly, your CMS should support:
• Responsive Design: Responsive design ensures your site adjusts to various screen sizes, offering a consistent experience on mobile, tablet and desktop. This enhances accessibility and minimizes user frustration.
• Accelerated Mobile Pages (AMP): AMPs are stripped-down versions of standard HTML pages that enable faster loading by allowing resources to load asynchronously and using caching.
7 Best Content Management Systems
Not all CMS are created equal. We rounded up the best content management systems that make testing, managing and delivering web content a breeze:
1. WordPress
Starting with the most popular CMS on the market, WordPress is an open-source platform that powers 43.2% of all websites. WordPress web design experts would agree that the platform’s intuitive dashboard simplifies content management, while built-in media tools and user roles make it easy to optimize your site, manage access and add rich media.
What We Love About It:
✔ Flexibility: Used for various websites, from blogs and portfolios to eCommerce and e-learning platforms.
✔ Vast Library of Plugins and Themes: Access over 58,000 plugins and 31,000 free and paid themes.
✔ Drag-and-Drop Editor: Build pages with a simple drag-and-drop function and view changes in real-time.
✔ Developer-Friendly: WordPress complies with W3C standards, ensuring websites are built with best practices and work seamlessly across modern and future browsers. It also offers role-based access permissions to enhance security and control over user access.
✔ Open Source: As an open-source platform, WordPress allows users to freely modify and share its code, offering endless customization options without the burden of licensing fees.
Best for: All websites, from personal blogs to large eCommerce platforms.
Pricing: Core software is free; Managed WordPress Hosting starts at $4.50/month.
2. Joomla!
Joomla! is a free, open-source CMS with built-in multilingual support, ideal for websites catering to a global market.
While it’s user-friendly enough for non-developers, Joomla! offers developers a range of advanced features, like banner management tools and user role management, making managing content on complex websites easier.
What We Love About It:
✔ Feature-Rich: Includes easy content editing, SEO optimization, multilingual support and more.
✔ Highly Extendable: Offers over 8,000 extensions and thousands of third-party templates for extensive customization.
✔ Easy-to-Use Editor: Joomla! provides a drag-and-drop content editor and supports multiple WYSIWYG editors, with TinyMCE as the default.
✔ Developer-Friendly: Built on a model-view-controller (MVC) web application framework, allowing developers to separate the CMS from the application.
✔ Security: Comes with built-in two-factor authentication (2FA) and role-based access control for enhanced security.
Best for: Multilingual websites and complex site structures.
Pricing: Core software is free; hosting starts at $2.49/month.
3. Drupal
Drupal is a feature-rich, open-source CMS built on a PHP-based platform (a server-side scripting language). It is designed for managing complex websites and large-scale projects and offers more advanced content management features than WordPress or Joomla.
The platform supports extensive customization through thousands of modules, making it easy to extend functionality, manage multiple sites and create personalized user experiences.
What We Love About It:
✔ Multilingual Capabilities: Offers automatic language translation and supports localized content for global reach.
✔ Modular Design: Provides thousands of add-ons and integrations, allowing users to extend functionality as needed.
✔ Extensive Theme Library: Choose from over 2,500 themes to ensure a cohesive and professional look for your website.
✔ Developer-Friendly: Developers can leverage over 40,000 optional modules to add custom functionality and modify webpages to suit any need.
Best for: Large-scale websites and users with more experience.
Pricing: Core software is free, with hosting starting at $2.99/month.
4. HubSpot CMS Hub
HubSpot CMS Hub combines content management with marketing and sales tools, ideal for businesses focused on growing their online presence. It uses a drag-and-drop editor and built-in SEO tools to simplify website creation and optimization for non-technical users.
The platform integrates with HubSpot CRM, so you can personalize content based on user behavior. While this integration can boost your marketing efforts, keep in mind that adding advanced features may increase costs.
What We Love About It:
✔ Template Library: Over 3,500 free and paid landing page templates, all customizable with the drag-and-drop editor.
✔ Advanced Features: Includes multi-language support, personalized content, SEO recommendations and performance tracking through reports.
✔ Security: Provides role-based access, 24/7 monitoring, threat detection and single sign-on (SSO).
✔ CRM Integration: Seamlessly works with HubSpot’s CRM to manage customer interactions and marketing campaigns.
Best For: Businesses looking for a CMS with integrated marketing and sales automation, perfect for marketing-driven websites.
Pricing: Starts free with basic features; advanced plans begin at $15/month.
5. Adobe eCommerce (formerly Magento)
Adobe Commerce is a strong option for businesses that need a scalable, feature-rich eCommerce platform to support expansion.
It offers advanced features like multi-store management, multilingual support, and multi-currency options, ideal for businesses with large product catalogs and high traffic.
What We Love About It:
✔ Templates and Components: Easily build websites with pre-built templates and components.
✔ GenAI Capabilities: Features brand-aware generative AI for creating personalized content.
✔ Real-Time Editor: Use the universal drag-and-drop editor to create and manage web content quickly.
✔ Workflow Automation: Automates key workflows and integrates seamlessly with other tools for efficiency.
✔ Multi-Site and Multi-Language Support: Perfect for businesses operating in multiple regions with diverse languages.
✔ APIs and Integrations: Offers integration with Adobe tools and third-party services for flexible operations.
✔ Developer Advantage: Optimized code foundation for agile web development, with edge-based architecture to reduce latency and improve load times.
Best for: Large-scale eCommerce businesses looking for a scalable solution with advanced global operations support.
Pricing: Available upon request.
6. Shopify
Shopify is a top eCommerce platform with a CMS and tools for managing online businesses, including order management, inventory tracking and POS solutions.
As a cloud-based SaaS eCommerce solution, it handles server upkeep and updates, enabling business owners to concentrate on sales and expansion.
What We Love About It:
✔ Advanced Reporting: Use powerful analytics and reporting tools to track sales and customer data.
✔ Customizable Templates: Over 70 free and paid eCommerce templates to create a unique store design.
✔ SEO Tools: Includes built-in SEO features like meta tags and sitemaps for better visibility.
✔ International Support: Translate content into more than 50 languages and adjust for local currencies and tax rates.
✔ Developer-Friendly: Includes a headless CMS, level 1 PCI compliance for secure transactions and supports role-based access and 128-bit SSL encryption. Over 6,000 third-party apps and APIs offer extensive customization options.
✔ Reliable Customer Support: Offers comprehensive support to assist users at every stage.
Best for: Shopify is suitable for businesses of all sizes, offering ease of use for small stores and scalability for large merchants.
Pricing: Shopify offers Basic ($29/month), Shopify ($79/month) and Advanced ($299/month) plans with annual billing. Businesses can try Shopify for free and pay $1 monthly for the first month.
7. Wix Studio CMS
Wix Studio CMS simplifies website content management, offering the flexibility to scale as your needs grow. It allows you to create dynamic displays by linking content to elements like galleries and tables, keeping your site engaging and up-to-date.
What We Love About It:
✔ Dynamic Pages: Keep your layout consistent while content updates automatically.
✔ SEO Tools: Includes a full set of SEO features to improve rankings.
✔ AI-Powered Design: AI-driven tools and no-code animations speed up the design process.
✔ Seamless Integration: Easily integrate content with dynamic pages.
✔ Multi-Site Management: Easily oversee multiple sites with shared analytics and single sign-on (SSO).
✔ User-Friendly Dashboard: Safe and intuitive content management solutions.
✔ Global Reach: Translate your site into over 180 languages.
Security: Strong permissions and privacy settings to protect your site.
Best for: Entrepreneurs and small businesses looking for an easy-to-use website builder with built-in eCommerce features.
Pricing: Plans start at $16/month and go up to $159/month for Business Elite. Custom pricing is available for Enterprise plans, with a 14-day money-back guarantee.
Futureproofing Your CMS for Long-Term Success
Choosing a CMS is only the beginning; it’s important to ensure it evolves with your business. Here’s how to future-proof your CMS for long-term success:
• Adaptability: Your CMS should grow with your needs, allowing for easy adjustments within the platform or through third-party integrations. This flexibility ensures you can add new content types or functionalities as your business evolves.
• Comprehensive Support: A future-ready CMS should support diverse content formats, from blog posts and images to videos and interactive elements. This ensures you’re never limited in how you present your content, no matter the format.
• Image Handling: Automatic image scaling and optimization are crucial for maintaining a fast, high-quality site across all devices. This helps keep your website looking sharp and running smoothly, even on mobile.
• Multilingual Support: Reaching global audiences requires built-in multilingual capabilities. A CMS that supports multiple languages allows you to expand into new markets without additional tools.
• Integration-Friendly: Your CMS should seamlessly connect with other tools like CRM systems, marketing platforms and analytics software. This capability allows you to expand features without requiring custom development for each new integration.
• Scalability and Performance: As your business grows, your CMS must handle increased traffic and data without compromising speed or efficiency. A scalable platform guarantees an excellent user experience, even during peak periods.
Build Scalable, High-Performing Websites With a Professional Web Design Company
Your website is often the first point of contact for customers. It’s where potential clients discover your brand, engage with your content and make purchasing decisions. However, to achieve this, your site must be well-designed; otherwise, you risk losing traffic and conversions.
For many businesses, though, quality web design can feel out of reach due to budget constraints, resource limitations, or lack of in-house expertise.
This is where Thrive Internet Marketing Agency steps in. We deliver end-to-end web design and development solutions tailored to your brand. Our expert team creates custom, user-friendly websites optimized for search engines and built to engage and convert your audience.
“At Thrive, we strive not to fit your needs into a prepackaged solution,” Baker said, “but rather to understand all aspects of your project and map out a plan to achieve it, whether that involves a CMS, custom development or both. […] We have Thrivers who know WordPress, Shopify, NextJS, Laravel and everything in between and inside out. We can do, and have done, things that our clients’ former agencies said were impossible.”
Here are other benefits you can expect when you partner with our agency:
• Comprehensive WordPress web design process
• Seasoned WordPress design professionals
• SEO copywriting
• Skilled frontend developers
• Website performance tests
• Detailed campaign reports
• Client-centered project management
We offer solutions for every need, from Rapid Development Sites (RDSs) for businesses needing a quick, polished website to custom-quoted development for new and existing sites.
“And, not only can we build your website for you, we can support it for you long after launch so it runs as smoothly as it did on day one,” Baker said.
Thrive also offers search engine optimization services, such as link building, on-page optimization and technical SEO, to drive and convert leads to your website.
Build a high-converting website that reflects the quality of your brand — speak to our web design experts today or check out our portfolio.
Content Management System FAQs
WHY DO I NEED A CMS?
A CMS makes managing website content simple, even without coding skills. It provides built-in tools like SEO, content scheduling, security measures and other features, allowing you to update your site whenever you need. Plus, it makes collaboration easier and reduces costs by minimizing the need for developer help.
WHAT’S THE DIFFERENCE BETWEEN AN OPEN AND CLOSED-SOURCE CMS?
Open-source CMS platforms are free, customizable and supported by a developer community, giving you more control over your website. Closed-source CMS platforms are licensed and managed by a company, offering stability and built-in support but with less flexibility for customization.
CAN ANYONE USE A CONTENT MANAGEMENT SYSTEM?
Yes, most CMS platforms are user-friendly and designed for non-technical users. Coupled CMS is great for content editors, while headless CMS may need developer assistance for setup but is still easy to manage once configured.
HOW DOES A CMS IMPROVE COLLABORATION?
A CMS promotes collaboration by letting multiple users work on content simultaneously. It offers role-based access so team members can focus on their tasks while keeping everything secure. Plus, centralized storage and version control make tracking changes and organizing content easy.
HOW DOES CMS HELP BUILD WEBSITES?
Content management systems simplify website development by handling technical aspects like HTML, CSS and file uploads. They allow you to create, style and publish content without coding or manually uploading files. This makes it easier and more efficient for organizations to manage their websites without extensive IT resources.
