Enterprise Content Management Systems (ECMS)

Learn about the key benefits and features of an Enterprise Content Management System (ECMS) and popular ECMS platforms.

Enterprise Content Management Systems (ECMS)

Learn about the key benefits and features of an Enterprise Content Management System (ECMS) and popular ECMS platforms.

Learn what an Enterprise Content Management System (ECMS) is, the benefits and key features of an ECMS, and how to choose the best ECMS platform for your needs.

This lesson is part of our series on understanding Content Management Systems (CMS).

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What Is An Enterprise Content Management System?

Enterprise Content Management is a framework of tools, methodologies, and processes for managing content throughout its lifecycle, automating workflows and streamlining business processes to drive business goals.

An Enterprise Content Management System (ECMS) is a type of CMS platform designed to facilitate this, allowing organizations to manage, store, and retrieve large amounts of critical business content.

ECMS provides a centralized repository for all types of content, including documents, images, videos, and other digital assets, and a range of tools and features for managing digital content, including document management, workflow management, and version control.

ECM systems also typically comprise six core components (Capture, Manage, Store, Preserve, Access, and Automate), allowing your organization to control all aspects of your document management lifecycle, from creation to destruction.

ECMSs are ideal for organizations that have a large amount of digital content and need to manage it efficiently. They offer features such as advanced search capabilities, secure access to content, and the ability to manage content across multiple departments and locations.

ECMS Features

Key features of Enterprise Content Management Systems include:

Physical document scanning and capturing via tools such as OCR and intelligent document processing.
Advanced search and retrieval capabilities for finding and accessing content via connected information silos.
Document management, workflow automation, approval processes, and collaboration tools for managing and publishing content simultaneously across multiple departments and locations.
Secure access controls for managing who can access and edit content.
Integration with other tools and systems, such as customer relationship management (CRM), customer communication management (CCM), and enterprise resource planning (ERP) systems.
Ability to manage personalized interactions with large volumes of customers.
Version control and history tracking for managing multiple versions of content.
Records management to automatically retain and schedule content disposal.

ECMS Benefits

Enterprise Content Management Systems provide many tangible benefits to organizations. For example, they:

Simplify, centralize, organize, improve, and optimize business processes and information management, making it easy for organizations to manage and access large amounts of content across multiple departments and locations.
Help to ensure that critical business content and sensitive information is secure and accessible only to authorized users.
Provide tools for managing and publishing content effectively and act as a content repository for external applications, which can improve productivity and efficiency, and reduce costs.
Enhance collaboration by allowing multiple users to work on the same content simultaneously.
Enable mobile and remote working with cloud-based file sharing, and document library services.
Help to ensure that the latest version of content is always available, which can help to avoid confusion and errors.
Improve and strengthen compliance and governance by ensuring that content is managed in accordance with legal and regulatory requirements.

ECMS Pros

Some of the pros of using an Enterprise Content Management System include:

ECMS facilitates digital transformation.
ECMS provides advanced search and retrieval capabilities for finding and accessing content.
ECMS offers workflow and collaboration tools for managing and publishing content across multiple departments and locations.
ECMS provides secure access controls for managing who can access and edit content.

ECMS Cons

Some of the cons of using an Enterprise Content Management System include:

ECMS can be complex and difficult to set up and configure.
ECMS can be expensive and require a significant investment.
ECMS may require technical skills to set up and customize.

Popular ECMS Platforms

Most of the popular Enterprise Content Management Systems (ECMS) provide advanced features for collaboration, document management, and workflows, allowing businesses to securely store, manage, and access all types of digital assets, including documents, images, videos, and audio files, and offer platforms that are scalable and customizable, so it can grow with your business and be configured to meet your unique needs.

The ECMS platforms below will not only enable your organization to better manage and share content, documents, and information and collaborate on projects, but they will also help to improve your content management processes, streamline your workflows, and store and manage your content more effectively:

Microsoft SharePoint

Microsoft SharePoint is a cloud-based enterprise content management system (ECMS) that not only enables organizations to manage and share information and collaborate on projects, but it also allows users to create and manage websites, intranet portals, extranet sites, document libraries, and lists.

SharePoint integrates with other Microsoft applications such as Office 365, Exchange, and OneDrive, making it easy for users to access and manage their content from a single location. Additionally, SharePoint is a highly scalable and secure platform, making it ideal for organizations of all sizes and industries.

SharePoint provides a centralized platform for document management, version control, and workflow management. It also features powerful search capabilities and a flexible architecture that enables organizations to customize and extend the system to meet their specific needs.

Key features of Microsoft SharePoint include:

Integration with other Microsoft applications such as Office 365, Exchange, and OneDrive
Flexible and customizable architecture
Strong security features
Scalable and suitable for organizations of all sizes

IBM FileNet

IBM FileNet is an enterprise-level ECMS that is known for its advanced features, scalability, and integration with other IBM products. It provides tools for managing and organizing content, documents, and records.

IBM FileNet is a comprehensive enterprise content management system (ECMS) designed to help businesses manage, store, and share their critical content.

With IBM FileNet, you can centralize all your content in one place, regardless of format or source, and access it from anywhere, at any time. The platform provides robust collaboration and workflow tools, so teams can work together more efficiently, and it also integrates with a range of other systems and tools, including CRM, ERP, and document management systems.

One of the key benefits of IBM FileNet is its scalability and flexibility. The platform is designed to handle large volumes of content and can be easily configured to meet the unique needs of your business. Additionally, IBM FileNet provides advanced search and discovery capabilities, so you can quickly find the content you need, and it offers robust security features to ensure that your content is protected at all times.

Another strength of IBM FileNet is its enterprise-level capabilities. The platform provides a full range of content management features, including document management, records management, and imaging and capture, so you can manage all aspects of your content lifecycle from a single, centralized platform. Additionally, IBM FileNet provides robust user management and permission controls, so you can ensure that only authorized users have access to your content.

Overall, IBM FileNet is a powerful ECMS that is well-suited for businesses of all sizes, from small startups to large enterprises. Whether you’re looking to improve your content management processes, streamline your workflows, or simply store and manage your content more effectively, IBM FileNet is a solution that can help you achieve your goals.

Key features of IBM FileNet include:

Advanced document management and imaging capabilities
Robust business process management capabilities
Strong security and compliance features
Integration with other IBM products and solutions

OpenText Content Cloud

OpenText Content Cloud offers a powerful suite of end-to-end enterprise content management solutions, from capture to full lifecycle management to archiving, and provides businesses with a centralized platform for storing, managing and sharing their content.

Content Cloud integrates with the systems that produce and consume information, extending enterprise-grade content management deeper into the organization and facilitating seamless access, distribution, and use of both structured and unstructured data.

With OpenText, your business can securely store all types of digital assets, including documents, images, videos, and audio files, and access them from anywhere, at any time. The platform is highly scalable and customizable, can be configured to meet unique business needs, and provides robust collaboration and workflow tools, so teams can work together more efficiently.

One of the key benefits of OpenText content services is its extensive set of features and functionalities, which allow businesses to manage and track all aspects of their content lifecycle, from creation to archiving. The platform also provides advanced search and discovery capabilities, so you can quickly find the content you need, and it integrates with a range of other systems and tools, including CRM, ERP, and document management systems.

Another strength of OpenText is its security features, which are designed to protect content and ensure that only authorized users have access to it. The platform provides a secure and scalable infrastructure, as well as robust user management and permission controls, ensuring that content is protected at all times.

Overall, OpenText provides a comprehensive ECMS that is well-suited for businesses of all sizes, from small startups to large enterprises.

Key features of OpenText include:

Scalable and suitable for large enterprise environments
Advanced document management capabilities
Robust business process management and automation capabilities
Integration with other OpenText products and solutions

Alfresco

Alfresco is a leading open-source enterprise content management system known for its versatility and flexible architecture. It provides tools for managing and organizing content, documents, and records, and is widely used by organizations of all sizes.

One of the key benefits of Alfresco is its open-source nature, which gives you the freedom to modify the software and integrate it with other systems and tools as needed.

The platform also offers robust collaboration and workflow tools, so teams can work together on projects in real time, and it provides advanced search and discovery capabilities, so you can quickly find the content you need.

Additionally, Alfresco is built on a secure and scalable infrastructure, so you can be confident that your content is protected and easily accessible when you need it.

Key features of Alfresco include:

Open source and highly customizable platform
Robust document management capabilities
Advanced workflow and collaboration features
Strong integration with other systems and applications

Hyland OnBase

Hyland OnBase is a single enterprise information platform designed to manage content, processes, and cases.

OnBase centralizes important business content in one secure location and then delivers relevant information to businesses when they need it, wherever they are, helping to increase productivity, deliver excellent customer service, and reduce risk across the entire enterprise.

Some of the key features of this ECMS include version control, metadata management, records management, and integration with a wide range of third-party applications and services.

Key features of Hyland OnBase ECMS include:

Advanced document management and imaging capabilities
Robust business process management and automation capabilities
Integration with other systems and applications
Strong security and compliance features

Nuxeo

Nuxeo is an open-source cloud-based ECMS that is known for its advanced features, scalability, and integration with other tools and platforms. It provides tools for managing and organizing content, documents, and records, and is widely used by organizations of all sizes.

Nuxeo’s platform differs from other traditional Digital Asset Management Systems (DAMS) and ECMSs. Its Federation framework connects your enterprise information systems to provide a central hub for all business information, a single platform to build custom applications, and the ability to optimize and modernize your information management technology stack, delivering a 360° view of all the information within your organization and allowing you to connect with other ECM systems, core business applications, productivity tools, file sharing apps, and all content types to manage customers, cases, suppliers, invoices, etc.

Key features of Nuxeo include:

Open source and highly customizable platform
Robust document management capabilities
Advanced workflow and collaboration features
Strong integration with other systems and applications

Oracle WebCenter Content

Oracle WebCenter Content is an enterprise-level ECMS that provides advanced features for managing and organizing content, documents, and records. It is widely used by large organizations for managing critical business content, especially in the finance and healthcare industries.

Key features of Oracle WebCenter Content ECMS include:

Scalable and suitable for large enterprise environments
Advanced document management and imaging capabilities
Robust business process management and automation capabilities
Integration with other Oracle products and solutions

Box

Box is a cloud-based enterprise content management system that provides organizations with a secure and scalable platform for managing their content.

With Box, businesses can store, share, and collaborate on a wide range of digital assets, including documents, images, videos, and audio files.

Box’s ECMS is designed to be flexible and scalable, so it can grow with your organization as your content management needs change.

Some of the key features of Box’s ECMS include collaboration tools, version control, access controls, metadata management, and integration with a wide range of third-party applications and services.

Box also offers robust security features, including encryption, audit trails, and role-based access controls.

Key features of Box include:

Cloud-based platform with strong security features
Advanced collaboration and workflow capabilities
Integration with other systems and applications
Suitable for both small and large organizations.

Choosing The Right ECMS For Your Organization

An Enterprise Content Management System (ECMS) is a critical tool for organizations that want to effectively manage, store, and retrieve large amounts of critical business content.

By providing a centralized repository for all types of content, an ECMS can help your organization improve information management, enhance collaboration, improve security, and ensure compliance with legal and regulatory requirements.

Each ECM system has its own strengths and weaknesses, and the best choice will depend on the specific needs and requirements of your organization.

When choosing an ECMS, it is important to consider factors such as the size and complexity of the content, the types of content being managed, the need for collaboration and workflow tools, and the need for integration with other tools and systems.

Additionally, consider the costs associated with an ECMS, including both the initial investment and ongoing maintenance and support costs, and the desired level of customization.

For more lessons related to Content Management Systems (CMS), click on one of the links below:

Content Management System (CMS)

Learn how a content management system (CMS) can help you manage your content more effectively.

View Lesson

Content Management System FAQ

Find answers to frequently asked questions about content management systems (CMS).

View Lesson

Web Content Management Systems (WCMS)

Learn about the key benefits and features of a Web Content Management System (WCMS) and popular WCMS platforms.

View Lesson

Enterprise Content Management Systems (ECMS)

Learn about the key benefits and features of an Enterprise Content Management System (ECMS) and popular ECMS platforms.

View Lesson

Component Content Management Systems (CCMS)

Learn about the key benefits and features of a Component Content Management System (CCMS) and popular CCMS platforms.

View Lesson

Digital Asset Management Systems (DAMS)

Learn about the key benefits and features of a Digital Asset Management System (DAMS) and popular DAMS platforms.

View Lesson

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Image: AI-Generated using DALL-E

Content Management System FAQ

Find answers to frequently asked questions about content management systems (CMS).

Content Management System FAQ

Here are answers to some of the most frequently asked questions about content management systems.

Content management is a critical aspect of modern businesses and organizations.

It encompasses everything from creating and storing content to distributing it to the right people at the right time.

As such, it’s no surprise that there are many questions and misconceptions about what content management is and what it entails.

As this entire website is devoted to helping you better understand why and how to manage your content more effectively, in this blog post, we’ll focus on answering some of the most frequently asked questions about content management systems (CMS), including what a CMS is, the different types of content management systems, the benefits of using a content management system, and how to choose the right one for your business.

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What is a content management system (CMS)?

A content management system is a software tool that provides a centralized platform for managing digital content, making it easier for organizations to keep their digital content up-to-date, consistent, and secure.

For a more comprehensive explanation, see this lesson: Content Management System (CMS)

How does a CMS work?

A CMS works by providing a graphical user interface where users can add, organize, and publish content, which is then stored in a database and displayed on a website through dynamic web pages.

Can a CMS handle different types of digital content?

Yes, modern CMS platforms are designed to manage a variety of content types, including text, images, video files, and more, making them versatile tools for digital content management.

What is the difference between a content management system (CMS) and content management?

CMS and content management are related but distinct concepts.

A CMS, or Content Management System, refers to a specific type of software application that provides the tools and technologies needed to manage your digital content.

A CMS includes features such as authoring and editing tools, version control, workflows, and publishing capabilities.

A CMS also provides a centralized platform for organizing, storing, and managing digital content such as text, images, videos, and documents, through a centralized platform, making it easier for organizations to keep their digital content up-to-date and consistent.

Content management, on the other hand, is the process of managing digital content throughout its lifecycle. This includes tasks such as creating, editing, organizing, storing, and publishing content, as well as managing versions, workflows, and access controls.

Content management is a broader concept that includes the use of various tools and technologies, including using a CMS, but also encompasses other types of software, such as digital asset management systems (DAMS), component content management systems (CCMS), and enterprise content management systems (ECMS), which we will touch on shortly in this article.

In summary, a CMS is a specific type of software tool used for managing digital content, while content management refers to the overall process of managing digital content throughout its lifecycle.

For practical lessons and tutorials on content management and its components, go here: Content Management

For a detailed lesson on using a CMS, go here: Content Management System (CMS)

What are the benefits of using a content management system (CMS)?

A CMS offers several benefits, including:

Ease of use: Non-technical users can easily create, publish, and manage content without the need for HTML or coding skills.
Improved efficiency: A CMS streamlines the content creation and publishing process, making it faster and more efficient.
Better organization: A CMS allows for the centralized storage of all digital content, making it easier to find and manage.
Consistency: A CMS helps maintain a consistent look and feel for all digital content, improving brand consistency.
Accessibility: A CMS allows for multiple users to access and contribute to the content, improving collaboration.

What are the different types of content management systems?

Different types of CMS include:

Web Content Management Systems (WCMS): These systems are designed specifically for managing and publishing web content.
Enterprise Content Management Systems (ECMS): These systems are designed for large organizations and offer more advanced features and capabilities.
Digital Asset Management Systems (DAMS): These systems are designed for managing and organizing digital assets, such as images, videos, and documents.
Component Content Management Systems (CCMS): These systems are designed for technical documentation and provide features for organizing, storing, and managing reusable content components.

What are the key features of a content management system?

The key features of a CMS include:

Content creation tools: A CMS should have tools for creating and editing content, such as a WYSIWYG editor or HTML editor.
Content management: A CMS should provide a centralized location for storing and managing content, as well as tools for organizing and categorizing content.
User management: A CMS should allow for multiple users to access and contribute to the content, with features for controlling access and managing user roles.
Publishing and distribution: A CMS should provide tools for publishing and distributing content, as well as the ability to schedule content for future publishing.
Analytics and reporting: A CMS should provide metrics and analytics to track the performance of published content and inform content strategy.

What are the different deployment models for a CMS?

There are two main deployment models for a CMS: on-premise and cloud-based.

On-premise CMS: This type of CMS is installed and hosted on the organization’s own servers. It provides greater control and customization, but also requires IT resources for setup and maintenance.
Cloud-based CMS: This type of CMS is hosted by a third-party provider and is accessed through the internet. It offers lower upfront costs and less maintenance but may have limitations on customization and control.

How do I choose the right CMS for my organization?

Choosing the right CMS for your organization requires evaluating your specific needs and requirements. Consider factors such as:

Size and complexity of your organization: Choose a CMS that can scale and grow with your organization.
Technical expertise: Consider the technical skills of your team and choose a CMS that is easy to use and requires minimal technical expertise.
Budget: Consider the cost of the CMS, including upfront costs, recurring costs, and potential hidden costs.
Integration requirements: Consider any existing systems and tools your organization uses, and choose a CMS that can integrate with them.
Content management needs: Consider the type of content you need to manage and choose a CMS that provides the necessary features and capabilities.
Deployment model: Decide whether you want an on-premise or cloud-based CMS, and choose the model that best fits your needs.

How does a CMS improve website accessibility?

A CMS can improve website accessibility by:

Providing a centralized location for managing and organizing content, making it easier to ensure that all content meets accessibility standards.
Offering WYSIWYG editors and other content creation tools that allow users to create accessible content without needing specialized knowledge.
Providing features for managing and updating content, reducing the risk of outdated or broken accessibility features.
Allowing multiple users to access and contribute to the content, improving collaboration, and reducing the risk of inaccessible content.

How does a CMS improve the user experience?

A CMS can improve the user experience by:

Streamlining the content creation and publishing process, making it faster and more efficient.
Providing a centralized location for managing and organizing content, making it easier for users to find what they’re looking for.
Allowing for consistent branding and design across all digital content, improving the overall look and feel of the website.
Providing analytics and reporting to track the performance of published content, allowing for continual improvement of the user experience.

How does a CMS improve search engine optimization (SEO)?

A CMS can improve SEO by:

Allowing for the creation and management of meta tags, which are used by search engines to understand the content on a website.
Providing tools for creating and managing internal links, which help search engines understand the structure and hierarchy of the website.
Allowing for the creation and management of sitemaps, which provide a roadmap for search engines to crawl and index the website.
Providing analytics and reporting to track the performance of published content, allowing for continual improvement of SEO efforts.

How does a CMS support collaboration and teamwork?

A CMS supports collaboration and teamwork by:

Allowing multiple users to access and contribute to the content, improving collaboration.
Providing features for controlling access and managing user roles, allowing for secure collaboration.
Allowing for centralized storage and management of all digital content, improving organization, and reducing the risk of version control issues.
Providing tools for tracking changes and managing revisions, improving accountability, and reducing the risk of conflicts.

A CMS is a powerful tool for managing digital content, but it can also be complex and confusing. We hope that by answering the most frequently asked questions about CMSs, you have a better understanding of this technology and how it can benefit your organization.

For more lessons related to Content Management Systems (CMS), click on one of the links below:

Content Management System (CMS)

Learn how a content management system (CMS) can help you manage your content more effectively.

View Lesson

Content Management System FAQ

Find answers to frequently asked questions about content management systems (CMS).

View Lesson

Web Content Management Systems (WCMS)

Learn about the key benefits and features of a Web Content Management System (WCMS) and popular WCMS platforms.

View Lesson

Enterprise Content Management Systems (ECMS)

Learn about the key benefits and features of an Enterprise Content Management System (ECMS) and popular ECMS platforms.

View Lesson

Component Content Management Systems (CCMS)

Learn about the key benefits and features of a Component Content Management System (CCMS) and popular CCMS platforms.

View Lesson

Digital Asset Management Systems (DAMS)

Learn about the key benefits and features of a Digital Asset Management System (DAMS) and popular DAMS platforms.

View Lesson

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Image: AI-Generated

Content Management System (CMS)

Learn how a content management system (CMS) can help you manage your content more effectively.

Content Management System (CMS)

Learn how a content management system (CMS) can help you manage your content more effectively.

A Content Management System (CMS) is a software application that allows users to easily create, manage, and publish digital content, typically for websites.

It provides an interface for users to add and edit text, images, videos, and other types of digital media, and to manage the organization and presentation of that content.

A CMS typically includes a database to store the content and a set of tools for managing users, permissions, and workflow.

Note: While there are different types of content management systems available, this course focuses mostly on using WordPress, a popular and free CMS platform that allows businesses to easily manage their content and most aspects of their website without requiring technical skills or relying on technical experts.

In this lesson, you will learn why a CMS is a powerful content management tool, discover the benefits of using a content management system, explore different CMS platforms, and discover what you can do using the WordPress CMS platform.

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What Is A Content Management System (CMS)?

A content management system (CMS) is a software application that provides a centralized platform for organizing, storing, and managing digital content.

A CMS typically includes a variety of tools for creating, editing, and publishing content, as well as for managing the content lifecycle, which includes tasks such as version control, workflow, and publishing.

The main goal of a CMS is to simplify the process of managing content, making it easier for organizations to keep their digital content up-to-date and consistent.

A CMS typically includes a user-friendly interface that makes it easy for non-technical users to manage content, as well as features such as templates, workflows, and access controls that allow organizations to maintain a consistent look and feel across their digital properties.

CMSs can be used to manage a variety of content types, including web pages, blog posts, images, videos, and more. Some CMSs are designed for specific types of content, such as e-commerce products, while others are more general-purpose and can be used for any type of digital content.

Why Use A Content Management System (CMS)?

A Content Management System (CMS) allows your business to easily manage and publish website content without the need for technical skills.

Some of the key benefits and features of using a CMS to manage your website content include:

Ease of use: A CMS typically has a user-friendly interface that allows non-technical users to easily create, edit, and publish content on the website.
Centralized control: A CMS allows multiple users to access and manage your website’s content, which is particularly useful if your business has multiple departments or team members responsible for different aspects of the website.
Versatility: A CMS can be used to manage different types of content, such as text, images, videos, and audio files.
Collaboration: A CMS allows multiple users to work on the same website content, making it easy for teams to collaborate and review changes before they are published.
Scalability: As your business grows, a CMS can easily be scaled to accommodate more content, users, and features. A CMS can also be used to manage small websites or large, complex sites with thousands of pages.
Search engine optimization (SEO): Many content management systems include built-in SEO features, such as the ability to create custom URLs and meta tags, which can help improve your website’s visibility in search engine results.
Security: A CMS can provide security features such as user access controls and backups, which can help prevent unauthorized access to your website and protect against data loss.

Popular CMS Platforms

There are many popular content management systems to choose from, each with its own set of features and capabilities.

Platforms like WordPress, Joomla!, and Drupal are open-source and have a wide range of functionalities, templates, and plugins that can be used to customize your website to suit the needs of your business.

For a comprehensive list and information on popular content management systems, go here: Web Content Management Systems (WCMS)

A Very Brief History Of Websites

Pre-CMS / Static Websites

Before Content Management Systems came along, websites were traditionally built by gathering together a collection of separately linked static pages where every element of a page (e.g. navigation menus, page layout, content, etc.) was created using web code (e.g. HTML) and assembled by a web designer or website developer using a web editor application tool (e.g. Dreamweaver).

A composite image showing different aspects of a static website. — Websites used to be static collections of web pages that only coders could understand and use…until CMS-driven websites came along!

These separate pages were then uploaded to a web server and accessed online by typing in the page URL associated with the page file into a web browser.

Then, something called a Content Management System, or CMS came along.

A Content Management System is an application that lets you organize and store all your documents, images, videos, and any other type of digital content on a database, and quickly and easily add, retrieve, edit, delete and publish content on your website with no coding skills required.

A CMS also allows multiple editors and authors to access, manage and work collaboratively on a website’s content and publish it under different authors and in different areas of the website.

A CMS also takes care of a number of “behind the scenes” content management tasks such as:

Generating website navigation elements automatically (e.g. menus, links, etc.)
Storing content in an organized way, making it searchable, findable, and indexable.
Keeping track of registered users, including managing user permissions, logins, and security settings.
Allowing multiple users to collaborate, edit and publish content on the site.
And much more.

CMS functions — A content management system lets you manage every aspect of your content.

In short, a Content Management System gives businesses complete control over their content and its management and lets anyone easily perform content-related tasks, like:

Content creation, editing, and deletion
Content publishing / content delivery
Content organization (e.g. archiving)
Content formatting
Content revision
Content indexing, searching, and retrieval
Content export and import

Now that you understand a little more about the benefits of using a content management system, let’s talk about the CMS platform we recommend using to build and manage a website.

It’s called WordPress.

Laptop displaying WordPress home page on screen. — Download WordPress for free on WordPress.org

Why Use WordPress?

WordPress is the world’s leading CMS platform. WordPress is 100% FREE and is used to power millions of websites around the world (over 40% of all websites).

WordPress is:

Free
Easy to use
Easy to manage
SEO friendly
Mobile friendly
Powerful
Flexible
Interactive
Secure
Cost-effective
Well supported

WordPress is much more than a CMS. It’s a complete website-building and web-publishing platform. You can build any type of website you like with WordPress and easily change anything and everything on the site anytime you want.

Using WordPress is easy and requires no technical expertise or coding skills.

There are many ways that WordPress puts your business in complete control of your digital presence.

For example, WordPress gives your business a “speed to market” advantage…

Slide - Speed To Market — Publish content quickly with WordPress – just think, write … and publish!

WordPress also lets you publish time-sensitive content quickly and make it available online immediately. This is great for getting information out fast, such as:

Limited-time offers, special offers, discounts, etc.
New product releases, new product reviews, promotional videos
Company announcements
Industry or company events
Pricing updates
Customer/Reseller training tips, etc.

After your WordPress site has been set up and configured, you can easily create rich content anytime you think of something you would like to inform, promote, or communicate to others.

Then, simply hit the “publish” button and the information will be made live immediately and instantly available to online users.

Management & Marketing Automation

Another reason WordPress puts your business in control of your digital presence is that your website can be expertly configured so that all you need to do is publish new content and WordPress will then automatically and instantly:

Notify search engines like Google, Bing, etc. (you can specify exactly how you want Google to display your listings in its search results),
Post excerpts of the content to social media sites like Facebook, Twitter, LinkedIn, etc. with links pointing back to the website (you can specify exactly how excerpts should display on social media sites),
Notify and syndicate dozens and even hundreds of other online properties like blogs, search directories, social bookmarking sites, RSS feed aggregators, etc.

Instead of a ‘static’ web presence that involves time-consuming activities like publishing content on a website and posting new content on social media accounts and other online properties to drive traffic and generate leads, your WordPress site can be configured to instantly syndicate (i.e. distribute) and get your newly-published content indexed faster, automatically driving more web traffic and generating new leads for your business…

Chart - publishing content on WordPress instantly posts the content on social media. — Posting content to different sites can be very time-consuming! You can publish content on WordPress and instantly posts this content on social media.

WordPress lets you set up a content distribution and a lead and traffic generation system automatically…

Diagram: Publish content...automate the rest! — Automate content distribution with WordPress to drive more traffic, leads & sales!

WordPress can also automate management and maintenance tasks on a website like scheduling files and data backups, updating software, adding and managing new users, and more.

An expertly configured WordPress site lets you do all this by configuring internal (i.e. built-in) settings, adding different add-ons, and integrating many essential (and mostly free) external services…

Diagram of epertly-configured WordPress site components — An expertly-configured WordPress site can automate many digital processes in your business!

As your business grows and evolves, you can easily add more functionality and automation to your WordPress site at minimal cost, like:

Adding eCommerce to sell products and services and process payments online
Capturing leads with opt-in forms and automatically adding new subscribers to newsletters and autoresponders
Adding a membership site that allows visitors to register on the site as private members with different membership levels, unique logins, etc.
Adding directories, forums, social networking features, social sharing, and engagement features, etc.
And so much more!

All this can be done inexpensively (or even for free) in WordPress using ‘app-like’ add-ons called plugins.

Once plugins are installed and configured, you can direct your site visitors to different areas of your website such as your online store, subscription forms, membership area, directories, etc. using calls to action placed in your content, graphic banners, navigation menus, etc. and let the automated processes configured on your site and your plugins do the rest.

Additionally, WordPress comes with a powerful built-in Content Management System (CMS) that works right out of the box, allowing you to easily create and manage your digital content, website administration (including updating and backing up site files and data), and automate various aspects of your digital marketing.

One of the many benefits of using the WordPress CMS is that it is 100% free to use and modify for any commercial purpose. This helps to prevent you from becoming locked into a ‘proprietary’ CMS platform that could make it harder to leave or switch to another provider.

So…

You can configure your WordPress site to automate management and marketing processes like backups, content distribution, and syndication, search engine indexing, web traffic generation, lead, and sales automation, and more, without involving website developers or web designers or requiring technical expertise or coding skills.

You can also easily look after ongoing management processes like keeping your site’s software and plugins updated, adding and configuring new site functionality, making changes to site design, layout, and content to improve sales conversions, and training other team members to do the same without hiring website developers or web designers.

Building a website with WordPress, then, puts you in complete control of your digital business processes, saving you considerable money and allowing you to generate better online results.

Want to be in complete control of your digital presence? Then choose WordPress!

A CMS platform like WordPress can put your business in complete control of your digital presence, automate key digital management, content scheduling, and marketing processes, and help you improve your online business online results.

A WordPress website can also be expanded easily and inexpensively at any time and allows businesses to integrate additional features, functionality, and services like:

Social media, social media content sharing, and social engagement tools
External services and accounts (e.g., Google webmasters, SaaS, and cloud services)
eCommerce, membership sites, directories, event bookings, and registrations, etc.
Support services (helpdesks, online chat, forums, affiliate management, etc.)
Subscriber options (newsletters, autoresponders, opt-in forms, etc.)
Reporting tools (e.g., server monitoring, web analytics, etc.)
And many additional functions.

Unique WordPress Features

WordPress includes many unique features that make managing websites easy, including:

Plugins

Like most apps and add-ons, plugins install with a few clicks and allow users to easily add and configure almost every kind of functionality imaginable to their website (e.g. forms, banner ad management, membership sites, directories, e-commerce, notifications, live chat, pricing tables, etc.).

Learn more about plugins here: Using WordPress Plugins

Themes

Themes are web design templates that let users change the entire look and feel of their site and/or customize the site’s web design with just a few clicks without affecting its content.

Learn more about plugins here: Using WordPress Themes

Widgets

Widgets let users reorganize and rearrange the site’s web layout and add new functionality without touching code using features like drag and drop and pulldown menus.

Learn more about plugins here: Using WordPress Widgets

And More…

Additional unique features of WordPress that make managing a website easier include a customizable dashboard, a visual content editor and block editor, custom navigation menus, custom post types, live previews, updates, setting different user roles, permissions, and logins, comment moderation, site cleanup, optimization, and security tools, and a whole lot more!

WordPress can also be configured to fully automate or reduce many complex website management tasks to processes using a few clicks.

This includes:

Managing and scheduling content for publishing
Performing data and file backups
Updating core software, plugins, and themes
Registering and managing users and subscribers
Moderating comments from visitors, preventing comment SPAM, etc.
Preventing brute force attacks and threats from malware and hackers
Fixing broken links in the content
Redirecting visitors to other pages
Generating user, statistical, performance, and sales reports
Notifying management and administrators if there are any problems with the site
And more.

Depending on what your business wants to achieve online, WordPress can also easily add and automate the management of features and functionality like:

Setting up an e-commerce store (and automating areas like featured product information, online payment processing, emailing customers download links, product delivery information, emails to prevent cart abandonment, etc.)
Providing customer service tools, services, and information sections like a knowledgebase, support helpdesks, live chat, FAQs, etc.
Setting up business directories and advertising zones (and automating processes that allow users to buy, manage, and renew their listings and advertisements)
Running event and booking sites (and automating the management of event bookings and registrations, setting up appointments, scheduling deliveries of online course content or webinars, ticket printing, confirmations, etc.)
Setting up an affiliate program (and automating affiliate management tasks, commission reports, payments, etc.)
Setting up and automating many other tasks like scheduling and posting content to social media, adding subscribers to newsletters and customer lists, processing contact information, engaging users with customer surveys and user polls, and so much more.

Most Websites Are Powered By WordPress

Not only are millions of websites around the world built using WordPress, but if one in every three websites is powered by WordPress, the chances are that if your business has a website, it is probably also powered by WordPress!

To check if your website or blog is built using WordPress, go here: How To Tell If Your Website Is Powered By WordPress

Summary

A content management system (CMS) is a software application that allows users to create, manage, and publish digital content.

A CMS is an essential tool for businesses that want to easily manage and publish content on their website. It allows non-technical users to easily create, edit, and publish content, while also providing tools for collaboration, scalability, SEO, and security.

It’s important to research different CMS options and choose one that fits the specific needs of your business.

Some of the most popular CMS platforms include WordPress, Joomla, and Drupal.

Joomla is a popular open-source CMS, it is more complex than WordPress, but it is good for managing large and complex websites.

Drupal is also an open-source CMS, it is more powerful, and it is best used for creating complex, large-scale websites.

WordPress is the world’s most widely used content management system. It is free and open-source, and it has a wide variety of themes and plugins to choose from. It is also the platform used to power millions of professional websites and blogs around the world.

WordPress is:

100% free open-source software
Highly flexible, scalable, and customizable (can be adapted for any use)
Supported by a community of tens of thousands of web developers (continually updated to improve security, add new features, and fix bugs & issues).

Resources

If you need help using WordPress, see the resources below:

WordPress User Tutorials

Here are the best resources for learning how to use your WordPress website and CMS effectively:

WPTrainingManual.com

WPTrainingManual.com provides the most comprehensive and up-to-date WordPress step-by-step tutorials for non-technical users and non-coders available.

These tutorials are 100% free to access (and download as a PDF, print, or share via email), and will help you learn how to use your WordPress site and CMS effectively.

WPTrainingManual.com - Free WordPress Tutorials — WPTrainingManual.com – Free WordPress Tutorials

Additionally, you can download The Complete WordPress Step-By-Step WordPress User Manual – a comprehensive, fully illustrated, and regularly updated 2,100+ page downloadable WordPress user manual for non-techies.

The Complete WordPress Step-By-Step User Manual

For more information and to access all the free WordPress tutorials, go here: WPTrainingManual.com

WPMasterclasses.com

WPMasterclasses.com is a WordPress and digital business video training site with dozens of video courses and 2,000+ video tutorials on using WordPress and covering essential digital business areas.

Here are some of the WordPress video courses available on WPMasterclasses.com (note: you can access all of the video courses below with a single all-access pass):

WordPress Video Courses

Why Your Business Needs WordPress

Learn about the unique features, benefits, and advantages of using WordPress to start or grow your business online.

More info: Why Your Business Needs WordPress

WordPress 101: How To Use WordPress

Learn how to unlock the power of the WordPress content management system (CMS) using the many powerful features inside your WordPress administration area.

More info: WordPress 101: How To Use WordPress

WordPress Gutenberg

Learn how to use the WordPress Gutenberg editor with this video course.

More info: WordPress Gutenberg

WordPress Traffic & User Engagement

Learn how to drive more targeted traffic to your website and discover ways to improve user engagement with your business online.

More info: WordPress Traffic & User Engagement

WordPress SEO

Learn how to optimize your WordPress site and how to craft website pages and blog posts that will help you get better search engine rankings and improve your traffic results.

More info: WordPress SEO

WordPress Maintenance

This video course takes you step-by-step through the WordPress Maintenance Process and shows you how to keep your WordPress site updated, protected, and error-free!

More info: WordPress Maintenance

How To Back Up & Restore WordPress Sites

Learn how to safely and automatically back up your WordPress files and database and how to easily restore your WordPress site if something unexpected or disastrous were to happen.

More info: How To Back Up & Restore WordPress Sites

How To Optimize WordPress

Learn how to optimize your WordPress site and improve your page loading speed.

More info: How To Optimize WordPress

WordPress Security

Learn how to keep your WordPress site or blog secure and protected from malware, hackers, and brute-force attacks.

More info: WordPress Security

WordPress Plugins

Learn how WordPress plugins work, how to find, install, and update plugins on your site, and how to expand your WordPress site’s functionality in almost unlimited ways.

More info: WordPress Plugins

Digital Planning: How To Build A Profitable Website Or Blog

Learn how to plan and build a profitable website or blog using a proven and easy-to-follow strategy.

More info: Digital Planning: How To Build A Profitable Website Or Blog

Build A WordPress Site Fast

Need a new website or blog in a hurry? This video course shows you how to quickly install and configure a WordPress website or blog on your own domain name.

More info: Build A WordPress Site Fast

Learn How To Build An eCommerce Store With WordPress

Learn how to set up an e-commerce store on your WordPress site using e-commerce platforms like WooCommerce and Easy Digital Downloads.

More info: Learn How To Build An eCommerce Store With WordPress

How To Set Up A Forum On WordPress

Learn how to set up a forum for your visitors, prospects, customers, members, or affiliates using WordPress.

More info: How To Set Up A Forum On WordPress

How To Build A Membership Site With WordPress

Learn how to plan, build, grow, and maintain a viable membership site using WordPress that can be easily scaled and automated to become a sustainable, cost-effective, and profitable asset for many years to come.

More info: How To Build A Membership Site With WordPress

You can purchase access to individual courses for a one-time fee or purchase an ALL ACCESS PASS video training site membership for a low annual subscription.

The All Access Pass membership gives you 24/7 ongoing access to 60+ digital business skills and WordPress CMS video courses (over 2,100+ self-paced video lessons and 225+ hours of videos).

For more details of all available video courses, go here: WPMasterclasses.com

WordPress Site Management

The choice of managing and maintaining your WordPress site is completely up to you. You can outsource your site management to professionals or learn how to do it yourself.

Here are the best resources available if you choose to do it yourself:

WPCompendium.org

WPCompendium.org provides hundreds of FREE detailed step-by-step tutorials that will teach you everything you need to know to build and manage a WordPress site with no coding knowledge or technical skills required.

The tutorials on WPCompendium.org are fully interlinked for ease of navigation, allowing you to learn WordPress at your own pace, and organized into comprehensive training modules covering all areas of WordPress:

WPMU DEV

WPMU DEV provides a complete WordPress site management and dedicated hosting platform with professional plugins covering everything from SEO, optimization, and security, to marketing, forms, analytics, and more, plus 24/7 expert support on all things related to WordPress.

While the site is aimed mostly at WordPress web developers, if you are an advanced WordPress user or DIY site manager, we recommend visiting the WPMU DEV Blog containing thousands of advanced and useful WordPress tutorials, and subscribing to their email newsletter for regular WordPress tips and information.

WPMU DEV Blog — WPMU DEV’s Blog is jampacked with useful WordPress tutorials.

Additionally, we recommend becoming a WPMU DEV member. A WPMU DEV membership includes everything you need to manage unlimited WordPress sites effectively.

You can sign up for a free membership (no credit card required) and try out for yourself all the service offers.

To register for a free account, visit WPMU DEV.

Additional Resources

We recommend the following resources to help build your content management skills:

Content Troubleshooting Guide – Use this guide to troubleshoot content-related issues.
Digital Business Video Courses – Video courses to help you develop the digital skills you need to manage content effectively.
The Small Business Digital Manager – This guide covers the challenges many small businesses face running an effective digital presence and provides practical ways to address these.

Also, visit our tools and resources section for additional courses, guides, and helpful tools and resources for managing your content effectively.

Digital Business – Module Lessons

Below are all the lessons included in this module. Click on a link to go directly to the lesson:

The Role Of The Digital/Web Content Manager

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Images: WordPress logo, WordPress screen, Blackboard

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