What Is a Content Management System (CMS) and Why Should You Care?

To manage the content on your website, you need a CMS. These solutions come in free and premium versions, and they're easy to use even if you don't know how to code. In this article, we answer the questions "What is a CMS for a website?" and "How does a content management system work?" You'll learn about the different types of CMS, as well as their features and benefits.

How does a content management system work?

Building a website from scratch without a CMS is a complicated and time-consuming process, and you won't be able to manage it without coding skills. You need to know HTML to create navigation and add text and visual content to web pages. To fine-tune the look and style of every element on your website, you have to use CSS. And to add slide-in CTAs and other advanced functionality, you need a good command of JavaScript.

To save your work, you need to know how to upload HTML files to a server. Every time you want to make changes, you have to download the existing files from the server and edit their HTML code manually, taking care not to break links or introduce other errors.

With a CMS, you don't have to go through any of this. You don't need to work with code or complex technical tools. A CMS is a system with a user-friendly interface that works on the following principles:

• It can be accessed online from any device. Some solutions can be used offline as well.
• It lets you create, format, edit and publish content, such as articles, contact details, product descriptions and many other types of content. Doing all this feels a lot like using Microsoft Office or Google Drive: everything is simple and clearly laid out. Some solutions support private or offline publishing, but in most cases, new content goes live on the front end of the website.
• It lets you share access with other users. Business owners can invite all their staff to the CMS and assign each person a specific role, such as admin, author or editor. Each user gets access only to the features that match their responsibilities.

Most CMSs consist of two layers: the back end and the front end. The back end is where you add new content to the website. It's where your databases are stored and various technical processes take place. The front end is the visible part of the system that users interact with, and it lets you style and structure your website. Together, the front end and the back end eliminate the need to write code.

Are CMS, ECM and WCMS synonyms?

Let's start by answering the question "What is a content management system?" A CMS is a system that lets you manage any type of content for any type of website. It's ideal for working with databases and documents.

ECM stands for "enterprise content management." These systems are built to handle huge amounts of data and put more emphasis on security. They're good for managing both structured and unstructured content.

WCMS stands for "web content management system." It specializes in web content, that is, content published on web pages. Multiple users can edit this content collaboratively and publish it using built-in tools.

Types of content management systems (CMS)

There are four main types of content management systems to choose from: coupled, SaaS, decoupled and headless.

Coupled CMS

This is the most common type. You use the back end to add new content, and that content goes live through the front end. This kind of system can be described as "all in one." A coupled CMS requires dedicated web hosting. This type of hosting is affordable, but it takes some technical knowledge to manage. Most likely, an experienced administrator will set up and configure the CMS for you.

SaaS CMS

This type of CMS is similar to a coupled one. The main difference is that a SaaS CMS runs on cloud hosting, which is excellent for scaling: you pay only for the resources you use. The provider takes care of all the technical aspects of hosting, so you won't need an administrator to set up the CMS for you.

Decoupled CMS

In this type of system, the back end is separate from the front end, and you access the back end through an API. This approach gives you more flexibility. Imagine that one day you want to use the data stored in your back end for a new digital product. You won't have to download all that information to a storage device and re-upload it somewhere else. Instead, you simply connect your existing back end to the new product. Owners of simple websites will rarely need this, but medium-sized businesses will appreciate it.

Headless CMS

This is the most advanced and complex type. A headless CMS consists only of a back end. The front end is a web app that you use to access the database in the back end. A developer has to build this web app for the CMS users and connect it to the system. This approach gives you an unmatched level of flexibility, but only experienced users can take full advantage of it.

CMS features

CMSs vary greatly in their features. Most of them let you do the following:

1. Revise content that has already gone live. The history of all content updates is saved in the system, and you can review it at any time.
2. Change content formats. Organizations deal with documents in many different formats. Some are scanned paper documents, while others were created digitally. Your CMS converts all these files into PDF or HTML.
3. Publish content using templates. All the content on your website should have a consistent structure and style, which is an important part of brand identity. Templates let your staff create and edit content.
4. Search for data. All the information stored in the CMS is indexed. Each piece of content includes its author's name, keywords and publication date, so you can find specific data quickly and easily.
5. Personalize your marketing. This feature lets you show website visitors the content they're most likely to be interested in. Let's say you run a website about home decor, food and gardening. A user recently googled Italian recipes. When this person visits your website, the CMS will show them ads and articles related to Italian cuisine.

A CMS may also offer a built-in file manager and audit logs, and you may be able to create SEO-friendly URLs. The top CMSs have excellent help centers and community forums.

Benefits of using a CMS

Below are the ten most common reasons to use a CMS.

No coding knowledge required

You don't need to be tech-savvy to build a website from scratch. A CMS lets you design web pages, customize them and add plugins to extend their functionality without writing a single line of code. That said, if you know the basics of coding, your creative options will be even broader.

Easy collaboration

All your team members can access the back end of your CMS at the same time. Each person can focus on their own tasks, whether that's improving security, adding content or scheduling emails. A CMS encourages teamwork and increases your staff's productivity.

User roles and permissions

Each specialist gets access only to the part of the system that's relevant to their position and responsibilities. Without a CMS, you would need to edit permissions using JavaScript code, which is a much more complicated and time-consuming process.

SEO features and extensions

To improve SEO, you can use your CMS's built-in tools and add extra plugins. You'll be able to speed up page load times, build XML sitemaps, edit meta descriptions and page titles, and more. As a result, your website's search engine rankings will improve.

Security features and extensions

Depending on the CMS you choose, you can expect SSL certificates, single sign-on (SSO), a powerful firewall and other security features. You can add extra functionality with plugins. Some providers also have dedicated security teams that support customers 24/7.

Predesigned templates

The top CMSs offer extensive template libraries for businesses in various industries. Once you pick a template that fits your company's profile and aesthetic, you can customize it. Templates are usually responsive, which means they adapt to any device.

Simple updates

Whenever you want to refresh the design of your home page or add new sections to your website, you can do it with minimal effort. You won't have to hire or outsource a developer to write code for you. You can make all the necessary changes yourself through an intuitive dashboard.

Blogging functionality

Businesses in every industry should consider adding a blog to their website. A blog helps you establish yourself as an industry expert, improve your SEO rankings, get more traffic, increase brand visibility and earn backlinks. A CMS lets you add a blog to your website in a couple of clicks.

Content scheduling

New content should go live on your website regularly, and your audience needs to know when to expect updates. To schedule content without a CMS, you would need solid coding skills and familiarity with GitHub. With a CMS, you can plan all your updates with a few clicks. You can decide in advance when an article will be published, when a new page will go live and when a newsletter will be sent out.

Easy access

When you build a website from scratch without a CMS, you can only work on it from a device connected to the server. A CMS lets you access your content from any device through a convenient control panel. You can publish new articles, enable or disable plugins and adjust settings on the go.

Top CMS options

In this part of the article, we list the best web content management systems for your business.

WordPress

More than 40% of all websites are built on this CMS. You can use it to create nearly any type of website, from a landing page to an online store. It has a short learning curve, and you can choose from thousands of themes and plugins. WordPress is highly customizable and SEO-friendly.

Joomla

This is a go-to solution if you're planning to launch a social network, an educational website or another complex web project. Joomla offers templates for both the back end and the front end. One of its main competitive advantages is its user groups and user management options.

Drupal

Compared to the other free CMSs we recommend, this one is aimed at more tech-savvy users. It doesn't provide hosting, but you can be confident that your website will be highly secure and load quickly. You'll appreciate its user and permission management capabilities, as well as its content presentation options.

Adobe Commerce powered by Magento

This CMS is available in two versions: free and paid. It's popular with retail chains and large organizations. Websites built on Adobe Commerce are fast and easy to scale. You can integrate all major payment solutions and create an intuitive checkout. Basic web development knowledge will help you get the most out of this system.

OpenCart

OpenCart is an open-source solution for building ecommerce projects. You can add an unlimited number of products and product categories to your store without paying extra fees. Merchants value OpenCart for how easy it makes creating specials, discounts and promo codes. It's SEO-friendly and connects with most payment providers at no additional cost. It also has excellent customizable reporting tools that give you actionable insights for improving your website's functionality and business processes.

Squarespace

This is a versatile content management system suitable for creating nearly any type of website. It has no free plan and offers only paid subscriptions. The template selection is large, but the customization options are fairly limited. Squarespace gives you hosting, social media integrations and marketing tools. Strictly speaking, it's a website builder rather than a CMS. Still, it can serve as a CMS, which is why we've included it in our list.

Wix

Wix is similar to Squarespace in many ways. The main difference is that Wix offers a free plan if you use its subdomain. The template selection is impressive, and it's easy to add blogging features and social media to your website. A step-by-step wizard walks you through the process. On the downside, you'll have to put up with Wix branding on your pages.

Ghost

Ghost is a great option for bloggers, subscription businesses, online magazines and newsletter publishers. Its interface is minimalist, and its editor supports Markdown. This CMS comes in two versions: free and paid. The free version is open source, while the paid one is not. Both include solid SEO and social sharing tools.

Shopify

Shopify specializes in ecommerce websites that sell physical and/or digital products. Once you sign up, you pay a monthly fee. The platform lets you launch an online store, design product pages, run a blog, add an FAQ section, set up shipping information and more. You don't need to worry about hosting or a domain name, and you can take advantage of built-in marketing tools.

There are many more CMSs on the market. The more popular a solution, the larger its community. If you choose a popular CMS, you'll be able to ask questions, share experiences with other community members and get answers quickly.

How much should you expect to pay for a CMS?

Most of the web content management systems listed in this article are free, at least in their basic version. Even so, expect to pay a couple of hundred dollars a year for the simplest site to cover hosting, a domain name and plugins.

The larger your website and the more complex its functionality, the higher your costs. Running a CMS-based online store can cost a few thousand dollars a year, and an enterprise-grade site can cost tens of thousands. Even though that may sound like a lot, a CMS will help you optimize your costs.

Inexperienced business owners often try to cut costs. They choose the most affordable solutions and the cheapest plans, only to discover that the free functionality isn't enough. They start adding extra features to their websites and end up paying much more than they planned. It's more cost-effective to choose a reasonably priced premium plan from the start.

Websites built on the cheapest plans may also run into scaling problems: the more plugins you add to extend their functionality, the slower they get.

Tips for choosing the right CMS

When choosing the best solution for your business, follow these recommendations:

1. Learn your staff's needs and preferences. The CMS should be available to the people who actually need it and offer the functionality they require.
2. Analyze your business needs. What pain points will the CMS help you solve, and what goals will it help you achieve?
3. Think about compatibility. Will the CMS integrate smoothly with the software you already use?
4. Ask people in your industry which CMSs they use and what they think of them.
5. Assess your budget.

Reach out to the teams behind the most promising CMSs, evaluate their responses and pick the one with the best terms. Most will likely offer you free access to a demo version. Test these demos with your staff to find the best fit.

How to build a website with a content management system

The cheapest option is to build a website yourself. The first version of your site can be ready in a few hours, even if you've never done it before. Choose the best content management system for your website, sign up and start building. The top CMSs offer helpful guides for their users, and you'll most likely see informative pop-up tips along the way.

First, choose a template that fits your industry and reflects what makes your business unique. Then customize the template. Once the basic structure of your website is ready, it's time to fill it with content. You'll also need to buy a domain name and choose a hosting option for your site.

If you don't have a server to run a CMS on, a cloud-hosted solution makes sense.

Even though you can do everything yourself, it's wiser to hand the job of building your website over to an agency. You'll pay for development services, but your site will look much more professional. All its pages will load quickly, and it will be ready to scale. Your site will have all the functionality you need, with every component smoothly integrated. You'll start making a profit much sooner, and your site won't go down because of a sudden traffic spike or internal errors.

We'll be glad to build a top-notch CMS-based website for you! We'll start by discussing your business and your project requirements. If you're not sure which CMS to choose, we can recommend the right system and make sure it fits your budget. We'll also give you a timeline for the development process. The more complex your website, the longer our team will need to work on it, but we always strive to complete projects as quickly as possible.

Our agency works with all major CMSs and builds websites for any industry. The site we create for you will be attractive and functional, with intuitive navigation and a high conversion rate. Reach out to us, and let's get started!