You're not really a computer scientist and feel lost in translation? Then CMS is the only acronym you should know: It is a software solution that helps you create your own website or make your existing site easier to maintain.
In the following article, we describe the different functions, types and applications of a content management system. We will also explain the technical requirements and how to find the right system for you.
The term content management system, or CMS for short, refers to software for managing content, usually on websites. The content - text, images, multimedia - can be created, edited and published by multiple users without programming knowledge via a graphical user interface.
A quick trip down memory lane: In the 1980s, newspapers and magazines began using content management systems to simplify their production processes. These systems made it easy to edit and manage text and images within a layout. With the advent of online journalism, these software systems were increasingly used for websites. Adaptations and further developments were made to work specifically on websites, and the first web content management systems were created.
The terms content management system and CMS are often used interchangeably, but they are not synonymous: both facilitate the work with content, but content management systems are mainly used in the publishing industry for print media, and (web) CMS are used for the creation of websites. A clear distinction must be made between these and shop systems, which increasingly include some of the functions of a CMS, but are primarily designed for selling goods.
Simply put: A CMS makes working on a website easier and faster. You should leave the setup of the system to an expert, as the effort to customize and configure the program should not be underestimated. For everyday use, however, you need very little specialist knowledge - CMS are designed to allow you to manage and update websites without the help of web designers and programmers.
Editing: Content can be created, edited, managed and published.
Design: Use templates to create and maintain a consistent layout.
Authorization: Grant different access rights and restrict editing options
Save: All changes are logged and saved, old versions can be restored.
The elements described are the core components of a CMS, the functions usually go beyond. Depending on the system, additional features can be developed or added using plugins, extensions or modules.
Most systems are similar and only differ in details. But if you try Google, you will find an overwhelming number of results. There are currently several hundred software solutions; here is a list of the ten most popular programs worldwide:
Source: Statista "Ranking of the top 10 content management systems (CMS) worldwide by market share in April 2020".
However, the number of users varies greatly from country to country: WordPress is in first place almost everywhere, but the following ranks look completely different in Europe than in America. Typo3, which is popular in this country and particularly suitable for mid-sized companies, plays a minor role internationally, but is one of the most popular CMS in Germany and Austria and is ranked second.
This list makes it clear who dominates the market: Although there are differences in distribution, all of the programs mentioned are open source. The next section will explain why they are so popular.
Now the cost factor comes into play: What distinguishes "free" open source projects from proprietary programs? What are the pros and cons?
Open Source CMS: The software is freely distributed under common licenses such as MIT or GPL, is open source, and can be modified by any user.
Proprietary CMS: The software is developed by a company and usually sold as a commercial product with a paid license. The source code is not available to users.
The recommendation here is clearly for the open source solution: the low fixed costs are convincing, even if the variable costs for installation and customization cannot be ignored. While both models have pros and cons in terms of security, in the end it is the independence from a single company that could stop product development or even go bankrupt that is most compelling.
An important consideration when choosing a CMS is your web host. If you are new to the business and have not yet decided on a provider, you still have plenty of choices. If you already have a website, you need to make sure that your web server is compatible with the content management system you want to use.
CMS place a number of requirements on a web server: the databases, scripts and operating systems that the system requires must be provided on the server side. If, for example, the required PHP environment is not installed on the server, major problems can occur. Be sure to ask your provider about their technical requirements and which software solutions they support.
To narrow down the wide range of software solutions, we look at the areas in which content management systems are used. From a technical point of view, three central areas can be distinguished:
Web content management
The focus here is on the joint creation, editing and management of content by several people. Comprehensive rights management with different approval levels is therefore essential, as well as integrated full-text search, news publishing and the option of multilingual implementation.
Blog publishing/news
As the name suggests, this application area focuses on blogging. In addition to the easy creation and (time-controlled) publication of articles and news, logical linking and meaningful categorization are also an integral part. In order to interact with the reader, it is also necessary to integrate social media platforms and Web 2.0 features such as the comment function.
If you decide which of the above is most important to you, you can eliminate a large number of programs.
In summary, content management systems offer many advantages: For small websites, they save you the effort of having or acquiring your own technical know-how. For sites with more complex content that is regularly updated and expanded, you increase productivity through fast and flexible administration. However, it is also clear that there is not one optimal solution for everyone. The programs differ more or less in type and function, so depending on your needs, one or the other system will be more convincing.
To define the requirements for your CMS, you need to consider the concept and goals of your (planned) website. The following questions can help you get started:
With the answers to these questions, you can contact an agency that will advise and support you in your search for the right CMS. In the following article "The right choice: Which is the best CMS? We also provide examples of which software is best suited for specific situations. If you would prefer to speak with us directly, please contact us at hello@wus.de.
