Content management systems are becoming increasingly popular during the Pandemic. With the rise of the “WFM” culture, companies are looking for ways to stay connected and compliant with their employees.
So, today we will be telling you all the features that are important for the content management system before you license one. We will be telling you if you really need that SharePoint helpdesk for internal ticketing or the WordPress Plug-ins’ Repository.
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But before we get into that let us look at the basis of the content management system. Its types and how it works.
Types of Content Management Systems;
- CMS: CMS is a content management system. It allows a team of content creators to share, edit, evaluate, and publish content without any knowledge of coding. A CMS is basically a general and broad term for various types of content management systems.
- ECM: ECM is an Enterprise Content Management system used by companies to share and edit work-related data like spreadsheets, reports, presentations, etc.
- WCMS: WCMS is a web content Management system. It allows the content creators to create content for the web.
If we look closely, all the CMS have different purposes for creating content but they are a lot similar to each other. And hence the features are pretty much similar. The features that each CMS must-have are as follows:
- Security
Today, content is the King! Which is why every company treasures its content more than anything. Hacking and breaking into a system is easier if it doesn’t have proper security firewalls and protocols.
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Not only is having inbuilt security functionality important but at the same time having protocols and guidelines also play a very important role. The reason being the people operating the CMS are not coders or programmers, hence building a security system for them is very necessary.
- Content Sharing
Since CMS is for the team of content creators, having a good content sharing platform is important.
There are two ways this is achieved;
- Cloud-based
- Dashboard
What cloud-based content sharing offers is uploading the documents on the cloud and offering access to the teammates. The teammates then can view, comment, edit, or share this content.
Whereas in a dashboard-type content sharing, the ticket-based system works. When we share content or we raise queries for editing the content, a ticket is raised and the creators are notified.
The cloud-based content sharing is used mostly for WCMS i.e. creating web content and the dashboard-based system is used for ECM.
- Content Optimization
Today, a lot of companies’ revenue depends upon their content, especially for marketing companies. Now ECM and WCMS both require different types of content optimization.
But what exactly do we mean by content optimization? Content is created as a means to inform or educate the audience.
For content to reach its audience effectively there are several structural and visual rules one needs to follow. When we follow certain guidelines, tips, or tricks as a means to reach the audience, we are optimizing our content as per the audience.
Since the audience of WCMS is on the web, the WCMS needs to have SEO, grammar, plagiarism, etc optimization tools. Whereas ECM requires structural optimization, citations, grammar, statistics, etc. for content creation.
- Internal Ticketing System
Internal Ticketing systems such as SharePoint Helpdesk helps in the seamless communication between the content creators.
A good Internal ticketing system has the following features:
- Seamless communication between Helpdesk agent and employees
- Tracking Tickets
- Easy Reporting
- Automatic notifications
An internal ticketing system ensures better performance as well as clarity between the employees. It also enables better productivity.
Since many ECMs are not cloud-based, the internal ticketing system is used for them as a means of better communication.
- Mobile Compatibility
It is difficult to create a SAAS that has complete mobile functionality. Some of them need to keep some features for the Desktop version only. The main motive of a CMS is content sharing.
A CMS should be able to share or export the media to a mobile device. Along with sharing, the design of the app should be responsive and mobile-friendly. Since many like to edit the content on the go, it should have a quick note-taking functionality as well.
It is difficult for a WCMS to become mobile compatible because of the plug-ins it generally has. But ECMs can have selective functionality on mobile devices.
Conclusion:
Keeping in mind your business is important while choosing a CRM system. Knowing if you need an ECM or WCMS system comes in handy, as well as knowing the features is also helpful.
