So you want to implement a CMS? It can be a challenging task and you want to ensure a perfect implementation for your organization. The key to a successful CMS implementation is process. As with anything, solid planning sets the foundation for a successful project. Web design is no exception.
Everything about the implementation should be well planned and well presented to your content authors. If your content authors find the CMS hard to use, then it stands no chance at being a successful implementation. Choose a content management system with a comfortable user interface, such as Sitecore. The Sitecore CMS offers a browser-based authoring interface modeled after the Microsoft Office 2007 platform. Its ease of use provides a comfortable experience for most users of all content management skill levels.
With the right content management system, there are several ways to ensure a smooth implementation process as you prepare your organization for the transition. Use the five steps listed below in preparation for your successful CMS implementation:
STEP 1 – Build Requirements List
In order to ensure you are implementing the right CMS that is going to fit all of your needs, build a list of your requirements during the planning phase. By analyzing your needs before choosing a CMS solution, you’re going to ensure a greater chance at a successful implementation. It’s important to choose a CMS that is going to provide all of the functionality you need.
STEP 2 – Create Content Inventory
Start this phase as early as possible. Create a spreadsheet that outlines the purpose of each page on your website using the content you currently have on your website. This process allows you to play with alternative navigation methods and may help you find unnecessary pages that can be removed. It is also important to start building your library of content early in the implementation process. Typically, most time is spent around the design and technology of the CMS, and not enough time on the content. During this phase it’s also extremely useful to develop a content strategy. A content strategy is a plan for what content you want to showcase on your website and how you intend the content to resonate with your site visitors. This is inclusive of not only text but also photos/images, video, documents, and social media outlets.
STEP 3 – Lay Out Content Architecture
The content architecture refers to the hierarchy of the website’s navigation and structure. It should be well organized and easy to understand. Each web page should be grouped and named appropriately. Build the site map during this process as well. There’s no better way to explain where content goes then by simply creating a visual site map. A site map diagram will show the relationship between web pages and determine if a page is too deep or too shallow in the hierarchy. Keep in mind users should get to their information within 2-3 clicks.
STEP 4 – Define Functionality
As you define the functionality of the website, consider your audience and the purpose or goal of your site. Is it to build a reputation, show expertise, distribute information, sell or promote products, build community, or generate sales leads? Most likely it’s a combination of a few things. Rarely is it a single goal. Make sure your CMS solution is not too complex, but still provides enough functionality for the goals of your organization. Remember – the purpose of your CMS is to make life easier.
STEP 5 − Develop Website Management Process
Identify key players such as content writers and editors, and then assign roles and responsibilities. Implement a strong content strategy so that your website is prepared to distribute fresh content on a daily basis. Finally, put an approval process in place for content initiatives. This should streamline the website management process.
Post Implementation Opportunities
Use these 5 steps to ensure a smooth implementation process and a successful end result. It's also important that the developer truly understands the extent of the content before beginning the design process. If the content is not fully understood, pages may end up crammed into the hierarchy where they don’t fit later in the process. If you plan well, then you build once.
Once you have successfully implemented your CMS, you can focus on managing your website, allowing marketing staff to take control of updating content and IT staff to focus on new projects. The CMS will open doors to endless opportunities of fresh, engaging and timely content. It will help you meet business requirements such as optimized communication for website visitors and multi-channel content delivery.
Remember – implement the CMS for your users. Take all of their feedback into consideration and plan ahead. A successful CMS implementation not only builds for today’s requirements, but plans for tomorrow’s needs as well.