What Is A Content Management System? Best CMS to Use In 2024

A Content Management System (CMS) is a software application that enables users to create, manage, and modify content on a website from a single place without requiring specialized technical knowledge. Essentially, it provides an intuitive interface for handling various types of digital content within a website, such as text, images, videos, and documents, making it accessible to users of all skill levels. Examples of CMS include WordPress, Joomla, Drupal, Wix, Squarespace, Magento, Shopify, Hubspot and Contentful. Open Source CMS, SaaS CMS, Headless CMS, Coupled CMS, Decoupled CMS and Proprietary CMS are 6 Types of CMS.

It is projected that the global CMS market will experience substantial growth, surpassing $25.5 billion by 2028. The rise is driven by the increasing demand for user-friendly content management software across industries.

As a result, In 2024, businesses have heightened focus on CMS platforms that provide robust features for improving website management. These systems play a vital role in maintaining a strong online presence. The selection of a CMS will significantly impact a business’s ability to attract and effectively engage audiences, and so it is important to choose the right CMS. Let’s see more about content management system (CMS) platforms and which are the best CMS platforms to choose from.

What are the Key Features of a CMS

Here are the 6 Key Features of CMS that simplify the process of creating, organizing, and updating content on the website:

1. Content Creation: CMS platforms come with user-friendly tools that simplify the process of writing, formatting, and adding multimedia to your content. With these features, you can easily create polished articles, integrate images, and embed videos, making content creation a breeze for users of all skill levels.
2. Content Storage: CMS keeps your content organized and accessible by storing it in a structured database. This organization makes it straightforward to find and manage your content, helping maintain order and efficiency as your website grows.Organizes content in a structured way, often using a database.
3. Content Editing: The editing tools offered by CMS let you make changes to your text, images, and other elements without any hassle. Whether you’re correcting typos or refreshing your content, these tools streamline the process and keep your site up-to-date.
4. Content Publishing: With CMS platforms, scheduling and publishing content is straightforward. You can plan when your content will go live, automate the publishing process, and manage visibility settings and maintain a consistent content flow and keep your audience engaged with timely updates.
5. User Management: A CMS offers various user roles, each with specific access levels, like authors, editors, and administrators. The setup allows you to assign tasks and permissions appropriately, and keeps your content creation and management processes secure and well-organized.
6. Design Flexibility: Customizing your website’s look is easy with a CMS as it provides a range of templates and themes to choose from. You can tweak the layout, colors, and overall design..

What are the Benefits of CMS

A CMS not only simplifies website management but also provides tangible outcomes as these benefits explain:

• Slash Costs and Accelerate Deployment: Content management systems offer pre-designed templates and built-in functionalities that minimize the need for bespoke coding, which can be expensive and time-consuming. Lowering upfront investment, CMS also accelerates the time it takes to launch new features or updates, and lets a business adapt swiftly to market changes and opportunities.
• Update with Ease: With a CMS, non-technical users gain the ability to manage content independently. Marketing teams, content creators, and other non-technical stakeholders can update text, images, and other media without relying on IT or developers. Consequently, content can be refreshed regularly and campaigns can be executed promptly. The time-to-update is reduced significantly, which keeps the website everupdated.
• Adapt and Expand Effortlessly: As your business grows, a CMS provides the flexibility to expand functionalities and integrate additional features without overhauling your entire website. Whether you need to add an e-commerce module, implement advanced analytics, or integrate with third-party services, a CMS supports this scalability. This adaptability means you can continuously enhance your website’s capabilities to meet evolving business demands, without incurring significant redevelopment costs.
• Guard Your Website with Built-In Protections: Many CMS platforms come with advanced security features and regular updates to address vulnerabilities. Automated backups, role-based access controls, and security plugins that come with CMS platforms help protect your site from cyber threats. Through these built-in security measures, you mitigate the risk of data breaches and protect both the data of both your business and your users.
• Boost Your Presence with SEO Tools: CMS platforms like WordPress offer extensive SEO features that boost your search engine ranking. From customizable meta tags and SEO-friendly URLs to integrated analytics and sitemap generators, these functionalities help optimize your content for search engines. You can also install specialized SEO plugins along with generic features to implement SEO. When followed as per the guidelines, you improve your online footprint and are able to generate higher conversion rates.

6 Main Types of CMS

Choosing the right Content Management System (CMS) is crucial for building the website and managing your digital content within websites efficiently and effectively. With various types of CMS platforms available, each catering to different needs and levels of expertise, it can be challenging to determine which one best suits your requirements. 5 main types of CMS include Open Source, Proprietary, SaaS, Headless, and Enterprise CMS, let’s see what each CMS type features and their pros and cons.

1. Open Source CMS

These CMS platforms are free to use and modify, with their source code openly available to developers. They are maintained by a community of developers who contribute to the platform’s improvement and security. Examples of Open Source CMS include WordPress, Drupal and Joomla.

• WordPress – WordPress is the most widely used open-source CMS, known for its user-friendly interface and extensive plugin ecosystem. It’s ideal for blogging, business websites, and even e-commerce when paired with WooCommerce.
• Drupal – Drupal is a flexible and scalable open-source CMS suitable for more complex and high-traffic websites. It offers advanced user permissions and custom content types, making it popular among developers.
• Joomla – Joomla strikes a balance between ease of use and powerful functionality. It’s suitable for a variety of websites, from small blogs to large business sites, and offers robust multilingual support.

Pros

• Cost-Effective – Open source CMS platforms do not require licensing fees, making them budget-friendly options for individuals and businesses alike.
• Customizable – With access to the source code, users can customize and extend the functionality of the CMS to meet their specific needs.
• Large Community Support – These platforms have large communities that contribute plugins, themes, and support, ensuring a wide range of resources and help are available.

Cons

• Requires Technical Knowledge – Setting up, customizing, and maintaining an open-source CMS may require more technical expertise.
• Security Risks – The open-source nature can lead to vulnerabilities if not properly managed and updated.
• Maintenance – Users are responsible for performing updates and maintaining the security of their sites.

2. Proprietary CMS

Proprietary CMS platforms are commercial products developed and maintained by private companies. They typically require a license fee and often come with professional support and regular updates. Adobe Experience Manager, Sitecore and Kentico are 3 examples of Proprietary CMS.

• Adobe Experience Manager (AEM) – AEM is a comprehensive CMS for large enterprises, offering powerful features for content management, digital asset management, and marketing automation. It’s known for its robust integration capabilities.
• Sitecore – Sitecore is another enterprise-level CMS known for its advanced personalization and marketing features. It integrates well with other business systems and offers a seamless user experience.
• Kentico – Kentico is an all-in-one CMS, e-commerce, and online marketing platform. It provides a wide range of features out of the box, making it suitable for medium to large businesses.

Pros

• Professional Support– Proprietary CMS platforms come with dedicated support from the vendor, ensuring timely assistance and troubleshooting.
• Comprehensive Features – Often packed with advanced features and integrations that are ready to use without extensive customization.
• Regular Updates – Vendors provide regular updates and security patches, ensuring the platform remains secure and up-to-date.

Cons

• Costly – Licensing fees and potential additional costs for support and extensions can make proprietary CMS platforms expensive.
• Less Flexibility – Users may face limitations in customization compared to open-source solutions.
• Vendor Lock-In – Dependence on the vendor for support and updates can be a drawback, especially if the vendor changes pricing or discontinues the product.

3. SaaS (Software as a Service) CMS

SaaS CMS platforms are cloud-based solutions that provide CMS functionality as a subscription service. Users do not need to manage the platform’s hosting, updates, or security. Wix, Squarespace and Contentful are 3 popular examples of SaaS CMS.

• Wix – Wix is a popular SaaS CMS known for its drag-and-drop website builder, which makes it easy for non-technical users to create and manage their websites.
• Squarespace – Squarespace offers beautifully designed templates and a user-friendly interface, catering to creative professionals and small businesses looking to build visually appealing websites.
• Contentful – Contentful is a headless SaaS CMS that provides a flexible content infrastructure, allowing developers to deliver content across multiple platforms and devices.

Pros

• Ease of Use – These platforms are designed to be user-friendly with minimal setup required, making them accessible to users with limited technical knowledge.
• Scalability – SaaS CMS platforms are easily scalable, leveraging cloud infrastructure to handle varying levels of traffic and content.
• No Maintenance – Hosting, updates, and security are managed by the provider, reducing the workload for users.

Cons

• Recurring Costs – Users must pay ongoing subscription fees, which can add up over time.
• Limited Customization – SaaS CMS platforms may offer less flexibility for customization compared to open-source options.
• Data Ownership – Potential concerns about data ownership and vendor lock-in, as users rely on the provider to manage their content and data.

4. Headless CMS

A headless CMS separates the content management backend from the frontend presentation layer, delivering content via APIs that allows developers to use any technology to build the frontend. 3 common examples of headless CMS are Strapi, Contentful and Sanity.

• Strapi –Strapi is an open-source headless CMS that allows developers to create, manage, and expose content via RESTful or GraphQL APIs. It’s highly customizable and developer-friendly.
• Contentful – Contentful is a popular headless CMS that provides a flexible content infrastructure, enabling developers to deliver content across various platforms and devices through APIs.
• Sanity – Sanity is a headless CMS that offers real-time collaboration and a customizable content studio. It supports structured content and provides powerful APIs for content delivery.

Pros

• Flexibility – Allows developers to use any frontend technology, providing greater control over the presentation layer.
• Performance – Faster and more efficient content delivery, as the backend and frontend are decoupled.
• Scalability – Highly scalable, suitable for delivering content across multiple channels and devices.

Cons

• Requires Technical Skills – Implementing a headless CMS requires developers with expertise in frontend technologies and APIs.
• No Built-In Frontend – Lacks a built-in presentation layer, necessitating separate development for the frontend.
• Complexity – Can be more complex to set up and manage compared to traditional CMS platforms.

5. Coupled CMS

A coupled CMS tightly integrates the content management and presentation layers into one system. Here the same platform is responsible for both creating and managing content as well as displaying it on the website. Essentially, everything from content creation to its presentation is handled within the same environment, which simplifies the workflow for users who manage both content and design.

Examples:

• TYPO3: Provides both content management and presentation capabilities within a single system. Users create and manage content directly on the platform, which then controls how it is displayed on the site.
• Concrete5: Offers an integrated system where users can manage content and design in one place. It offers several built-in tools for content creation and site design within the same interface.
• ExpressionEngine: Combines content management with presentation functionalities and allows users to manage content and its display on the website from the same system.

Pros:

• Unified System: Simplifies the process of content management and presentation, making it more straightforward for users.
• Ease of Use: Typically easier for non-technical users to manage as everything is integrated.
• Streamlined Workflow: Reduces the need for multiple platforms and integrations.

Cons:

• Limited Flexibility: Customizing design and functionality can be more restrictive compared to decoupled systems.
• Performance Issues: As the system handles both content management and delivery, it may impact performance if not optimized.
• Scalability Constraints: Scaling the system might be more challenging due to the tightly coupled nature.

6. Decoupled CMS

It separates the content management from the content presentation, allowing the content to be created and managed independently of how it is displayed. A content repository is used that delivers content via APIs to a front-end application or website and the separation offers flexibility in using content across different platforms.

Examples:

• Prismic: Offers a CMS where content is managed separately and delivered through APIs to different front-end systems.
• ButterCMS: Provides a flexible content management solution that can be integrated with various front-end technologies via APIs.
• GraphCMS: It is designed to deliver content via a GraphQL API, allowing for extensive customization and integration with diverse front-end platforms.

Pros:

• Flexibility: Allows for extensive customization and use of different technologies for presentation without altering the content management system.
• Performance: Can improve performance by offloading content delivery to specialized front-end systems.
• Scalability: Better suited for complex applications and multiple platforms due to its separation of concerns.

Cons:

• Complexity: Requires more technical expertise to set up and manage due to the separation between content and presentation.
• Integration Overhead: Needs additional setup for integrating content with various front-end applications.
• Increased Development Time: More development effort is often needed to create and maintain the connections between the CMS and presentation layers.

How to Build Websites Using CMS?

Follow these steps to build a functional and visually appealing website using a content management system (CMS).

Choose Your CMS

The first step is to select the right CMS. We discussed various CMS types and various options under them. WordPress, Joomla, and Drupal do remain top choices. But you factor in things like your niche and purpose to choose the best CMS platform. For instance, if you are building an eCommerce store then choosing Shopify or Magento will be the best decision. Evaluate each CMS’s features, flexibility, and ease of use to arrive at a choice.

Set up Hosting

Finding a reliable web hosting service is pivotal for your website’s performance. Providers offer different plans that vary based on resources, support, and additional features. Once a hosting provider is chosen, you’ll need to purchase a hosting plan and register a domain name. Hosting providers also offer workflows for CMS installation.

Install the CMS

The installation process includes accessing your hosting control panel and using one-click installers provided by the hosting service. These steps automate the setup of your CMS, and help configure essential components like databases and core files.

Configure Your Website

After installation, it’s time to configure your website where you set up basic elements such as site title, tagline, and timezone. Next, you must customize user roles and permissions for efficient management of site content and access control.

Choose and Customize a Theme

CMS platforms offer a range of free and premium themes. Select a theme that aligns with your brand. Customize it to fit specific needs by adjusting colors, fonts, and layouts through the CMS’s built-in tools or by editing theme files directly.

Add and Organize Content

Adding pages, text content, and multimedia elements. Structure content through categories and tags to improve navigation. It will help visitors find information easily. Implementing SEO best practices within the CMS is a key step to optimize your content for search engines and improve visibility of the website.

Install Plugins and Extensions

Plugins or extensions add functionality to your website. The base features that come with CMS may not be good enough to meet your needs, so you need plugins. For instance, you might install plugins for SEO, social media integration, or eCommerce capabilities. Carefully select and configure these tools to enhance your site’s capabilities without overwhelming it.

Test and Debug

Before launching, thoroughly test your website. Check compatibility across different browsers and devices to check if it offers consistent user experience. Debugging issues that arise during testing is important to prevent problems after the site goes live.

Launch the Website

Once testing is complete and everything is functioning correctly, it’s time to go live. Announce your launch through social media, email newsletters, or other marketing channels to drive initial traffic to your site.

Maintain and Maintain

Update the CMS, themes, and plugins to the latest versions and monitor site analytics to track performance and user engagement.

How to Choose Best CMS For Your Website

Selecting the right CMS for developing your website is a critical decision that can impact your online presence, content management efficiency, and overall digital strategy. Here are some key factors to consider when choosing a CMS:

1. Define Your Needs: Identify your specific requirements, such as the type of content you’ll be managing, the scale of your website, and any specific features or integrations you need. Understanding your needs will help you narrow down the options and choose a CMS that aligns with your goals.
2. Ease of Use: Consider the technical expertise of your team. If you have limited technical knowledge, a user-friendly CMS with a simple interface, like a SaaS CMS (e.g., Wix or Squarespace), may be the best choice. For more complex needs, an open-source CMS (e.g., WordPress or Drupal) or an enterprise CMS (e.g., Adobe Experience Manager) might be suitable.
3. Customization and Flexibility: Evaluate how customizable the CMS is. Open source CMS platforms offer extensive customization options, allowing you to modify the code and add plugins or extensions. Proprietary and SaaS CMS platforms may have limitations on customization, but they often provide robust out-of-the-box features.
4. Cost: Consider your budget for both initial setup and ongoing maintenance. Open source CMS platforms are free to use but may incur costs for hosting, themes, and plugins. Proprietary and enterprise CMS platforms can be expensive due to licensing fees and additional support costs. SaaS CMS platforms typically have subscription fees based on the features and services you choose.
5. Support and Community: Assess the level of support and resources available. Open source CMS platforms have large communities that provide forums, tutorials, and plugins. Proprietary CMS platforms offer dedicated support from the vendor. SaaS CMS platforms include customer support as part of their subscription services.
6. Scalability: Ensure the CMS can grow with your website. If you anticipate significant growth or have high traffic volumes, choose a CMS that can scale accordingly. Enterprise CMS platforms are designed for scalability, while headless CMS platforms offer flexibility to adapt to different channels and devices.

Final Words

We looked at various dimensions of CMS platforms as well as various CMS platforms, understanding how each one caters to specific needs and scenarios.

The choice of a CMS will depend on technical and business requirements. Both these requirements must be carefully evaluated to choose the best CMS.

Evaluation with a keen eye on your particular demands leads to a more effective implementation.