How to choose the right CMS for your website: expert tips and advice

Content management systems are indispensable tools. They stand out for their user-friendly interfaces and comprehensive toolkits, making them ideal for both newcomers and seasoned developers seeking flexibility and functionality. The challenge lies in selecting a CMS that perfectly matches your business objectives and operational requirements, guaranteeing smooth performance and optimal return on investment.

Investment in a CMS resembles laying a solid foundation for your digital strategy. A well-chosen one can empower your team, boost productivity, and provide a user-friendly experience for both content creators and visitors. However, the market is flooded with choices, each offering distinct features and capabilities. It’s essential to evaluate these different aspects and details carefully before making a decision.

We’ve done the hard part for you. This guide offers industry-backed advice and tips for choosing the right CMS for your business.

Why should you use a CMS to create a website?

When you use a CMS to create a website, you don’t really need to have programming knowledge (although coding expertise opens much greater possibilities). The system simply integrates with the website and allows you to publish all your content, whether it’s text, images, or video. Just think of it as a blank canvas, with you being the artist. That’s not all; it offers you plenty of advantages, some of which we underlined below.

Fast-track your website

Leveraging a CMS can streamline website creation, regardless of whether you tackle it yourself or partner with an agency. CMS platforms offer pre-designed foundations that become functional as soon as you install them, giving you a head start compared to building from the ground up.

Within 15 minutes, you can have a basic website ready, complete with a user-friendly administrative panel for adding pages, menus, and other features. Thanks to this quick setup, you can start building your website right away.

You’re in total control

There’s no need to call your developer just to make changes, as adding, editing, or deleting content on a CMS is quick and easy.  With a simple login, you can access a dashboard to manage various aspects. It means that you have total control over your website’s content and structure.

This frees up your time concentrating on blogging, SEO, email marketing, and social media. Starting with a CMS is effortless: create an account, set your permissions, and you’re ready to go. This setup allows you to begin managing and scaling your content needs immediately.

Tailored for your needs

There is a wide range of CMS available, catering to needs such as e-commerce, blogging, simple static websites, and more. There are even some free CMS options if you’re on a budget. 

WordPress, for example, boasts an extensive plugin library and is acclaimed for managing dynamic blog content thanks to strong social media integration and features like scheduling posts. Its user-friendly interface also makes it easy to use for beginners. On the other hand, CMS like Shopify is particularly tailored for e-commerce and comes with robust tools for online businesses such as payment gateways and inventory management. 

When choosing the CMS, it is also necessary to consider your skill level. For instance, platforms like Drupal and Joomla provide extensive customization functionalities but require some technical skills.  

Versatile and dynamic 

Unhappy with your website? If you choose to work with a content management system, you can easily expand the website’s capabilities. CMS platforms come with additional features and services. Depending on user goals, experience, and site architecture, two major types exist: traditional and headless.

Traditional CMS platforms offer a wealth of additional features like plugins and modules — many of which are free thanks to contributions from a community of users with similar needs. These tools enable functionalities like adding contact forms, widgets, and text editors and provide numerous pre-designed themes that reflect your brand’s look.

Meanwhile, a headless CMS offers a different kind of flexibility. Decoupling the backend content management from the frontend presentation layer allows developers to use any framework or technology to display information. This makes it ideal for multiple platforms, such as websites, mobile apps, and even IoT devices.

Continuous support 

CMS usage and popularity continue to rise. Consequently, more developers and non-technical users are joining the CMS community. Newcomers can access support and guidance from more experienced members, whether they are seeking advice on troubleshooting, customization, or content management. 

Furthermore, digital agencies provide expert assistance to resolve any challenges you may encounter. For instance, Halo Lab offers a wide range of specialized solutions, including website design, web development services, SEO optimization, and ongoing support, allowing you to leverage the full potential of CMS platforms for your needs.

8 main requirements to consider when choosing a CMS

When it’s time to choose a CMS, it all comes down to the details. Each type of system has its own set of features, among which your task is to find the best fit for your website. To help you with the decision-making process, below we have listed the 8 main requirements to consider when selecting your platform.

Ease of use

Firstly, you need to ensure that CMS is easy for you to use. This ultimately comes down to your and your teammates’ expertise level. Simplifying content management and updates will boost performance and workflow across your organization.

CMS platforms vary widely when it comes to user-friendliness. On the one hand, you have what-you-see-is-what-you-get (WYSIWYG) interfaces that may lack in the flexibility department but empower you to make content updates seamlessly. On the other hand, there are more complex systems that offer extensive functionality but come with a steeper learning curve. 

The right CMS must feel like an extension of your team, enhancing productivity without overwhelming your capabilities.

Gauge your organization’s capabilities and requirements to strike the right balance between usability and accessibility. Before making a purchase, request a trial run of the desired CMS.

Scalability

Your CMS must be in step with your business. Ultimately, your brand’s goal is to scale new heights, and with that, your CMS must also be able to accommodate increased traffic, functionality, and content without sacrificing performance. For instance, let’s say that you plan to integrate an online scheduling system for appointments on your website. This will require specific tools and capabilities that must be readily available on your CMS. 

If your current CMS is unable to accommodate your growing needs, you’ll need to migrate to an entirely new system, which can be time-consuming and costly. 

Customization 

Every brand is unique, and so are its customers, necessitating a personalized experience. From the smallest details, such as the font used on web pages, to the color schemes and overall structure of your website, each element should authentically reflect your brand and resonate with your audience to drive conversions.

Your choice of CMS should support a wide array of customization options. For those less tech-savvy, consider how user-friendly these features are to implement. Traditional CMS platforms often offer a range of built-in personalization capabilities, typically associated with higher costs due to their comprehensive, all-in-one nature.

Headless CMS solutions provide flexibility differently. While they may require more technical know-how or reliance on third-party integrations, they excel in delivering content across various platforms and adapting to diverse tech ecosystems.

Security 

Protecting your website is critical. There’s no point in having a superb website if its integrity is compromised. Due to the popularity of CMSs, they are prone to cyber threats, including data breaches, malware and ransomware, and unauthorized attacks. In case of violation, you’ll lose your customer’s trust, which can be disastrous for your business and hard to recover.

To avoid these risks, it’s important to choose a CMS with a solid defense system and a verified track record in handling security incidents effectively. Look for platforms that incorporate robust authentication mechanisms to safeguard valuable information from intruders. Ensure your chosen CMS properly integrates with your enterprise’s preferred security provider or third-party authentication systems.

Support and community 

A reliable CMS should offer extensive support and comprehensive documentation to help users maximize their systems’ potential. Open-source platforms like WordPress may lack direct support due to their public nature but compensate with vast documentation and a wealth of community-driven resources. Conversely, proprietary or paid CMS platforms often include direct assistance as part of their service package.

Engaging and robust community support is equally important. Your CMS should provide access to a support group rich with troubleshooting, plugins, and tips. Such communities can assist in fixing bugs, addressing error messages, and sharing best practices. Additionally, they provide valuable insights on SEO optimization, tool integration, and other advanced topics, ensuring you can continuously improve and adapt your website. 

A vigorous community and solid support system are the cornerstones of a powerful CMS. These resources provide a treasure trove of knowledge and assistance, empowering you to get the most out of your website.

SEO opportunities 

One of the biggest advantages of using a CMS platform is its impact on search engine optimization (SEO). Knowing how a CMS handles new URL creation, unique titles, and meta descriptions and integrates with powerful optimization tools can significantly enhance your personalization and content strategy.

As SEO evolves, it’s important to consider emerging trends such as voice technology. Ensuring your system supports optimization for conversational search channels can give you an edge in the growing trend of voice-activated searches.

Achieving high search engine rankings is never guaranteed, but success largely depends on effectively utilizing the features your platform offers. Avoid systems with inadequate optimization capabilities. Investigate the track record for technical SEO support and evaluate both native and third-party tools available. Informed choices will help you stay competitive in the ever-changing SEO landscape.

Third-party integrations 

A CMS doesn’t have to be a standalone platform, and eventually, you’ll want to integrate it with marketing automation tools, CRMs, and more. For instance, to support your sales team, you might need tools that ensure customer inquiries are efficiently tracked and managed. You must also consider other functions such as analytics, blogging, and e-commerce functionality to offer your visitors a personalized experience. 

Choose the CMS that matches your existing tool stack. Look for a platform that flawlessly connects with your current systems and adapts to new ones as your needs evolve. A well-integrated CMS will be a powerful hub that synergizes various facets of your digital strategy, driving growth and engagement across the board. 

Content management capabilities 

It’s better to choose a CMS that requires as little effort as possible so that you can focus more on creating high-quality content and other marketing initiatives. Whether you’re creating and publishing blog posts or designing landing pages with embedded resources, your chosen CMS must make these tasks straightforward and efficient. 

Many platforms feature a WYSIWYG editor (as mentioned previously), enabling you to edit a page without writing HTML code and see changes in real time. This functionality allows for quickly adding videos, images, CTAs, and other elements and lets you rearrange them effortlessly within the publishing interface.

Additionally, having the ability to preview pages before publishing ensures that the content appears exactly as intended. Your platform should make managing content as intuitive and hassle-free as possible.

7 stages of implementation of a CMS platform

The right CMS platform can completely revolutionize your business operations, boosting productivity and efficiency. However, the integration process isn’t as easy as it seems. With that in mind, we’ve compiled a list of the 7 steps involved in implementing a CMS platform so that you and your team know exactly what to expect. 

1. Understand what needs CMS should meet

Firstly, you must have a clear understanding of what you want to achieve with your CMS. This requires a thorough grasp of your company’s goals and objectives and will guide the selection of the CMS and the entire implementation process. 

For starters, here are three important questions you and your team need to answer before moving on with the selection: 

• What are the primary objectives for your website or application?
• What kind of content will be managed?
• What features or functionalities do you need?
• Who will be using the CMS?

Clearly identify your requirements, list down a number of CMS platforms that align with your needs, and address the unique challenges that you and your team face. 

2. Define your project

Next, you must clearly define the scope of your project. For this, you can start by asking a few questions: 

• What are the specific goals and timelines?
• Who are the key stakeholders?
• What are the potential barriers to implementation?

Depending on the size and complexity of your initiative, consider developing a comprehensive plan or work breakdown structure. This ensures clarity and timely completion. Also, initiate regular monitoring and updates to identify any deviations from the timeline or scope, allowing for timely corrections, forecasting and mitigation. 

3. Test CMS options for functionality and integration

One of the best ways to ensure that your CMS meets all your requirements is to conduct functionality testing. Here are a few important ones you must consider: 

• Evaluation of all core features to ensure they work as expected;
• Load test to check if your CMS can efficiently handle high traffic; 
• A security test to identify and rectify any vulnerabilities.

Additionally, you must verify that the CMS can optimally integrate with your existing systems and technologies. It is crucial for maintaining workflow efficiency and leveraging existing investments in tools like CRM systems, e-commerce platforms, analytics tools, and third-party APIs. If you have existing content on another platform, don’t forget to test how smoothly the CMS can migrate that data.

4. Consider budget and plan your investment in the CMS platform

When investing in your CMS platform, you must align financial resources with your business’s goals. Consider the initial setup costs and ongoing expenses like maintenance and support. Additionally, evaluate potential benefits, such as reduced management costs, to justify the investment and show its value.

Choose a system that can scale with your business without unexpected financial surprises. You should create a list of platforms and compare their functionalities, reliability, and long-term support to find the perfect fit for your enterprise. Allocate your budget strategically across different project phases to ensure a smooth implementation that meets your objectives.

5. Read reviews and testimonials

Before making a purchase, take some time to read reviews about your chosen CMS. Why? Because these insights provide valuable firsthand experiences that can highlight the strengths and pitfalls of each platform. For a more structured approach, compare traditional and headless types, make a list of the key functionalities you're looking for, and do some thorough research into user experiences related to those features. Testimonials are also a great way of understanding how well different CMSs integrate with other existing systems. 

Don’t underestimate the power of user reviews. They can highlight key functionalities and reveal potential challenges, ensuring you choose a CMS that truly fits your needs.

You don’t need to limit yourself to online resources. In fact, it will be more beneficial if you can access feedback from users in the same industry as you to gauge relevance and reliability. Gather this information and make an informed decision that aligns with your specific needs and expectations, ensuring a smoother and more successful CMS implementation.

6. Request a demo to test the CMS

Requesting a demonstration allows you to verify the CMS’s efficiency and determine its fit for your needs. During this session, you can interact first-hand with the CMS, exploring its user interface, functionality, and customization options. Focus on the key features that are essential to your business and ensure the system is user-friendly and integrates well with your existing systems.

For a more tailored experience, ask the provider to customize the demo to reflect your specific scenarios. Keep in mind that what you’re seeing is not production-quality software but a showcase of capabilities. This is especially relevant when considering headless CMS platforms, where the back-end and front-end are decoupled, potentially requiring more imagination about the end-user experience without predefined front-end templates. Traditional CMS demos might provide a more immediate, visual understanding of the final product due to their integrated nature.

Ensure that a prepared evaluation team is present during the demo to assess the CMS’s fit for your organization thoroughly. Take an active part in the demo and provide constructive feedback to make the most of this opportunity.

7. Train your team and use CMS effectively

Proper training is paramount for a successful CMS implementation, especially if your team is unfamiliar with the new system. Effective preparations will alleviate apprehensions and skepticism, helping everyone get comfortable with the platform. This can involve training materials like video tutorials or user guides. However, for a more immersive experience, an in-person or virtual training session is highly recommended. 

Throughout the training process, ensure that you and your team are fully engaged and ask as many questions as possible. Practice and become well-versed in tasks like creating, editing, and organizing content. Additionally, establish a support forum or helpdesk to provide continuous assistance and address any issues that arise.

CMS examples

There are numerous CMS platforms in the market, and no universally acclaimed one exists. Each platform has its own perks, and you’ll need to consider that before choosing one. Below, we have made a list of the most popular and widely used CMS platforms to help you choose the right one for your needs.

WordPress

WordPress remains one of the most popular and widely used CMS in the world today. It’s an open-source platform that focuses on ease of use and is particularly advantageous for blogging. Due to its user-friendly interface and usability, you might find it especially suitable if you own a small business or company without a dedicated development staff. 

However, it’s also highly customizable. If you want to make a more complex website, you can make use of its large depository of themes, plugins, and other customizations. Plus, it’s very secure and budget-friendly. 

For a more detailed analysis of WordPress and how it stacks up to another popular CMS platform, Webflow, check out our insightful article: WordPress Vs. Webflow: Which CMS IS Better For Your Website? 

Webflow 

Webflow stands out as a versatile website builder that also integrates a robust content management system. It’s renowned for its extensive customization options, emphasizing advanced design features such as interactive elements and animations.

If you’re looking to streamline your website creation process without starting from scratch, Webflow provides both free and premium templates. These templates are fully responsive, ensuring your site looks polished on any device. In addition, the Webflow editor offers intuitive controls, allowing you to preview and adjust your site’s appearance instantly across desktop and mobile platforms.

Whether you decide to enlist the help of webflow developers or do it yourself, it’s an ideal CMS for those seeking to craft a distinctive website with precise control over every aspect. However, due to its advanced features, it might involve a steeper learning curve. 

If you want to understand whether Webflow is the right choice for you thoroughly, check out our blog article: Webflow — Does Its SEO Potential Suit Your Website’s CMS Needs?

Sanity

In contrast to the above-mentioned platforms, Sanity is headless and stands out with its highly customizable, real-time platform, which prioritizes structured content. A standout feature is its portable text editor, which empowers you to create rich, reusable content across platforms. It’s also supported by an open-source foundation and robust APIs, granting developers unparalleled control over structures and workflows. Thus, it’s practically an ideal choice for teams seeking scalable digital experiences.

It’s a solid CMS that can get you the desired results, but if you aren’t very familiar, you might consider investing in Sanity CMS Development Services. For a detailed breakdown of Sanity, especially in comparison to another popular platform, WordPress, read our detailed comparison in the dedicated blog post: Sanity And WordPress: Which One Should You Choose?

Shopify 

If e-сommerce is the main focus of your website, Shopify is an excellent choice. It’s a powerhouse for online stores designed to help sellers effortlessly set up and manage their digital shops. Ideal for novice retailers, this CMS stands out with its intuitive interface and extensive feature set. From blogging tools and customer reviews to easy payment options and detailed analytics, this platform equips you with everything necessary to launch and grow your online business. 

While its customizability is somewhat limited, the platform offers a wide range of themes and apps, ensuring your store looks great and functions smoothly. Plus, with robust security measures and competitive pricing, Shopify provides a reliable and affordable solution for your e-commerce needs.

Strapi 

Strapi is an industry-leading headless CMS platform renowned for its simple interface and full customizability. Built entirely on JavaScript, this system lets you create content-rich experiences that seamlessly transition from the content management interface to the final presentation layer. This developer-first approach starts simple and scales with complexity based on user roles, making it adaptable to various project needs. 

The platform also benefits from an active user and developer community, offering continuous insights, support, and frequent updates that enhance its capabilities for building dynamic, headless content. However, the free plan comes with significant feature limitations, making it challenging to manage complex, structured content. Additionally, the WYSIWYG editor is relatively basic, which can hinder the creation of more immersive digital experiences.

BigCommerce 

BigCommerce offers a comprehensive suite of e-commerce solutions tailored to meet all your business needs. With built-in tools for point-of-sale transactions, efficient subscription management, and streamlined shipping processes, you can easily manage every aspect of your online store. Furthermore, the platform provides powerful analytics and reporting tools that enable you to monitor customer behavior and evaluate sales performance. 

Whether you’re looking to build a complete website from scratch or scale an existing one, BigCommerce provides the flexibility and tools you need to succeed in the digital marketplace. However, the extensive array of features can be daunting, particularly if you’re new to digital storefronts. 

Prismic 

Prismic is a versatile page builder for crafting high-performance, on-brand websites. By leveraging Prismic’s headless architecture, you can create reusable components called Slices, which your content team can then assemble into complete pages. This method provides both flexibility and consistency, enabling you to build thousands of unique pages while preserving your brand identity.

Prismic provides you control over your website’s layout and arrangement through an intuitive drag-and-drop interface. Additionally, it allows you to handle SEO metadata and analytics through custom fields, generate slices instantly using AI prompts, and experiment with different slice variations for A/B testing. This tool is perfect for marketing websites, landing pages, portfolios, blogs, e-сommerce stores, mobile apps, and learning management systems.

However, utilizing Prismic’s full potential may require technical skills, especially for integrating with complex systems or customizing advanced features. If you aren’t very familiar with it, you can consider opting for Prismic development services instead of doing it yourself.

Final thoughts on picking the perfect CMS

Selecting the right system for your website hinges on understanding your specific needs, business goals, and technical requirements. Begin by assessing factors such as ease of use, scalability, customization options, and integration capabilities. Consider whether you need robust e-commerce features, multilingual support, or advanced SEO tools, and factor in your team’s skill level and budget constraints.

Conduct thorough research, evaluate demos or trials, and seek user reviews to make an informed decision that aligns with your long-term digital strategy. Remember, the ideal CMS should empower you to efficiently manage content, enhance user experience, and ultimately achieve your online objectives.

If you feel uncertain about navigating this process on your own, consider enlisting the help of professionals. Halo Lab’s CMS development services provide the expertise needed to create a tailored, functional, and user-friendly website. From initial concept to final implementation, our team is dedicated to helping you maximize your site’s performance and scalability. If that’s something you need, just leave us a message, and let’s start!