What do you do if your content management system isn't meeting your website needs?

1 Assess Needs

Begin by conducting a thorough assessment of your website's requirements. List out the features and functionalities that are essential for your content strategy. Consider the types of content you produce, the frequency of updates, and the level of user interaction you expect. Your CMS should support these needs without requiring convoluted workarounds. If your current system makes simple tasks difficult or limits your creative expression, it's a sign that a change is needed. Prioritize your needs to distinguish between must-haves and nice-to-haves, which will inform your next steps.

2 Research Alternatives

Once you've pinpointed the shortcomings of your current CMS, it's time to explore the market. Look for CMS platforms that cater to your prioritized list of needs. This might involve more advanced features, better customization options, or a more intuitive user interface. Remember that no CMS is perfect, so focus on finding one that ticks the most boxes for your specific use case. Factor in scalability so that your chosen system can grow with your website and content demands over time.

3 Cost Analysis

Analyze the financial implications of sticking with your current CMS versus switching to a new one. Consider not only the subscription or purchase costs but also the expenses related to migrating content and training staff. Sometimes, the cost of upgrading your existing system or adding necessary plugins might be more economical than a full migration. However, if the long-term benefits of a new CMS outweigh the initial investment, it may be worth considering the switch.

4 Plan Migration

If you decide that migrating to a new CMS is the best course of action, planning is essential. Create a detailed migration plan that includes content inventory, data backup, and a timeline for the transition. Ensure minimal disruption to your website's operation by scheduling the migration during low-traffic periods. It's also important to maintain SEO rankings and link integrity, so map old URLs to new ones and update any internal links.

5 Train Your Team

Training your team on the new CMS is critical for a smooth transition. Allocate time and resources for comprehensive training sessions that cover all the features and functionalities of the new system. Encourage team members to practice in a test environment before going live. This will not only build confidence but also ensure that everyone is capable of using the CMS effectively, which will contribute to a more streamlined content creation process.

6 Evaluate Progress

After migrating to a new CMS or making adjustments to your existing one, continuously evaluate the system's performance against your website's needs. Gather feedback from your content creation team and monitor how the changes have affected workflow efficiency and content quality. Be prepared to make further tweaks as necessary. This ongoing evaluation ensures that your CMS remains a supportive tool for your content strategy, adapting as your website evolves.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?