When you think about your visit to any business premise, it starts with providing some information. You would need to fill out the details on a questionnaire/form or offer them to an administrator who would then key them into their in-house system. Collecting, retrieving, storing, updating, and even deleting all the information on these systems is the content management process.

Every organization operates using individual sets of processes and practices when it comes to content management.

The Role of Content Management

Once you collect the data/information your business needs, what next? Your business may need the content on a daily basis, every other day, or even not need it for a few months. It means that proper handling is crucial when managing such information.

Every business relies on the details collected for daily operations. With efficient content management processes in place, you can store and retrieve the information appropriately. It also becomes easier to make updates and delete irrelevant details.

The Processes Involved in Content Management

The purpose the generated/collected content plays in each organization determines the management processes. Handling the data collected happens in stages including:

Content Collection

The first step is collating the data an organization requires. As explained, every business has its individual processes when it comes to data collection. Some might still use forms/questionnaires, but most have moved to digital data collection methods.


Once a business collects the information needed, they have to organize it into different categories. The classification system gives each data grouping an identification and makes them more accessible during the retrieval process.


All the information a business collects goes into “containment” until required. The storage format a company uses should meet security requirements but still offer ease of access. The amount of data a business handles will determine the amount and type of storage needed.


Businesses collect data for specific reasons, which means that the data is required at various stages. The data passes through several processes, as outlined above, during its lifespan. It is crucial that the information maintains integrity and consistency throughout.


Naturally, the collected information will go through changes as the business keeps using the data. For instance, when patients subsequently visit a hospital more details are added to their files. Therefore, the way the data is stored should accommodate these changes.


Not everyone within an organization should have the ability to make changes/revisions. Depending on different roles, some people only need to make inferences from the stored information while some must have complete access to make updates. The business process management system should have a role assigning features to safeguard the data further.

Archiving/ Deleting Content Deletion

A business should be able to archive infrequently used data or even delete the information entirely. It is inevitable that the collected information becomes obsolete at some point. However, not everyone that accesses the content management system should have the rights to archive or delete the stored data.

Worth noting is that content management is a continuous process. Businesses must keep updating their methods and systems to keep up with their data load and needs.

Content management system (CMS) refers to a unique computer application that allows for easy creation as well as modification of different forms of digital or online content. Basically, it is designed to enable multiple users’ access to essential information within a collaborative environment. Managers of various organizations using CMSs stand a chance to experience a number of benefits, right from efficiency enhancement to increased productivity, including all other benefits in between. Are you managing an organization that relies on the use of emergent technology and information systems to discharge services to the clients or customers? This might be the beginning of your success journey. Having a clear understanding of the types, features, and benefits of various types of CMSs is all you need to optimize your organizational productivity. Read on to discover the good news about content management systems.

Types of Content Management Systems

There are different types of CMSs available for use by different types of organizations worldwide. The most common ones are briefly described below:

Web Content Management Systems (WCMs) – It is designed to support efficient management of website content. It is designed for companies rely primarily on the use of internet to run most of its functions. For instance, organizations that use e-guides instead of paper instructions use WCMs to develop and update product manuals.

Document Management System (DMS) – It is used by organizations to manage different forms of documents and protect essential information form unwanted modification. For instance, it tracks whoever modifies the content to ensure that essential content is not edited or modified by the lower-level staff.

Digital Asset Management System (DAM) – This software deals exclusively with multimedia and graphic content, and not the text. For instance, it is used in graphic design, film and photography materials. It is therefore used widely in film and other companies that deal exclusively with visual content.

Component Content Management System (CCMS) – This type of CMS is used to manage the company’s content details. It focuses on components such as product information, company’s copyright disclaimer, and conceptual topics among others.·

Enterprise Content Management System (ECM) – ECM manages and consolidates emails, instant messaging, documents other electronic files using a global approach. It is mostly used to optimize customer service.

Features of content management Systems

The above discussed types of CMSs vary in features. However, the most common features include:

Format management– allows for easy conversion of scanned paper documents as well as legacy electronic documents into PDF or HTML documents.

Intuitive indexing– enables users to easily access all data that has been indexed such as keywords, authors or publication dates.

Publishing functionality– allows for the use of approved templates, wizards, and other tools for easy content creation and modification.

Revision features- Allows for easy content update and edition for initial publication. This feature also allows for easy tracking of any changes that unauthorized individuals might make to the files.


In a nutshell, content management system is essential for organizational success and security. In addition to the above mentioned features, it is beneficial it facilitates the process of coding, allows organization to control, update and manage the version of their content as well as easily create a unified and look and feel required by organizations. Choosing the type of CMS that meets your needs is the ultimate solution to your company’s success. Certainly, your organization needs at least one type. Make use of Content Management System to uplift your organization to a totally new level.


Have you been wanting to find a place on the internet where you can express yourself? Or perhaps you own a business that you feel will benefit from having a strong online presence. Do you have experience in a very specific field and would like to earn income by sharing your expertise in an online platform?

There are a myriad reasons why you’d want to publish a website, but whatever that reason may be, you will need a quality content management system as the foundation of your little space on the internet.

But first things first: what is a content manager system?

Also known as CMS, is a software or an application that allows its users to create and manage digital content.

Most people are perhaps more familiar with the web content management, or WCM, publishing facility, but this is actually only a component of a content management system.

Some popular content management systems you might have heard of include WordPress, SilverStripe, RefineryCMS, ModX, and Ghost, among a plethora of many others.

When do you need a content management system?

  1. If you need a better, more efficient way of updating the content on your website. If you need to rely on your team’s IT guy to publish content for you, you might miss out on timelines for your content when they’re most relevant. As we all know, content on the internet practically goes up real time – and if you miss the window of relevance for a particular post or content, you might as well not post it at all.
  2. If you need a more cost effective way to manage your website. Sometimes managing a website can include a number of repetitive tasks that don’t need human intervention. With a high quality content management system, you can do away with these repetitive tasks by automating them, so that you can use the skill sets of your designers for other, more important tasks.
  3. If you and the rest of your non-technical staff need more access and control over your content. Your team will not be composed solely of IT professionals and designers. With an effective content management system, you enable your non-technical staff to contribute and help manage your company’s content.

What should you look for in a content management system?

  1.       Look for a content management system that is user-friendly and is easy to navigate. Your CMS might have all the bells and whistles, but if no one in your team except the ones with IT experience will understand how to use it, your content management system and its many functionalities and features is practically useless. Don’t be dazzled by the many features a CMS promises: before anything else, consider its usability.
  2.       Look for a content management system that you can customize and personalize. You will have very specific requirements as to how you want your content managed, and with the variety of CMS products available in the market now, there’s no need to settle for a one size fits all program. Be meticulous and find the CMS that can be customized just the way you like it.

Thanks to the technological advancements, the way organizations handle and carry out their activities has changed dramatically in recent times. There are possibly endless software technologies as well as applications that large and small companies alike, can use to manage their business workflow. Even though the general assumption is that embracing new technologies will always help propel us ahead, there are quite a significant number of individuals and institutions who are still in the dark regarding all the potential benefits of workflow management system or software. In fact, according to a particular study conducted by a particular company, only sixty-five percent of field service firms currently use the latest software tools to manage their workflow. If you didn’t know, the prospect of embracing the use of workflow management systems can be extremely beneficial and may allow any individual out there to have a competitive edge in the business world.

What is workflow management system?

For you to understand this term better, let us explain it using the most straightforward tone and scenario. Let us assume a particular business has a plan to hire new employees. In the traditional setup, this recruitment procedure or simply workflow will need human involvement at every single stage. What’s more, there will be lots of paperwork, and this will be accompanied with relatively long waiting time for all the process to come to completion. This is where the workflow management system comes in. With a software management system, a time-intensive process like the one explained above can be exclusively automated, a phenomenon that may potentially help save on costs, time among other factors.

Typically, task management software is a system specially designed to pull almost every component of a business workflow into a more simpler and straightforward and automated process to enhance efficiency. An excellent workflow management system will allow you to define and regulate all the activities in your business seamlessly. In its broadest sense, workflow management can include all the processes as well as the equipment used in the optimization and streamlining all the operations within a particular company. However, the term is usually used to refer to specific software systems that can be used by companies to boost productivity. Such systems may include, document management systems, business process management tools and perhaps content management systems. It is critical to note that most workflow management systems are usually costly but come with lots of associated benefits.

Workflow management can refer to the tasks or objectives that describe the type of work done by a particular company. By workflow, we simply refer to a series of functions that make up the broader targets. The primary objective of a workflow is to accomplish some results whereas the purpose of workflow management is to achieve even much better results according to some set goals. Workflow management system is typically software that supports the management of a particular company by automating the components of management coordination. For instance, in our case of hiring new members, a workflow management system would manage the ideal information regarding the hiring process, examine essential documents such as the CVs of the various applicants, oversee all the tasks assigned to interviewers, recruiters as well as other functions according to the company’s predefined workflow.

What are potential benefits of workflow management software?

There are a lot of benefits associated with workflow management systems that most businesses find worth the investment, including

  • Shortened project timelines: Workflow management systems are known to speed up the average time between the commencement and the approval period of a project. The software is usually very versatile, and the management can as well set it to alert the management team when the set deadline is near. What’s more, the software makes it possible for the top management team to notify every employee about the guideline updates, new projects or even changes in scheduling.
  • It enhances communication within a given company: Simply put, an automated system will play a role in the elimination of manual communication involving paper chasing, a phenomenon that not only enhances the faster exchange of information but equally makes any office greener as well.
  • It reduces the need to include manual labor: An automated software provides employees with a fantastic opportunity to concentrate on non-repetitive tasks. This not only enables them to expand their skills, but equally offers them a chance to channel their energy in the more demanding aspects of the production sector. Arguably most important, automated workflow performs the same job reasonably faster and without incidences of human error. It is imperative to note that automation software can be used to reduce the overall workload of a company and this may help make the employees more productive since they’ll always be happy.