Is it easy to move content off the site or to an online archive? Include an executive summary with your content marketing strategy. A content management system, often abbreviated as CMS, is software that helps users create, manage, and modify content on a website without the need for specialized technical knowledge.. CMS - content management system. Additional information about the U.S. General Services Administration (GSA) can be found at https://www.gsa.gov/about. Do you support different types of websites (informational vs. transactional)? In simpler language, a content management system is a tool that helps you build a website without needing to write all the code from scratch (or even know how to code at all). Common metadata elements include: To enable Web crawlers and search engines to understand meaning and relationships in your content, and use that understanding to improve search results and search engine optimization (SEO), you should also employ the Schema.org vocabulary to provide additional descriptions for certain types of content, such as events. Discover why millions of professionals around the world use Smartsheet to move from idea to impact — fast. ©2020. Whether you choose an open-source or commercial product, it will require an investment of time, money, and staff resources to move your content to a CMS. But how can you make sure your initiative will succeed? A CMS provides many advantages over static HTML content: If you post a catalog of items as structured content, the same information can be adapted to render correctly on different screen sizes and devices, so people can view the same catalog on their phone, tablet, desk top, or other device, and it will display in a format best suited to each device. Is it flexible and easy to customize, such as turning features on/off, or customizing fields to match your content types? If you’re moving from static HTML to a structured content model, you may not be able to simply cut and paste all your pages from the old system to the new. When developing your content strategy, ask: Content strategy news and articles—news feed of the latest articles on content strategy from CMSWire. The purpose of each component, as defined by the Association for Information and Image Management (AIIM), is as follows: If you’ve done your research and followed your plan, you should have a smooth migration. Because content management systems are a more standard choice, we’ll focus on providing a better understanding of those. So track the volume of calls your help desk or service area receives. From the very creation of a document to its final, dwindling days on the front page, a CMS can … Can you easily save and roll back different versions of pages/content? Web teams and CIO staff should coordinate on any additional IT issues such as security scans, or whether or not you’ll need a. No matter how thorough you are, you’ll be cleaning up and deleting old content and moving your entire website to a new platform, so your visitors may experience some broken links after the migration. Document as lessons learned for future migration projects, and share with your colleagues. In a manual migration, content is manually copied and pasted from the old system to the new. For example, a WordPress Page is really a WordPress post assigned the post type of “page”. Identify Your Audience. Do your best to stick to promised timelines and deadlines, so stakeholders remain supportive. Here are some options. While this MOOC does share the theoretical elements of Content Strategy, there is a much greater emphasis on its application. Are you publishing content that is in your agency’s lane, or have you strayed out of scope? How a Content Management System Can Help Streamline Your Business ... s being used to provide some of the most sophisticated enterprise web solutions that are critical to modern business strategy. It’s 4:00 and you suddenly realize that tomorrow is National Coffee Day and you have NOTHING prepared to celebrate for your … Structured content is not dependent on any particular device; content is divorced from presentation, meaning the information is accessible anytime, anywhere, on any device. Identify how the new CMS improves your ability to manage information assets, speed up content publication, or other improvements. A digital asset management (DAM) system is designed to do just that. There’s a few key factors to bear in mind as you develop your selection criteria and evaluate different alternatives: You should now have all the information you need to create a content management strategy, and start choosing and implementing a content management system. Pitfalls to Avoid: It’s great to understand best practices and sometimes even better to discover the common mistakes people often make. A post is a post is a post, right? Because there are pros and cons with any of these tools, the system you choose should reflect your agency’s goals and objectives. The following tips should help you figure out what you need. When you’re creating a content management strategy, you have to think big and consider every current and future need you foresee your company having. For example, the IRS shouldn’t migrate their website in April. Getting these folks on board early will be critical to your success, as will ensuring those people are comfortable with their roles within the new system. Many federal agencies already use open-source content management systems, and if you’re considering it for your agency, GSA offers a secure and compliant self-service content management platform, sites.USA.gov, built on WordPress and available for all federal agencies as a shared service. A content management system is a software that houses all of that back-end coding for your website and provides you with an easy-to-navigate interface where you can add text, images, video, and more. The answer to this question isn’t as simple as it might seem: In fact, in his book, The Content Management Bible, expert Bob Boiko spends several chapters discussing this topic. In this article, we’ll discuss want you need to know about about content management systems, and outline the basics of content management so you can understand the key steps in creating a content management strategy. There are five key areas to explore: Know Yourself: Begin by determining your organization’s motives for content management and what you hope to gain. It’s much faster to tag as you go, than to go back and tag everything afterwards. In a nutshell, content is information that is created by a human editor for the purpose of being published and consumed by others. Digital.gov is a product of GSA’s Technology Transformation Services, and managed by the Office of Solutions. It will help you share your strategy with decision makers. Use 301 redirects to update links that have permanently moved to a new URL, and 302 redirects for temporary moves. Are you regularly gathering and acting on customer feedback to improve your site? There are five key areas to explore: A content management system (often abbreviated as CMS) is a software tool that allows users to perform key content management functions, such as authoring and editing content. What it really comes down to is creating efficiency in the creation of, and securing access to, digital assets while maximizing their use across an organization. Smartsheet is an enterprise work management platform that is fundamentally changing the way businesses and teams work. Workflow Features: These capabilities are key to stakeholder management and the editing and publishing process. Some agencies have launched an early version their new site in “beta,” running it in parallel with the old site. Are you posting content once and repurposing it, or publishing the same content several times, in different ways? It’s all about the people. Improving the federal government’s ability to deliver digital information anytime, anywhere, on any device—via open content—is a key goal of the Digital Government Strategy.A content management system (CMS) can help your agency move to an open content model, making it easier for people to find, share, use, and re-use your information.. According to Caitlin Pinkerton, Regional Marketing Specialist at Commscope, “[Digital asset management] has been great for collaboration. At a minimum, include all your Web pages. If you’re a small business, you can gain a lot from using CMS technology to create and manage content without much technical know-how or a hefty budget. Share relevant planning documents such as your content strategy and business requirements. It allows anyone, even those without a formal technical background, to place content on a website and keep track of it with ease. The amount of time needed for a manual migration depends on the complexity of the site and the number of people doing the work. Our world-class consulting team is here to help your organization realize the lasting advantage of Smartsheet. A content management system (CMS) can help your agency move to an open content model, making it easier for people to find, share, use, and re-use your information. Read more, TTS Solutions is a portfolio of products and services that help agencies improve delivery of information and services to the public. Technical skills on your team—do you have people on your team who are experts in your new CMS? In addition to migrating content, you’ll also need to integrate your information architecture, navigation, search, social media, and other tools. Taking a hard look at your reasons for producing content will help you develop the best strategy to meet your goals. If you choose an open-source CMS, urge your team to actively participate in user community forums. Identify user types and common tasks. There are tools that support the full content management process from end to end, typically focusing on publishing digital content through the tool. Content management systems come in many flavors, from proprietary, commercial tools with all the bells and whistles, to home-grown systems developed in-house, to open-source tools with a community of dedicated developers working to continually improve the product. Additionally, custom post types (CPTs) can be created. Web teams and CIO shops should discuss options for Web hosting. In order to create a content management strategy, you need to focus on your needs and resources. Staffing—do you have enough people available to migrate content quickly, and review content to make sure it’s complete and correct in the new CMS? Will it work with your current Web hosting platform and other IT systems? Getty. Most basic-level content management systems allow you to publish content to your website, decide how it will look on the page, and make changes to existing content. You may use a mix of manual work and automated tools, if you are only able to automate parts of your migration, and have to manually move the rest of your content into the new system. It will help you see all your content at a glance, and illustrate how the different sections of your site fit together. Once your system is set up, training is essential to smooth adoption. Earlier, we touched briefly on knowing your buyer persona—who exactly you are targeting. Build Out Your Content Strategy. Whether you’re an inbound marketing expert or a just stepping foot into the marketing realm, a smart content management system will help you streamline almost all of your day-to-day demands. We help agencies make their services more accessible, efficient, and effective with modern applications, platforms, processes, personnel, and software solutions. While a framework can ultimately be set up to do many of the things a content management system does, it takes a fair amount of coding and is best suited for companies that have access to coding resources, and those that have specialized needs that aren’t well suited by off the shelf solutions. While a content management system is typically an out-of-the-box solution with the key features most users will need, a framework is more of an underlying technology that ensures different components of your content are compatible with each other and can be programmed to automate various processes. The momentum is high and everyone is still … It will help you to understand how best to measure your content to maximize its effectiveness relative to the time you commit to it. A content management system (CMS) is a software application used for producing and managing a website. A content management system is a software application that allows for simplified creation and modification of web content. Not every CMS will work with every hosting solution. The last module is pivotal for Content Strategists. Is it easy to tag content with appropriate metadata? Check links, test functionality, make sure your search box and any other tools work correctly. Are there extra bells and whistles that you don’t need and will never use? Perhaps the most important thing about documenting your content marketing strategy is that it should be a living document. It's made things very accessible and organized and helps make our teams more self-sufficient, which in return saves time and makes us more efficient overall.”. It reiterates that your strategy helps you to identify what already exists, what should be created and, more importantly, why it should be created. Jump-start new projects and processes with our pre-built sets of templates, add-ons, and services. Let content owners know in advance when to expect the content freeze, so they can make important site updates beforehand. While scripts can make the migration process move quicker, the end result still needs to be reviewed by humans to make sure it worked properly. Choosing the right content management system for your business can literally make or break your digital presence and content strategy. Learn more about the key features of a CMS that can help boost your efforts. With a CMS in place, you can spend less time staring at your computer screen and more time doing business. As we’ve seen, there are a multitude of content management systems to sort through. Here are some examples of both a very basic project outline, and a detailed project plan: Do you have sufficient resources to successfully pull off a migration? Good for Social: While some web content management tools may claim they offer social capabilities, the reality is that most social media managers will want to use a dedicated platform that’s designed for social. Your migration will be simpler if you don’t make any content changes as you’re actually migrating content to the new CMS. Weebly. Complete a content inventory to identify and document everything on your site. Additional built-in post types include menus, media attachments, and, yes, posts. Provide regular updates throughout the migration process, highlight successes and flag potential problems, to keep everything on track. Technically, pretty much everything in the WordPress database is a post. Also follow these best practices for 404 (page not found) errors. There are a lot of great benefits to content management systems, but if you don’t implement them properly or choose the wrong system, there can definitely be negatives as well. 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