The Evolution of Web Content Management

We are beginning to see a convergence of the web content management and the web experience market. This will lead to further integration of tools that are usedfor social media management. This is a result of websites that are converting to the use of APIs for engaging users instead of content that will be loading from a content management system. An article on the San Francisco Chronicle explains how web content management is evolving.

“The Web Experience Management (WEM) and Web Content Management (WCM) markets are quickly converging making vendors pay close attention to integrating social management tools, according to two new research reports from Info-Tech Research Group.”

The increasing use of mobile devices has led to apps being used to improve the customer experience of a business. This has led to a decreasing importance of where content is displayed on a web page. Content will need to be formatted from a standard website to one created for mobile devices. Mobile apps and mobile website needs have led to a decrease in web content importance and an increase in user experience.

Businesses need to see this as the shifting of focus. Users are more likely to care about apps used for their device, then the underlying software. The same is true for computer users who use a specific browser and do not care about the type of operating system. This is a change in philosophy that will be the future of how a user experiences content on the web.

The way that web content management is evolving means that a business is able take advantage of this new landscape. A business is now able to extend the online awareness of their brand to the mobile web and social media.

Document Management System Benefits for a Business

Unfortunately, many businesses are continuing to function on a day to day basis with physical paper files and documents. This very confusing and time consuming method of maintaining vital records is actually not necessary at all. Today, any business can fully expect to find reliable document management systems able to address all their previous paper needs.

A document management system can efficiently transform the way a business runs overnight. The benefits of implementing such an effective record managing process provides a business with significant savings in both finances and time. In general, any document management system is ultimately intended to store, monitor, track, and uphold effective security levels of critical electronic records that were previously maintained in the inconvenient and traditional paper form.

Most businesses are actually discovering that there are governmental regulations requiring them to follow very specific procedures and guidelines to properly maintain their documents. Many business financial records must be kept electronically to provide sufficient evidence that these important legal records are completely accurate and have not been altered in any way at all. For any business that must follow such strict regulations, a document management system is the most efficient solution ensuring that all compliances are met.

A business experiences cost savings by implementing a document management system in multiple ways. The maintenance of physical files often requires a company to employee at least one full time worker to file and retrieve necessary business documents. An appropriate electronic managing process eliminates the need to designate an employee to this time consuming duty. A business can also fully expect to be freed from the need to provide sufficient storage space for bulky paper documents. Therefore, the company benefits from a massive decrease in overhead.

Experienced and established professionals overwhelmingly agree that any business needs to take the security of all records very seriously. Unfortunately, threats to the safety of maintained documents exist both in an outside of the business. A reliable management system will provide a business with multiple layers of security ensuring that all records and files are fully protected.

What to Look for in a Web CMS for your Business

If you are a business owner and you have already made the educated and extremely cost effective decision to find a website content management system for your company, you have most likely begun to ask around and use online resources to help you in this important process. Simply running a search on a major engine will be certain to produce an overwhelming amount of results. There are a seemingly infinite number of websites offering to provide these services for your business. Although it can be tempting to simply choose to work with any one of these companies, there are some vital considerations you should take into account before making a decision to agree to content management services from any online based provider.

Web content management providers range significantly in may important characteristics that can directly affect the efficiency of your business. First and foremost, you can fully expect to find a wide range of variance in cost for these valuable services. Some companies offer website content management systems for free, while others charge thousands. It’s highly recommended that you try to get an estimate on service fees, analyze your business budget, and make a determination about whether the content management system you’re considering is something you can realistically afford.

It’s important to learn exactly what your website content management system will provide for your business. If there are any fees associated with the system, you certainly want to get detailed information about what will be included in the services. Different companies offer varying levels of technical and customer support. Certain providers offer strictly email based support, while others will provide this critical assistance by telephone. It’s highly recommended that you consider your level of technical abilities and make a decision about how you are most comfortable communicating questions and concerns.

You certainly want to find out if the web content management system keeps up with web browser releases and updates. Some content management providers charge per user account, while others offer unlimited user access to the system. Depending on how many accounts your business will require to function effectively, this is certainly an issue you want to consider when deciding which website content management system to use.

To learn more about web content management systems and deciding which is the right match for your business needs, please don’t hesitate to contact us at CMS Crunch immediately.

Managing Your Data Responsibly and Effectively

Successful companies treat stored data as an asset and therefore take steps to manage it well. Data can give any business an edge over its competition, provided they can store and leverage it with confidence and competence. Well-managed data possesses three main qualities: accuracy, security, and proper usage.

Even the most accurate data ages poorly. Because old data will waste resources and potentially alienate the customer, businesses must engage in regular and reliable data cleansing and profiling. Data cleansing describes the process of creating and maintaining accurate, relevant, and streamlined information. Data profiling functions as a pre-requisite to cleansing by making by compiling statistics from the company’s existing data sources. An in-depth data profile can identify anomalies and outliers as well as provide tags, keywords, and categories.

Once the data profile has granted an understanding of the data’s composition, the business is in the ideal position to engage in data cleansing. The process of cleansing involves four steps:

  • Field Formatting – Serves as a means to standardize terms and format, avoiding unwieldy and inconsistent formatting.
  • Component Partitioning – Further refines standardization by breaking data into smaller chunks such as names, purchasing history, contact information, etc. This enhances quality automation.
  • Content Checks – Act as a safeguard against improperly defined fields and erroneous data.
  • Duplicate Removal – Deletion of duplicate data sets to improve efficiency.

The processes of data profiling and cleansing should repeat as necessary, though the exact timeframe will vary according to a company’s needs and its data’s nature. As an additional safeguard, businesses can employ a data quality firewall to validate new data upon entry.

Businesses naturally seek to protect data assets without compromising performance and so employ both internal and external security measures. While there exist many options for server security, data tends to be more vulnerable to internal threats like disgruntled employees, lost access keys, or lax usage policies. While these threats cannot be eliminated, businesses can mitigate them by using and enforcing a central point of authorization.

The final point of proper data management involves its proper use, otherwise known as data governance. Good governance clearly dictates the company’s set of rules regarding data usage. These rules cover elements like inter-departmental sharing rules, data privacy regulations, frequency of updates and maintenance and assignment of teams to those tasks, and data monitoring, among others. Large enough companies will often create a Data Steward position to guard against unsound practices and ensure proper use.

Accurate, safe, and adequately governed data can reduce operational costs while giving the company a competitive edge over its rivals. Data forms as much as a company asset as finances and personnel, and like any asset, it requires nurturing, protection, and attention to be of any use.

Image credit: cc licensed ( BY SA ) flickr photo shared by kenteegardin

For more information about business intelligence solutions, visit Magenic who have been one of the leading software development companies providing innovative custom software development to meet unique business challenges for some of the most recognized companies and organizations in the nation.

What to Look for in a Web Content Management System

For running any business, having a degree of control over the various aspects of the business is very important. In the same manner for running a website as well, having a degree of control over the authoring and administrative tools of the website is necessary especially if the website is of a small business company. A WCMS or Web Content Management System can provide a website owner all the administrative powers he wants to regularize and manage the content authoring and collaboration activities taking place on the website.  The following are some of the important features that must be looked out for in a web content management system for a small business.

Quick Installation

The first and most important feature to look out for in a WCMS of a small business is quick installation. Since the small businesses do not have the time to wait for a slow content management system to take months in getting ready to be used, therefore, they must look for a CMS software program that can be installed quickly and can be put to work immediately.

SEO Capabilities

The second feature that must be present in a Web Content Management System is built-in SEO tools. The software programs that have these tools make it a lot easier for the website owners to optimize their websites in the best possible manner so that they are ranked highly on the Search Engine Result Pages (SERPs) and can get noticed by potential customers.

Plug-in for Social Networking

The third most sought after feature in a WCMS for a small business is a plug-in for social networking services. Since the social media websites like Facebook and Twitter have become an important part of the lives of people, having a plug-in on the website that can allow them to link the website with their Facebook and Twitter accounts can rope in a lot of traffic for the website.

Powerful Tools

The fourth feature that a Web Content Management System must possess in order for it to become useful for small businesses is a powerful set of tools. A management system that provides advanced tools in addition to the standard tools and options provided by other CMS softwares can really help a small business company website in getting ranked highly on SERPs.

Multimedia Functionalities

The fifth feature that must be present in a WCMS is an abundance of multimedia functionalities. A CMS offering audio, video and slideshow functions can really help a website owner in making his site more interactive and appealing for a viewer.

Blogging Option

The sixth feature that a WCMS must have is a blogging option for the users. This blogging option is going to provide the website owner to keep updating the content on his website and keeping hold of the customer’s attention.

Help Documents

Help documents or modules are the seventh feature that a good Web Content Management System must provide its users. These help files must be very expansive and should provide a step-by-step guide to the users for navigating the tools and options of the software.

Top Five Tips for Selecting a Content Management System

Selecting a content management system (CMS) is a key step in the successful management of any company.  However, the market is flooded with an overwhelming amount of technologies available. Although selecting a CMS should follow a well-developed strategy, there are some important considerations to review first. Consider our top five tips for selecting a CMS.

  1. Conduct a needs analysis.  You must first understand the purpose of the CMS.  Outline your organization’s business needs and goals. Create a strategy for your website and/or intranet, and identify what functionality your site(s) should have.  Be careful not to rush this stage.  Clearly identifying your needs will ensure you will make a wise purchase decision.
  2. Consider the technical aptitude of your staff.  There’s always a learning curve with any new technology. However, if you end up purchasing a CMS that is difficult for your content staff to navigate, productivity will decrease and your IT team will be overloaded with help tickets. Evaluate how much IT support you can afford to give and how much your content staff needs to be able to handle on their own.
  3. Know what questions to ask.  Evaluate each CMS by asking the important questions.  Can you automatically get your existing content into the new CMS? What parts of the CMS can be modified and what must stay “as is” out of the box? How many users can access it at once?
  4. Align CMS goals with your website strategy.  What you want to do with your website is key to what CMS you select.  You must balance between a CMS that is not too complicated for end users, but is sophisticated enough to handle your website needs.
  5. Don’t overbuy. Bigger is not always better. The more money you spend, the higher the risk of the project. While some companies may need the most expensive system out there, many do not. Consider a CMS with the functionality you need.  Balance this evaluation with future goals.