Weebly is a popular and budget-friendly CMS built for ease and functionality. 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. Good for Document Management: For organizations that are more focused on internal collaboration rather than publishing content online, these options may be worth considering. The key steps in getting ready to move to … If you view each of these sites on your PC, you can see all the content available on the homepage, optimized for a large screen. 6. While this MOOC does share the theoretical elements of Content Strategy, there is a much greater emphasis on its application. If not, you should tag each page as you move the content into the new CMS. Once you’ve narrowed down the top 3-6 CMS, it’s time to take a test-drive. Keeping your website informative, dynamic, up to date, and attractive is necessary for it to act as an efficient marketing tool for your business. There are fields for the page name, URL, date, review schedule, content lead, and more. Document as lessons learned for future migration projects, and share with your colleagues. Once your system is set up, training is essential to smooth adoption. A content migration is more than just an IT project; it should be managed as any other large business project. 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. How much will it cost to purchase additional licenses if you need them? Identify Your Audience. 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. You’ll need to validate that each piece of content was correctly migrated. Review search terms and compare your IA to the topics and terms people search for on your site. A successful migration depends on support from management and buy-in from stakeholders. Your CMS implementation also needs to align with your agency’s overall enterprise architecture and IT systems. Use this sample Web CMS Requirements doc (MS Word, 90 KB, 27 pages, December 2012) as a model to document everything that your CMS should do. Institute regular and frequent meetings with contractors, to keep everyone up-to-date, identify and mitigate problems early-on, and ensure everything flows smoothly. A Content Management System can support your content marketing strategy by simplifying and consolidating the great volumes of content. Are you posting content once and repurposing it, or publishing the same content several times, in different ways? 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. Use self-service reports and dashboards in Smartsheet to provide real-time visibility into resources, status, and performance, so you can rapidly align operations with strategy. If the content is already tagged with metadata, you may be able to automate this. 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. Communicate results to your management team and stakeholders, so they understand that all the hard work was worth it. For example, someone that was routinely cc’d on new content on a “nice to know” basis might not be too thrilled to find out they will be a required approver who needs to review content ASAP to avoid holding up the process. Does it support search engine optimization (SEO) with such features as customizable metadata, static URLs, customized breadcrumbs, and support for microdata? Specific types of online content management systems include the following: Emerging Content Formats: Specialized content management systems are starting to appear to help companies with the following popular new types of content: Legacy Content: While digital content may have exploded, that doesn’t mean that older types of files and documents have gone away. In a manual migration, content is manually copied and pasted from the old system to the new. Use the checklist below to verify each page as you move it. Dublin Core tags can be used to describe “things”, and Schema.org tags can describe relationships between those things. Size and Complexity—are you migrating one small site, or are you migrating a large site, or combining several old sites together into one new site? Build Out Your Content Strategy. Many of these systems combine the basic components of content management into a single software platform, which means they allow you to manage and store content across its entire lifecycle, enable multiple contributors to play their various role, maintain editorial, design, and quality standards through set templates and levels of review, and provide version control management. A phased approach with incremental improvements may be a lot more effective than a “big bang,” as it will allow your company to extend their investment over time and also give the team a chance to gradually adjust to some major changes. While it’s important to maintain a single source of truth within the organization for digital content, it’s also equally important that you’re also able to easily connect that content with the many places content lives externally. This will help you to identify the one that will work best for you. In addition to libraries designed for public use, companies often maintained their own content, such as the “morgue files” that consisted of old articles from newspapers which reporters could draw on when writing stories. It will help you share your strategy with decision makers. See how EPA uses Dublin Core metadata to structure content (PDF, 109 KB, 16 pages, November 2012). Your agency likely already has a hosting solution in place, so you’ll need to coordinate on how the site will be hosted. Do you support different types of websites (informational vs. transactional)? Content management is the processes that organize content throughout the creation, publication, and archiving lifecycle. Huge volumes of content are created every day, hour, and minute, and this continual generation makes it critical to find a way to keep content organized. Creating Your Winning Content Management Strategy Picture this; all of your writers and graphic designers are out of the office for a conference. 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. Evaluate what worked well, and where you ran into problems. The Essential Tools to Plan and Execute Your Content Strategy. Free your team from content sprawl with Brandfolder, an intuitive digital asset management platform. Learn how the flexible, extensible Smartsheet platform can help your organization achieve more. The key steps in getting ready to move to a CMS include: A content strategy defines such things as topics, themes and purpose, and can also play a part in website governance, customer experience, metadata and search engine optimization (SEO). If a topic or page has low search traffic, and low visits, review to see if it’s a candidate for removal. When developing your content strategy, ask: Content strategy news and articles—news feed of the latest articles on content strategy from CMSWire. If you don’t have a Content Management System, you’ll need to add these tags manually as HTML code. Communications—who will keep managers, program offices and content owners informed of progress, and help you articulate benefits and success? Do you manage several different websites? Both are important to improve search results and make your information easier to find and re-use. This is a great, cost-effective solution to help your agency move to open-source. With a CMS in place, you can spend less time staring at your computer screen and more time doing business. It reiterates that your strategy helps you to identify what already exists, what should be created and, more importantly, why it should be created. A .gov website belongs to an official government organization in the United States. That’s why the average business has more than 90 marketing tools in their arsenal. Content Migration: the Iceberg of CMS Projects provides a good overview of the many aspects of a content migration that you’ll need to consider. It’s 4:00 and you suddenly realize that tomorrow is National Coffee Day and you have NOTHING prepared to celebrate for your … For example, an article like this one is content, but a stream of raw data such as a list of purchases made through an ecommerce site is not. 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. There are a number of different types of content management solutions, which we’re organizing by the type of content they manage: Online Content: Many content management systems are designed to help facilitate the process of creating content to publish on a website. Guidance on building better digital services in government. 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. There are many stakeholders who might not be too enthusiastic about adopting a new system: people who aren’t tech savvy and are afraid of learning a new system; “gatekeepers” who are afraid of losing control; and creative thinkers who don’t want to adhere to any standards or style guides. Digital.gov is a product of GSA’s Technology Transformation Services, and managed by the Office of Solutions. There are tools that support the full content management process from end to end, typically focusing on publishing digital content through the tool. Refer to the links below for guidance and syntax on manually tagging your content. Building your website with a CMS is a great way to streamline workflows and ensure that your team can easily manage your site’s content. Now that we’re all clear on what content management systems are and what they can do, what are some of their pros and cons? You may find that a commercial tool is the best choice to manage your website, and an open-source tool is the best fit for your blog. It also gives you and your team a quick reference when questions come up. To minimize the impact of this “content freeze” on your content owners, set realistic expectations around what will happen, and when. If you’re making any design changes along with your content migration, do user testing early-on, to gather feedback and make improvements before launch. It will help you to identify any problems, and fix them before the actual migration. Talk with other government agencies who already use a particular CMS, and who have sites comparable in size and scope to your own, to get an idea of how much developer support you might require. Use a content management system that has a built-in analytics engine, so your marketing teams, content creators, and brand managers can easily spot visitor trends and opportunities for improvement in the digital experience based on local visitor data. The spreadsheet has two tabs: one for active content, and one to track content that you’ve archived or unpublished. Project Open Data is an OMB and OSTP resource; an online repository of tools, best practices, and schema to help agencies adopt the framework presented in the Open Data Policy OMB Memorandum M-13-13: Open Data Policy—Managing Information as an Asset (PDF, 6 MB, 12 pages, May 2013). Here are 10 steps you can take to build a winning content strategy in 2018 and beyond. Once they’re on board, make sure the contractors are in the loop on all the prep work you’ve done up to this point. The value of developing a content strategy is that it forces you to examine what you’re trying to accomplish with your digital content, where you need it delivered, and desired outcomes. Identify the right technology – and use it to full advantage. At some point, you’ll have to restrict updates for a short time while you actually move content into the new CMS. 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? The familiar Smartsheet interface is designed for how people actually work, and leads to rapid and broad adoption across your organization. Use 301 redirects to update links that have permanently moved to a new URL, and 302 redirects for temporary moves. Discover why millions of professionals around the world use Smartsheet to move from idea to impact — fast. For example, a WordPress Page is really a WordPress post assigned the post type of “page”. So there’s essentially an unlimited number of ty… Call us at 717-764-9720 or visit our website for help in getting started with your content management strategy. Key Components of Content Management: Fortunately, content management has been democratized to include many low cost/open source systems with surprisingly powerful capabilities. Include an executive summary with your content marketing strategy. Review your content types, so they can help you migrate the content into a structured format. In order to create a content management strategy, you need to focus on your needs and resources. Use this Use this sample CMS User Roles and Needs (MS Word, 13 KB, 1 page, December 2012) to document different types of CMS users and the common tasks each will need to perform. Once you know how long the freeze will last, give content owners an estimate that includes a few extra days, in case you run into unexpected delays. Are you reaching customers via their preferred channel? This post is tightly focused on CMS workflow, but as I mentioned earlier, you can’t ignore the broader content strategy … Taking a hard look at your reasons for producing content will help you develop the best strategy to meet your goals. The last module is pivotal for Content Strategists. Enterprise content management (ECM) and web content management (WCM) are common functions of a CMS. Whether it’s your website, ad campaigns, partner communication or anywhere in between, the ability to grant permissions and share CDN links is essential to maintaining a consistent brand experience by efficiently managing the content it’s made from. 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. Your scripts need to map content properly into the correct fields in your new CMS—and if you don’t already have structured content, you may still have to do much of the work by hand. Take it step by step. Fifty-one percent of respondents say … Whether you use an all-in-one system or a combination of different tools and processes, there are seven typical components to content management: In order to succeed at content management, you need to develop a content management strategy: a set of guiding principles and goals for what you want to achieve with content management. Too Much Focus on the Tech: Technology can have a way of taking over, and some people might find that they end up with a great-looking website that’s perfectly within brand standards, but with content that’s totally boring since authors no longer feel empowered to be truly creative. Our guides and infographics will help you set up a defined content marketing strategy, which you can plan, manage and optimise using our templates and resources. Managing brand content is about more than simply storing assets. Features can vary amongst the various CMS offerings, but the core functions are often considered to be indexing, search and retrieval, format management, revision control and publishing. Administrative Functions: These common features are built into many different content management systems. Review your content inventory in great detail, so the contractors understand your content, and how it’s supposed to look and act in the new system. 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. Identify user types and common tasks. If you have a key group of external stakeholders, and you anticipate the migration may impact them, let people know. In the web’s Wild West era, the CMS was run by the IT department—or sometimes a lone webmaster who knew HTML—so CMS choices were based on features, price, and cultural fit, rather than web or content strategy. Now that you’ve taken a tour of some of the common content management system tools available, how do you choose? Jump-start new projects and processes with our pre-built sets of templates, add-ons, and services. 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. According to Caitlin Pinkerton, Regional Marketing Specialist at Commscope, “[Digital asset management] has been great for collaboration. Is it easy to move content off the site or to an online archive? Structured content refers to content that is posted as “pieces of information” (vs. “pages”) and tagged with keywords and metadata so it can be aggregated, organized, shared, and reused. Are there extra bells and whistles that you don’t need and will never use? ©2020. Content Migration Validation Checklist (MS Excel, 41 KB, 1 sheet, December 2012). Does it support well-defined roles and permissions, so only certain people can perform tasks such as publishing or deleting content? Also follow these best practices for 404 (page not found) errors. Because there are pros and cons with any of these tools, the system you choose should reflect your agency’s goals and objectives. Our world-class consulting team is here to help your organization realize the lasting advantage of Smartsheet. Metadata is essentially “data about data,” and consists of machine-readable descriptions that tell other computers important facts about your digital content. We help agencies make their services more accessible, efficient, and effective with modern applications, platforms, processes, personnel, and software solutions. It may even lead you to reevaluate the viability of existing policies and processes in your content strategy. Many agencies use a combination of commercial and open-source tools to meet different publishing needs. To get you started, we’ve developed a sample content inventory spreadsheet sample content inventory spreadsheet which you can use to document your content inventory. The best way to track your inventory is with a spreadsheet, where you can list all your content. Share relevant planning documents such as your content strategy and business requirements. Read more. Licensing costs vary depending on the tool and implementation, so be careful to clarify these costs with the vendor. This will give you a chance to test your migration process, and also gather customer feedback on the new site, if you’ve made any design enhancements. Smartsheet is an enterprise work management platform that is fundamentally changing the way businesses and teams work. A clear, concrete plan will help you achieve success. 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. Whether … For questions about this website, email email@example.com. Management support—have you clearly articulated the business value to managers so they are committed to supporting the migration? If you choose to automate the content migration, do you have developers who can write the proper code and scripts? 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. Open-source systems usually don’t cost anything to license or install, other than your developer’s time. Official websites use .gov Look for pages with similar content, and review to see if you can combine them and delete one of the pages. It provides a standardized system to label and classify content. Then posts are categorized as types of posts. Test out your migration process (especially if you’ve automated anything) in a sandbox or testbed. How easy is it to find your content within the system? 1. Additional information about the U.S. General Services Administration (GSA) can be found at https://www.gsa.gov/about. Identify how the new CMS improves your ability to manage information assets, speed up content publication, or other improvements. Computer scripts can be written to move entire pages, or move content by fields (such as title, body, meta elements, or other discrete items). As part of GSA’s Technology Transformation Services (TTS), we apply modern methodologies and technologies to improve the public’s experience with government. Once it’s all done, and the site is live in the new CMS: Have feedback or questions? Is your most important content placing well in search results? Clarify who will lead each piece of the project, such as managing the content inventory, or coordinating development work. Depending on how large your site is, and how much content you have, a full-scale migration can take several weeks to several months, start to finish. Or, marketing teams might stop brainstorming new approaches and instead focus on pushing more stuff through the established channels enabled by the content management system. However, launching on time with a buggy and unreliable system isn’t a good outcome. 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). Let’s start with the basics: What is content exactly? A content management strategy allows system integration, business intelligence, and process management (all powered by a foundation of quality information) to work together to discover, analyze, and deliver insights in user-friendly formats (e.g. This can result in fewer calls to the help desk and saves millions of dollars. 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? Even people who may not ever use the system directly might benefit from a training so they can understand the new processes their team will be following. See if your agency already has a CMS solution that you could use without incurring new costs. 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.. Business needs should be the primary driver in your choice of a content management system for your agency. Establish a Content Management System. Learn about our premium resource and portfolio management platform, 10,000ft by Smartsheet. Security. Make sure you have backed up your site, and coordinate with your IT shop to test the backup, to make sure it works and can be restored if needed. Additional built-in post types include menus, media attachments, and, yes, posts. Collaboration between internal and external teams within a single source of truth, is essential to today’s successful content management strategy. Workflow Features: These capabilities are key to stakeholder management and the editing and publishing process. As an example, as part of EPA’s migration to a new CMS, they identified their content structure and can now tag each piece of content with metadata as it’s created in the new CMS. Getty. Here’s a few important ones to bear in mind: If you are looking for a content management system that will give you and your shareholders flexibility and visibility, you’ll need a tool that allows you to share your content repository with internal and external contributors and adjust permissions as appropriate. Share sensitive information only on official, secure websites. 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