In the vast world of website development, the key to success lies in efficient management and organisation. Websites serve as the digital storefronts for businesses, offering a glimpse into their products, services, and brand identity. However, behind every well-designed website is a robust content management system (CMS), the engine driving content creation, customisation, and maintenance.
When you're building or redesigning a website, one of the biggest decisions you’ll make is which CMS to use. Before we get into the decision-making process, let's cover some basics.
What is a content management system ?
Content Management Systems (CMS) are software applications that facilitate the creation, editing, organisation, and publishing of digital content. They provide users with intuitive interfaces and tools to manage website content without the need for extensive technical knowledge.
What is the primary purpose of a content management systems CMS?
The primary purpose of a Content Management System (CMS) is to facilitate the creation, management, and publication of digital content on websites or online platforms.
Why is a content management system CMS important in a website?
CMS platforms provide users with intuitive interfaces that allow them to easily:
- Create Content
- Edit Content
- Organise Content
- Publish Content
Using CMSs centralises content management processes, streamline workflows, and enable multiple users to collaborate efficiently.
Additionally, CMSs offer features such as version control, user permissions, and content scheduling, ensuring content accuracy, security, and timely publication.
Ultimately, CMSs empower organisations to maintain dynamic and engaging online presences, enhance user experiences, and achieve their digital communication goals effectively.
Understanding Content Management Systems
What a CMS Does
A CMS is a software application that allows users to create, edit, and publish digital content, including text, images, videos, and documents, without the need for coding expertise.
Key Features and Functionalities
CMS platforms offer a range of features, including content creation and editing tools, user management, role-based permissions, workflow management, version control, and SEO optimisation capabilities.
Common Types of CMS Platforms
Some popular CMS platforms include WordPress, Joomla, Drupal, Shopify (for e-commerce), and Wix and Squarespace (for DIY website building).
Benefits of Using a CMS
Streamlined Content Creation and Management
CMS simplifies content creation and management processes, allowing users to create, edit, and publish content efficiently.
Enhanced Website Customisation and Flexibility
CMS platforms offer a wide range of customisation options, including themes, templates, plugins, and modules, enabling users to tailor their websites to meet specific requirements.
Improved Collaboration and Workflow Efficiency
CMS facilitates collaboration among team members by providing tools for content approval, workflow management, and version control.
SEO Optimisation Capabilities
CMS platforms offer built-in SEO features, such as customisable URLs, meta tags, and sitemaps, to help improve search engine rankings and visibility.
Cost-Effectiveness and Time Savings
CMS streamlines website development and maintenance processes, resulting in cost savings and time efficiency for businesses.
Popular CMS Platforms
WordPress
WordPress is one of the most widely used CMS platforms, known for its flexibility and extensive plugin ecosystem.
Joomla
Joomla is a robust CMS platform favoured by developers for its scalability and customisation options.
Drupal
Drupal is a powerful CMS platform renowned for its advanced functionality, security features, and scalability.
Shopify (for E-commerce)
Shopify is a popular CMS platform for e-commerce websites, offering tools for online store creation and management.
Wix and Squarespace (for DIY Website Building)
Wix and Squarespace are user-friendly CMS platforms that cater to non-technical users, offering intuitive drag-and-drop interfaces and customisable templates.
Choosing a CMS
What Do I Actually Need?
Before you look at any platform in depth, it helps to think about how you’ll use your website day-to-day. Ask yourself:
- Will I want to update content regularly (text, photos, services)?
- Do I need a blog or news section?
- Will I be selling products or taking online bookings?
- Do I want to manage this myself, or rely on a web partner?
- How tech-savvy am I (or my team)?
Some business owners are comfortable with hands-on editing and plugins. Others just want to log in, click “edit,” and make a change without worrying about breaking something.
There’s no right or wrong answer—just the best fit for your situation.
Pro Tip: If updating your website feels stressful or confusing, you’re less likely to do it—leading to outdated info and missed opportunities.
What Else Should I Consider When Choosing a CMS?
Scalability and Growth Potential
Consider the scalability and growth potential of the CMS platform to ensure it can accommodate future expansion and development needs.
Ease of Use and User Interface
Evaluate the ease of use and user interface of the CMS platform to ensure it meets the needs and technical capabilities of your team.
Security Features and Updates
Prioritise security features and regular updates to safeguard your website against cyber threats and vulnerabilities.
Integration Capabilities with Other Tools and Platforms
Choose a CMS platform that offers seamless integration with other tools and platforms, such as e-commerce, marketing, and analytics tools.
Support and Community Resources
Consider the availability of support and community resources, such as documentation, forums, and tutorials, to assist with troubleshooting and learning.
Open Source CMS: Popular, But Not Always Simple
Most people have heard of platforms like WordPress, which powers a huge portion of the internet. It's what’s called an open-source CMS—which means anyone can use it and anyone can build add-ons for it.
These systems offer a lot of flexibility. But with that flexibility comes complexity.
Common issues with open-source platforms:
- Rely heavily on third-party plugins or modules (often built by developers around the world)
- Require constant updates to plugins, themes, and the core system
- Prone to plugin conflicts or security vulnerabilities
- Can be overwhelming for non-technical users
- Often involve ongoing costs for maintenance, hosting, and development support
The biggest problem is that these platforms were designed with web developers in mind—not small business owners whose expertise lies elsewhere.
If you’re not tech-savvy and don’t have an in-house team, maintaining an open-source website can quickly turn into a headache.
A Custom CMS Designed For Business Owners (Like You)
At Activate, we’ve spent years working with small businesses who want more control over their website—without needing to be a web expert.
That’s why we created Web Edit Pro, our own custom-built CMS designed from the ground up with simplicity, security and support in mind.
Here’s how it compares:
| Open Source CMS (e.g. Wordpress) | Activate's Web Edit Pro | |
| Who it's built for | Developers and designers | Business owners and admins |
| Plugin reliance | High - often uses 5-20+ plugins | None - built-in tools only |
| Update process | Manual and frequent (risk of errors) | Managed entirely by Activate |
| Ease of use | Can be complex or clunky | Simple, clean interface |
| Support | Varies - depends on host or developer | Direct, local support from our NZ-based team |
| Security | Relies on third-party code | Controlled, closed environment |
Web Edit Pro isn’t just another platform—it’s our investment in helping small businesses like yours succeed online. You don’t need to worry about updates, plugin conflicts, or hunting through menus. You just log in and make changes easily.
Pro Tip: If you’ve ever been afraid to “break the website” when trying to update content, you’ll appreciate how intuitive Web Edit Pro feels.
Best Practices for CMS Implementation
Set Clear Goals and Objectives for Your Website
Define clear goals and objectives for your website to guide CMS implementation and development efforts.
Choose the Right CMS Platform Based on Your Needs
Select the right CMS platform based on your specific requirements, considering factors such as scalability, ease of use, security, and integration capabilities.
Invest in Proper Training and Education for Users
Provide proper training and education for users to ensure they are proficient in utilising the CMS platform effectively.
Regularly Update and Maintain Your CMS and Website
Stay vigilant with updates and maintenance to ensure your CMS and website remain secure, stable, and up-to-date.
Monitor Website Performance and User Feedback for Continuous Improvement
Monitor website performance and user feedback to identify areas for improvement and optimisation, ensuring ongoing success and effectiveness.
Conclusion
In summary, Content Management Systems (CMS) are the backbone of efficient website development, offering streamlined content management, enhanced customisation, and improved collaboration.
From popular platforms like WordPress to custom solutions tailored to specific needs, CMS empower businesses to create dynamic, engaging websites that reflect their brand identity and meet their objectives.
By embracing best practices for CMS implementation and staying abreast of evolving technologies, businesses can ensure their online presence remains effective, engaging, and competitive in the ever-changing digital landscape.
Ready to unlock the full potential of your website? Contact us today by filling out the form below!
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