When I started looking into website creation options, I quickly came across a barrage of acronyms: SEO, FTP, SERP, CDN, and CMS.
It felt like learning a new language. I kept seeing “CMS” popping up everywhere, so I dug deeper into understanding it.
What I found was encouraging: a CMS, or content management system, is a tool that allows you to create and manage a website without needing any coding knowledge.
With over 80 million websites Since we already use a CMS, it is a reliable solution for those of us who want to create a website but have limited technical knowledge.
In this post, I share what I’ve learned on my journey with CMS platforms and break down the concepts that initially confused me into simple, practical explanations.
What is a content management system (CMS)?
A CMS, short for content management system, is a software application that allows users to create and manage a website without having to code it from scratch or even knowing how to code.
When I started using a CMS, I was amazed at what I could do without any coding knowledge. I was able to create and publish content using a seemingly familiar word processing interface.
Instead of messing around with code, I could simply download templates to change the look and feel of my site and add extensions to get new functionality – similar to installing apps on a phone.
What surprised me was how multiple team members could work on the site at the same time without getting in each other’s way. I remember wondering, “How does this all work behind the scenes?”
If you’re as curious as I am, let me break down what I’ve learned about how a CMS works.
How a CMS works
To understand how a CMS works, you first need to understand what it’s like to build a website from scratch.
You start with this HTML for adding text, images, navigation bars, and other building blocks to a site. You then add CSS to style these elements to match the unique look and feel of your brand.
Finally, you’ll write some JavaScript to add advanced features like slide-in CTAs to your website. You then need to upload this HTML file to your server to store it in your database.
Whenever you want to make changes – even simple changes like updating content – you have to download files from the server, open them, and manually change the HTML code. Then you need to make sure you haven’t broken any links or anything like that before uploading the files back to the server.
Sounds complicated, right? For developers and other advanced users with website development experience, building a website from scratch might be ideal.
But for those who don’t have the coding skills or time and resources to create and maintain a website from scratch, they can use a CMS.
Let’s talk about how.
How to use a CMS
A CMS combines two core parts: a content management application (CMA) and a content delivery application (CDA).
I like to think of these as the engine under the hood – they manage all the code, database queries and infrastructure on the backend while I focus on content creation.
Instead of starting with a blank HTML page, I open the content editor, where I can bold text, add links and CTAs, and insert images and tables by dragging and dropping modules or clicking a few buttons – no HTML, CSS or JavaScript coding required.
Let me show you how I create a blog post using WordPress.
To make other changes to my site, such as changing the permalink structure or installing extensions, I simply navigate to the relevant section in my admin panel.
This is the CMA in action: all of these changes occur in an intuitive interface that hides the code from me. (I remember how relieved I was when I first realized that I didn’t have to touch any code to make these adjustments.)
When I’m done making changes, the CDA takes the content I entered into the CMA, assembles the code, displays it to my front-end visitors, and saves it.
This means that, for example, if I want to publish a new blog post, I simply click the publish button instead of manually uploading a page to my server. No more complicated file management – something I don’t miss.
Now that I’ve shown you what a CMS is, how it works, and how to use it, let’s look at the advantages of a CMS over building a website from scratch or using another website building tool.
Why use a CMS?
I’ve already pointed out some of the benefits of using a CMS, but now let’s look at some specific ways it can impact your setup process, team productivity, and online visibility.
1. No programming knowledge required
As someone who started out with no coding knowledge, I’ve seen firsthand how CMS systems have revolutionized web design for non-developers and other users.
Gone are the days when you had to rely on web developers and designers to build an online presence for your business.
You can create and manage content, customize your site’s design, and install extensions to add functionality to your site – all without any coding.
Most platforms also allow you to add custom code for more granular control over your website. Although I haven’t needed it yet, it’s helpful to have this option.
Whether you’re just starting out or someone like me with limited technical resources and time, you can still create a powerful website for your business.
2. Easy collaboration
Multiple users can access and work in the backend of a CMS at the same time. I find this ability to collaborate valuable for teams of all sizes.
This means that on any given day, your marketers can produce content, your IT pros can implement security protocols, and your developers can add custom code to your theme.
I’ve seen how this eliminates the bottlenecks that used to occur when only one person could make changes at a time. In fact, they could all be working on the same landing page.
In short, a CMS can help improve workflow and productivity across your entire team. I have found this to be particularly true when coordinating updates across departments.
Pro tip: HubSpot offers one free CMS tool This is perfect for those looking for a CMS that can grow as their business scales.
3. User roles and permissions
A CMS allows you to collaborate as efficiently and securely as possible thanks to integrated (and often customizable) user roles and permissions.
I’ve found this particularly helpful when collaborating with different team members – I no longer have to worry about someone accidentally breaking the website.
This means that content authors can, for example, have all the permissions they need to write, publish and manage content, but not be able to delete plugins or otherwise materially change the functionality of the website.
When I set up these permissions for my team, I had peace of mind knowing that each person had access to exactly what they needed and nothing more.
Here’s a look at the user role editor in WordPress.
Image source
Without a CMS, you would have to program some pretty complicated conditions and checks Create user roles and permissions in JavaScript.
4. SEO features and extensions
CMS platforms offer built-in features as well as add-ons to help you optimize your website for search engines.
With built-in or third-party tools, you can:
By implementing these best practices, you will improve your chances of ranking on Google and other major search engines.
5. Security features and extensions
CMS platforms also offer built-in features and add-ons to help you secure your website. Some even offer their own security team.
Content Hubfor example, offers an enterprise class Web application firewall, SSL, custom CDNSSO memberships and others Out-of-the-box features.
6. Ready-made templates
Most CMS platforms come with a selection of pre-built templates that allow you to quickly customize the look and feel of your website.
I’ve found that these templates do more than just change the look of your website – they can include built-in features like navigation menus that collapse on mobile devices, image sliders that respond to swipe gestures, or contact forms that automatically validate input.
For example, choosing a responsive template ensures that your website looks good on every device without having to write a lot of code. I learned this the hard way after initially trying to make my website mobile-friendly without a template.
Not only do templates save you design time before launching your website, they also make redesigning a website much quicker and easier later on – which I really appreciate when it comes time to refresh the look of the website.
Webflow is just a CMS that offers hundreds of responsive templates. I found their selection particularly impressive for both beginners and experienced users.
7. Easy updates
As I mentioned earlier, a CMS allows you to make changes to your website quicker and easier – from big updates, like redesigning your website, to smaller updates, like changing the image on your homepage.
Before using a CMS, I either had to hire a freelance developer or struggle with coding. Now you can easily go to your CMS dashboard to update and edit your website content.
I like how convenient it is to keep your content dynamic and relevant. I can update images, text or layouts in minutes instead of hours.
8. Blogging functionality
Blogging offers a number of advantages, especially for companies.
Through my experience with various marketing strategies, I have seen how it helps drive traffic to your website, convert traffic into leads, build authority through thought leadership, and generate backlinks.
However, it is difficult to create a blog from scratch, and a big advantage of using a CMS is that most CMSs have built-in blogging features (or extensions), so you can easily start creating and publishing blogs -Content and be able to take advantage of the benefits.
I found this particularly valuable as it allowed me to focus on writing content instead of struggling with technical setups.
9. Content planning
Content planning is crucial to any editorial strategy.
What I learned from building a website from scratch is that you can schedule content, but it requires a combination of coding and tools like GitHub. This complexity initially made me hesitant to maintain a consistent content calendar.
With a CMS, scheduling content is as easy as clicking a button. I was relieved to find out that most platforms allow you to schedule more than just blog posts.
With Content HubFor example, you can schedule blog posts as well as website pages, landing pages, and emails. This is a feature that I find invaluable for planning content in advance.
Here’s a look at the Planning tab in HubSpot’s blog editor.
10. Easy access
With a CMS platform, you can access and edit your website on virtually any device with an internet connection.
This is much easier than the alternative of building a site from scratch, which requires you to be on a device connected to the server or connecting remotely.
Additionally, most CMS systems have a single dashboard or control panel that gives you access to your website’s content, theme, plugins, settings, and more in one place.
7 factors to consider when choosing a CMS
As your website grows, you may need to upgrade to a CMS to meet your needs.
To help you choose the best CMS for your goals, here are seven things to consider when choosing a CMS.
Whether you value scalability, ease of use, or seamless integrations, keeping these key factors in mind will ensure you find a platform that supports both your current and future needs.
1. Avoid supplier lock-in.
I’ve experienced firsthand how frustrating it can be to get stuck with a CMS that no longer meets your needs.
Start by documenting everything about your current setup – things like your content structure, workflows, and how data moves through your system.
Then create a detailed checklist to evaluate potential vendors. Pay particular attention to the terms of the contract and how easy it is to publish your content when needed.
I always recommend retaining ownership of key assets such as domains and SSL certificates and storing your custom code in a separate system that you control.
Also, set up regular backups – trust me, you’ll thank yourself later if you ever need to get out quickly.
2. Set clear goals.
Before diving into a CMS platform, gather your key team members for a thorough discovery session. I find it helpful to map exactly how content flows through your company from creation to publication.
Document your current process and identify what is working and what is not. Create a detailed requirements list that covers the must-have features and technical requirements and shows where you will move forward in the next few years.
Set realistic goals and timelines and be sure to prioritize your needs into must-haves and nice-to-haves to keep the project focused.
3. Test before you commit.
Before choosing a CMS, test your options thoroughly to avoid costly regrets later.
Dan McGawFounder of McGaw & Analytics and former CMO of Kissmetrics, warns that “the mistake everyone makes” is buying too early.
“They get a tool and say, ‘I’m so excited, let’s buy it,'” McGaw says. Instead, he advises, “Do your research and find out what tools work, consider all the factors available to you, and then choose… but don’t buy it.”
During this testing phase, engage your content creators in real-world scenarios and workflows that fit your daily operations.
Add complex workflows and edge cases; This often reveals limitations that you might miss with a simple test. Check how quickly the provider’s support team responds to your requests – this is a valuable preview of the current quality of support.
Finally, calculate the total cost, including training and maintenance, to avoid unwelcome expenses later.
4. Check out the integration options.
Think of your CMS as part of a larger ecosystem. Start by mapping every system it needs to communicate with – your CRM, analytics tools, and marketing automation platforms.
Work closely with your IT team to review compatibility and security requirements.
I found it helpful to create detailed specifications for each connection, including how frequently data needs to be synced and what happens if something goes wrong. Create a roadmap that prioritizes your most important integrations first.
Always keep the future in mind. Your technology needs are likely to grow. So make sure your CMS can grow with you.
5. Prioritize data quality and management.
Clean, organized data makes everything easier across the board. Before you start, set clear rules for how content should be structured and tagged.
Mason YuGrowth Marketing Lead at MarketerHire, emphasizes the importance of flexibility in your content management system:
“Ensure the CMS is flexible to allow for reusable components and data. Things like pricing, release dates and brand images inevitably change frequently, so it’s important that you have the flexibility to adapt and implement such changes.”
I recommend setting up automated checks to catch common errors before publishing content. Schedule regular audits to keep things in order. The key is to make data management part of your routine rather than a one-time cleanup project.
Pro tip: Create clear guidelines for your team – think style guides and data entry procedures that everyone can follow.
6. Stay flexible in architecture.
Think of your content system like building blocks – the more modular, the better. Document how all of your content pieces fit together and create clear boundaries between different components.
This makes it much easier to replace later if necessary. I’ve found that a headless or decoupled approach offers the most flexibility. Maintain detailed documentation of all custom components you create.
Pro tip: Create a roadmap for how you may need to develop in the future. The goal is to build a system that can adapt to changing requirements.
7. Analyze cost efficiency and rollout.
Start by analyzing which features will provide you with the greatest immediate benefit.
Create a realistic implementation plan over a 12 to 18 month period – haste rarely saves money in the long run. Start with core functionality that delivers clear business benefits.
Carefully track your success metrics to justify further investment. I always recommend keeping some budget in reserve for unexpected needs or opportunities.
Review system usage regularly and don’t be afraid to eliminate features that don’t add value. The key is to remain flexible: increase when things are working well and decrease when they don’t.
Examples of CMS platforms
- Content Hub
- WordPress
- Joomla
- Drupal
- Magento
- Webflow
- Spirit
- Sitecore
After carefully assessing your needs and considering the factors above, you can explore specific CMS options.
I’ve found through countless implementations that no single platform works for everyone – the power of a startup blog shouldn’t necessarily translate into running a company website.
Let’s look at eight examples of popular CMS platforms to find out which one best suits your needs.
1. Content Hub
Ideal for: Companies of all sizes
Price: Starts at $15/month/seat
What I like about the Content Hub: With Content HubYou can create websites that are secure, high-performing, and search engine optimized.
As I reviewed the platform’s documentation, I was impressed by how this all-in-one connected platform allows you to create personalized content for visitors based on your data HubSpot CRMcreate custom templates and styles, A/B test multilingual content, securely redesign and relaunch web pages, view performance analytics, and more.
Based on my analysis, I can see why this proprietary CMS is ideal for companies with diverse teams of marketers, developers, and IT professionals who want to grow over time.
Image source
2. WordPress
Ideal for: Small businesses and freelancers
Price: Estimated to be between $30 and $3,000
What I like about WordPress: WordPress is a self-hosted platform that powers millions of websites. While reviewing the features, I learned that you can easily and quickly create a WordPress site using the Gutenberg editor and then customize it with any of the thousands of plugins and themes available in the official WordPress directory or other third-party sites are available.
When I looked at the customization options, I was impressed if this is what you want Add forms and live chat If you use WordPress plugins and themes like these, or want a theme that has a built-in visual builder and split testing, you can create a unique experience specifically for your brand
3. Joomla
Ideal for: Global companies
Price: Estimated between $700 to $6,500
What I like about it Joomla: I’ve found that website owners looking for more functionality built directly into the platform may want to use a WordPress alternative like Joomla.
Like WordPress, Joomla is an open source CMS, but what impressed me about it is its built-in multilingual support and advanced user and content management options.
These features make it ideal for membership, community and social networking sites. As a prime example, I particularly like how UIDAI uses Joomla to run its multilingual website.
4. Drupal
Ideal for: Companies and government agencies
Price: Estimated between $5,000 to $20,000
What I like about it Drupal: I’ve found Drupal It’s an extremely flexible CMS and I understand why it’s preferred by large companies and government agencies like NASA.
An important note I discovered during my research: While you’ll need web development experience to take full advantage of the power of this platform, you don’t have to start from scratch.
What impressed me most was the amount of resources available. In addition to its out-of-the-box features, you can choose from 47,000 modules available in its directory and thousands of free themes in its theme repository.
When I look at websites like the Rush University Medical Center website, I can see how these tools enable the creation of complex websites that handle large amounts of data and heavy traffic.
5. Magento Open Source
Ideal for: E-commerce company
Price: Estimated at $15,000 and up
What I like about it Magento: Having studied e-commerce platforms, I would call the self-hosted version of Magento, known as Magento OpenSource, the Drupal of the e-commerce world.
While researching different platforms, I found that it is extremely flexible and secure. However, it is difficult to learn and use all of the built-in features and extensions.
What I love most about Magento is its powerful features: it lets you manage multiple stores, use multiple global shipping providers, and process transactions in different countries, languages, and currencies, all from the same dashboard.
Based on my analysis, I believe that you can build an online store with a huge product inventory and global reach if you have the time and resources to invest in setup and maintenance.
6. Webflow
Ideal for: Web designers and agencies
Price: $15 to $235 per month
What I like about Webflow: I understood why Webflow is such a unique “visual” content management system. It aims to fill a gap in the market for web designers who want to focus on building and customizing websites without worrying about hosting, security, or performance.
What I like about Webflow is its flexibility: you can start with one of the hundreds of pre-built templates or start from scratch with the Webflow designer shown below.
Webflow is a “visual” content management system designed to fill a gap in the market for web designers who want to focus on building and customizing websites without having to worry about hosting, security or performance.
With Webflow, you can get started with one of the hundreds of pre-built templates or start from scratch with the Webflow designer shown below.
I’m particularly impressed with how you can extend the functionality of your website through third-party integrations or HTML code embedding.
According to my research, Webflow is best suited for freelance designers or agencies as it requires at least some knowledge of HTML, CSS and web design.
7. Spirit
Ideal for: Bloggers
Price: $9 to $2,400 per month
What I like about Ghost: Among all the complex CMS platforms I researched, I find Spirit refreshingly different. If you are looking for a simple and lightweight CMS specifically for blogging, I think this is a great option. What intrigues me about Ghost is its headless CMS architecture, meaning its body (the content repository) is separate from its head (the presentation layer).
I’m impressed with how it allows you to create and manage content, and then deploy that content to any platform and channel, from smartwatches to virtual, via the Node.js APIs (or any other front-end tool you prefer). -Reality headsets.
After examining its features, I can understand why. With an intuitive editor and built-in SEO tools, Ghost appeals to bloggers and beginners who want a simple website that’s easy to build and manage.
8. Sitecore
Ideal for: Large companies
Price: The company must be contacted for pricing information
What I like about it Sitecore: I found Sitecore to be particularly powerful – it’s an enterprise-level headless CMS that lets you build and deliver personalized websites, emails, social media posts, and mobile experiences.
What impresses me most is the ability to use the WYSIWYG editor with drag-and-drop functionality, session- and device-based personalization rules, and multilingual tools.
This allows you to scale your content creation and deliver content tailored to your users’ interests, language, and device.
I’m particularly impressed with how Sitecore’s headless architecture allows you to deliver these relevant customer experiences across multiple channels, including web, social, voice, point of sale, and more.
The reach of the platform surprises me – this CMS is powerful more than 120,000 websites in industries such as sports, banking, travel and more.
Looking at their customer list, I can see why big brands trust it – some of the biggest users include American Express, ASOS, L’Oréal and Volvo Cars.
Choose your CMS: balance potential and practical needs
As I researched CMS platforms for this article, I was amazed at how these systems have evolved from simple website builders to comprehensive content management solutions. Each platform offers unique features, from basic blogging to enterprise-level features.
My favorite platform among the platforms I examined was Content Hub. I was particularly impressed by how it integrates essential features like security, content scheduling, and team collaboration into an intuitive interface.
I found the balance between simplicity and functionality particularly valuable. As someone who started with minimal technical knowledge, I appreciate how a CMS allows me to maintain creative control while managing the complex technical aspects behind the scenes.
I was also pleasantly surprised at how CMS platforms address common website management challenges I faced, such as: B. Content updates and team collaboration.
The time savings from not having to code or coordinate with developers was significant – an advantage that I didn’t fully appreciate at the beginning.
I learned that a CMS can do more than just make website management accessible – it changes the way teams collaborate, how content is published, and how businesses grow online.
Editor’s Note: This post was originally published in December 2010 and has been updated for completeness.