Picture yourself as the Head of Digital, Marketing Director, or even the CEO of a company, and you’re sensing the need for a new CMS. The prospect of a brand-new, fresh, and lightning-fast platform built on cutting-edge technology is undoubtedly exciting. But have you ever wondered what it takes to reach that pivotal moment when you click on your website and unveil the result of your hard work?
In this comprehensive guide, I´ll walk you through the essential steps to help you navigate the complex process of selecting and implementing the perfect CMS for your organization. Along the way, you may realize that you need assistance with this time-heavy endeavor. Don’t hesitate to reach out for help – I’m here to support you throughout this transformative journey. So buckle up and let’s embark on this journey together!
Gathering requirements
The first step, gathering requirements, is crucial to the success of your CMS project. A well-structured and inclusive approach will help you build consensus and convince stakeholders that the change is necessary.
1. Identify stakeholders
Make a list of all departments and key individuals who will be impacted by the new CMS. In addition to the five departments, consider any other teams or roles that might be involved in content creation, management, or approval (e.g., IT, legal, or marketing).
2. Develop a communication plan
Create a clear and concise message that explains the objectives and benefits of implementing a new CMS. This message should address the limitations of the current system and how the new CMS will improve efficiency, collaboration, and overall performance. Share this message with all stakeholders to help them understand the need for change.
3. Hold stakeholder meetings or workshops
Organize meetings or workshops with representatives from each department. These sessions should be collaborative and interactive, allowing participants to express their needs and concerns. To facilitate productive discussions, you may want to prepare guiding questions or topics in advance, such as:
- What are the current challenges with the existing system?
- What features or capabilities are missing from the current system?
- What are the desired workflows for content creation, editing, and approval?
- Are there any specific security, compliance, or access control requirements?
4. Conduct surveys or interviews
In addition to group meetings, you can gather more detailed information through individual interviews or surveys. This approach can help capture insights from stakeholders who may be hesitant to share their opinions in a group setting.
5. Document and consolidate requirements
After gathering input from all stakeholders, consolidate the information into a comprehensive list of requirements. Organize the list by category (e.g., content management, collaboration, security) and prioritize the requirements based on their importance to the overall project objectives.
6. Share the consolidated requirements
Share the finalized list of requirements with all stakeholders for review and validation. This step ensures that everyone is on the same page and provides an opportunity for any last-minute input or revisions.
7. Obtain buy-in and commitment
With a clear understanding of the project’s objectives and requirements, seek buy-in and commitment from all stakeholders. This may involve presenting your findings to senior management or department heads and addressing any concerns or questions they may have.
By approaching the requirements-gathering process in a structured and inclusive manner, you can build trust and foster a sense of ownership among stakeholders. Demonstrating that their input has been valued and incorporated into the project plan will help convince them that the change is both necessary and beneficial for the entire organization.
Prioritizing requirements
After gathering and consolidating the requirements, the next step is to prioritize them. Prioritizing requirements is essential because it helps you focus on the most important features and functionalities, ensuring that the chosen CMS addresses the most critical needs of your organization.
1. Categorize requirements
Organize the requirements into categories or themes, such as content management, collaboration, security, integration, and user experience. This will make it easier to identify common themes and trends across the departments.
2. Rank importance
Assign a level of importance to each requirement, such as high, medium, or low. You can do this by discussing with stakeholders, considering the impact on business objectives, and assessing the urgency of each requirement. For example, a high-priority requirement might be a feature that significantly improves productivity or addresses a critical security concern.
3. Consider dependencies and constraints
Some requirements may be dependent on others or constrained by factors such as budget, technical limitations, or time. Identify these dependencies and constraints, and factor them into your prioritization.
4. Use a prioritization matrix or scoring system
To help with the prioritization process, you can use a prioritization matrix or scoring system. For example, you can assign a numeric score to each requirement based on its importance and then calculate a weighted average based on the assigned scores. This can help you objectively compare and rank the requirements.
5. Create a prioritized list
Based on the assigned importance levels and any additional factors, create a final prioritized list of requirements. This list will serve as the basis for your CMS evaluation and selection process.
6. Obtain stakeholder validation
Share the prioritized list with stakeholders and solicit their feedback. This step ensures that the prioritization aligns with their expectations and provides an opportunity for any necessary adjustments.
7. Review and adjust priorities as needed
Keep in mind that priorities may change over time due to shifting business needs, new information, or feedback from stakeholders. Regularly review and adjust the priorities as needed to ensure that the CMS project remains aligned with the organization’s objectives.
By prioritizing requirements, you can better evaluate and compare potential CMS solutions, ultimately selecting a platform that best addresses your organization’s most critical needs.
Researching potential solutions
Once you have a prioritized list of requirements, you can proceed to research potential CMS solutions. This step involves gathering information about various CMS platforms and identifying those that align best with your organization’s needs. Here’s a suggested approach for researching potential solutions:
1. Start with a broad search
Begin by conducting a broad search for CMS platforms, focusing on well-known, reputable options. You can use search engines, industry publications, and online forums to identify popular and highly-rated CMS solutions.
2. Case studies and reviews
Search for case studies, testimonials, or reviews from other organizations that have implemented the CMS platforms you’re considering. These can provide valuable insights into the strengths, weaknesses, and real-world performance of each solution.
3. Assess compatibility with your requirements
Review each CMS platform’s features, functionalities, and capabilities to determine how well they align with your prioritized requirements. Pay special attention to the highest-priority features and any unique requirements specific to your organization.
4. Investigate customization and extensibility
Some CMS platforms offer greater customization and extensibility than others, which may be important for meeting certain requirements or integrating with existing systems. Research each platform’s flexibility and the availability of plugins, add-ons, or APIs that can help you tailor the system to your needs.
5. Evaluate pricing and support options
Review the pricing structures and support options for each CMS platform, considering factors such as licensing fees, subscription costs, implementation services, and ongoing support. Keep your budget constraints in mind and weigh the value of each platform against its cost.
6. Check for scalability and performance
Investigate each platform’s ability to scale and handle increasing amounts of content, users, or traffic. This is particularly important if you expect your organization to grow or if you have a high volume of content to manage.
7. Contact sales or support teams
Reach out to the sales or support teams of the CMS platforms you’re considering to ask questions, clarify details, or request additional information. This can also give you a sense of the responsiveness and quality of their customer service.
8. Create a shortlist
Based on your research, narrow down your list of potential CMS platforms to 3-5 options that best meet your prioritized requirements. This shortlist will serve as the basis for the next stage of the process: evaluation and comparison.
By thoroughly researching potential solutions, you can ensure that you’re making an informed decision when selecting a CMS platform. Keep in mind that no solution will be perfect, so focus on finding the platform that best addresses your organization’s most important needs and can grow with your organization over time.
Creating a shortlist
After researching potential solutions and gathering information on various CMS platforms, it’s time to create a shortlist of the top 3-5 options that best align with your prioritized requirements. Here’s a recommended approach for shortlisting platforms:
1. Review your research
Revisit the information you’ve gathered during the research phase, including feature comparisons, case studies, reviews, and any feedback from sales or support teams.
2. Score each platform
Assign a score to each CMS platform based on how well it meets your prioritized requirements. You can use a simple scoring system, such as 0-5, where 0 indicates the platform does not meet the requirement at all, and 5 indicates the platform fully meets the requirement. Be sure to weigh the scores based on the importance level of each requirement.
3. Compare total scores
Calculate the total scores for each platform by summing the weighted scores for each requirement. This will give you a quantitative measure of how well each platform aligns with your organization’s needs.
4. Consider additional factors
In addition to the total scores, consider any additional factors that may influence your decision, such as the platform’s reputation, user experience, customization capabilities, or integration options.
5. Rank the platforms
Based on the total scores and any additional factors, rank the CMS platforms from most to least suitable for your organization.
6. Select the top 3-5 platforms
Choose the top 3-5 platforms from your ranked list to create your shortlist. These platforms should represent the best options for your organization based on your prioritized requirements and any additional considerations.
7. Obtain stakeholder input
Share your shortlist with stakeholders to solicit their feedback and ensure they are on board with the selected options. This step can also help identify any concerns or preferences that may impact the final decision.
Evaluating and comparing shortlisted options
Now that you have a shortlist of 3-5 CMS platforms, it’s time to conduct a deeper evaluation of each option. This will provide you with a more comprehensive understanding of their features, pricing, support, and overall suitability for your organization. Here’s a suggested approach for this phase:
1. Request demos or trials
Many CMS providers offer demos, trials, or sandbox environments that allow you to explore their platform’s features and functionalities firsthand. Request access to these resources to gain hands-on experience with each shortlisted platform.
2. Test key features and functionalities
Using the demos or trials, test the key features and functionalities that are most important to your organization. Focus on the highest-priority requirements and assess how well each platform addresses these needs in a real-world scenario.
3. Evaluate user experience and ease of use
Consider the user experience and ease of use for each platform, as this can impact adoption and overall satisfaction among your team members. Gather feedback from stakeholders who participate in the demos or trials to understand their impressions and preferences.
4. Investigate customization and integration options
Explore the customization capabilities and integration options for each platform in greater detail. Assess the availability of plugins, add-ons, or APIs that can help tailor the system to your specific needs and integrate with your existing tools or systems.
5. Review pricing and support options in-depth
Revisit the pricing structures and support options for each platform, taking into account any additional information you’ve gathered during the evaluation phase. Consider factors such as setup or migration costs, ongoing subscription fees, and the level of support provided (e.g., response times, channels, or service-level agreements).
6. Contact sales or support teams with follow-up questions
If you have any additional questions or concerns, reach out to the sales or support teams for each platform. They can provide clarification or additional information that may impact your decision.
7. Compile a comparison matrix
Create a comparison matrix that summarizes your findings for each platform across the key evaluation criteria, such as features, pricing, support, and user experience. This matrix can serve as a helpful reference during the decision-making process.
7. Discuss findings with stakeholders
Share your evaluation findings and comparison matrix with stakeholders, and discuss the pros and cons of each platform. This can help identify any strong preferences or concerns that may impact the final decision.
By conducting a thorough evaluation of the shortlisted CMS platforms, you can develop a clear understanding of their strengths, weaknesses, and overall suitability for your organization. This will help you make a more informed decision and increase the likelihood of a successful implementation.
Conducting a proof of concept (POC)
Conducting a proof of concept (POC) can be a valuable step in the CMS selection process, especially if you’re considering a significant investment or if the implementation process is complex. By implementing the top 1-2 CMS candidates on a limited basis, you can validate their suitability for your organization and identify any potential issues before committing to a full-scale deployment. Here are some considerations and steps for conducting a POC:
1. Determine the scope and objectives
Clearly define the scope and objectives of the POC, focusing on the most critical aspects of your prioritized requirements. This could include testing specific features, workflows, or integrations that are crucial for your organization.
2. Develop a POC plan
Create a detailed plan that outlines the steps, timelines, and resources required for the POC. This plan should include tasks such as setting up the test environment, configuring the CMS, importing sample content, and training users.
3. Select a representative sample of users
Choose a small, representative group of users from various departments to participate in the POC. These users should have different roles and responsibilities within the content management process, ensuring that the POC covers a range of use cases and perspectives.
4. Set up the test environment
Implement the chosen CMS platforms in a controlled test environment, ideally replicating your organization’s existing infrastructure, systems, and workflows as closely as possible. This will help ensure the POC results are relevant and applicable to your real-world scenario.
5. Conduct the POC
Carry out the POC according to your plan, guiding users through the process of using the CMS platforms to perform their typical tasks. Monitor and collect feedback on the platforms’ performance, ease of use, and overall user experience.
6. Evaluate the results
Analyze the POC results, taking into account both quantitative and qualitative data. Consider factors such as the platforms’ ability to meet your prioritized requirements, their ease of implementation and integration, and the feedback from participating users.
7. Review the POC findings with stakeholders
Share the POC findings with stakeholders and discuss the pros and cons of each platform. This can help identify any strong preferences or concerns that may impact the final decision.
8. Make a final decision
Based on the POC results and stakeholder input, make a final decision on the CMS platform that best meets your organization’s needs. Having conducted a POC, you can move forward with greater confidence in the chosen solution.
Conducting a POC can provide valuable insights and help mitigate risks associated with implementing a new CMS. However, it’s essential to carefully consider the time, resources, and costs required for a POC and weigh these factors against the potential benefits. If the POC aligns with your organization’s goals and resource availability, it can be a worthwhile investment in ensuring a successful CMS implementation.
What if my team has no time to do that?
If your team doesn’t have the time or resources to handle the CMS implementation, you can consider the following options to ensure a successful rollout:
Hire an external consultant or agency
Engage an experienced consultant or agency that specializes in CMS implementations. They can provide expert guidance, manage the project, and help with tasks such as platform configuration, content migration, and user training. Make sure to choose a consultant or agency with a proven track record and relevant experience in implementing the chosen CMS platform.
Leverage the CMS vendor’s professional services
Many CMS vendors offer professional services to assist with implementation, training, and support. Reach out to the vendor to inquire about their service offerings and pricing. They may have resources and expertise tailored specifically to their platform, which can be a significant advantage.
Allocate dedicated resources
If possible, temporarily reassign or allocate dedicated internal resources to focus on the CMS implementation. This could involve creating a cross-functional project team or assigning specific tasks to individuals within your organization. Be mindful of the impact on their existing workload and ensure they have the necessary support and resources to succeed in their new roles.
Making a decision
After conducting the POC and completing the overall evaluation of the shortlisted CMS platforms, it’s time to make a decision based on the gathered information. You should choose the CMS that best aligns with your company’s needs, priorities, and overall requirements.
Consider the following factors while making your decision:
POC outcomes
Evaluate how well each platform performed during the POC in terms of meeting your prioritized requirements and providing a seamless user experience.
Features and functionalities
Assess the features and functionalities of each platform, ensuring they align with your organization’s needs and can support your content management objectives.
Integration and customization
Ensure the chosen CMS can be easily integrated with your existing systems and tools and offers adequate customization options to meet your specific requirements.
Pricing and support
Consider the pricing structure and available support options for each platform, taking into account factors like setup or migration costs, ongoing subscription fees, and the level of support provided.
Stakeholder feedback
Take into account the feedback and preferences of stakeholders who participated in the POC, as their buy-in is essential for a successful implementation.
Planning and executing implementation
After making your decision, the next step is to plan and execute the implementation of your chosen CMS platform. To ensure a successful rollout, you should:
1. Develop a detailed implementation plan
Create a comprehensive plan that outlines the steps, timelines, resources, and milestones required for the implementation. This plan should cover aspects such as platform configuration, data migration, customizations, integrations, and user training.
2. Assign roles and responsibilities
Clearly define the roles and responsibilities of everyone involved in the implementation process. This will help ensure accountability and streamline communication throughout the project.
3. Communicate the plan to stakeholders
Share the implementation plan with all relevant stakeholders, including senior management, department heads, and end-users. This will help to manage expectations, ensure buy-in, and address any questions or concerns that may arise.
4. Conduct training sessions
Organize training sessions for your team members to help them become familiar with the new CMS platform. This can be done through a combination of formal training sessions, hands-on workshops, and self-guided learning resources. Ensure that the training is tailored to the specific needs and roles of your team members.
5. Migrate and import data
Carefully plan and execute the migration of your existing content and data to the new CMS platform. This may involve mapping content types, cleaning up and reorganizing data, and setting up redirects for any changed URLs.
6. Set up customizations and integrations
Configure the CMS platform to meet your organization’s unique requirements, including any necessary customizations, plugins, or integrations with existing systems and tools.
7. Test and validate
Before launching the new CMS, conduct thorough testing to ensure that everything is functioning correctly and meets your organization’s needs. This may involve testing features, workflows, integrations, and performance.
8. Execute the plan and monitor progress
Begin the implementation process according to your plan, closely monitoring progress and adjusting as needed to address any issues or unforeseen challenges that may arise.
Speaking about data migration or content migration, here is my article on that topic https://www.stefancvejn.com/blog/content-migration/content-migration-challenges/. I can assure you that is it no less time-consuming process than this one.
Conclusion
From gathering and prioritizing requirements, researching potential solutions, and conducting a proof of concept, to making a well-informed decision and executing a detailed implementation plan, the entire process can be complex and time-consuming.
You also understood that content migration could be particularly challenging, which is why you don’t have to face these hurdles alone.
Together, we can ensure a successful CMS rollout tailored to your organization’s unique needs and goals. Contact me today to discuss how I can assist you in making the best CMS choice and creating a seamless implementation experience.