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What is a CMS? Crafting A Powerful Digital Presence: 2024 Edition

What is CMS? Content Management Systems Explained

The world has never been any less connected. Businesses are required to have a sound online presence to be able to reach more consumers and drive sales. 

However, only some have the technical expertise or experience to create and simultaneously manage content on the internet. This is where a content management system comes into play.

A content management system (CMS) is software that helps its users create, edit, publish, and manage content. It also allows multiple creators to meet higher content requirements at once. 

If you’re using a CMS, it is likely that all of your content gets stored in a database and displayed within presentation layers based on the set of templates, like a website.

All in all, a CMS is something that lets you build a website without even knowing how to code at all! Great, isn’t it? There is some learning curve involved initially, but it is relatively easy. 

Imagine opening up MS Paint for the first time as a kid; it seemed intimidating, but was it? The same applies to a CMS.

In this simple guide, we will learn about a CMS (content management system) and everything associated with it.

Let’s begin.

How does a CMS work, and how is it used?

A CMS provides a GUI (graphical user interface) with tools to edit the existing, create new, and publish content online without writing code.

A CMS is subdivided into a CDA (content delivery application) and a content management application (CMA).

The CDA part provides the back-end services that help manage and deliver the content once a user crafts it in the CMA. CMA is linked with the creation process, and the CDA with content management.

Benefits Of A CMS

When a company uses CMS software to publish its content online, it reduces its dependency on front-end devs to make changes to the site, making it quicker, more straightforward, and economical to print new web pages while significantly improving the digital experience for users and visitors.

One of the most prominent advantages of a CMS is its robust collaborative nature. Multiple editors can contribute to, manage, and schedule the content that is to be published. Because the user interface is browser-based, a CMS can be accessed from any location as long as a stable internet connection remains.

Another significant advantage of a CMS is that it allows even people with non-technical backgrounds who need to learn programming languages to create and manage their content easily. The easy-to-use drag-and-drop editors of a CMS enable users to add text and upload images without knowing any of the cumbersome coding languages!

With CMS, publishing content on social media platforms, mobile applications, and ecommerce channels becomes much more manageable. CMS like WordPress can offer powerful plugins that make content sharing seamless.

What are some examples of a CMS?

There are hundreds of CMS platforms to choose from, and each comes with unique functionality. Some of the most popular CMS providers are:

WordPress is the best example of a popular CMS. While there are undoubtedly other content management systems, WordPress has a whopping 65.1% market share on websites with a known content management system.

What is CMS? Content Management Systems Explained

Adobe Magento and Shopify also manage content just like a CMS would, but they are typically less than one as much as an ecommerce platform with some added functionality.

What is CMS? Content Management Systems Explained

The CMS software that we saw above is the one that is known, but there are many more options out there, with new ones climbing the ladder to the top with every passing day.

What to look for in a CMS software?

Before choosing a content management system, it is always a good idea to begin by thinking about how users will access and consume the content that you publish on your website.

You will also need to begin by making a list of milestones that you are willing to hit along the way of meeting specific requirements that you may have. This will really prove helpful in terms of choosing the right content management software.

Some of the common goals that you can set as a beginner can be – getting more visitors to your blog, increasing your sales, or optimizing your content for SEO.

Also Read: Local SEO Audit: Steps For Comprehensive Audit In 2023

CMS softwares comes in all shapes and sizes, each with its own advantages. Some are best suited for the bloggers while some for the ecommerce websites that need features for pricing and the online stores.

CMS features

Features can vary across all the CMS softwares, but the core functions include:

  • Indexing, search and retrieval –  These features index all data for quick and easy access through search functionalities and enable users to search by attributes such as keywords, publication dates, or the author.
  • Revision features – These features make it easier for the already published content to be updated. Revision control also keeps track of any changes individuals make to the files.
  • Publishing – This functionality enables its users to use template(s) that is approved by an organization. Not only that, but it also enables the use of wizards and other tools for content creation and editing.
  • Format management – This functionality helps turn the scanned paper and electric legacy documents into PDFs as well.

A CMS can also help to provide the tools for one-to-one marketing and personalization to drive higher sales. One-to-one marketing is the ability of a website to craft its content and advertising based on a user’s specific characteristics using information that the website gathers or the user provides in the first place. 

For example, let’s say that a user searches for mobile phones online in one of the major search engines like Google advertising banners may feature businesses that sell mobile phones instead of businesses that sell gardening products.

How to Build a Website with CMS

Do you want to build your own website with a content management system? If so, the general process might look something like:

Choose a CMS: Select a CMS that suits your needs. Popular options include WordPress, Joomla, and Drupal. Each has its strengths and user-friendly interfaces.

Get a Domain Name and Hosting: Choose and register a domain name for your website. Find a hosting provider that supports your chosen CMS. Many providers offer one-click installations for popular CMS platforms.

Install CMS: Follow the installation instructions provided by your hosting provider or the CMS itself. This often involves creating a database and configuring basic settings.

Select a Theme/Template: Choose a theme or template that aligns with your website’s purpose. Themes define the look and feel of your site and can be customized to fit your branding.

Customize Content: Use the CMS dashboard to add and organize content. Most CMS platforms have user-friendly editors for text, images, and multimedia.

Add Functionality with Plugins or Modules: Extend your website’s functionality using plugins (for WordPress), modules (for Drupal), or extensions (for Joomla). These can add features like contact forms, e-commerce, or social media integration.

Optimize for SEO: Implement on-page SEO practices, including optimizing meta tags, headers, and image alt attributes. This helps improve your website’s visibility in search engine results.

Test Responsiveness: Ensure your website looks good and functions well on various devices, such as desktops, tablets, and smartphones. Most modern themes are designed to be responsive, but it’s essential to check.

Set Up Security Measures: Install security plugins or modules, update your CMS regularly, and use strong passwords to protect your website from potential threats.

Backup Your Website: Regularly backin up your website to prevent data loss in case of unexpected issues. 

Launch Your Website: Once you’ve customized and tested your site, it’s time to launch it. Make any necessary adjustments based on user

That’s it, isn’t it simple? With time and well targeted efforts, your website, or ecommerce store shall grow to something that you once dreamt of.

A thing to keep in mind is that some CMS softwares might look and operate a little bit differently than the ones that you’ve seen or heard of, and it’s pretty normal. Just make sure you follow some tutorials that are present on the dashboard when you first start using any CMS, or you can always type it out on the YouTube search bar and follow along.

Also Read: Open Source CMS Vs Custom CMS – What Is The Best Solution In 2023?


Content Management Systems are potent tools for businesses that ensure their reach stretches over a broader audience segment. Software like WordPress, which is the go-to CMS, is popular among the business crowds thanks to its wide variety of features.

CMS helps with online business activities like content creation, managing workflows, content storage, optimization, and publishing without learning any coding language. That’s a plus point!

Some good CRM software you can use to begin your online journey are – WordPress, Squarespace, Wix, Drupal, etc. I recommend starting with WordPress since it has become an industry standard.

In the comments below, let us know which CRM software you are eyeing now!


Can I migrate my content from one CMS to another?

Yes, content migration is possible between two CRMs, but the process can vary depending on the platforms involved. It may include exporting content from the old CMS, converting it to a compatible format, and importing it into the new CMS. Professional assistance is recommended for migrations of a somewhat complex nature.

How much does a CMS cost?

The cost of a CMS varies. Some, like WordPress, are open-source and free, while others require the users to pay a licensing fee. Additionally, there might be costs associated with hosting, domain registration, and themes or plugins. Considering initial and ongoing costs when choosing a CMS for your business is optimal.

Is a CMS suitable for e-commerce websites?

Yes, some popular CMSs are specifically designed for helping the users set up e-commerce websites like Magento. Others like WordPress and Drupal also have the option of integrating plugins and extensions that can help them turn them into robust and reliable ecommerce platforms that fit your business needs.

Which Content Management System is right for me?

There is no one-size-fits-all for this! The choice of opting for one specific CMS entirely depends on your particular business needs. WordPress is famous for its user-friendly interface; Joomla is known for its flexibility; Drupal is known for scalability; and Magento specializes in e-commerce. In contrast, platforms like Wix and Squarespace are known for their simplicity. Consider factors such as the type of website you plan to launch, scalability requirements, and your technical expertise when choosing a CMS.

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