Content Management Systems: Would You? Could You? Should You?

Content Management Systems: Would You? Could You? Should You? Josh Futrell Support Specialist Center for Arts Management and Technology Though a CMS can accomplish many things, it is not magic. It is not a silver bullet, a royal flush, or a holy grail. It is a tool.

Agenda
What are Content Management Systems?
Recognizing the Need for Change
CMS Hunting
Selling the Value of CMS
RFPs
Finding Partners
Seek First to Understand

C ontent M anagement S ystem: A Definition
Content – any information published on a Web site, be it text, HTML, images, videos…
Management – the workflow and processes in place to create, share, and control information during its lifecycle Systems – an application that enables the creation, collection, publishing, and presentation of content

C ontent M anagement S ystem: Characteristics
Content is separate from presentation
WYSIWYG editors
Not software-based, browser-based
Robust user management
Content approval
Easy installation of new features

Lower technical burden
Streamlined content creation, approval, and publishing processes
Timely, more accurate content
Content scheduling and expiration
Consistent templates and branding
Facilitation of future site-wide changes
C ontent M anagement S ystem: Benefits

Yeah, But…
CMSs are not free
CMSs are not instant, turnkey solutions
“ CMS is not a panacea for broken processes. It’s important to help your staff understand that integration will take time, effort, and persistence. But the payoff can be huge” (Gammel and Trochlil).
CMSs are not Webmaster/IT replacements

How Do You Recognize the Need for Change?
Time since last update
Visitor or internal staff issues
Stakeholder dissatisfaction
Lack of support
Out-of date or inaccurate information
Webmaster bottleneck
Design/navigation changes between sections
Minor site-wide changes are tedious

The Project Needs a Champion
Passionate about the Web site
Has or can be granted authority
Knowledgeable of latest technology trends
A bridge-builder
Communicates well to various groups
Able to analyze data and feedback
Someone crazy enough to accept the job

The Project Needs a Champion
Limit the number of decision makers.

Seek First To Understand
“ Most failed WCM implementations have not failed because of technology-related reasons - most have failed because of people/process issues.”
Tony White, Lead WCM Analyst,
The Gilbane Group

Understand the Site
Step 1 : Review your organization’s mission statement
Step 2 : With that in mind, write one for your Web site

Get Everyone to the Table
Get everyone involved
Review the current site
Review the workflows and processes
Review the support applications and framework

Who’s Visiting, Anyway?
Who are the users coming to your site?
What are they looking for?
What do they expect?
What do they need ?

Selling the Value of Changing to a CMS
Gather as much information as you can about the internal and external needs to determine if the need for change is real and urgent
Get a current budget breakdown of site related expenditures
“ Management wouldn’t question you if you needed a financial management system for your accounts.”

Put a $ value on
Content publishing being done by content creators
Content separate from the design
Simple future additions of plug-ins/functionality
Last revenue/conversions due to current site
Time/resources saved by moving offline services online
Risks of not taking action
All other intangibles

Determine and secure project budget and human capital
Create a list of Must Haves , Should Haves , and Nice to Haves

CMS Hunting Advice
Over 2,000 distinct CMS lines in existence today

CMS Hunting Advice
Martin White’s Law of CMS Products :
All products can meet 80% of your requirements

CMS Hunting Advice
Say no to custom-built or proprietary CMS lines

CMS Hunting Advice
Open Source Software: Free?
Not so much.

CMS Hunting Advice
Your Main Objective:
Get Down to a Short List (3-5)

Thin the Herd
Use the CMS Directories
Eliminate based on:
Compatibility
Portability
Current…ability

Thin the Herd
Eliminate some more based on:
Upgrade frequency
Technical Support
Training Materials
Primary Markets
Pricing
How well it meets your work-flow and technical need

Thin the Herd
Keep going!
What are people saying:
Industry and peer evaluations
Product forums
In the CMS resources blogs and news
Google for: “<insert CMS name> sucks”

Features to Consider
Many CMS lines can implement most of these features. A “better” CMS will be one that has the features that are important to you in its core and built in a way that meets your needs.

Try It On For Size
Get a demo.
Get some guinea pigs.
Get some feedback.

NTEN CMS Satisfaction Survey
643 completed surveys
“ We learned that the sector is really fragmented. There are SO MANY products, and it was startling how spread out the usage was.”
Holly Ross, NTEN

NTEN CMS Satisfaction Survey
Antharia
Blackbaud
Convivio
Drupal
iMIS
Joomla
Kintera
Plone
WordPress
XOOPS
Survey results will highlight:

To Be Consulted ? Or Not To Be Consulted ?
A good consultant should:
save you money
have consulted on CMS before
not be tied to a particular product
be your employee

Why an RFP?
More than one person or product for the job
Serves as a reference point
One final check-in with your stakeholders

RFP Features
Overview of the project
Description of essential needs driving the RFP
Organization information
Mission
Staff size and technical skills
Technical environment specs
Other pre-existing systems and technologies
Details of the desired workflow and processes

RFP Features
Details of desired CMS features
Details of templates/styling for new site
Details of integration needs
Project start and launch dates
Call for estimate/information/references

RFP Advice
Don’t get extremely specific when describing technical needs; focus on functionality
Don’t mandate solutions
Choose wording judiciously
Set out clearly what you want the CMS to accomplish
Request details from the vendor/developer
Focus on measurable deliverables, if possible

RFP Advice
Use scenarios, examples specific to your organization, and walkthroughs
Discuss the WYSIWYG editor specifically and in great detail
Include training, technical support, and manuals
Don’t fear revealing your budget
Know your workflow and needs inside and out to help respond to vendor inquiries

Evaluating Your Potential Partners
Know what an acceptable solution looks like
Does the response to the proposal show a true understanding of the project needs?
Did the vendor respond to all items thoroughly?
Don’t be wowed by extras

Evaluating Your Potential Partners
Take a hard look at vendors/developers:
# of people on their team
How much time will they spend working with you?
Will they takes the time to fully understand the needs and requirements of the request
Where does your project fit into their business?
Are they close/available enough (geographically, electronically) to provide the service and support you need and expect?
Do they have good references and reputation?

The Project in Motion
Communicate, communicate, communicate!
If the project becomes to big for its britches, break it down into segments
Be wary of scope-creep

Closing Thoughts
Stay Flexible. Your CMS needs will change over time.
There is no silver bullet.
Execute for now, while keeping the future in mind.
Questions?

CMS Resources
CMS Review ( http://www.cmsreview.com ) – huge collection of CMS resources, including a directory (over 350 CMS lines), articles, and search and feature comparison tools.
CMS Report ( http://www.cmsreport.com ) and CMS Wire ( http://www.cmswire.com ) – blogs compiling posts on 50+ different CMS lines.
2008 CMS Vendor Satisfaction Survey, NTEN ( http://www.nten.org ) – due out in June 2008, the Nonprofit Technology Network will be compiling a report of survey results from its members conducted in April 2008. You may need to email me for a copy, as the survey may only be released to those who completed the survey.
A Nonprofit’s Guide to Content Management Systems, Common Knowledge ( http://tinyurl.com/6gextf ) – incredibly good CMS implementation overview created by Jeff Patrick, President of Common Knowledge, a San Francisco consulting firm.
Web CMS Report, CMS Watch ( http://www.cmswatch.com/CMS/Report/ ) – annual report that provides analysis of WCMS practices, strategies, and products, including detailed reports on 24+ WCMS lines – note: this is a paid service ($975 + for full report).
Top 10 Mistakes When Selecting a CMS, Open Source CMS ( http://tinyurl.com/5q28nx )

CMS and Directories
CMS Matrix ( http://www.cmsmatrix.org )
Wiki Matrix ( http://www.wikimatrix.org )
DMOZ CMS Directory ( http://tinyurl.com/285dr2 )
Open Source CMS ( http://www.opensourcecms.com ) – this site has demos of the OSS CMS, blog, and wiki lines in its directories. These demos, reinstalled and refreshed every two hours, allow you explore and work with the administrative back-ends of default installations.
Content Management Overview, Hartman Communicatie BV ( http://www.ecmoverview.com )

References
Ambroz, Jillian S. “CMS Revolution.” Folio: The Magazine for Magazine Management 36.8 (2007): 50-52.
Beveridge, David. “Why You Need a Content Management System.” Nonprofit World 24.2 (2006): 16-19.
Doyle, Bob. “Compare and Contrast CMS.” EContent Jan./Feb. 2007: 31.
---. “Resourceful CMS Selection.” EContent Dec. 2006: 18.
---. “Where the Wild CMSs Are!” EContent Dec. 2005: 18.
Gammel, C. David, and Wes Trochlil. “The One-Click Solution.” Associations Now June 2007 Supplement: 13-15.
Guenther, Kim. “Content Management Systems as ‘Silver Bullets’” Online: Exploring Technology & Resources for the Information Professional July/Aug. 2006: 54-56.
Harney, John. “Web CMS: Best Practices.” EDoc Magazine Sept./Oct. 2007: 37-39.
Kinsman, Matt. “The CMS Evolution.” Folio: The Magazine for Magazine Management 36.3 (2007): 22-23.
Kneale, Ruth. “From Static to Dynamic – Choosing and Implementing a Web-Based CMS.” Computers in Libraries March 2008: 16-20.
Porter-Roth, Bud. “An RFP for ECM.” The AIIM Guide to ECM Purchasing 2007: 40-44.
Starkman, Neal. “If You Build It Right, They Will Come.” T H E Journal 33.13 (2006): 20-30.
Tynan, Dan. “Worst Case Scenario: IT Survival Guide.” Infoworld Jan. 31 2006: 24-30.
White, Martin. “Managing Content Management System Selection.” EContent July 2002.
---. “One CMS or Two?” EContent May 2006: 37.
---. "Tire Kicking and CMS Shopping." EContent July/Aug. 2005: 35.
Yakubovich, Alex. “New Systems Put Web Work in Hands of Nontechies.” Crain’s Cleveland Business 27.8 (2006): 17.

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Content Management Systems: Would You? Could You? Should You? Presentation Transcript