How Can Small Websites Shine?

by: Bob Rose

The key to a successful Website is content. Content alone will drive visitors to your site, and compel your prospects or customers to form a valuable opinion about your company. With over 7 million Websites being added every month, how will your site stand out? The way to get your Web site noticed by search engines and then to get those prospects to stay and keep coming back comes from the content on your Website alone. There are no two ways around this fact.

Enterprise Website owners have entire teams in place that can manually update and refresh content on a regular basis; small Website owners simply don't. In a world where information changes rapidly, Websites need to be constantly updated and monitored. This is extremely crucial as users - and even search engines such as Google - pass over stale Websites. Manual configuration and updating of Websites takes time and can be messy too, involving integration with multiple systems like campaign management or CRM. With a skimpy IT staff and shrinking budgets, most small Website owners find it challenging to ensure that their sites reflect their dynamic business needs.

Web Content Management Systems (CMS) – a must-have for small Websites

Content Management Systems (CMS) have emerged to address these issues. In simple words, a CMS is a tool that eases creation, maintenance and management of the content a Website. The biggest advantage is that it allows non-technical Subject Matter Experts (SMEs) to manage different aspects of a Website such as the general content as well as the navigation, page layout and links without any knowledge of programming tools.

Web content management is as necessary for small companies as it is for large organizations. Small Websites may not have mass popularity, but they have a simple advantage over large Websites: they are more focused and targeted. But still, that committed user community, though small in size, presents significant challenges for the small Website owner. Adding news items, making design changes or launching new products via separate Web pages is not a simple affair.

A CMS gives small Website owners the power to easily modify and change text, design and layout of their Website through well defined templates. It also becomes simple to quickly insert, delete or update anything from images galleries, forms, tables, styles or formatted lists.

Benefits

Traditionally, most small Website owners have relied on independent software consultants or vendors to keep their sites updated. However, as our experience shows us, multiple small changes conveyed for text or design is frustrating and wasteful. A CMS can ease these difficulties, providing users with a simple and non-technical way of managing the content and not the technology.

Key benefits include:

• Improved speed and ease of publishing content

Small Website owners can accelerate content publishing by giving SMEs tools that are simple to use. Content specialists can focus more on creating content and not worrying about publishing, approval processes and formatting changes--so the site still has the same look and feel.

• Maintaining consistency and link integrity

A content management system helps organizations maintain consistency across all pages of their Website (with style sheets, templates, etc.) so that branding and design are controlled to the level desired, regardless of who is responsible for the actual content. As a result, visitors have a consistent and professional experience. The CMS even helps to maintain link integrity –significantly reducing the chance of users reporting a missing link. This is critical, as a missing link in the Internet world means a missed business opportunity.

• Full control

Features like complete system auditing and reporting provide organizations the ability to manage and track history of all work, facilitating regulatory compliance. Files can be given a full document lifecycle, including check-in, check-out, versioning, rollback, approvals, and scheduling. A CMS has intelligent workflow automation, ensuring that content passes through appropriate quality gates before being published. Additionally, completely configurable workflows enable organizations to assign tasks to any person, with provisions to escalate in case defined thresholds are crossed. For example, e-mail alerts can be sent to content owners of specific sections on a Website, if these sections are not updated after a specific time period. This is difficult to do in a manual system.

In a digital world where content can creatively be used in a variety of forms such as whitepapers, podcasts or articles, effectively managing and using this content is critical for competitive advantage. A CMS can help in a huge way, by centralizing and streamlining the process of managing and publishing content. This centralized control medium also means that an organization, no matter what size, can effectively measure the success of various online marketing initiatives.

The Software-as-a-Service (SaaS) angle

While a CMS helps business users manage content more effectively, organizations must also understand that content management systems can be expensive to procure, complex to implement and configure, and even more difficult to maintain.

To address these issues, organizations can consider using a CMS delivered as a Software-as-a-Service (SaaS). With this software model, organizations are spared the high initial cost of purchasing the license. Also since the software is hosted, so there is no hardware to buy, no software to install and no infrastructure to manage. As a customer, an organization just pays on a fixed monthly or quarterly basis and leaves the task of managing, maintaining and upgrading the software to the vendor.

Organizations also save costs, as they do not have to budget for a developer who tweaks HTML code, or a Webmaster who actually takes care of hosting. Players such as CrownPeak even provide a dedicated account manager, as part of their Lifelong Active Support. By using a SaaS model, organizations can also minimize risk and choose different functionalities as they grow. Further, as billing is on a monthly or quarterly basis, costs are spread across the lifetime of a product’s usage. This is an extremely attractive value proposition when compared to the traditional software model, where costs are paid upfront and the risk of product implementation and adoption is totally on the customer.

If you have an online presence, you need a CMS

The Internet is a great equalizer – and a user will not forgive an organization because of its size, if it has missing, incomplete or old content on its Website. In a scenario where millions of Websites jostle for attention simultaneously, a small Website owner needs the guiding hand of a CMS solution to increase its value for a niche audience. The difference between being seen as a pearl or as flotsam on the internet is too great – it is up to the small Website owner to make the right choices.