How to make your web editors more productive with a CMSVegard Ottervig on
Supercharge the way your web editors work with these tips for choosing and implementing a productivity-boosting CMS.
Together with savvy work processes and some smart features, the right CMS can supercharge the way your web editors work, saving them time, energy and a few grey hairs along the way. We’ve rounded up our top tips for choosing, implementing and revamping a CMS for unbeatable productivity.
Make sure to choose the right CMS for your organisation with our checklist:
Choosing or customising a new CMS
So you’re in the market for a new CMS? Congrats! You're about to become your web editors’ favourite person. The right CMS will help your team create and manage better content in a fraction of the time. Here’s what to look out for.
Shave minutes off every task with intuitive navigation that turns multi-tasking into child’s play. With the right CMS, you can switch between a backend and frontend view in an instant, helping you create meaningful content without getting bogged down by an inefficient system.
Finding the right images, videos, or blog posts can be the biggest time drain when it comes to producing content. A powerful search function will help your web editors filter out irrelevant results, and get to the good stuff in seconds.
The best CMS will let you drag and drop the images you need from your hard drive straight into the system. Not only that, but with a good image handling feature, you can edit pics just as easily.
To web editors, keyboard shortcuts are like a second language. A CMS should allow your team to use tab, arrow keys and shortcuts to navigate through the interface for superfast editing.
Boost your team’s collaboration with issue management. Whether an editor needs a proofreader or some technical support, they can reach out to the relevant people by assigning a team member to the issue.
It might seem like a no-brainer, but you’d be surprised by how many CMSs or legacy platforms still don’t let you edit on-the-go.
Web editors shouldn’t need coding skills to be able to create new content. A CMS should let them whip up a new page in an instant thanks to drag and drop layouts, text components and fragments like buttons or video lists.
Third-party marketing tools
Marketing tools are created to make web editors’ lives easier. Let your team make the most of them with a CMS loaded with safe and tested integrations.
The ability to duplicate content – whether it’s a single image or an entire site – is a surefire way to boost your team’s productivity.
With a CMS, your web editors should get a full view of the structure of a website, including all the internal references between your content and images.
Access and roles management
Managing who gets access to what can be a minefield. Cue access and roles management. A great CMS will make it easy for you to switch roles, edit permissions, re-assign people or revoke access.
Implementing your CMS
When it comes to implementing an intuitive and flexible CMS that your web editors will love, your developers are your best friends. Here are some tips to help you on the way.
Intuitive help texts
Helpful messages and labels guide your editors as they get to grips with a new CMS, helping them avoid roadblocks and navigate the platform faster.
Your CMS is as flexible as you want (or need) it to be. If you’re working with a team of super users, work with your developers to create a fully flexible solution.
The ability to embed rich web content anywhere is an essential part of a truly dynamic digital experience, and the good news is that they don’t have to be complicated to manage. Work with your developers to create macros that simplify embedding html in your rich text editor.
When it comes to creating the perfect CMS, it’s important that your developers take time to figure out the best way to implement the platform and make it as user-friendly as possible afterwards.
Optimising an existing CMS
You don’t need a brand new CMS to help your editors work smarter. Optimise what you already have to streamline processes and make your team’s life that little bit easier.
Reduce the number of page templates
Give your site a spring clean and reduce the clutter to supercharge your team’s workflow.
Upgrade your CMS
Never pass up an upgrade – updating your CMS can help you access more features and get rid of any niggling bugs.
Read more: 4 Reasons why your digital experience platform must be agile and flexible »
Make a cheat sheet
Every team is different. Observe how your editors work to discover their system logic. With this knowledge, you can create a cheat sheet that bypasses common pain points and helps everyone work more efficiently.
Always ask for support
If something’s not working, do something about it. Always report performance issues to the right people and work together to find a solution.
Make your own customisations
Your CMS probably offers more customisations than you first thought. Work with tech-savvy colleagues to tailor your system to your team.
Don’t forget about plug-ins
Plug-ins can be a fast and easy way to solve specific issues. Identify your team’s pain points, then search for plug-ins that can alleviate them. Be careful when adding plug-ins to your CMS, you need to make sure they are used by others and certified by the CMS vendor or you might end up with performance problems or security issues.
Frequently asked questions
What is a CMS?
How does a CMS work?
A user adds information to a database through a GUI, which are fetched by template code and published as e.g. a web page.
What types of CMS exist?
How to choose a CMS?
Consider the requirements of your organisation: your audience channels, your budget, self-hosting vs. cloud, and the UX of the CMS.