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10 signs you’ve outgrown your CMS

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7-minute read

Digital data and documents are essential for businesses, so is managing them on a large scale. Over time, many cybersecurity threats arise, and to mitigate these risks, a company needs a centralized content management system.

Companies that have eliminated the inefficient, traditional CMS have seen 2-3 times faster release periods of products. Teams often wrestle with outdated tech, which affects productivity. 

We have made a list of 10 signs that a company has outgrown its CMS platform and moving to new tech can drastically boost speed and efficiency.

1. Maintaining Multiple CMS's or Content Repositories

The primary purpose of a CMS is to manage content, and there are lots of benefits. But once a company requires multiple CMS's, it becomes difficult to manage the content and requires extra time and effort. Having content silos make it challenging for teams to collaborate efficiently.

Many companies manage their content with multiple WordPress CMS's. With the increasing number of languages, separate websites, knowledge bases, blogs, and support centers, it becomes challenging to manage. Having a simple stack makes it super easy to maintain.

2. Inability to Scale Digital Products Efficiently

Spending a whole day to make changes in one product is a challenging task. But what if these changes have to be made to multiple products? The workflow is inefficient for a company and requires much effort to add multiple products customized for different localities and devices. Another thing that limits developers is to choose tools and languages for the products.

3. Content Bottlenecks hold Up projects.

Content marketers are held up by content bottlenecks of their products, according to the content marketing institute. The bottleneck is a sign that your content management system is not efficient enough to maintain the content. It also causes a problem with searching for a specific file in the database. The content bottleneck is the most common problem that many growing businesses face. It can hold up projects for many days, which can cause a delay in releasing new products.

4. Content and Development Workflows are Interdependent

When content managers struggle with growing portfolios, content, and development, workflows become entangled. It makes them unable to work in parallel. In such a case, the content managers and developers have to take turns to maintain the CMS.

They want their developers to make changes and update the content as soon as possible, while developers face issues with adding new products, which consume a lot of time. Not to forget the challenges that come up while troubleshooting and managing the CMS.

5. CMS Capabilities Can Limit the Feasibility of Innovative Projects

Innovative projects require a new tech to work efficiently. But working with an outdated content management system hinders the digital experience. That is why; marketing and digital teams have to be selective about how they can use the available resources.

On the other hand, developers are trying to keep everything live as there are very few resources and functionalities to implement new designs and concepts. There are maybe workarounds to enhance the CMS's capabilities, but this sign shows that you have certainly outgrown your CMS, and it needs to be upgraded.

Truu Digital -10 sign you've outgrown your CMS visual checklist

6. Unwieldy CMS's Slow Down Production

This means that your CMS requires extra time to recreate and migrate existing content. Time will be spent more and more on research and plugins instead of writing clean code. The developers have not written the code themselves, so troubleshooting becomes challenging to find bugs. A simple bug troubleshooting can take from a few days to several weeks.

A company often needs to migrate content from one storage to another. Using plugins provide you with some functionalities, but there is a limit to what they can do. If the developers have not written the code themselves, it will take much time to troubleshoot a single bug or wait for them to fix it. These bug identification and patch upgrades are not cost nor time effective.

7. Relying on a few people to push new content live

New data is added every day to the company's portfolio. As more data comes in, CMS becomes less stable as new workarounds have been added to support the latest products. Making one change in the CMS can cause problems in other areas, and in the end, it requires allocating resources to make changes and publish the content.

This overloading of data causes the risk of breaking things and content bottlenecks. Things can get worse if developers who know the workarounds leave the company. It also means that you cannot entirely rely on a single person. Now's the time to upgrade your CMS to mitigate the risk.

8. Your Storage Needs Can't Scale or Adapt to Business Growth.

Business growth is a good sign, but can the company's technological stack keep up with changes and upgrades? A common concern that often gets raised when it comes to technology is the storage requirements; employees might need more storage space to save the necessary data when they need it. There are indeed some hacks that can be deployed to overcome the storage issues, but there is a limit on how far they can go. At any time, the tech will not be able to scale and adapt to business needs.

9.Processes Are Still Completed Manually

Manual data entry is a tedious task and requires a lot of time and effort. Furthermore, there is a risk of human error, which can lead to inconsistent records, as well as the risk of version control, which can lead to information mishandling.

10. Unable to Find the Information Required

The digital experience of a company is more important than ever before. These days a company has terabytes of digital data. Without a centralized management system, searching through the database is inefficient. It makes the search so difficult, like finding a needle in the information haystack. In worst cases, the employees do not even have an idea from where to start. 

Are You Suffering Too?

Big businesses with petabytes of data can understand the situation, and luckily there is a solution to your problems. But these common signs are vital and indicate that you now need a better content management system.

If you are interested in taking your content creation and management game to the next level, follow our blog for more tips.


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