The Complete Guide to Content Management Systems (CMS)

Nowadays, your website is a powerful tool for small and large companies. Having an excellent website is one thing, but running it is entirely different. Publishing blogs and news, adding bookmarks, photos, videos, changes in text and graphics sizes can be posted on the website by editing the code.

It is usually associated with having elementary technical knowledge. But are you sure? Thanks to a friendly interface, systems that allow the user to quickly and easily modify the content come to the rescue.

What does a content management system mean?

Content management systems (CMS) are digital platforms that allow you to manage your website’s content. In other words, a content management system to the web is software that enables users to create, edit, develop and publish content on the web. Individuals use CMS, small businesses and large corporations alike. They allow you to add and edit content without knowing how to code or use complicated software.

There are many types of CMSs available in the market. Some are free and open-source, while others are paid. The best CMS for small businesses is usually determined by their budget and needs. Sites built using paid CMS like Drupal, WordPress, and Joomla are more popular and widely used.

A CMS can be an open-source platform like WordPress or a proprietary software like Adobe Experience Manager. There are also hosted CMSs that offer more features than your average open-source platform for a monthly fee.

How do Content Management Systems Work?

Using a CMS on a website has several advantages that make it worthwhile to decide its use. They are first and foremost:

1. Convenience in adding content

CMS systems are a great way to keep content organised and easily accessible. They allow content managers to create, edit, and update content without the need for any technical knowledge.

There are many advantages of using CMS systems. One of them is that they provide convenience in adding content. It’s an excellent way for companies to save money because they don’t have to hire people with technical skills.

2. Easy to use

CMS systems are user-friendly and easy to learn. This is because they have a simple interface that is easy to navigate. They also come with quick tutorials that allow you to get started without spending hours reading manuals or watching videos.

A short implementation is enough to know the primary interface that allows you to edit the page. The CSS systems are successfully used by bloggers and editorial offices, where the content is the most important thing, not the knowledge of technology.

3. Extensive system expandability

If you need additional features, you can install them using a variety of plugins. You can make changes to the website that are not available from the standard CMS. Plugins are software programs that can be added as extensions to a CMS or other software application to provide additional functionality or services not offered by the original application.

The universality and great selection of additional modules facilitate the work and allow for almost unlimited expansion of the functionality of your website.

4. Access management.

From the administrator level, you can grant and edit permissions for other users. Thanks to this, you know who and how has modified the content while ensuring that he does not have sufficient access to “spoil” the site. To create a CMS account, one needs to have an email address and password.

A CMS account is a set of permissions that a user has on the system. An administrator usually gives these permissions and can be modified by the same person.

The most common types of users in a CMS are:

Administrators – they have full access to the system and can change anything.

Users have limited access to the system but still have more privileges than guests. They can change their account information, edit content, post comments etc.

Guests – they cannot do anything on the system except reading content and leave comments. The only way for them to get access is if an administrator invites them or if they register themselves with their email address and password, which are sent to the email address provided to the administrator.

The CMS system is an excellent solution for any website updated regularly. If your website is not only a static digital business card – using the right CMS can help you save a lot of time and work. Which one is worth choosing?

What are the Best CMS in the Market?

There are many CMS systems on the market, which can be selected depending on the size of the website and its purpose. These systems are both generally available and dedicated, i.e. created for the needs of only one specific website. Each of them is equipped with several exciting features. Below we present a list of a few selected popular CMS systems.


WordPress is a free of charge and open-source content management system (CMS) created in 2003 by Matt Mullenweg and Mike Little. It is currently the most popular CMS in the world.

WordPress can be accessed through a web browser or installed on a web server. It is available in 190 languages and can be used on high traffic websites with millions of visitors per day.

The CMS has evolved to include new features, such as themes and plugins, which extend its functionality beyond essential blogging. WordPress’s core principles are simplicity, scalability, and security. About 40% of websites use it. Due to its high popularity, it is frequently updated and supplemented with new plugins. It is an excellent choice if you want to build your business website in WordPress.


Joomla is a free and open-source CMS that can be used to build websites. It is one of the most popular systems in the market, and over 3 million websites use it.

Joomla offers features and extensions, making it very flexible for developers to customise their sites. Joomla’s community provides robust support for users, website builders, and developers.


Drupal is a free and open-source content management system (CMS) that can be used to create and manage websites. It is written in the PHP programming language and stores data in a MySQL, MariaDB, or PostgreSQL database.

Drupal is written in the PHP and stores data in a MySQL, MariaDB, or PostgreSQL database.

The CMS is designed for interactive websites with heavy content editing requirements, but it can also be used to create simple websites. The modular design of Drupal allows for easy expansion or modification of the software by individual users or organisations.


Shopify is a Canadian e-commerce company that provides an online platform for small businesses to set up their online store.

Shopify has been named one of the best content management systems.

Shopify is one of the most popular platforms for creating your eCommerce store, and it has many features designed to help you sell and grow your business.


Magento is one of the most popular CMS in the market. It is an e-commerce platform that can be used to build a store. The company has been around for more than ten years, and it has constantly been innovating to keep up with the changing needs of businesses.

Magento is a versatile CMS that can be used for different purposes such as content management, e-commerce, and digital marketing. It also has many features, including SEO, social media integrations, mobile app development, and more.

Pico CMS

Pico is an open-source content management system without a database. It provides a simple and intuitive interface to manage web content. PicO is written in PHP and JavaScript, and it has no other dependencies.

Pico can be installed on any web server which supports PHP and JavaScript. But for better performance, it is recommended to install a web server that supports the FastCGI protocol (such as Nginx).

Which CMS to choose?

How to choose the best content management for a website? Popularity is a sign not only of functionality but, above all, the universality of specific solutions.

WordPress is the unrivalled leader in this group. However, if you pursue a particular goal and know what content and how you will manage, some systems may be better suited for this purpose than others.

For example, Joomla is the best solution for big journalism websites. They require potent databases and a dynamic structure.

The solutions that work for an online store are different from those used to run a blog. Still, others use their full potential on complex websites with many different functions.

Shopify is a platform dedicated to e-commerce, and in the case of a large online store, it will be a better solution than WooCommerce for WordPress.

An exciting alternative is creating your system explicitly dedicated to your website. Although it is expensive and requires the work of an IT team, the result may be to create a panel perfectly suited to your preferences.

However, keep in mind that you will always have to consult with specialists in the event of servicing or updates, which will be costly for sure.

When choosing a CMS, it is worth considering the following aspects:

When using a content management system, you need to know the degree of program and adjustment to the page complexity. If you are satisfied with the publication of simple texts, easy adding of videos and photos, and are good at creating content, consider the basic solutions.

In this case, WordPress may be the winner. However, it is worth testing different options and choosing the ones that prove to be the most convenient. Remember about CMS without databases if you are concerned about them.

Consider functionality. It depends on what website you are running. Complicated websites with tons of different directories and subcategories may require more professional tools. Let’s face it, directories like Yelp or sales platforms like Amazon were not made on WordPress.

Price. When comparing individual solutions with each other, it is also worth considering the financial aspect. Perhaps a cheaper alternative is better suited to your needs.

However, remember to use proven tools that ensure the security of data on the website. It is essential that you also check the prices of the plugins you will be using to increase future functionality.

Conclusion: Start Using a CMS Today to Supercharge Your Productivity & Creativity

CMS systems are a great idea for any company looking to create a website. They are not so expansive and customisable that they can be used for any industry. It’s a tool that allows you to edit and update your website without knowing how to code. With this type of system, you can make changes on your site without paying an expensive web designers or developers every time you want something changed on your site.

This is great because it saves you money in the long run. Additionally, if something goes wrong with your website, there are helping communities and hundreds of tutorials, you have someone who knows how to fix it for you!

Regardless of which content management system you choose – remember that a well-optimized and constantly updated website is the key to online visibility. If you care about good search results, using a CMS can help you.

About the Author

Dora Glogiewicz

Dora Glogiewicz

Dora Glogiewicz is a professional web designer and developer with over 10 years of experience. Specialist in applying digital media and digital marketing strategies. Extensive knowledge and skills in developing and improving user experience (UX) and designing modular user interface (UI).

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