How Roles Change When Moving to a Content Management Environment

As organizations consider moving to a content management strategy for their technical documentation, reference publications and other business information, it can result in uncertainty. Staff members are concerned about what lies ahead. They often wonder what impact the new processes will have on the roles of their team members. What positions will be minimized or eliminated, and what new roles will emerge when the content management system is in place?

The manner in which you identify and address the changing roles prior to moving to a CCMS environment will have a direct effect on the success of your implementation. In many cases, the impact on a team when moving to a CCMS will be positive, because it can create exciting and challenging new job opportunities within your organization.

Here are some tips to consider for potential role changes when implementing a content management strategy:

Focus on reuse.

To get the most benefit out of a content management strategy, the focus must be all about reuse. Getting writers to search for content to reuse before writing fresh content can be challenging, so many organizations have created a role for developing, monitoring and enforcing content reuse guidelines. This role takes on many different titles: Content Reuse Strategist, Content Management Editor, Content Librarian, and others. Whatever the title, the responsibility of this role is to ensure content reuse is maximized within the content management system, resulting in highly accurate content across the organization’s publications.

Manage the metadata.

One of the many workflow changes when moving to a CCMS involves the management of metadata. Assigning relevant metadata to content helps to classify it for various uses, to find the right content when it’s needed for reuse, and to control which content to translate or publish for various output formats. So, it is important to have a Metadata Editor role that develops and distributes metadata guidelines, trains writers how to use metadata, and oversees metadata usage for accuracy and completeness. This role must also ensure that the metadata strategy doesn’t get too complicated; otherwise, writers will struggle to implement it.

Monitor the multimedia.

Graphics and multimedia files can be consolidated into the content management system along with the textual content. It may be necessary to create a role to oversee these files and develop a process to update, reuse and manage them in an organized way. This Multimedia Manager functions similarly to an Art Department Manager, but with added responsibility for consolidation, metadata and reuse of these files.

Ease up on DTP.

When using a content management system to manage and publish content, the role of the Desktop Publishing Operator can be minimized since much of the publishing process can be automated. This doesn’t necessarily mean these individuals can’t remain important members of your organization. It’s possible that the people in this role can use their skills and experience to shift into a new role successfully. This will help minimize any negative impact on your team when moving to a CCMS work environment.

Contact Vasont Systems to learn more about the changing roles when moving to a CCMS.

Vasont Systems can help you understand and prepare for the impact your team will face when moving to a CCMS. Call us at 717-764-9720 or visit our website for help in getting started with your content management strategy.