Tips for Measuring the Success of Your Content Management System (CMS) Implementation

Many organizations install a CMS, but then struggle to determine if they are getting a return on their investment. Before installing a CMS, develop a plan for how you will measure its success. Take measurements of the time and costs you are spending using your current process. You can use these numbers to compare against the new measurements you take after you install a CMS. The key: Remember to take the benchmark measurements before you change your processes!

The big question is: What should you measure? Here are some of the measurements that typically see big improvements by implementing a CMS:

Got Reuse?

Content reuse is the key to much of the CMS’s return on investment. Measure the amount of content reuse you are getting by using the CMS. Reuse saves on writing time, translation costs, and ensures that your content is consistent across your document set.

In a study done in 2008, users of the Vasont CMS averaged 71% content reuse – meaning that only 29% of the content in the CMS was unique. More specifically, some clients in the manufacturing industry saw reuse rates as high as 93%! These numbers were derived automatically using Vasont’s Content Reuse Report. Even if you achieve numbers around 50%, you will still benefit with significant time and cost savings while improving the quality of your content.

How do you measure reuse before implementing the CMS? That’s easy…it’s zero. (No, copy and paste is NOT reuse!)

Medir los costes de traducción.

In plain English, measure your translation costs. This goes hand in hand with the first tip: If you have content reuse and you translate your content, you will see a significant drop in the amount of content you must translate. Reuse eliminates duplicated content, which means you only pay to translate it once rather than every time it appears in different documents.

An added benefit: If you translate less content, not only will your translation costs be lower, but your translations cycles will become shorter as well! So, measure the time it takes for your translation cycles, too.

Time your staff.

Measure the amount of time spent in the editorial cycles – writing, editing, reviewing, and proofreading. This time should diminish as content reuse rates rise, making your editorial cycles move faster. One Vasont client reduced their editorial cycles by 80%!

Count the production.

A CMS’s ability to automate many repetitive and complex tasks allows more publications to be produced without adding staff members. Measure the volume each employee produces (determine a measurement that makes sense for you; for example, the number of pages). At one client site, 10 employees using Vasont created the same volume of content in the same timeframe that previously took 22 employees.

Tally calls.

A CMS can provide more complete and intuitive content in documentation and training materials, creating a more self-service environment for their customers. This can result in fewer calls to the help desk and saves millions of dollars. So track the volume of calls your help desk or service area receives.

Call us at 717-764-9720 or visit our website for help in getting started with your content management strategy.