Crash Course for Content Management

 

How will a component content management system benefit my organization?

“Content” is a broad term that encompasses business documents, technical manuals, marketing materials, and a wide range of other written and audiovisual data. How your organization stores, manages, and edits this data plays an important role in your productivity. Everyone benefits when your team members have tools that help them share and collaborate more effectively, reduce duplication of effort, and get the information they need quickly.

In short, component content management systems (CCMS) make your content smarter and more powerful. Because content is stored only one time no matter how many times it is used, the system can track everything that happens to it. And editors only have to handle the content one time while the changes are made globally within and across all documents.

Organizations in any industry will see the benefits of an effective component content management system almost immediately. Technology companies, healthcare providers, government contractors, and other businesses can all use a CCMS to streamline their workflows, maintain regulatory compliance, and improve overall quality control, among other benefits.

If your organization handles a diverse selection of content such as instructional videos, user guides, or product labelling, has to translate materials for international markets, or has other specific content-related challenges, a CCMS is an essential tool that will help you work more efficiently and effectively.

Below is a list of benefits a CCMS will provide to an organization.

Read more about how the Vasont CCMS has benefited some of its clients.

Benefit Before a CMS After a CMS
Centralized and shared content Content is scattered throughout the organization, resulting in contributors creating similar or duplicate content in many different formats. Content is consolidated into one powerful repository, facilitating content sharing among co-workers.
Accurate content Numerous versions of documentation reside in separate files. Each file must be updated individually through a manual process, leading to errors and inaccuracies. Because each piece of content is only stored one time in a CMS, it can be reused throughout one or multiple documents. The CMS tracks every instance of content reuse and flags all instances when a change is made to ensure all appropriate instances are updated and consistent.
Secure content Anyone can access the content in documents, posing a security threat. User privileges are assigned, so only authorized people can access content with unique IDs.
Shorter editorial cycles The editorial and review process is inefficient. Responsibilities and deadlines are not well-defined and monitored. Users are alerted to their pending tasks and due dates. Additionally, daily editorial tasks can be automated to save time.
Quick creation of new publications Content is rewritten for new publications because previously written content cannot be found. Content can be searched, retrieved, and reused to create new products within minutes.
Timely delivery of publications Separate files exist for print, Web, and PDF versions of the content, increasing the time it takes to update and publish the content. Single-source content is updated once and repurposed for multiple media channels as often as daily or weekly.
Lower translation costs Documentation published in many languages is confusing and costly to update and translate. A CCMS with full Unicode support allows small chunks of updated content to be translated instead of entire documents, saving thousands of dollars.

 

Contact us for further information about more in-depth training in content management.

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