CMS A TO Z

We are often asked whether we recommend a CMS system or an HTML authoring software like DreamWeaver/Contribute or Windows Expression (which replaced FrontPage).

The truth is, these things are not at all mutually exclusive, so the question really should be: Should i use a web authoring software AND should I be using a content management system.

First, let's talk about what these tihngs are...

Web/HTML Authoring Tool:

This is a tool that helps you layout a web page and the structure of the website. The tool usually includes a way for you to create the navigation for the site, the basic theme or template for the site, and decide what fonts and colors will be used throughout the site. This process can include the actual content, but might not at all. Some organizations use these tools only for the basic skeleton of the website, and then hand the files off to a programming team to dynamically populate the site using information from a database. Some sites, however, are small enough (say 5 or 10 pages), that they will use these tools to also populate the content of the site.

When updates are needed, these sites can simply be updated using the same tools (whether it is a change to the design or to the content).

Content Management System:

A content management system is a tool that is used to add, update, deleted, and modify the organization of content. So at it's most basic, a CMS system will simply allow you to add new pages or articles, or photos, or sound files, or whatever it is you need to manage. And it will allow you rearrange them and connect them as you see fit. This process can be completely independent of the design or layout of the site.

However, most of the time it is not.

And here is what is so confusing for folks trying to decide whether they need an HTML authoring tool or a content management system.

Most applications, regardless of how they categorize themselves, try to be both. And many do a good job as far as they go.

For example, DreamWeaver would generally be considered a web authoring tool. However, combined with Contribute, it can really become a content management system. Giving different parties access to modify different parts of the site that has been built using the system. And Microsoft's Expression Web is similar. People who are not concerned with the design can modify content if they are given the permission to do so.

And from the other side, many CMS applications (both hosted cms and standalone cms solutions) can allow some or a great deal of access to the layout and design of the site, and will sometimes provide the tools necessary to actually make those changes.

The end result is that the question of whether you need this category of applications or the other can become not as useful as questions about the specific application you are evaluating.

Instead, start with your list of needs:

1. Do you need a custom design, or will a template due?
2. On a day to day basis, will your content be changed and updated?
3. Will you need full control over the design of each page?
4. Do you need to manage data that is more than simply a "page" - member information, ecommerce, blogs, photo galleries, etc.

When you have your list of requirements together, find the tool that fits those needs. Don't be distracted by what the manufacturers call it.