CMS implementation

We select and implement the best CMS solution tailored to your needs, business specifics, and budget capabilities. Options include proprietary CMS platforms that ensure vendor responsibility for security and updates, essential for effective content management.

Content Management System (CMS)

The internet is now a key platform where your customers search for products, services, and make purchases. An efficiently implemented CMS (Content Management System) enables your business to easily update web pages, customize offers, and create tailored digital content. This builds user loyalty and increases sales.

A good CMS allows you to quickly react to changing market trends, ensuring you stay ahead of the competition. It’s crucial to consider the most popular CMS platforms that play a key role in managing websites, blogs, and e-commerce platforms. The right CMS integrates seamlessly with your company’s internal processes, simplifying content creationand management rather than complicating it.

Problems and Challenges in Implementing a CMS

Implementing a new content management system can bring a number of challenges that are worth recognizing and addressing to make the process as smooth as possible. Here are some of the issues you may face:

Choosing the Wrong CMS
Not every CMS fits every organization. Selecting a system that doesn’t meet all your company’s functional or technical requirements can complicate website updates. Understanding both your company’s needs and the available CMS platforms is crucial. A well-chosen CMS allows easy content addition and editing by harmonizing backend, database, and frontend components.
Maintenance and Support
Once a CMS has been implemented, there may be ongoing maintenance, update, and support needs. The vast majority of CMS software (like any software application) requires ongoing updates to ensure security and stable operation. Employing a maintenance team is a very good way to avoid problems associated with a lack of support in the long term.
Insufficient Understanding of User Needs
Lack of clarity on how end-users utilize the system often leads to implementing less useful features while omitting crucial ones. Detailed analysis of your target audience’s needs should guide CMS selection.
Adapting your Employees
Resistance to change from employees tied to old systems can impact implementation effectiveness. Selecting a tool that fits into your company’s workflow and providing adequate training is key.
Technical Issues
New CMS implementation may face challenges like system integration, data migration, and compatibility with current IT infrastructure. Clarifying your needs before selecting a CMS is vital.
Compliance and Security
Ensuring the system complies with data protection and security laws is essential to avoid legal and operational risks.
CMS Configuration Errors
Incorrect CMS configuration can lead to security, performance, and functionality issues.
Costs
While open-source CMS solutions are free, they have limitations. Making an informed decision when choosing a CMS is crucial since initial costs may not reflect long-term expenses.
Michał Łukawski - IT Client Partner

Considering a new CMS?

If you’re concerned about potential implementation challenges, leave us your email and phone number. We’ll call you back within 24 hours to discuss your needs and potential risks. Based on this conversation, we will decide together whether to arrange a further meeting with our expert(s) who will prepare a tailored solution and next steps for you.

Your New Content Management System – How Do We Work?

Content management systems vary in ease of use, customization, integration with other systems, security standards, and technological support. Knowing your company’s needs is essential before investing in a tool. Understanding how different systems impact content creation and management and their flexibility in making changes is crucial for your website’s success.

Step one: Discovery phase

The Discovery phase is our first step to understanding your business needs. It’s a collaborative workshop where we not only identify key business requirements but also verify feasibility and agree on a workflow. This allows us to understand exactly what we want to build and how best to do it. In the context of web development, the Discovery phase is crucial when selecting a CMS that makes content management easy and user-friendly. Every project is different, so we tailor the scope of our Discovery phase to meet the actual needs of the client in question.

Benefits of the Discovery Phase:

Understanding of business requirements for CMS = understanding you marketing team, business goals and technical requirements

  1. Shared Understanding of Business Requirements

How many new leads should your platform generate per month? What conversion rate is satisfactory? What peak sales traffic should the system be resistant to? We want to know that success means the same to us. This is the foundation of the entire further Discovery process, as defining your goals and needs allows us to develop further relevant benchmarks. These requirements determine how we approach functional requirements (e.g., what and how users will be able to do on your website) and non-functional requirements (e.g., security, required application speed parameters, etc.). By setting specific business objectives described in numerical terms, we can also accurately answer the question: when and how will we achieve success?

2. Avoiding Implementation of the Wrong Product

Our approach to the selection and implementation of Content Management Systems is based on continuous verification and tailoring of the solution to the needs of the end users. Right from the initial project stage, we determine exactly who needs the system and what functionalities are needed – we want to understand both your company’s and your customers’ expectations. We also analyze all available data in detail. Thanks to this approach, we avoid the risk of implementing the wrong product that would not respond to the actual requirements of your audience.

Continuous verification and adjustment of the solution
Faster time to market: MVP (Minimum Viable Product)

3. Faster Time to Market

By thoroughly understanding your needs and those of your customers, we are able to create an MVP (Minimum Viable Product) and get it to market quickly, even if it has a limited number of functionalities at the outset. Remember that ultimately, it is the real users who verify that a CMS actually works, and their feedback gives us insight into areas that need to be optimized.

4. Reducing Project Costs

By planning the work in advance and accurately defining requirements, both functional and non-functional, we increase the efficiency of the team and accelerate project development. Our approach is based on iterative deployment of solutions, allowing you to keep track of progress and review assumptions – this in turn minimizes risk and increases investment efficiency. As a result, we are able to save up to 30% of your budget.

Reducing Content Management Systems costs through discovery
The effect of Content Management System discovery phase: report

5. The Basis for Future Decisions

Discovery is the time when the main product features and those we will be introducing in the future are taking shape. It is through a strategic approach that we can plan the work, looking at your business from a broader perspective. At the end of this phase, we provide you with a complete report that serves as a solid basis for future design decisions and even a tender if you decide to invite other companies to bid.

6. Confirmation of the Anticipated Budget

It is only after we have conducted the actual Discovery phase that we are able to clearly establish what the projected budget for your implementation will be. It would be difficult to do this before selecting specific technology solutions, reviewing your requirements, understanding what integrations with internal systems you need, and creating a backlog, which is a summary of all these assumptions, i.e., an inventory of tasks.

In the event that the budget after the Discovery phase exceeds your assumptions, we discuss our findings and decide which tasks from the backlog we defer to later implementation phases.

Many clients find it too risky to sign an implementation contract with a company that only wants to confirm the budget after Discovery. We completely understand this, which is why we also have the Discovery phase itself in our services, after which you will receive ready material to prepare a request for proposal (RFP). With a precisely defined backlog and all the other artifacts from Discovery, your company will be able to put out a tender, invite other companies, and compare ‘apples to apples’ in bids.

Verification of the projected budget for CMS - Content Management System implementation
CMS platform implementation process: - Discovery phase - Design and planning - Configuration and customization - Systems integration - Data migration - Testing and training - Go live

Step Two: Design and Planning

Jointly with you, we review the initial projects of the interface, which our UX/UI team creates based on research and data to ensure that they are not only functional but also effectively guide users, for example, in the purchasing process.

Step Three: Configuration and Customization

The next step is the installation and configuration of the chosen CMS. We create custom modules and functions tailored to the specific requirements of your business. At this stage, we can also take care of the visual personalization of the platform. Additionally, a good CMS enables SEO (search engine optimization) /SEM(search engine marketing) optimization, which translates into better visibility in major search engines.

Step Four: Integration of Systems

We integrate the CMS with your existing business applications, such as ERP systems, CRM, or analytical tools. This allows data to flow easily between systems, increasing operational efficiency.

User friendly interface (user interface) of the content management system of a website - CMS operation like publish content

Step Five: Website Data Migration

If you are moving from another Content Management System to a new one, we handle the data migration. This is a critical step during which we ensure that all relevant information is safely and effectively migrated to the new system.

Step Six: Testing and Training

Before the official launch of the system, we carry out a series of tests to detect and fix any errors. We also organize training for your employees so that they can use the new tool effectively. This approach allows you to roll out the product more quickly, as your employees are better prepared to use the CMS from the start.

Step Seven: Go Live

What follows is the so-called go live, or production launch of the Content Management System (CMS). At this stage, we can end the collaboration or move on to Step Eight*.

Launching successful the CMS:content management system on market

*Step Eight: Maintenance and Development

Once your CMS has been implemented, we do not have to stop working on it. Depending on your needs, we offer further optimization and development, which we carry out within an additional budget.

We provide ongoing technical support, so your team can focus on day-to-day business operations without worrying about the technical aspects of the system. We regularly update the CMS and introduce new features based on ongoing performance analysis and feedback. Such measures ensure that the system effectively supports the development and achievement of your company’s business goals.

CMS Systems – What Can Go Wrong?

Problems can also be encountered when implementing a new system – some of the most common are:

  • Misunderstanding the Requirements

We are committed to working closely with you and your team to understand exactly what you need from your new Content Management System (CMS). We regularly check in and let you know if everything is going according to plan.

  • Technical Issues

Our expert team is prepared to deal with any technical difficulties that may arise, ensuring that the system is well integrated and runs smoothly.

  • Data Errors

Data migration is carried out with the utmost care to avoid loss or errors in data transfer.

  • Delays and Budget Overruns

We manage the project with attention to deadlines and budget, avoiding surprises and additional costs.

  • Resistance from Employees

We offer to organize training and support so that your team can use the new system smoothly from the day it goes live.

  • Performance Problems

We monitor the performance of the system, optimizing it so that it always meets the requirements of your business.

  • Security Issues

We use the latest technology and best practices to ensure your system is effectively protected from threats.

Throughout the project, we maintain frank and open communication with you and your teams to ensure that any issues are quickly identified and resolved. This allows us to implement the right CMS efficiently and effectively.

Cost of most Content Management Systems (CMS) implementation - what does the budget depend on?

How much does it cost?

Implementing a CMS is a significant investment, requiring a team for several months. Final costs depend on project complexity, CMS license fees, necessary integrations, data migration, custom solutions, training, and technical support.

This is why we make sure that every element is clear and understandable to you and are always open to discussing cost optimization. The Discovery phase helps plan work so that the cost is as low as possible and the possible lifespan of the solution is as long as possible, generating the maximum return on your company’s investment.

We also work hard to ensure that the scalability, security, introduction of updates, and maintenance of the CMS are as light as possible for you and your staff. Co-operating with customers who are ready for the new system is EUR 150,000 upwards.

FAQ

  • I’ve had my platform for a few years now. Do you migrate and upgrade the old solution to the current version (e.g., from CMS version 1.0 to 2.0)?

To answer this question with certainty, we need to go through a Discovery phase together. During this phase, we’ll decide whether the best solution is to update the current version of your platform or build a completely new one.

If your platform has not been properly maintained and has accumulated a large technology debt, it might be more cost-effective and safer to build a new platform rather than update the old one.

  • Approximately how long will it take to implement such a system?

At least a few months. This is the only answer we can give before the initial conversation. The platforms we discuss are complex systems, and the backlog 1.0 (Discovery phase) process alone can take several weeks of intensive collaboration with you and your team. During this time, we aim to understand and define your goals to effectively deliver them.

It’s important to us that at each stage, you have confidence that our actions are effective and lead to success. Only after this stage can we more accurately assess how long the entire implementation will take.

  • The cost of the maintenance will be less?

The implementation of the CMS mentioned above involves several months of work by a team of several people. Therefore, we work with clients who are ready to invest a minimum of 500,000 PLN in new solutions. As for maintenance costs, it all depends on the chosen technology, whether we use an enterprise-class boxed solution or an open-source solution, and whether and what level of support is necessary for your business.

  • How will I maintain the system? What competencies do I need?

Implementing a system that “just works” is usually not enough, as there are many external factors that still need attention. This is why updates to the frameworks used, external tools, etc., are essential to maintain an adequate level of security. We also assume that if you need the solution we offer, it is important to you in a business context. Therefore, it should be developed in line with your business growth and user requirements (new design trends, changing user habits and expectations, etc.). We also offer services related to the maintenance and development of your CMS.

  • Does using the CMS require knowledge of HTML?

No, using our CMS does not require advanced knowledge of HTML or CSS languages. Our solution is designed to allow you to add, publish and modify content on your website simply and intuitively, just like using a word processor. Thus, even people with no programming experience can easily manage the content on the website, requiring only basic computer skills and internet access.

CMS for multiple users, with search engine optimisation and document management? What goals do you have?

Let’s talk about the expected results

Leave us your email, and we’ll schedule a conversation. We understand that implementing a new CMS system can be complex and full of challenges. Our goal is to understand your needs and tailor a solution that streamlines your operations and increases efficiency. We will contact you within 24 hours to discuss details and plan the next steps.

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