What is a content management system (CMS)? 

Key takeaways:

• A CMS allows non-technical users to create, manage, and update their website content quickly, without needing help from a developer.
• Modern CMS platforms offer strong customization and scalability, with themes, plugins, and extensions that help your site grow as your business evolves.
• Small and medium-sized businesses rely on CMS tools to manage their websites, highlighting their importance for building and maintaining an online presence.

When starting a business, your first priorities include building digital content for customers to find and trust you. Creating a website is essential because it showcases your products or services, pricing, and contact information.

A content management system makes creating this website easy without coding. You log in, write your content, add photos, and hit publish. It’s as straightforward as it gets.

Over time, the same CMS creates a streamlined workflow by integrating scheduling, form, and payment features. Updates can move smoothly.

If you’re a content creator or building your small-to-medium business, a CMS helps you look more established from day one.

In this guide, we’ll walk you through what a CMS is, how it works, its different types, and how to choose the right one for your needs. We’ll also compare a CMS with a website builder. You’ll get clear next steps to launch your website confidently.

What is a content management system?

A content management system is a tool that makes website management simpler and more accessible through user-friendly features. It allows you to create, manage, update, and publish website content without in-depth technical expertise.

Without a CMS, you need to write HTML, CSS, and JavaScript code, manage files on a server, and update your code every time you change content. With a CMS, you write and edit content in a simple interface, much like writing in a Word document.

Instead of coding, you can choose from ready‑made website templates, so you don’t have to hire a designer. You build pages using drag‑and‑drop tools, much like assembling Lego blocks. Updating content becomes as simple as posting on social media.

Most CMS software also has built-in features for contact forms, appointment booking, email marketing, and even online payments. This is a huge reason CMS is popular among business owners.

With these key features, you and your team focus on content creation rather than dealing with technical details. Your site grows as your business grows.

Popular examples of content management systems include:

• WordPress
• Joomla
• Drupal

These days, many modern website builders also function as CMSs. They offer an all-in-one solution that integrates hosting, design, and content management for ease of use.

How does a content management system work?

A content management system handles the complex behind-the-scenes tasks of building a website so you don’t have to. It has two systems:

• Content management application (CMA)
• Content delivery application (CDA)

Through the content management application (CMA), a CMS provides a user-friendly interface that lets you create and edit content easily without coding knowledge. Instead of manually writing web pages in HTML code and uploading them to your site, you can use a content editor that feels as familiar as a word processor.

When you click “publish,” the second part of the CMS—the content delivery application (CDA)—kicks in. The CDA stores the content you entered in the CMA and delivers it to your website for visitors to see. 

In short, the CMA is where you create content, and the CDA makes sure it appears live on your site. With these two systems, the CMS handles all the coding and technical details in the background, letting you run a website without any headaches.

What are the different types of content management systems?

Not all content management systems are built for the same job. There are many CMS platforms, and “CMS” can refer to a broad range of software tailored to different purposes.

However, most small businesses will only ever deal with a web content management system. This is a CMS for websites.

For context, here are common types of CMSs you might encounter:

• Web content management system (WCMS)
• Enterprise content management system (ECM)
• Digital asset management system (DAM)
• Component content management system (CCMS)

Web content management system (WCMS)

A website content management system (WCMS) is specifically designed to manage website content. Most people who talk about a “CMS” are usually referring to this type—a CMS for websites.

Note that CMS manages content in general, while WCMS manages website-specific content.

A WCMS provides an interface for non-technical users to maintain a website without learning technical controls, coding, or hiring someone who does.

In a WCMS, all the website’s digital content is in one place—pages, blog posts, images, design layout, and more. You can create or edit web pages and organize them in a menu. You can upload images or videos to a media library. You can also write and publish digital content, then tag and categorize it. You may also retrieve or update these blogs later.

With a web content management system, content organization is much easier and can be done whenever you need to.

Since it is web-focused, most pages have SEO features—meta titles, descriptions, web analytics integration, and a user feedback or comments management system.

For these reasons, WCMS is popular among small business owners, marketers, and bloggers. You or your marketing teams don’t need to wait for a developer to quickly publish blogs or landing pages, or update promotions. With minimal controls, your website stays fresh and relevant.

WordPress is a classic WCMS. Its admin dashboard lets you create pages or posts, upload media, and install theme plugins for more features.

Enterprise content management system (ECM)

An enterprise content management system (ECM) is designed for large organizations to manage business information, documents, and records.

This type is more focused on managing company files—think of contracts, invoices, employee records, policy documents, spreadsheets, presentations, and more. ECM does not manage public website content.

Large organizations or compliance-heavy industries use ECM so an employee can quickly find a document rather than hunt through a mountain of folders. Unless you’re running a growing company with complex internal data, small businesses or basic websites don’t need an ECM—a regular WCMS will do.

Digital asset management system (DAM)

A digital asset management system (DAM) is a CMS for storing and organizing images, videos, logos, and files. It acts as a centralized platform for all your digital assets so you can easily find and use them.

With this type of CMS, you can add titles, tags, descriptions, or categorize uploaded media files. This way, you can quickly retrieve images with a simple search. The system ensures your team uses only approved, up-to-date images.

Take note that a DAM does not manage website pages on its own. It does not replace a web CMS. Rather, the two types need integration because WCMS pulls images from the DAM when building pages.

Component content management system (CCMS)

A component content management system (CCMS) is a specialized CMS for technical documentation—such as user manuals, help guides, and knowledge bases. CCMSs store content in small components that they can assemble into different documents as needed.

For instance, you write a component once and reuse it across manuals, formats, and languages. When you update it, the change reflects everywhere it’s used.

CCMS tools are common in large organizations or technical teams because they publish complex and multi-channel documents. It is not something that typical small business websites need to worry about.

Aside from the types of CMS mentioned above, you might also hear about traditional (coupled) CMS, decoupled CMS, and headless CMS. These refer to how CMS is built and delivers content.

A traditional CMS keeps the content system and the website display in one place. In a headless CMS, the content is separate; another website or app pulls it.

Why should you use a CMS platform?

To be clear, you could build a website without a CMS. You’re free to write code from scratch or with a developer. However, for most people and small businesses, using a CMS is a far better approach. It’s obviously simpler, faster, and easier to maintain.

Here are more practical benefits of using a CMS for your website:

• Easy content creation: The very essence of using a CMS platform is to make content creation simple and easy on your site. With a user-friendly editor, you deliver fresh web content on your own and whenever.  
• Content organization: Organization is just as important as creation. With this tool, you can categorize web pages, tag posts, and retrieve or archive published content. As you add more content, the CMS helps keep everything organized in the backend.
• Seamless collaboration between multiple users: CMS streamlines tasks if you have multiple people working on your website. An author can write a draft, an editor reviews it, and then an admin publishes it across digital channels. All these user roles are within the CMS workflow. It’s much more efficient than passing documents back and forth via email. 
• Cost-effective: CMS platforms generally cost less than building a site from scratch, mostly because you don’t need to hire a developer. You also save money on maintenance. There are packages that are literally free, and even those paid ones or hosted versions are priced reasonably.  
• Extensive design and personalization tools: You don’t have to start with a blank slate. CMSs have a variety of themes, templates, and plugins you can choose and customize to fit your brand. You can start simply and personalize over time. WordPress, for instance, has thousands of themes and over 50,000 plugins for functionality. 
• Built-in SEO and marketing tools: Starting a business nowadays means competing with every business that shows on your customers’ screens. Most CMSs make it easy to get discovered and grow with built-in search engine optimization (SEO) checklists and reminders. For example, they help publish content with a clear page title, readable URLs, and short descriptions for Google ranking.

How to choose the right CMS platform

There are many content management systems available on the market. How do you figure out which one is the best CMS for a small business website—or for your specific needs?

Focus on what matters most to you. Identify the key features that support your goals, team, and budget, then narrow down your options.

Below are some of the most important factors to consider when choosing a CMS:

• Easy-to-use editor: Look for a CMS with a user-friendly interface—like a clean dashboard with drag-and-drop components or block builders for simple page design. It should feel as simple as editing a document. A good one also supports cross-team collaboration where multiple users create, review, and modify content seamlessly. Your CMS should not leave you constantly searching on Google for how to do basic tasks.
• Built-in hosting: Decide who will handle the hosting and upkeep of your website. This means choosing between self-hosted and hosted services. A hosted CMS runs the site for you after you sign up and build it. A self-hosted CMS means you install it on a hosting service of your choice. Hosted is simpler and has more limits; self-hosted gives you more control and flexibility but is more costly. Pick the option that fits your budget and the control you want.
• SEO and marketing capabilities: Check for built-in SEO tools that help your site rank on Google. At the very least, it should let you edit your page title, short description for search results, and the page URL for every post. Check also if it integrates with analytics platforms like Google Analytics so you can track visitors and page views.
• Design flexibility: Choose a CMS that has templates and themes that suit your taste, brand, and industry. You should be able to build custom layouts if you want. And if you have a specific vision or need unique page layouts, the CMS should support this extensive customization.
• Pricing: Compare the pricing of CMS platforms you’re considering. Some may seem affordable at first, but get expensive as you add more users or multiple team members. The pricing should fit your budget now and the foreseeable future. Factor in potential costs, such as premium themes or plugins, as well as monthly or annual subscription fees.
• Scalability: Think about your long-term plans. In the future, your site may have more pages, more visitors, and more features. A good CMS can handle growth in content and more traffic without slowing down or causing issues. It should be able to keep up and provide flexible solutions, so you don’t end up switching to a new CMS.
• Security: Evaluate its security features and track record. Does it receive regular security updates and patches? Are there built-in security measures, such as firewalls, user permission controls, and two-factor authentication? Research whether the CMS is considered secure or has a history of major vulnerabilities. Consider publishing controls, too. Does it let you manage approvals, roles, and access levels? Bottom line is to choose a CMS that takes security seriously.

How to build a website with CMS

Whether you’re launching a portfolio, a service site, or online stores, a CMS lets you move fast and look legit from day one.

Here’s a simple step-by-step guide to getting your website live with a content management system:

1. Set up your CMS: Pick a CMS that fits your comfort level, budget, and desired level of control. Some are more “all-in-one,” while others are more customizable.
2. Get a domain + hosting: Buy a domain. If your CMS includes hosting, you’re covered. If it doesn’t, choose a reliable hosting provider that meets your CMS requirements and can handle your expected traffic.
3. Pick and theme and build your website’s structure: Select a design template. Customize your logo, colors, fonts, and page layout. Then, add your core pages. Start with Home, About, Services/Products, and Contact. Build your menu, add images, and keep copy clear and skimmable.
4. Add content and launch: Use the CMS’s built-in editor to create pages and posts. Think Microsoft Word—write engaging content and insert images. Then, add features you truly need—contact form, SEO, analytics, and security/backups. Review, then publish content on multiple channels.

CMS vs website builder

CMSs and website builders share similar goals. They help users create and manage websites, but they have key differences.

To make the comparison clear, here’s a side-by-side look at a typical CMS platform vs a typical website builder.

Feature	CMS	Website builder
Setup	Requires separate hosting and manual installation	Hosting is included; just sign up and start
Ease of Use	User-friendly, but with a learning curve	Designed for beginners, so no technical skills are needed
Flexibility	Highly customizable with plugins and code access	Limited to built-in tools and templates
Maintenance	You handle updates, backups, and security.	Platform takes care of everything for you

Which is best? Choose a CMS if you want control and room to grow. Go with a website builder if you want a straightforward, easy setup.

Frequently asked questions

Get your business online with a CMS

It’s clear now that a content management system is a strategic asset for your business.

With the right CMS, you can easily control your content even without any programming language. It’s effortless to maintain consistent branding and deliver a consistent user experience.

Now that you’ve seen what a CMS can do, you should feel confident and ready to launch your own site or online platforms. Building a website has never been more accessible.

You can take a DIY approach with our easy Website Builder or enjoy the flexibility of WordPress with our specialized hosting plans.

Whatever route you choose, you’ll have the support you need to turn your online vision into reality—and grow your business with confidence.