Summary: Here we answer ‘what is CMS software’? And discuss which features help your organization save time, money, and headaches.
At Intranet Connections, our motto is ‘work smarter, not harder’. That’s the kind of work environment we cultivate in our office and for our clients too. We know it’s imperative to have the proper tools to get you there, so here’s an important application in our out-of-the-box software that helps get you from A to B without having to worry about D, C, E & F.
So, What Is CMS Software?
CMS stands for Content Management System, which we like to loosely translate to ‘a simple software solution that will save you time, money and headache’s’. The actual definition is not as straightforward. CMS software’s use and definition tend to depend on the industry you’re in, the project you’re working on as well as the company’s objectives for utilizing this tool.
A more precise definition of CMS software is:
‘a web-based application that provides the tools and security to allow multiple users with varying permission levels to create, upload, edit, publish, collaborate on, report and archive content. This content may include manuals, standards, policies, articles, press releases, blogs, inventory, product information, reports and any other internal resources that are relevant to the organization’s workflows and processes.’
Now you know what it is, but the more critical question is: How Does It Help Me Save Time, Money & Headaches? Here are 3 features to help you work smarter, not harder:
Here are 3 features to help you work smarter, not harder:
1. Create Self-Sufficient Employees
By Creating An Effective Knowledge Base
Is IT and HR tired of getting interrupted multiple times a day by people asking redundant questions? ‘What’s the wifi password?’ ‘How do I access my voicemail?’ Reduce repetitive questions by enabling your employees to be self-sufficient and locate information themselves. A knowledge base is an effective way to store information about your company, and frequently asked questions (FAQ’s). By providing this information on a shared platform, users can easily find the answers to their questions to finish their tasks efficiently, without interrupting individuals from their tasks.
Hint: separate your knowledge base by Department Site, and assign an admin who wants to be in charge of managing the database, or to the person who has the most relevant information. Having one person responsible for managing the knowledge base eliminates the risks of content becoming difficult to manage.
2. Don’t Waste Time With The Waiting Game
Instead, Use Content Approval Workflows
Do you work in an industry where there are constant amendments to manuals, processes or standards? How long does your approval process typically take? Is it possible to complete within one day? Learn how one of our client’s reduced their approval processes from 6 weeks to one day. Making updates to content is already a time-consuming activity, and risks human error. Deduct a step, avoid an email, and use a system that sends automatic notifications to the appropriate user to approve or send edits in real time.
Hint: Take advantage of content delegation – distribute the workload to specific users (who would need updates approved) without running the risk of crowding the site with outdated or incorrect content.
3. Keep Clarity in Policy
By Using a Policy Management System That Works.
Does your company exist in multiple locations? Is your organization going through an expansion? Are employees unsure of which policies and standards are up to date? Are the policies easily accessible or are employees just saving documents to their desktop? Policy management is a central repository for all company policies and manuals to be stored and easily retrieved. Having these documents easily retrievable ensures the correct policies are being followed without losing valuable work time on spent on searching.
4. Archive & Thrive
But Don’t Overcrowd Your Intranet Either.
Keep your CMS software clean and organized by using an automated content archiving and automated cleanup utility. Certain items that have a quick shelf life such as calendars, blogging, company news, or employee recognition don’t need to be stored past their intended uses. On the other hand, important documents such as previous versions of policies, standards, and manuals should be stored, but kept separately to avoid clutter.
Work is the place we come to get things done – correctly, and efficiently. Ensure your team has the tools they need to allow them to do this without wasting time on searching for documents, asking unnecessary questions, waiting on answers or requiring clarification. Use a CMS software to help your organization keep organized and provide easily retrievable documents with varying permission levels to ensure content security.
Do you have any questions regarding a CMS software? Leave a comment below.