Content Management System – definition and examples

Content Management System - definition and examples

A content management system supports you in working with your website content. With the right CMS, all work steps required for a successful online presence can be mapped, from the creation and publication of the content to the use of conversion tools. In the following article you can find out what this means in detail and what advantages your company can also derive from using a CMS.

Content management system definition

A content management system (CMS) is a program that can be used to create, edit, organize and manage content. It helps to structure your website’s content, keep it up-to-date and plan the dissemination of information to other stakeholders, such as your customers. 
The form of the content is irrelevant. It can be images, videos, text and audio files and other multimedia content. 

Content management intervenes in all company processes

Content management is a sub-discipline of ECM (Enterprise Content Management), which deals with the management of all data and information generated by a company.

This is how a CMS supports your enterprise content management

Enterprise content management includes content such as strategies, software solutions, databases and much more. This information is available in various media formats and exists across all company structures. The ECM is, so to speak, a large pool of all relevant company information.

Communication and more

In a CMS, the content created is structured in databases and libraries. This is the CDA (Content Delivery Application) component that acts as the backend service for the delivery and management functions. 

In addition, a CMS is used for external communication, mostly for online marketing purposes. Graphic interfaces and editor tools are used for this, which represent the CMA component (Content Management Application). 

Functions and advantages at a glance

In this section we will introduce you to the functions and advantages of a content management system. 

The screen captures come from the CMS Hub, the content management solution of the all-in-one platform HubSpot . Some of these functions are similar in content management systems from other manufacturers. 

Flexible themes & design templates

Use one of the suggested templates or visit the HubSpot Marketplace. There are a variety of free and paid templates, sorted by top designs, popularity, or business type.

Or create your own templates. Thanks to the WYSIWYG editor, this can be done without in-depth programming knowledge. Here you can use a drag-and-drop modular system to move the desired elements, add new ones or delete superfluous elements. You then fill in these templates using the text editor.

Intuitive text editor

Create text for blog posts, websites and landing pages in no time. With the intuitive text editors, you can write your texts directly in the CMS and edit them with the tools in the toolbar, just as you are used to from other word processing programs. 

Overview and Management

Organize your content in clearly arranged libraries. Great content only adds value if you know where to find it. With the location-independent cloud storage, access from the home office, the train or on business trips is not a problem. These libraries are the central collection point for your content. 

Search Engine Optimization & Analysis

Search engine optimization must be supplemented with some content management systems via external plugins or integrations. The HubSpot CMS hub already has a comprehensive SEO tool on board. In addition to SEO tips, which are already offered during text creation, the CMS Hub also offers the option of building a page hierarchy. You can refer to a main page from various subpages and build up entire topic clusters. 

The same applies to the analysis of your content. Where with other content management systems only rudimentary or no reporting of your content is possible, the CMS Hub offers a wide range of analysis tools. For example, create custom reports on your websites and blog articles and get insight into what content your readers are actually interested in.

Planning & Release

Produce your content in advance and simply schedule it for your desired date. You can also be active on various communication channels outside of working hours or on weekends. Blog articles can be published immediately or at a later date with just a few clicks, can be revised, updated or even taken offline afterwards.

Other advantages of a content management system

Work intuitively Managing

your websites, blogs and landing pages is quick and easy. You need almost no programming knowledge to share your content with the world and you don’t have to change the code of your pages.

Many language variants

Some systems offer the possibility of publishing content in different language variants under separate domains. Among other things, this increases user-friendliness and users can consume content in their preferred language.

Natural growth

In addition, a company’s online presence can be easily scaled with the help of a CMS. As the business grows, more websites can be easily created and added without requiring developer intervention.

Customer relationship management included

The HubSpot CMS hub provides a complete CRM tool in addition to all the important content functions. In this way, your content can be compared with customer data and areas of interest can be determined. Provide your content with various conversion modules and win new customers with your content. 

Plugins and Integrations

Unlike HubSpot’s all-in-one platform, some other popular publishing systems are open source and can be customized with the right coding skills. The most used content management system, WordPress, only offers limited basic functions, but can be customized with plugins and extensions as required. For example, WordPress can be expanded with a HubSpot plugin, which provides analytics functions and forms, among other things.

Possible disadvantages of a content management system

Although a content management system offers many advantages, it also has disadvantages. 

In the first step, the introduction of a CM system means a greatly increased effort for companies. Previously existing structures and processes are becoming obsolete, new approaches must first be planned and established. This also includes the often time-consuming training of the staff, who should later have fully understood and used the tool. Furthermore, embedding the content management system in the existing software architecture of companies can be a challenge. 

Software maintenance, employee training and fee-based extensions and plugins result in running costs, even with CMS tools that are basically free. 

Other popular content management systems are:

  • WordPress
  • Joomla
  • TYPO3
  • drupal
  • Neos
  • HubSpot CMS Hub


Creating order, sharing content, visibility – just a few possible reasons why you might decide to use a content management system. With such a system you get a structured control center for your content. Decide for yourself whether you prefer a modular, customizable solution like WordPress, or choose a comprehensive all-in-one platform like the HubSpot CMS Hub for your content management. To help you with this decision, we have compared these systems for you in the following article:

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