KEEPING PROCESSES CONSISTENT WITH A CMS

FILED UNDER: SMALL BUSINESS, ACCOUNTANT WAGGA, ENTREPRENEUR, WAGGA BUSINESS



The key to mastering any task is repetition.


To successfully repeat an action until it reaches a standard of excellence, it needs to be documented into a process. This process continues until mastery has been achieved, incorporating itself into a standard that the entire company will then follow.


That’s the importance of processes in any business - a set of steps to follow in order for consistent output. With a proper process, almost any task can be finished, with the most amount of work done in the least amount of time. The problem then would be: Where are all of these processes stored?


Here is where a Content Management System (or CMS) becomes useful. This system is a set of tools or databases that effectively manage the processes used by a company - creation, storage, and retrieval. They’ve come to replace the rulebooks and brochures given to employees in the old days. With CMS, it becomes possible for any employee to retrieve a process they need, even those from other departments.


This process is complex - given that the ability to update and remove information from the database in real time can cause some misalignment issues - creating the need to not just have a CMS, but a particular CMS that can cater to the exact needs of your business.


At the core, all CMS follows these important aspects:


  • Creation: the ability to create, research, and edit content.
  • Delivery: the capacity to effectively publish, tag, and customise content for delivery.
  • Retrieval: to have a smooth process to read and share said information.
  • Administration: to be able to assign moderators and administrators over the database.
  • Security: for ensuring that the information, if sensitive, will not fall into unauthorised hands.

Content management is collaborative. While the storage process may certainly be centralised to one administrator or server, the content itself must be editable (with the right permissions), crosschecked and retrievable for all. This system becomes even more important with businesses that have multiple processes, making it necessary for them to have multiple content management systems, perhaps one that’s split into different departments.


One more thing to mention would be how this content is overseen. There are typically two methods of overseeing content:


  • Central: where the vast majority of the content is controlled by a certain group in charge of all the aspects mentioned above. This approach has two advantages: namely that it’s more likely for the content database to be more cohesive, and the content itself is consistent with others of its type.
  • Decentralised: this system would necessitate that the content database is updated and maintained by the people closest to said processes, such as the resources themselves. While this may certainly give a more in-depth view on the process as it’s taken from the person doing it themselves, it could also lead to lack of consistent company branding if too many people can’t align the way their processes are created or stored.

It ultimately falls on the company to decide which of these aspects is best: for example, a startup may choose a centralised way of storing processes due to the fact that their relatively young position in the industry demands both consistent branding and output reflective of their company. Bigger businesses may opt for decentralisation in order to effectively cater to the needs of both their individual employees and the tasks set to them by clients (as no two clients are ever quite alike.)


Mastering these tasks and repeating their implementation is the key to making the business run well - and having a content management system can bring out the best possible outcome in terms of consistency and quality.


If you’re in need of more help when it comes to optimising your business for profit, get in touch with the expertsat Easdowns today! We provide business and financial advisory services and planning to help you maximise the potential of your business, allowing you to achieve your goals and secure your financial future. You can get in touch with us through our Contact Us page.