From Selection to Implementation: How to Choose the Best CMS for Your Business

Mike Punte

You're about to choose a new CMS for your organization. Whether you're after a completely new solution or just want to upgrade your current system, there’s a lot to consider when making this decision. So, how do you even start? What are the key factors to consider, and how do you ensure smooth implementation?

Here are five crucial tips to guide you along the way.

1. Pick the right partner, not just the right CMS

There’s no shortage of CMS providers all claiming their technology is the ultimate solution. But it’s not just about the software – it’s about the partnership. How well can the provider understand your goals and adapt to your agile work processes?

Make sure the partner doesn’t just deliver a solid system, but also stays engaged throughout the implementation and maintenance, so you can grow together and tackle future challenges.

Tip: Don’t only focus on technical features, but assess whether the provider can align with your way of working.

2. Involve your team and think cross-functional

A CMS affects every part of your organization. Beyond IT, teams like marketing, content creation, sales, and customer service all play vital roles. Each department will have its own specific needs and requirements.

Make sure to form a cross-functional team from the start. Through workshops and brainstorming sessions, you can get everyone on the same page and ensure that the solution gets buy-in across the company.

Tip: Encourage collaboration and let each department share their input. This will build support and help avoid surprises during implementation.

3. Define a clear content strategy

A CMS is more than just a tool for managing and storing content; it’s central to your digital content strategy. What do you want to achieve with your content? Who is your audience, and how can you deliver a relevant experience?

A solid strategy is the foundation of your CMS choice. Modern systems offer features like in-context editing, letting content creators adjust directly in their workspace, as well as personalization tools to create unique experiences for every user.

Tip: Set clear goals and tailor your CMS to manage and distribute your content effectively.

4. Integrate your tech stack and optimize for multi-channel publishing

In today’s digital world, it’s essential that your CMS integrates smoothly with other systems like marketing automation, CRM, and data analytics tools. This ensures seamless workflows and maximizes the use of your data.

Additionally, content is distributed across many channels – from your website to mobile apps and social media. Choose a CMS that supports multi-channel publishing to ensure a consistent brand experience across the board.

Tip: Ask about integration options and how the CMS can help distribute content consistently across all channels during the selection process.

5. Opt for flexibility, scalability, and strong security

The digital landscape is constantly changing. The CMS you choose today needs to be flexible enough to grow with your business. This means it should be easy to adapt and incorporate new technologies as they emerge.

Security and privacy are also paramount. With stricter regulations in place, your CMS needs to offer strong security features – from data encryption to regular updates and privacy-by-design.

Tip: Go for a future-proof system that can evolve with your organization while ensuring top-notch security and privacy standards.

Highlight

Why XperienCentral is the Best CMS of 2025

XperienCentral has been named CMS of the year, and it’s easy to see why – it grows alongside your business. Our platform focuses on in-context editing and provides exactly the features you'd expect from a mature system. Thanks to smooth integrations with CRM, marketing automation, and analytics tools, plus options for Headful, Headless, and Hybrid configurations, XperienCentral fits seamlessly into any multi-channel strategy.

Security is a top priority for us: XperienCentral meets the highest standards for data security and privacy. As part of GX, which has been developing leading content management and personalization solutions for over 25 years, top brands like Nationale Nederlanden, Klaverblad Verzekeringen, PSV Eindhoven, and Ahold Delhaize trust our expertise.
Curious about what XperienCentral can do for your organization? Visit www.xperiencentral.com.