Main mistakes when choosing and managing your CMS

The latest episode of the videopodcast La Hora de CMS MAG  has been, in the words of the co-host Manuel Gómez, a true “masterclass” on how to choose and properly manage a content management system (CMS) by learning from the most common mistakes.

While there are many possible errors, the program highlighted a list of ten mistakes commonly made by media outlets when selecting a CMS:

1. PLANNING: Failing to properly plan the selection process. Developing a comprehensive specification document that covers all aspects of the project, with a medium- and long-term visión.
2. PRICE: Assuming that the most expensive option is the best or that the cheapest is the worst. This is not always true, as we at CMS MAG know well and apply in our consultancy work.
3. NEPOTISM: Unfortunately, it is common to rely on favoritism or political preferences.
4. COMPLACENCY: Trusting the status quo or current leaders is not always advisable. Some providers may offer poor service, while others are on the decline. Meanwhile, newer players in the market may offer excellent alternatives.
5. APATHY: Many organizations show a lack of interest in the CMS, seeing it as a necessary evil.
6. DEMO: Never sign a contract without testing a demo to confirm that the promises match reality.
7. MIGRATION: Underestimating the migration process, which can be lengthy and tedious or placing too much trust in third parties can lead to disaster.
8. CONTRACT: Poorly drafted contracts can carry significant risks.
9. OPINIONS: Failing to seek advice or consult the market—whether through advisors or current CMS clients—is a missed opportunity.
10. SELF-ASSESSMENT: Many companies fail to evaluate themselves, ignoring their own limitations, knowledge, and resources when choosing a CMS.

This episode featured Borja Abad, CTO of Cibeles Group, Marcos Sagrado, IT Manager and Editor at TPNET, and Román Cid de Rivera, CDO at EDIGRUP Media.

Borja reviewed the above points, while Román highlighted some mistakes and successes in managing a CMS after the launch. In this context, the following management errors were noted:

• BUDGET: Poor planning and budget control, leaving no funds for maintenance and development.
• DIGITAL MANAGER: Not assigning a digital or project manager to oversee the CMS and set priorities.
• POST-MORTEM: Failing to measure outcomes or base decisions on data.

Finally, the episode addressed key mistakes made by CMS providers. While there are many, the following stood out:

1. OVERSELLING: Overstating capabilities or outright deceiving potential clients. Beware of salespeople working on commission.
2. VENDOR LOCK-IN: Avoid getting trapped by a CMS. Opt for systems based on open-source technologies to ensure internal management if the relationship with the vendor ends.
3. SETUP/IMPLEMENTATION: A good CMS can fail due to poor implementation.
4. HIDDEN COSTS: Providers sometimes present a base price that excludes a range of additional services, leading to unforeseen expenses.
5. MIGRATION: Making the migration process difficult.
6. HOSTING: A poorly optimized CMS can incur high hosting costs.

* Article originally written in Spanish, translated into English with ChatGPT, and reviewed in English by the author, Jorge Mediavilla.