< 10 Min. of Training

Only by Providing Users with a Great Way to Utilize the CMS, Projects Will Succeed

User experience is key to success

The usability of many traditional CMSs is poor. Some systems are even inoperable from the user's point of view. This starts a downward spiral: the more difficult the use of the CMS, the less it is used - quickly leading to outdated content on the websites. Intermittent use means the user is out of practice. Time-consuming and cost-intensive training is unhelpful if the user only occasionally works with the CMS or if its complexity requires insider knowledge that is often poorly documented, if at all.

Why is this so? The idea of ​​a hierarchical site structure borrowed from the file system, together with data storage in relational databases means that content is edited in form fields with magic mark-up acronyms at hidden places in a deep content hierarchy. Once done, it often requires a separate step of previewing how content appears on a staging server. When more than one editor is working on the content or a relaunch is planned, error-prone coordination often has to be done conventionally, by sending emails with notifications or declaring complete sections as “frozen” for other editors. Sometimes it requires separate staging servers for larger relaunches. This way of working with a CMS often hinders more than it helps.

To exaggerate slightly, classic CMS systems seem to be in two basic categories: systems loved by developers and systems loved by users. While developers focus on the options to create and enhance internal integrations and the back-end, the user wants the front-end to be intuitive and offer a lot of options. The ease-of-use requirements of the editors, who are actually using the system and creating value by creating content, often fall short and are addressed very late in the project, if at all.

But focusing on just one of these categories creates alignment issues and communication trouble between the business side and the technical staff. Both are of equal value because both are success factors. To show how technology and users contribute to project success, a hierarchy of needs can be applied to a web application as well.

The pyramid illustrates that the technical aspect is the foundation of everything above it. But only by providing users a way to utilize the CMS as well as possible will lead to business results.

That's why Scrivito puts a lot of effort into providing a great user experience. It has new capabilities to improve the user's productivity and reduce training time. To make using Scrivito as intuitive as possible, there are numerous functions available: from WYSIWYG editing with drag-and-drop to auto saving changes, everything is implemented in a way the user is familiar with from modern web platforms.

Enterprise IT-integrated user management with custom permissions, roles and workflows controls access to Scrivito, multiple levels of validations ensure the completeness and quality of content.

Introducing 3 new ways to work with a CMS as an editor

The Scrivito CMS offers three new concepts for CMS usability which, above all, simplify its use. The emphasis is on WYSIWYG editing, real-time collaboration within a team, and the smart organization of digital assets.

WYSIWYG  in-place editing saves time

Scrivito offers a modular way for developers to create building blocks called widgets. They are available visually, as part of the website, to the user and can be edited in a WYSIWYG mode, allowing the user to view the final result while working with the CMS. In Scrivito, WYSIWYG implies the ability to directly edit the layout and content of a page without using commands, specific mark-ups or navigating to a certain node within a hierarchy. This works cross-device as well, including previews e.g. for mobile device sizes.

Real-time collaboration – working copies save time

Scrivito simplifies teamwork. Firstly: Scrivito's unique working copies feature enables multiple editors to edit website content simultaneously, either collaboratively or independently – no staging servers are needed. Potential conflicts are detected by Scrivito and automatically resolved. Live content is always consistent. Users can invite each other to working copies and can edit content in real-time, distributed and collaboratively. This awesome feature increases productivity, saves time, and does not require collaborators to work at the same time nor at the same location. All content can be changed but can be only published by an authorized person. Changes are tracked within a working copy and can be undone through the version history after publication.

Smart digital asset management – quick content selection and automatic processing saves time

Logos, images, videos, PDFs, and all other types of digital assets are managed using the Content Browser in Scrivito. Using this, users can drag-and-drop digital assets into the CMS, and access and manage existing assets. Users can organize, search, filter, edit, and tag resources. The Content Browser can be extended by custom filters such as products, semantic tags or other filters. All content loaded into the Content Browser is immediately distributed by Scrivito’s built-in Content Delivery Network, and images are automatically scaled into formats for cross-device use. This is comfortable to use and time-saving.

Training time is a measurable success criterion for the usability of a CMS system. E-learning platforms1 show how time-consuming it is to introduce a beginner-level user to a CMS system.

A user of Scrivito needs less than 10 minutes and only 4 lectures in total since the user does not need to remember cryptic commands and already knows how to work with Scrivito as it relies on common usage paradigms that are already standard to web users.

CMS training requirements chart (business users at beginner level)

1 Source: www.udemy.com, 2019

Measurable Success

10 points to measure the success of a CMS. Only measuring can indicate what can be improved. Behind every aspect in this paper, there are years of experience in the CMS world from the authors. There are also strong technical skills and a strong belief that it is important to build a new generation of Enterprise SaaS CMS which radically changes the approach to how a CMS needs to meet the next generation of digitalization requirements.

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