cms selection checklist
DESCRIPTION
This is a checklist of the high level tasks involved in selecting a CMS. The tasks are broken down into three phases: Collect Requirements and Filter, Evaluate and Select, and Phase and Plan Implementation.TRANSCRIPT
✓ What WhyPhase 1: Collect Requirements and FilterPhase 1: Collect Requirements and FilterPhase 1: Collect Requirements and Filter
Define your content strategy [1] The role of content in your organization (and how it it fits into your business strategy) is the foundation for your requirements. Requirements that do not have a solid footing are more likely to be fleeting or unstable.
Document non-functional requirements and constraints
Non-functional requirements, like technology stack and integration points, tend to be the most powerful filters [2] for getting to a short list of platforms.
Define content types [3] Your content model defines how content is stored in the system and has profound implications on how content is managed and reused. The CMS must support a content model that is optimal for your content.
Develop usage scenarios [4] Usage scenarios document functional requirements within the context of how people need to work. They also serve as a script for platform demonstrations.
Filter to a short list Evaluating CMSs is time intensive. Trying to achieve a sufficient depth of understanding of more than three platforms can derail a project. Get to a short list of products as efficiently as you can using powerful filters.
Phase 2: Evaluate and SelectPhase 2: Evaluate and SelectPhase 2: Evaluate and Select
Write RFP [5] Your need to concisely communicate your context, requirements, and selection process to your short-listed suppliers. A well written RFP can do that.
Prepare suppliers [6] To accurately represent their capability and suitability, the short listed suppliers need to fully understand your requirements, organizational style, and evaluation process. This preparation activity also exposes their consultative skills.
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✓ What WhyPrepare selection team Your selection team needs to know their roles, understand what they are
looking for, and be able to listen critically.
Conduct demonstrations A good product demonstrations (based on your scenarios) shows how the product would support your processes. Demonstrations also expose you to the supplier so that you can assess organizational compatibility.
Contact references [7] Speaking to references can be the best way to learn how the product performs in organizations like yours. Make sure you are talking to the right people!
Address doubts [8] Your evaluation process should identify potential concerns that could undermine the success of the platform. You need to verify, mitigate, and measure these doubts.
Negotiate a partnership [9] A true partnership with your supplier will benefit both parties. Win-lose partnerships are not sustainable.
Phase 3: Phase and Plan ImplementationPhase 3: Phase and Plan ImplementationPhase 3: Phase and Plan Implementation
Build an experienced implementation team Stack your team with as much experience as you can find. These are flexible technologies. There are many solutions to any problem. Many of those solutions create more problems.
Refine your release road map The first release of the solution should be as small as possible and leverage native strengths of the platform. Quick turn-around time will buy organizational trust and preserve resources for future releases, which will achieve excellence.
Execute release 1 The first release milestone will give greater visibility to next few releases of the roadmap.
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Notes and Further Reading1. First Principles of Content Strategy: http://www.contenthere.net/2011/02/first-principles-of-content-strategy.html
2. Leading Requirements http://www.contenthere.net/2008/11/leading-requirements.html
3. Pages and Objects: http://www.contenthere.net/2009/06/pages-and-objects.html
4. Selecting a CMS with Narratives: http://www.contenthere.net/2005/01/selecting-a-cms-with-narratives.html
5. The RFP is Dead! Long Live the RFP! http://www.contenthere.net/2008/02/the-rfp-is-dead-long-live-the-rfp.html
6. How to make the most out of a vendor demo: http://www.contenthere.net/2007/09/how-to-make-the-most-out-of-a-vendor-demo.html
7. Reference Checks: http://www.contenthere.net/2010/10/reference-checks.html
8. Selecting a CMS with Doubt: http://www.contenthere.net/2009/03/doubt.html
9. CMS Pricing: http://www.contenthere.net/2010/10/cms-pricing.html
Other articles on selecting a CMS can be found here: http://www.contenthere.net/category/selection
Contact InformationThis checklist was developed by Content Here, Inc. For more information, contact via email at [email protected] or by phone: 857-488-4386
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