Introduction
Management is a function that involves the roles of planning, organizing and controlling the given resources within the company to ensure profitability of the ventures undertaken. A company manager is, therefore, required to take on these and more roles depending on the company’s’ capacity. In order to facilitate these functions, it is vital for the manager to ensure that the most effective and efficient means are sought. In today’s world, this translates into the adoption of new technology, whose necessity in ensuring a company’s relevance in the respective industry and the market is rapidly growing. This is mainly because of the significant developments as far as new technology is concerned (Glazer, Jenkins & Schaper, 2005).
A Content Management System is a new technology, which can be defined in various ways. However, the most significant factor to be determined before presenting a concise definition is the context in which the term has been used. In a media based organization, a content management system could be defined as a web or digital system that helps to organize and control data or information on the company’s website or digital database (“What is Content Management System”, n.d.). In an organization, which is non-media based, for instance an insurance company or a law firm; documents would be the main type of content that would require to be organized using a Content Managing System (CMS) (Addey, 2002).
Aspects of a CMS
Content Management System has two major aspects. The first aspect is known as CMA (Content Management Application) aspect allows a company manager who is not well versed in Hypertext Markup Language (HTML) to navigate through the company’s database. It will simplify the manager’s organizational role. This is by enabling him to input the necessary information into the company’s CMS.
The second aspect is the CDA (Content Delivery Application) compiles the data inputted by the manager and organizes it into and easily accessible and organized format. This ensures that the manager is able to utilize the company’s resources in an efficient and effective way. The rest of the company personnel also benefit from this system because they can easily access the information conveyed to them.
Notable Improvements
The introduction of a CMS in a company brings along several improvements. Different individuals will have the opportunity to upload information into the system. This ensures that every department will be in a position to update the system, and share data with the rest of the company (Roco, 2011).
Company personnel are also able to log into the system and retrieve relevant information. This reduces the necessity to convene meetings for departments to update each other on any developments. In this respect, a CMS ensures proper and organized storage of data. It also eases the data retrieval process, in comparison to sorting through files in cabinets.
The CMS also ensures that one cannot input data into the system twice. It, therefore, reduces repetition and redundancy of information in the system. This goes a long way to improving information dispensation between company personnel.
A CMS is also designed to ensure that information uploaded into the company’s database is well secured. Only authorized personnel are able to access the information posted in the CMS (Mauthe & Thomas, 2004).
Since all information that is uploaded into the CMS is automatically saved, it ensures that all company records are permanently stored. This also makes it very easy to access old information that is archived in the CMS (Rockley, Kostur & Manning, 2003).
Given that the CMS has been programmed to function accurately, there is a significant reduction of the likelihood of the occurrence of mistakes. This is in comparison to previous methods of record keeping, data entry and computation which depend more on the individuals’ ability to function. Unlike humans, the CMS not only works faster and more accurately but enables the storage and dissemination of the data or material worked on to be much easier (Ferrer, 2011). All this is due to the capacity that this system possesses in terms of what it can do and how it can do it.
How and Why the CMS is an Improvement
Through this system, a company can reduce greatly on storage space. This is mainly because the CMS provides the option of digital storage. All relevant information and data is uploaded into the system and is stored there virtually. This system also ensures instantaneous access to stored information.
Company personnel who might encounter problems locating certain documents on the system can also conduct intensive and extensive searches using the CMS. All they require is a key word which is used to retrieve the required data. A company manager is also in a position to restrict the distribution of sensitive and high profile documents. This is done by restricting access to such information in the system (“What are the benefits of Document Management”, n.d.).
The application of the CMS in terms of knowledge and skill also enhances multi tasking. This is achieved as a result of enhanced knowledge and skill on a given matter. It helps the company manager carry out several tasks at a go. For example, one can enter data while the system is computing an analysis of another set of information. This not only helps him save time but enables him to finish the required tasks in a reasonable time (Arthur, 2006).
The time taken to accomplish a given task, for example, computation of employee data, is less the Content Management System is applied as it has the capacity to work faster than the human mind with respect to calculations provided the relevant software is installed.
The CMS also represents an improvement because it provides the option of digital storage of information. This ensures that there is no loss of vital company information/ data. This system also facilitates easier sharing of information. This is especially when a local area network is set up to link the computer systems to each other. This capacity facilitates easier dissemination of information to other members of the company when need arises. As opposed to the circulation of documents in paper form, this system enables a person to have materials in ‘soft copies’. This aids in correction or addition of details before printing out the final copy. This in turn, contributes to saving printing costs.
Through this system, employees of a company can voice their plights by posting suggestions and ideas into the system. The Company manager is also able to regulate their compliance to the company rules by issuing reminders and updating company policies through the system. This ensures that there is an improvement in the organization’s operations (Kendall, 1999).
References
- Addey, D. (2002). Content management systems. Birmingham: Glasshaus.
- Arthur, M. H. (2006). Expanding a digital content management system: for the growing digital media enterprise. Amsterdam: Elsevier Focal Press.
- Ferrer, N. (2011). Content management for e-learning. New York: Springer.
- Glazer, D., Jenkins, T., & Schaper, H. (2005). ECM technology: what you need to know. Waterloo, Ontario: Open Text Corp..
- Kendall, K. E. (1999). Emerging information technologies: Improving decisions, cooperation, and infrastructure. Thousand Oaks, Calif: Sage Publications.
- Mauthe, A., & Thomas, P. (2004).Professional content management systems: handling digital media assets. Chichester: John Wiley & Sons.
- Rockley, A., Kostur, P., & Manning, S. (2003). Managing enterprise content: a unified content strategy. Indianapolis, Ind.: New Riders.
- Roco, M. C. (2011). Converging technologies for improving human performance: nanotechnology, biotechnology, information technology and cognitive science. Dordrecht: Springer.
- What is Content Management System and what is a Content Management System or CMS?. (n.d.). Enterprise Content Management Systems (ECM) Portal – Enterprise, Web & Document Management Suppliers and Solutions.
- What are the benefits of Document Management?. (n.d.). Enterprise Content Management Systems (ECM) Portal – Enterprise, Web & Document Management Suppliers and Solutions.