Changing the content management system

Database-based content management systems are at the heart of many technical writing department. However, if the current system no longer meets the requirements, processes quickly come to a standstill and team satisfaction drops. The situation is particularly critical if the manufacturer no longer supports the system and provides it with updates – for example due to company mergers or acquisitions. In such cases, there is often no choice: a new content management system is needed – and fast! Find out how to make this change and what you should pay attention to in the following article.

Why changing a content management system can make sense

The decision for or against a new content management system is rarely easy and poses the question for documentation managers: Is it really worth the effort? In stressful everyday technical writing work, there is often little room to question one's own processes and think about changes. However, there are good indicators that a change makes sense in principle. The most important ones are:

• Technical limitations: An outdated content management system quickly becomes an obstacle to daily work. In concrete terms, this can mean: Important functions relating to managing variants and translations or the modularisation of the content are not optimally supported by the system – a clear disadvantage in a working environment that demands ever greater flexibility. The lack of integration of AI functions and assistants can be another factor in favour of purchasing a new system.

• Scalability: Growing volumes of documentation and larger teams can also pose technical problems for a content management system. A modern system meets these requirements better by offering greater flexibility and performance.

• Process optimisation: Smooth workflows save time and minimise errors. New systems enable better support for automated processes – for example for compiling and publishing content.

• Company mergers or changes: If the provider of the current content management system is bought out and discontinues support, a change is often unavoidable. Here, a new system offers security and ensures that the technical writing process is also optimally supported on the software side in the long term.
  

What needs to be considered when changing the content management system

The system change requires careful planning to minimise risks and to keep workloads as low as possible. The following aspects are essential:

1. Requirements analysis: What functions does your team need that the current system does not offer? Should the system be cloud-based or installed locally? Which interfaces to other systems do you need in the long term? Before you select a new system, the requirements of your writing team must be clearly defined. A thorough analysis is the basis for all further steps and avoids unpleasant surprises later on.
2. Get employees on board: A system is only as good as its acceptance within the team. Involve writers and stakeholders from other areas of the company – e.g. management, design, IT and sales – early on in the selection process. Particularly important: Convince management at an early stage with a clear and well-argued case to pave the way for the necessary investment decision. Workshops and feedback rounds help to reconcile the different perspectives and prioritise the requirements in a meaningful way.
3. Data migration: The migration of legacy data is often a cause for concern as it is considered potentially complex and error-prone. However, with the right approach, this process can be simplified significantly so that the workload remains manageable. First, think carefully about what content needs to be migrated. Then check what options are available for (partially) automated migration. A specialised documentation service provider can provide valuable support with technical and methodological questions and also absorb peak loads caused by the additional migration work.
4. Training and support: A well thought-out training concept ensures that your employees can use the new system quickly and confidently. This increases motivation and prevents longer productivity losses after the system change.
5. Test phases: Use test installations to put favoured systems through their paces. A documentation service provider can also provide support here: As a neutral partner, they organise and accompany the testing phase, helping to test the system under realistic conditions.

Conclusion: Changing the system as an opportunity for your tech writing team!

Admittedly, changing a content management system is a big step that involves a lot of work. However, my consulting projects have shown time and again: Switching to a system that best suits your own requirements is worthwhile – and also opens up new potential for technical writing in the long term. In my experience, the biggest advantages are:

• Future-proofing: Switching to a new, future-proof system creates security and trust and ensures that your most important work tool is always up to date.
• Technical potential: New automation options for content management or publishing content and the use of AI not only save time but also increase the quality of the instructions.
• Large user community: With established systems, you benefit from an active community that can provide valuable support through forums and other knowledge platforms.

Are you considering whether a system change makes sense for your technical writing department? Do you need support in selecting and implementing your new content management system? Feel free to get in touch and together we will discuss the best solution for your individual requirements.