Content Management Systems in 2025 - Everything to Know

At this point, a content management system (CMS) is almost mandatory for most businesses. As of now, about 68.7% of websites use a CMS.

If hand-coded websites were a thing in 2025, they probably would be the worst enemy for your business. 

With omnichannel content demand exploding and the importance of security and compliance, marketers are embracing using content management systems. It makes life easy and content scalable. 

So, to keep you ahead of the curve, this article will cover everything you need to know about content management systems in 2025. 

We’ll be going over what is a CMS, the different types of content management systems out there, and how to implement one. We'll also take a gander through different use cases and trends to keep your eye on. 

Basics first, what is a content management system (CMS)?

A content management system definition is a type of software that lets businesses easily manage all their materials without complicated tech skills or coding. Whether you need to create, edit, manage, or publish content, a CMS can do it all. 

With a CMS for eCommerce websites, you can easily update products, manage your inventory, and integrate your data across channels for smooth team collaboration at any volume. The only heavy lifting you'll do is move your product. 

No matter your industry, managing content with and without a CMS (especially as you expand) can blow up expenses, make cross-collaboration a nightmare, and lead to silly, but costly, mistakes (think inaccurate information on your home page, discrepancies across multiple sites, and long work chains to make small tweaks). 

But, nowadays, that you can manage all your content via specialized software, it's all about building seamless digital experiences for your online visitors. 

How digital experiences platforms can help create powerful online connections

Right now, it’s all about that experience economy. 

Basically, it’s just not enough to hit consumers with beautiful, targeted content that sells your goods and services. Now, people want an experience. Consumers are living for unforgettable moments that make them feel valued. 

While this term was first coined by B. Joseph Pine II and James H. Gilmore in 1998, this notion has never been more true. Nor lucrative. The evidence for this is that in a recent survey an eye-popping 81% of consumers said they would drop extra cash for a better customer encounter when buying the same product. 

A digital experience platform, or DXP, takes a CMS one step further. Think of a content management system as the foundation of a house. It gives your website the structure holding everything together so you can quickly and efficiently manage your assets. 

A DXP is like a smart home system that integrates everything and lets you personalize it (like you can adjust lights in any room to your liking on your phone). 

That’s essentially what a DXP does for your content. It allows you to use automation, create genuine user experiences, and easily execute multiple touchpoints across different channels like the web, mobile apps, and chatbots. (If you’re curious to learn more, check out our guide Digital Experience Platform (DXP) vs CMS).

If you have simple website needs, then you’re probably just fine with a CMS. But, what exactly can a CMS do for you?

The Benefits of Content Management Systems

The biggest benefit of CMSs has to be their user-friendly systems. 

People without a coding background can make incredible content and websites, skipping the frustration of editing and publishing resources and putting their energy into more critical tasks. 

Website plugins and themes also make it a breeze to customize your dream website, even if you don’t have coding skills or don’t have developers on your team. More benefits include…

Integration and Scalability 

On top of being simple to use, content management tools can easily keep up with growing businesses, even keeping up with personalization at scale. 

For example, you can make sure website visitors see a personalized list of products that pique their interest, increasing the chances of a purchase. 

CMSs can find specific consumer information by integrating with the other tools in your tech stack with API integrations, tailoring content to each visitor.  

Collaboration and Workflow Optimization

CMS solutions shine when it comes to collaboration and streamlining workflows. 

Most offer feature systems that provide role-based access, approval workflows, and version control. 

With tools like these, your team will always be working on the most updated version. Any manual errors or human oversight are also out the window. And approval delays? Forget about it. 

SEO and Performance Optimization

If you build it, they will come… but only if they can find it. 

No matter how pretty or interesting or user-friendly your website is, no one will get to experience it if Google doesn’t rank it favorably. CMSs with SEO and performance optimization tools maximize your company’s visibility online, helping you rank high in search engineering results.

Features like metadata editing, image optimization, mobile responsiveness, and fast-loading pages improve your website's ranking, so you don’t end up on page 10 in the Google SERPs (search engine results page). 

Content management tools also come with some pretty sick security features, but we have a whole section dedicated to that later. For now, let’s have a look at the different types of CMS platforms out there. 

Diving into Different Types of Content Management Systems

There’s a whole world of different CMSs to choose from. This section will talk about the different types and examples of content management systems.

Traditional (Full-Stack) CMS

A traditional CMS, or full-stack CMS, combines both the front-end (what people see, or the presentation layer) and back-end (aka the content repository) capabilities, making it an all-in-one solution for content management and web development. 

Full-stack content management software comes with built-in themes and templates so you can easily manage your website without coding. 

Old school content management platforms are ideal for businesses that need an all-in-one solution for both content management and website development. Full-stack is perfect for bloggers, corporate websites, and smaller businesses. Examples of this type of CMS include WordPress and Drupal.

Headless CMS

A headless CMS separates the back-end from the front-end, offering a content-first CMS solution. Headless CMS uses APIs to deliver assets to different platforms (like web, mobile, the Internet of Things). It's flexible for developers to build a tailored front end with a headless content management system. 

Headless content management systems are great for any businesses that need omnichannel content delivery and want to offer unique digital connections. The best example of a Headless CMS is Coredna.

Decouple CMS (Hybrid)

With a decoupled CMS, you get the best of both worlds. With this hybrid system, all your resources are stored separately, splitting front and back ends like a headless CMS. However, you have access to pre-built elements for your front end. The benefit of this hybrid approach is that you have fantastic flexibility but still get some of the useful out-of-the-box development tools. Enterprises that need structured content control but also need flexibility can benefit from decouple content management platforms. 

Web Content Management System (WCMS)

A web content management system is built for handling website content, making it a piece of cake to create, edit, and manage pages without technical skills. It’s a solid choice for non-tech savvy users. Small businesses and individuals who need an easy-to-use website builder can really benefit from the build-SEO and design tools. 

Learning Content Management System (LCMS)

If you’re looking for a content management system for educational institutions, then a learning content management system is for you. These platforms are specifically designed for teaching and corporate training. With a LCMS, you can make courses, assessments, and even manage content for e-learning. Given the nature (and name) of this type of content management system, they're great for schools, universities, or companies that want to support their employees with training. 

Component Content Management System (CCMS)

This XML-based content storage is used to manage structured content that can be reused, like technical docs. Using a CCMS helps maintain consistency across major projects. 

From legal and manufacturing to healthcare and banking, a CCMS is the best option for industries that have reusable (like product descriptions, drug dosage guidelines, or instructional steps) content that needs to meet specific regulatory requirements. 

Open-Source CMS

Last, but most certainly not least, we have an open source content management system. 

These CMSs are publicly available source code, giving unlimited flexibility to the types of plugins and themes you can access. The development is driven by the community, which means there’s no office support and may end up with higher maintenance costs. 

While communities are usually there to help each other out, free content management systems have inconsistent updates. However, be wary of open-source as security isn’t always the strongest and can make your site vulnerable. 

An open source CMS is best for people with a strong technical background who can code their websites or need complete control and ownership. FOSS (free or open-source software) can give users full control over functionality, hosting, and security. 

So, you gotta know what you’re doing before committing to this type of CMS. Examples of FOSS CMS are Joomla and TYPO3

With so many different options it might be hard to know what type is best for your organization. This next section will help you select the best CMS for your needs. 

What is the best content management system for your business?

The short answer? There's no one-size-fits-all. The best CMS Comparison for you depends on your business size, industry, and goals. A startup might need something simple and flexible, while an enterprise needs advanced customization and integrations. 

Since your CMS is a long-term investment, it's worth finding the right fit not just for today, but for where your business is headed.

Whether you’re building a corporate website, an eComm storefront, or looking for a content management system for non-profits, here are the top 6 things to keep in mind when shopping around.

1. Define Your Goals

Before digging into content management system features ask yourself, “What do I need this thing to do?” 

While a corporate website needs a strong content workflow, an eCommerce platform needs strong product management and checkout processes. Having a crystal clear understanding of your goals at the get-go will narrow down your choices, and make the process much easier. 

2. Think About Scalability

When you choose a CMS solution, you’re committed. You can’t make a decision based on only today’s needs. 

Where do you see your company going? Will you be launching multiple sites, branching out into different language territories, or upping your content output in the next 12 months? 

Your CMS needs to support your ability to grow, not hinder it. Consider content syndication, cloud-based scaling, and multi-site management if you might need it in the future. 

3. Simplicity vs Customization

Who’s on your team? Do you have developers who can play around with customer workflows, integrations, and advanced features? 

If not, you might need more plug-and-play options, like the drop-and-drag editors that come with full-stack CMS options. 

While it's important to have your goals in mind, be sure to think about who will be using your new CMS daily. Marketers and content creators have different technical skill levels than developers. 

4. Check Security & Compliance

Every other headline seems to be about data breaches and cyberattacks. While industries like healthcare and finance need to lock it down, security and compliance are something everyone should consider when researching CMSs. 

Look for advanced security features like role-based access control (RBAC), data encryption, and audit logs. Be sure to confirm that the platforms adhere to compliance standards like the GDPR, HIPAA, or PCI DSS if you work with sensitive data. We’ll get into the nitty gritty of security and compliance later. 

5. Consider Integration Capabilities

Your CMS can’t be a loner; it needs to integrate with your other tools to help boost efficiency. Whether it’s CRM software (Salesforce, HubSpot), ERP systems, or marketing automation tools, your CMS should support third-party integrations or offer API-first flexibility. 

6. Calculate the Total Cost of Ownership (TCO)

The reality is CMS cost money to keep going. While a particular tool might seem like a good deal, a content management solution is not just a one-time purchase. To make sure you stay within your budget, calculate the total cost of ownership.

. These costs include:

• Licensing fees (open-source vs. proprietary CMS)
• Hosting and infrastructure (on-premise vs. cloud-based CMS)
• Development and maintenance costs
• Security, backups, and compliance monitoring

Given the importance of security and compliance in today's hacker-happy world, let's get all up in the security must-haves for content management tech. 

Keeping your CMS Secure and Compliant

As promised, this section breaks down what you need to know on CMS security and compliance. 

Security is non-negotiable, especially for an enterprise content management system. While everyone can be at risk for breaches, companies that can pay pricey ransomware demands are more likely to be targeted. 

Also, any industry protecting sensitive information like finance, healthcare, or government agencies are prime targets as data, like protected health information (PHI), rakes in serious cash.

The consequences of being hacked are also magnified the bigger the organization. While a personal blog being hacked can still be a nightmare, major organizations that fall under compliance regulations can face additional fees, penalties, and even sanctions. 

In addition to compliance consequences, a hack could mean stolen ideas, lost trust, and major losses in revenue. Enterprise CMS solutions need to protect both consumer and company information to protect market standing and reputation.

To avoid becoming another headline, here are the top security and integration features to look for.

CMS Security Features 

An enterprise content management system needs a packed security framework to protect critical data. Security features to look out for include:

• Data encryption to protect data in storage and during transmission.
• Multi-factor authentication (MFA) to add an extra layer of login security.
• Role-Based Access Control (RBAC) restricts user permissions based on their role.
• Regular security patches to make sure your CMS is up to date against vulnerabilities.

Regulatory Compliance

To meet general compliance laws (like GDRP, CCPA) or industry-specific regulations (like HIPAA, PCI), organizations have to beef up their compliance. Here are some top features to look for when considering compliance. 

• Automated data retention policies self-manage how long materials are stored and when it gets archived or deleted, so data is stored within the relevant regulations. 
• Audit logs and monitoring keep a record of who made changes, when they happened, and user activity.
• Access controls make sure that only authorized people can view, edit, or publish sensitive stuff.
• Content versioning lets you track changes and roll back to previous versions when needed, helping with compliance, accuracy, or just fixing a mistake

CMS Integration

Integrating a CMS with other tools like CRM, ERP, marketing automation, and eCommerce platforms helps to centralize content and data management. If all your tools play nice and share information, you can quickly shift and tailor customer engagement. 

Marketing emails, for example, can tap into sales data to send personal emails to customers with deals for products they’ll go crazy for. Plus, it’s all on auto-pilot, eliminating human errors and communication gaps. 

CMS integration tools to watch out for are:

• Pre-built integrations that connect seamlessly with tools like Salesforce, HubSpot, Microsoft Dynamics, and Mailchimp) to streamline cross-departmental workflows.
• An API-first design so businesses can build custom integrations with their internal applications that smooth workflows.
• Tools like single sign-on (SSO) and identity management improve security and user journey by letting employees access multiple systems with one login. If there isn’t a password to steal, no one can hack your system. 
• Automated workflows make certain that asset updates, customer interactions, and analytics are in sync across systems. 

The Top 3 Content Management Trends to Watch

We’re in the middle of a modern tech boom, with technology changing at breakneck speeds. 

Of course, this is largely thanks to artificial intelligence (AI), but there are some other exciting CMS trends on the horizon. Below are the top 3 to follow.

1. AI-Driven Content Management

AI is still changing the game daily. You’ll start seeing AI popping up in content creation, personalization, and automation (where it’s already being used in many platforms). 

With AI, a CMS can make tedious tasks hands-free, like tagging materials with the right metadata, suggesting relevant articles, and even tailoring content for different audiences. Now, teams can spend less time on manual updates and more time focusing on big ticket actions. 

AI helps make deliverables feel less like a guessing game. It can tweak your website based on what a visitor actually cares about or fine-tune email campaigns so they don’t just land in the void. And the best part? It does all of this without adding extra headaches for your team.

2. Composable CMS & MACH Architecture

Composable CMS and MACH architecture are blowing up because businesses want more control over how they manage media. Instead of being stuck with an all-in-one system that might not fit every need, companies can mix and match. 

It’s like building your own tech stack with exactly what you need, making it way easier to grow, tweak, and keep up as things evolve.

MACH architecture (Microservices, API-first, Cloud-native, Headless) falls into the same category as it keeps each part of your CMS independent. What does that mean? Businesses can swap out or upgrade features without disturbing their whole system. 

You can add new marketing automation, improve security, or expand to new channels like mobile apps and smart devices while keeping your company running smoothly, future proofing your organization as you grow. 

3. Decentralized Content Models

Decentralized content models are all the rage when it comes to saving time and improving efficiency. No more creating separate media for websites, mobile apps, and social media. 

These models make it once and reuse it everywhere. You don’t have to worry about duplication or inconsistent messages anymore 

With a decentralized approach, content is stored in a structured way, so different platforms can pull in and display only the materials they need without doubling efforts. 

For example, if you create a blog post, a decentralized content model would auto-display the full article on your website, a summary on your app, and then your social media platforms might only grab a snippet and image to display. No more wasting time copy-pasting across channels. 

It’s time to up your content game

Taking your content game to the next level means choosing a CMS that delivers dynamic, bespoke, and uniformed touchpoints across every channel. No matter if you’re running a fast-growing startup, a global enterprise, or an ecomm brand, the best content management platform cuts down manual work, improves collaboration, and makes scaling easy.

With AI-driven automation, headless flexibility, and smarter integrations, new CMS platforms let you create once and publish everywhere while staying secure and compliant.