Choosing the Best Web Content

Management Solution

A White Paper by Sitecore

Copyright
Copyright © 2009 Sitecore. All Rights Reserved.

Restricted Rights Legend

This document may not, in whole or in part, be photocopied, reproduced, translated, or
reduced to any electronic medium or machine readable form without prior consent, in
writing, from Sitecore. Information in this document is subject to change without notice and
does not represent a commitment on the part of Sitecore.

Trademarks
Sitecore is a registered trademark of Sitecore. All other company and product names are
trademarks of their respective owners.

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Table of Contents
Executive Summary 4
Introduction 5
Focus on the User Experience 5
Hurdles to Optimizing Web Business Value 5
The Importance of a Web Content Management Solution 5

Narrowing Down the Number of WCM Choices 6

Open Source or Commercial 6
Enterprise Content Management or Web-Specific 6
Java or Microsoft .NET 7

What to Look for in a WCM 8

Beware the Classic Web Publishing Approach 8
Evaluating a WCM Solution from the Business Perspective 8
From the IT Perspective 10

Ensuring a Successful Evaluation Process 12

Consider Getting Expert Advice 12
Include Your Developers in the Evaluation Process 12

Conclusion 13
About Sitecore 14

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Executive Summary
The evolution of the Web has turned the Internet into a strategic medium for organizations
of nearly every ilk. Healthcare, financial services, entertainment, non-profits, and many
others have joined e-commerce in leveraging the Internet channel to generate additional
revenue, reduce operational costs, develop a deeper relationship with customers, and
broaden the reach of the brand.
While the business value inherent in this digital medium is well understood, organizations
still struggle with how to maximize the impact of their Web efforts. Understanding the need
for a dynamic, highly compelling user experience is quite different than figuring out exactly
how to make these experiences happen.
Companies that have been hindered by first-generation content management solutions or the
lack of a content management system at all, are now looking for a next-generation solution
that enables truly exceptional, results-driven Web experiences.
With the myriad different solutions for Web content management (WCM) available, it can be
difficult to select the best one for an organization’s needs. As many companies have now
learned, getting the WCM decision wrong can result in a mediocre site delivering results that
are below expectations.
In the end, the best WCM is the one that is right for a particular organization’s needs today
and tomorrow. This guide offers insight into the WCM technology choices available today,
discusses some of the requirements both IT and business users should consider when
selecting a WCM solution, and includes advice for ensuring a successful evaluation process.

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Introduction
Focus on the User Experience
Not only is the Internet the largest marketplace in the world, it has literally transformed the
way people live, work, and play. As of March 31, 2008, there were 1.4 billion Internet users
surfing the Web worldwide.1
The success of the Web means that taking advantage of the Internet now requires far more
than publishing static content to a “brochure-ware” site. Taking a page from the Apple®
iPhone playbook, the user experience drives interest and demand today. From dynamic
multi-media content to support for browsing on handheld devices, success on the Web
means adapting quickly to changing user expectations and market conditions.

Hurdles to Optimizing Web Business Value

The Internet has evolved and today’s Websites need to support this to ensure an optimal
user experience. Many sites still don’t fully support the different browsers currently
available. Some have made no effort to make their sites accessible for people with
disabilities. Organizations that don’t optimize for customers or prospects using a smaller
form factor than a PC to access the Internet stand to miss out on opportunities to deliver a
compelling user experience to all their customer segments.
Organizations with a clear strategy for the corporate Website(s) need to make sure they are
positioned to execute it. Often, the technology they have currently in place keeps companies
from realizing their business goals for the Web. The sites aren’t updated as often as they
should be, are confusing to navigate, don’t rank well in search engines, and simply don’t offer
the type of experience to the visitor that compels them to do business with the company or
remain loyal to the brand.

The Importance of a Web Content Management Solution

Imagine delivering the most useful content and features to your visitors dynamically – giving
them exactly what they need and when they need it. And what if you could continually use
your visitors’ online feedback and click paths to test, measure, and update your Website and
drive marketing results?
You can do all this and more with the right Web content management solution. The WCM
selection is crucial to the success of the Website and is not simply an enabling technology.
The correct WCM solution will enable you to rapidly respond to changing consumer needs
and market conditions. Making the right choice ensures that your organization has a solid
foundation from which to leverage its Web presence. It is essential to choose wisely.

1
www.internetworldstats.com

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Narrowing Down the Number of WCM Choices
The need to create and manage Web content has given rise to
Key Decisions to Narrow the
literally hundreds of different solutions across a variety of Field of Potential Solutions
categories. To create a more manageable list of potential
solutions for your organization, you can narrow the field by
making some key decisions up front. Open source versus
commercial WCM
Open Source or Commercial
Enterprise content
Deciding whether you prefer going the open source or the management (ECM) versus
commercial software route will immediately reduce the Web content management
number of different solutions for you to consider. (WCM)
If your organization has little experience with open source,
there are several key considerations to keep in mind. Based on Java or Microsoft
.NET
First and foremost, understand that open source isn’t
synonymous with “free.” While there are no license fees per
se, there may be support fees in order to achieve the level of availability you need. In
addition, development and maintenance costs can be substantially greater with open source
than with commercial software.
You also need to consider whether you’re willing to forego commercial-grade support,
training, and enhancements.
The final decision point is really based on the value of your Website to your business.
Organizations that consider their Website to be a strategic component of the business will
understand that open source may not deliver the performance, security, reliability, and
functionality needed to sustain a high-quality, compelling customer experience.

Enterprise Content Management or Web-Specific

Enterprise content management can be a boon to organizations – boosting productivity,
reducing manual processes, and speeding access to critical documents. But what’s ideal for
the internal needs of the organization is not necessarily the best solution for the public-facing
Website.
The problem is that although many ECM solutions deliver basic Web publishing capabilities,
they are primarily structured around managing documents. So unless your Website is a
static, brochure-ware site, ECM solutions won’t be able to offer the capabilities available in a
structured content solution. A structured content WCM solution enables non-linear
navigation and fine-grained control of individual pieces of content – all necessary to deliver a
dynamic, optimized site that enables optimal flexibility and scalability without the
complexity inherent in page-oriented ECMs.
Unlike ECM solutions, a Web content management system is specifically designed to deliver
an optimal user experience to the Website visitor. The ideal WCM is a valuable tool for
marketing, enabling rapid iterations as market conditions change, accelerating time-to-

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market, optimizing the site for search engine rankings, and offering tight integration with
Web marketing analytics and tools – all capabilities generally lacking in out-of-the-box ECM
solutions.

Java or Microsoft .NET

Another area of importance when considering a WCM solution is whether or not your IT
organization has standardized on Java or Microsoft technology. Microsoft solutions use a
framework called .NET, which can be considered a more modern version of the initial Java
technology which was developed primarily for Unix systems.
While some organizations run both Java and .NET solutions, others have a committed policy
or significant investment in one or the other foundational technologies. If your organization
has standardized on one or the other technologies, you’ll need to choose from WCMs that
support the particular technology used in your shop.
Beware of WCM solutions that attempt to straddle this line of demarcation. Often those
products accommodating both Java and .NET result in either product deficiencies or far
greater overhead for organizations running them. Solutions that support both Java and .NET
may require your organization to install both technologies in order to implement the full
capabilities of the product – potentially adding to your software costs and maintenance
overhead. To keep operations streamlined and training requirements reasonable, it’s
preferable to choose a vendor with a product fully implemented in either Java or .NET, not
both.

2
Figure 1: Enterprise Market Share for .NET Versus Java

2
“Popularity of .NET is Grinding Java’s Market Share, Finds Info-Tech Research Group,” Reuters,
November 28, 2007. The research from Info-Tech included enterprises of all sizes and across
industries.

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What to Look for in a WCM
Beware the Classic Web Publishing Approach
Up until the last few years, the approach to Web publishing was still primarily centered
around linear, document-oriented concepts. Page-oriented WCM solutions were adequate for
the typical brochure-ware sites where content seldom changed. But as Web sites evolved
and began to focus on the user experience, the need for more rapid revisions to branding,
structure, content, and the user interface became imperative.
To support the requirements of today’s Websites, organizations need a WCM that is
fundamentally different than page- and document-oriented solutions. The WCM needs to be
architected to deliver the enterprise-scale flexibility, scalability, and adaptability required of
dynamic Websites. To do this, the WCM must be based upon a structured content approach –
managing content as discrete content components. The result is a highly granular and flexible
system.
Further, organizations need a WCM solution that can be a strategic business tool for
marketing while delivering a highly efficient and effective technology foundation for
developers. To that end, the following criteria can help you understand key WCM
requirements for both the business/marketing user and IT.

Evaluating a WCM Solution from the Business Perspective

For the business user and decision maker, it’s critical to recognize that the WCM decision is
far more than an IT technology choice. Often, the decision is relegated to IT without the
integral participation of the business users.
To ensure that the current and future business objectives for the Website can be achieved,
there are several critical aspects of a potential WCM solution business users and decision
makers should consider.
 Ease of Use – The WCM solution needs to be intuitive for both the content owner and
occasional content providers to use. This means everyone from “power editors” to
casual content providers should be able to add/change/revise online content quickly,
while maintaining complete control of the online brand. The solution should let users
edit content right on the page, without having to know HTML or even be technically
savvy.
 Control – Putting control of the Website into the hands of marketing or other content
owners, without requiring programming expertise, is the central goal of the WCM.
Many solutions allow only page-oriented content changes to be made by users, but
don’t put the branding, navigation, and other components of the user experience into
the hands of the Website owners. Ensure the WCM you select empowers your
business users to be able to make rapid changes without programming.
 Integrated Marketing Capabilities – A Web marketing-oriented WCM solution
should integrate on-line marketing capabilities such as search engine optimization,

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 campaign tools, segmentation, and analytics to enable marketing to fully control and
optimize the Website experience.
o Search optimization tools – The WCM solution should integrate SEO with the
publishing process so keyword-rich content and meta-data, search friendly
URLs, and other SEO tactics are consistently and automatically implemented
o E-mail marketing programs – By integrating with third-party e-mail campaign
applications, the WCM can coordinate the workflow for effective, responsive
campaign management.
o Website monitoring and analysis tools – Ensure the solution you select
includes analytics capabilities to leverage the close relationship between the
CMS and visitors’ browsing history. Also the WCM should be easily integrated
with third-party analytics technologies such as WebTrends to enable you to
take informed actions.
o Segmentation capabilities – A marketing-oriented WCM solution should enable
you to personalize each visitor’s experience with relevant content and features.
 Integration with business applications – Insist on support and experience
integrating any and all of your line of business applications such as CRM and ERP
systems.
 Flexibility – The WCM needs to enable a dynamic experience for the user regardless
of language or device or type of content. Look for a solution that supports multiple
languages and optimizes for different device types without the need for re-rendering
the site for each variation.

Figure 2: WCM with Integrated Marketing Capabilities

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From the IT Perspective
While marketing and other business users should focus on usability, power, control, and
flexibility of the WCM solution, developers and IT should evaluate solutions based on the
underlying infrastructure, development tools, and capabilities. In addition to determining
whether the solution should be based on Java or .NET, your organization should consider
these critical aspects:
 Architecture – Page-oriented WCM solutions will require additional development
efforts in order to support the needs of marketing. Look for a marketing-oriented
WCM that takes a structured content approach and separates the content from the
presentation. Specifically, the WCM should dynamically create each Web page by
assembling each piece of ‘data’ or content for that page. This means that the content
presented on one page can easily be reused and redisplayed on dozens of other pages,
and that content can be displayed in a different way or combination of ways, as
appropriate. This can be text, images, video, tables, or other content format. In this
way, the content is separated from the presentation for ultimate flexibility and
scalability.
 Development Tools, Controls, and Capabilities – Look for a WCM that streamlines
development and maintenance with easy-to-use tools, controls, and capabilities.
Seamless integration with tools such as Visual Studio enables developers to make best
use of their existing skills.
 Built-in Support for:
o SEO optimization – A truly marketing-oriented WCM will optimize
automatically for SEO tactics, including generating SEO-friendly URLs, avoiding
redirects, and delivering inline SEO tools.
o Accessibility – Choose a solution that supports international accessibility
standards. In the U.S. alone, over 41 million people have a disability.3 A high-
profile lawsuit against the retail chain Target in the U.S. underlines the
importance of supporting accessibility. The class action lawsuit was centered
around accessibility complaints with Target.com and was brought by the
National Federation for the Blind. The lawsuit was settled on 28 August 2008
for $6 million.4
o Security – The WCM solution should provide permission management to grant
rights to users, groups and roles. It should also support external authentication
and authorization systems without requiring extensive coding and integration
efforts.

3
2006 American Community Survey,
http://www.census.gov/acs/www/Products/users_guide/index.htm
4
“Target to pay $6 million to settle site accessibility suit,” David Chartier, ars technica, August 28,
2008

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 o Multiple sites, languages, and devices – Select a WCM solution that supports
any number of domains mapping to different Web
properties, as well as flexible sharing of content and
code between logical sites. Ensure that the solution
enables many-to-many language support to avoid
creation of extensive new data structures when
supporting multiple languages.
o Navigation – Pick a solution that provides automated
functions such as navigation and breadcrumb tools
that simplify new page, section, or site creation.
Ideally, the solution should enable IT to give as
much or as little control and flexibility to site editors
as you wish.
 Scalability and Performance – Be sure to understand the
performance and scalability implications of the WCM
solution. It’s important from both an IT maintenance
overhead perspective and a total cost of ownership
viewpoint to choose a solution that can support deployment of multiple Web sites on
a single system.

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Ensuring a Successful Evaluation Process
Consider Getting Expert Advice
If your budget allows, of if you already retain their services in your organization, ask a
leading analyst with firms such as Gartner, Forrester, or Butler to provide insight into WCM
vendors. As renowned advisory services for technology and its implementation, these firms
can help you understand which solutions are appropriate for your business requirements.
Your organization may want to consider retaining the services of a specialty advisor – one
with specific expertise in WCM software and implementations. Consultants and Websites
specializing in website content management include: the Gilbane Group, CMS Wire, CMS
Matrix, and CMS Watch. Some of the Websites offer valuable information at no cost, while
others offer reports to purchase or vendor selection service on a fee basis.

Include Your Developers in the Evaluation Process

Before you make a final decision, ensure your development team has the opportunity to
become familiar with the WCM software. Steps to consider as part of the technical evaluation
include:
Demonstrations: The entire team, including marketing, content editors, and
developers, should participate in comprehensive demonstrations. While the initial
meeting may be mixed, allow different groups ample time to have their own sessions
with the vendor where they can ask questions, at their level, that address their
business or technical requirements.
Installation: Request the WCM vendor install a clean/out-of-the-box version of its
product for your development team. Demo systems are highly configured and don’t
necessarily give you a clear view of the complexity of the product. With a clean
installation, your organization can see how easy or difficult it is to get started right out
of the box.
Test Website: Ask the WCM vendor to build a very simple Website from scratch for
your development team. This will reveal what functionality ships with the product, as
distinct from customizations that may have been included in the demo system.
Vendor Training: Strongly consider sending your developers to the WCM vendor’s
technical training class. They will gain a clearer perspective of the product’s
capabilities and shortcomings, potentially saving your organization significant time
and money in the long run. The WCM vendor should be willing to provide free training
prior to purchase.
Developer Community: Determine if there is a vibrant developer community that your
team can tap into. The community, as well as support from the WCM vendor, is
important in getting started and growing your Website capabilities successfully.

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Conclusion
To truly understand the importance of the WCM decision, ask yourself what it would be
worth to your company to rank two places above a competitor on Google? What would it be
worth to get to market weeks faster when responding to changing market conditions? And
what if you could convert 50% or more of the visitors to your site?
Your choice of a WCM tool plays a central role in the ultimate success of your Internet
strategy. It is a decision that requires participation from the business stakeholders, content
owners, IT management, and developers.
The right solution can help you achieve your business goals from generating additional
revenue to making customer service more responsive, from improving brand awareness to
driving customer loyalty.

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About Sitecore
Sitecore’s Web Content Management System (CMS) and portal software solutions enable
companies to deliver compelling Web experiences. Sitecore’s award-winning CMS software
makes it easy for businesses to create and keep up-to-date dynamic, full featured Web sites
of all types. Sitecore’s industry-leading flexibility and scalability allow companies to better
leverage their content to improve customer experience and drive business growth.
Thousands of public and private organizations, including national governments and Fortune
500 companies utilize Sitecore solutions for their Web sites. These organizations have
created and now manage over 5,000 dynamic Web sites with Sitecore including Microsoft,
Sara Lee, Siemens, Toshiba, Omni Hotels, Computer Associates, WebTrends and Atlanta
Falcons.
As a Gold Certified Microsoft Partner, Sitecore works closely with Microsoft in the
development and improvement of both products and services. Sitecore’s solid architecture
and dedication to the .NET framework and Service Oriented Architecture principals provide
companies with virtually unlimited development and integration opportunities. Microsoft
named Sitecore ISV partner of the year in 2004, based on the impressive success of Sitecore’s
software for many significant mutual clients.
For more information about Sitecore CMS, visit www.sitecore.net.

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