Content migration to a new CMS - challenges and solution
Changing CMS software involves content migration. Like any migration project, content migration also comes with some challenges. In this article, I will talk about our experience with CMS migration.
Due to the fact that the CMS we are implementing at Monogo is builder.io, this is the system we are basing our experience on. Migrations to other systems will have the same challenges. However, some of the details may differ from what we propose.
Challenge 1: Manual or automated migration?
The type of migration will determine the amount of work that will be needed to complete the project. With a small amount of content, a manual migration can be considered.
However, for large datasets where the number of pages is in the tens or hundreds of thousands, automatic migration is the only sensible solution.
Automatic migration involves the preparation of migration scripts, or specialised software. The primary function of such software is to transfer content from the source system to the target system.
However, that is not all, it is also good practice to build in quality checking of the transferred information. Basic functions such as checking the amount of data and its compatibility between the source and the target system will quickly verify the correctness of the migration.
Deeper checking should be done with specialised software to compare, for example, screenshots.
Challenge 2: Managing habituation to the old system
Teams working for many years on old software will find it difficult to switch to a new system. It is not only a change of UI, but probably also of processes and Ways of Working.
We often find ourselves trying to recreate the old system in the new one. This is one of the biggest mistakes that can be made. That is why we encourage an educational programme where trainers show you how to achieve your goal in the new working environment.
Onboarding to the new CMS early enough also helps. This process should not be delayed, even if the new system is not yet fully ready. This will allow you and the editing team to go through the project together and show you the pace of change.
Well-documented key processes, not only in written but also in video form, will provide a good knowledge base to refer back to. Of all the elements of a CMS migration project, this one is usually the most challenging. However, success here often determines success throughout the project.
Challenge 3: Integrations and exceptions
Like any system, the CMS is also integrated with a large number of external services and sites. They have all had time to settle in and are now running very stably.
The challenge in the new system is to recreate them in such a way that they remain (at least) stable in the old system. Unfortunately, this will be difficult at first, as any software needs time before it reaches an exquisite level of quality.
This should not be feared, all that is needed is proper communication and good planning. Adequate time should be set aside for development and quality management and user testing.
It is also good practice to give something extra to users, or at least to plan special add-ons that will encourage even the most attached to the old system to switch.
Migration is also a good opportunity to check whether everything in the old system needs to be moved. Often, there are features and integrations in systems that are there, but hardly anyone uses them. This is a good time to get rid of unnecessary parts of the system that only complicate maintenance.
Summary
Migration is a complicated project, but it should not be feared. The new solutions will certainly increase the productivity of editors. Any challenge that such a project brings if identified early enough will not jeopardise the whole initiative.