Smooth CMS Migration Checklist & Is Going Headless the Right Move?

The Basics - What Is CMS Migration?

CMS migration refers to the process of moving a website’s content management system (CMS) from one platform to another.

It can be driven by the need for more features, better user experience, or enhanced performance and security. While the goal is to improve the website, the migration must be handled with care to preserve SEO value and ensure a smooth transition for users – including both the visitors of the website and marketers who edit blog posts, landing pages, or other website content.

Here are some key elements involved in the process of a smooth CMS migration:

• Choosing the right CMS to migrate to (consider functionality, SEO, security, scalability, headless options for specific needs)

• Developing a migration strategy (timeline, resources, content mapping, data migration processes)

• Auditing and preparing website content (identify outdated material, organize for migration)

• Transferring content using CMS tools or manual processes (ensure redirects, metadata transfer for SEO)

• Testing all functionalities, UX, content accuracy, and SEO implementation before the launch

• Maintaining SEO with 301 redirects, preserving URL structure, transferring meta tags, monitoring rankings

• Creating a full website backup before migration

Importance of SEO In CMS Migration Process

It's essential to maintain or improve a website's search engine rankings during and after the transition. Proper planning and execution can prevent common pitfalls like broken links, lost content, and reduced site speed, which negatively affect it.

Search Engine Optimization is often an afterthought during CMS migrations, but it shouldn't be. A poorly executed migration can lead to significant drops in organic traffic. 

The Benefits of CMS Migrations - Why Make The Switch?

"I'm considering a CMS migration, but is it really worth the effort?"

If you're asking this question, you're not alone. Many businesses hesitate to change their content management system, fearing the process might be too complex or disruptive. But here's the good news: migrating to a new CMS can offer significant advantages that go far beyond just fixing issues with your current system.

Modern WordPress alternatives offer a range of features that can significantly improve your website's capabilities and marketing reach. Let's explore the key benefits of migrating to a different CMS.

What new features can I access with a modern CMS?

Migrating to a new CMS can offer advanced features and functionalities that were unavailable or less efficient in your previous CMS.

The best headless e-commerce platforms & CMSes offer a wider range of features, like improved content management tools, marketing automation integrations, and e-commerce capabilities.

• Enhanced Content Management

  • Streamlined workflows for content creation, editing, and publishing

  • Version control and content scheduling capabilities

  • Easier collaboration tools for your team

• Advanced SEO Tools

  • In-depth website performance insights

  • Better keyword integration capabilities

  • Improved sitemap management

• Flexible Design Options

  • Responsive design templates

  • Drag-and-drop interfaces for easy layout customization

  • Better cross-device compatibility

Pro Tip: Consider a headless CMS like Contentful for its user-friendly interface and strong API capabilities. It integrates well with various marketing automation tools, giving you more flexibility in your tech stack.

How can a new CMS improve my website's performance and user experience?

Modern CMS platforms often prioritize speed and user experience. Here's what you can expect!

1. Faster Load Times

   • Optimized page loading, reducing bounce rates

   • Better engagement and improved user retention

2. Mobile Optimization

   • Improved accessibility on smartphones and tablets

   • Expanded reach to mobile users

3. Intuitive Website Structure

   • Better content organization tools

   • Improved navigation menus for easier user journeys

Examples of a headless CMS to consider: 

• Storyblok offers a visual editor, allowing content editors to easily build landing pages from available components – without needing developer assistance. This further strengthens the platform's user-friendly nature and excellent mobile optimization capabilities.

• Sanity shines with a user-friendly interface for editors, seamless mobile integration through frameworks like Next.js, and good performance for fast-loading websites.

What about security and scalability?

Security vulnerabilities and outdated data architecture can pose risks. Migrating to a platform with robust security features and a modern data structure can ensure your website's safety and scalability.

• Advanced Security Features

  • Automated security updates

  • Advanced user authentication methods

  • Robust encryption to protect against cyber threats

• Improved Data Architecture

  • Better organization and accessibility of your data

  • Scalability to handle growing content volume and user traffic

  • Smoother operations as your business expands

Example of a headless CMS to consider: ButterCMS offers features like automated backups, role-based access control (RBAC), and JWT authentication, providing strong protection against cyber threats.

Are there any other benefits I should consider?

Absolutely! The advantages of migrating to a modern CMS go far beyond what we've already discussed.

1. Enhanced Collaboration & Scalability

"How can a new CMS help my growing team work more efficiently?"

Modern CMS platforms are designed with large, complex teams in mind:

• Improved user roles and permission management: This allows for smoother collaboration among content creators, editors, and marketers.

• Efficient scaling: As your content volume and user traffic grow, modern CMSs can handle the increase without compromising performance.

Example of a headless CMS to consider: Strapi's user roles and permissions system keeps workflows smooth even as your team grows. Its open-source core efficiently handles increasing content and traffic volumes, minimizing the need for constant developer intervention.

2. Reduced Maintenance Costs & IT Department Involvement

"Can a CMS migration really lower our operational costs?"

• Less dependence on IT: Modern CMSs often require less technical intervention for routine tasks.

• Fewer compatibility issues: Well-supported CMSs are regularly updated to work with the latest software versions.

Case Study: When we migrated Urban's website to Storyblok, we saw a 100% reduction in the development team's involvement in managing content. The IT department is no longer needed for publishing, editing, or reshaping content pieces.

3. Improved Content Personalization

"How can a new CMS help us deliver more relevant content to our audience?"

Modern CMS platforms often come with built-in personalization features.

• Dynamic content tailoring: Based on user behavior, demographics, and preferences.

• Enhanced user experience: More relevant content can lead to higher engagement and potentially boost conversions.

4. Better Marketing Integration

"Can a new CMS improve our marketing efforts?"

• Integration with marketing automation tools: This allows for more effective lead nurturing and targeted campaigns.

• Improved audience segmentation: Better tools for understanding and categorizing your audience.

• Enhanced campaign management: Launch and track marketing campaigns more effectively, driving higher ROI.

5. Focus on Core Business

"How will a CMS migration free up our team's time?"

By migrating to a user-friendly CMS with intuitive interfaces, you can:

• Reduce time spent on technical issues: Less wrestling with a troublesome CMS means more time for strategic tasks.

• Improve content plans: With easier content management, your team can focus on creating great content and developing marketing strategies.

Pro Tip: Thinking about making the switch? Look for a CMS that's easy to use and comes with plenty of "how-to" guides. After all, the last thing you want is your team scratching their heads over a new system. A user-friendly CMS with good training materials can mean the difference

Successful CMS Migration Checklist - 5 Key Steps To Include In Your Migration Plan

A well-planned and executed CMS migration is critical for maintaining your site's integrity and search system rankings, especially if you're moving from or to a custom-built website. This consideration is essential as custom-built websites often have unique functionalities and structures that require careful handling during migration to preserve their SEO value and user experience.

Here's a breakdown of the five key steps you should include in your CMS migration checklist to ensure a smooth and successful transition.

Choosing The Right CMS Platform To Migrate To

The foundation of a successful migration lies in selecting the most suitable CMS for your needs. While working with e-commerce providers or online stores, taking a look at the best headless CMSes for React projects may be something to consider.

Before diving into specific platforms, take a deep dive into your current CMS and identify areas for improvement - make a list. 

Consider what functionalities are missing, what's not working as expected, and what features would streamline your workflow. This initial audit will guide your search for the ideal CMS. 

Only then move to the research for the given tools and CMSes for your migration, or - if you're not sure where to start, consider working with a web development agency that specializes in CMS migrations. They can help you assess your needs and identify the best platform CMS for your business.

Think about the following factors while choosing one best suited for your business needs:

• Functionality - Ensure the chosen CMS can support the functionalities that are crucial for your business, such as e-commerce capabilities, blog integration, or custom post types.

• SEO Capabilities - The chosen CMS should offer comprehensive features or allow for plugins that can help you maintain and improve your search engine visibility post-migration.

• Security - Look for a CMS with a strong security track record and ongoing support to protect your site from vulnerabilities.

• Scalability - Anticipate your site's future growth and ensure the CMS can scale accordingly without significant overhauls.

Remember, the list above is a starting point based on common needs. You are the expert on your current CMS and its shortcomings. By creating a clear list of your pain points and desired functionalities, you'll be well-equipped to choose the perfect CMS or start to research them.

Here are some tips for finding the right CMS for your migration:

• Read lists of the best CMSs and comparison articles. This will give you a good overview of the different options available and help you narrow down your choices.

• Visit websites like G2 and Capterra. These sites allow you to read reviews of different CMSs from other users.

• Visit the websites of specific CMSs. This will give you a chance to learn more about the features and benefits of each platform.

• Contact us. We would be happy to help you choose the right CMS for your needs based on an analysis of your requirements.

Migration Strategy Planning - Prepare Migration Process In Detail

A detailed migration plan is your roadmap to a successful CMS transition. Key elements include:

• Timelines - Establish realistic deadlines for each migration phase, from data preparation to the final launch.

• Responsibilities - Assign clear roles and responsibilities to team members or external agencies to ensure accountability throughout the process.

• Processes - Define the specific steps for content and data migration, including how data will be exported, transformed, and imported into the new CMS.

• Resources - Identify the resources needed for the migration, including personnel, tools, and budget.

• Content Mapping - Map your existing content structure to the new content management system. This ensures a smooth transition and simplifies data and content import.

Remember, the above tips are more about planning, managing, and project management of the CMS migration process. Some aspects of the migration may still be unclear or preliminary at this stage, as the actual scope of the project will be determined during the work outlined in the following steps.

If you are working with a good web development agency, they can help you manage the project by providing a dedicated project manager.

Preparing Data For CMS Migration - Review Site Architecture & Content

Before the actual transfer, prepare your existing website's data for migration. A thorough audit of your current site's architecture and content is essential. This stage involves:

• Content Inventory/Audit - Create a comprehensive list of all site content, including pages, posts, media files, and any custom content types.

• Review and Cleanup - Identify outdated or irrelevant content that can be archived or deleted. This reduces the amount of data to migrate and can improve your site's performance and visibility in search engines.

• Structure and Organization - Evaluate your site's architecture for improvements. Consider how content is categorized and whether the new CMS might allow for a more intuitive structure.

The Main Step - Transferring Content From One CMS To Another

This critical phase requires careful execution to ensure data integrity. When migrating content, it’s crucial to use trusted tools for a smooth transfer. Ensure redirects are in place to keep your SEO intact.

Here's the big move! Utilize migration plugins or tools offered by your chosen CMS platform to transfer your content from the old system to the new one.

• Content Transfer Tools - Many CMS platforms offer tools or plugins designed to automate the content transfer process. These can be a time-efficient option but verify their compatibility and reliability.

• Manual Processes - For complex sites or custom content types, manual migration might be necessary. This involves exporting content to a universally compatible format (like XML or CSV) and then importing it into the new CMS.

• URLs, Redirects, Metadata, and Links - Maintain the SEO value of your site by ensuring all URLs remain consistent or by implementing redirections where changes are unavoidable. Implement proper 301 redirects from your old URLs to the corresponding new URLs on the migrated site. Metadata and internal links should also be accurately transferred to maintain visibility and UX.

• Content Mapping - Verify that your content is mapped correctly within the new CMS structure.

A successful migration goes beyond just transferring content. Here's how to ensure a smooth transition for your users and development team:

• Animations/Figma Designs:  Animations and design elements are key to user engagement and brand consistency.  Ensure these are transferred accurately to the new platform to maintain a familiar and positive user experience.

• Special Pages:  Pay close attention to migrating special pages like targeted landing pages, product pages, or contact forms. Maintain their structure and functionality to avoid disruptions in user experience and potential SEO impact. Consider testing these pages thoroughly after migration to ensure everything works as expected.

• Content Types:  Different content types have varying requirements. Carefully migrate blog posts, product descriptions, user-generated content, etc., preserving their formatting and metadata for optimal SEO performance and user experience.  For example, ensure product descriptions retain key details and high-quality images.

• 3rd Party Integrations & Plugins:  Beyond marketing automation tools, consider migrating and reconfiguring any other third-party integrations or plugins crucial for your website's functionality and user experience. This could include analytics tools, social media integrations, or custom form builders. Test these integrations thoroughly after migration to ensure they function correctly.

Testing And Launching The New CMS

Don't rush the launch! After transferring your content, thoroughly test all functionalities of the CMS. Before officially going live with the new CMS, conduct thorough testing.

• Functionality & Usability Testing - Test all features and functionalities to ensure everything works as expected.

• UX Testing - Ensure the site is easy to navigate and that the layout is responsive across various devices.

• Broken Link Check - Check for broken links that might redirect users to non-existent pages.

• Content Accuracy - Verify that all content has transferred correctly and displays accurately on the new platform.

• SEO Implementation - Ensure SEO elements like meta descriptions and title tags are properly implemented on the new platform.

We recommend testing throughout the migration process, not just at the end. This will help you identify and fix any issues early on, saving you time and frustration in the long run.

In addition to functional testing, we also recommend conducting usability testing and ongoing acceptance of individual stages, migrated pages, content types, or components. This incremental approval process helps ensure that the new CMS meets your needs and expectations.

At Naturaily, we also offer onboarding services to help your marketing and technical teams learn how to use the new CMS. This can help ensure a smooth transition and that your team is able to get the most out of the new platform.

Once you've completed testing, you can launch your new CMS!

Best Practices For SEO Migration For Custom CMS - Is It Necessary?

SEO migration is absolutely necessary when migrating to a new CMS, regardless of whether it's custom-built or not. A well-executed migration ensures search engines understand the changes to your website and maintain your existing SEO value.

Here are some key best practices to follow while migrating from the old CMS to a new one:

• 301 Redirects - Implement proper 301 redirects from your old URLs to the corresponding new URLs on the migrated site. This clearly communicates the change to search engines and avoids broken links that could harm your rankings.

• URL Structure - While some adjustments might be necessary, try to maintain a similar URL structure as your previous website whenever possible. This helps search crawlers understand the relationship between your old and new content.

• Meta Tags - Ensure all meta tags, including crucial elements like title tags and meta descriptions, are transferred correctly to the new platform. These elements play a significant role in search ranking and user click-through rates.

• Content Hierarchy - Maintain the existing content hierarchy from your old website during migration, and consider improvements to enhance user experience and search systems' understanding of your content structure.

• Performance Monitoring - Closely monitor your website's performance and search engine rankings before, during, and after the website migration process. Check Google Search Console for any crawl errors or indexing issues after the migration. This allows you to identify and address any potential issues promptly.

Challenges Of Migrating To A New CMS

"I'm worried about all the things that could go wrong during a CMS migration. What should I be prepared for?"

It's natural to feel apprehensive about migrating your CMS. After all, your website is crucial to your business. Let's break down the common challenges and how to address them.

1. Will my content survive the move?

One of the biggest fears in CMS migration is losing content or ending up with a mess of duplicates.

• Content loss: Imagine losing years of blog posts or product descriptions.

• Duplicate content: Duplicates can confuse search engines and harm your SEO. Not ideal!

Solution: Before migration, create a comprehensive content inventory. Use this to cross-check after the move. Also, implement a solid quality assurance process to catch any duplication issues early.

2. What about my search engine rankings? Will they tank?

SEO is another major concern. You've worked hard for those rankings, and the thought of losing them is nerve-wracking.

• Broken internal links: These can frustrate users and search engines alike.

• Redirect issues: Improper redirects can lead to a poor user experience and SEO problems.

Pro Tip: Use SEO tools like Semrush or Ahrefs before and after migration to track your rankings and identify any issues quickly.

3. Can I just use automated tools and call it a day?

While there are many CMS migration tools and SEO plugins available, it's not as simple as 'click and run'. Here's why:

• Complex operations: Most CMS migrations involve intricate processes that need careful attention.

• Data preparation: Automated tools can help, but they can't replace proper data preparation.

Warning: Relying solely on automated tools without understanding the process can lead to big troubles with content accuracy, technical SEO, or even traffic loss.

4. Do I need professional help, or can I do this in-house?

This is a crucial question, and the answer depends on your team's expertise and the complexity of your website.

• Team skills: Does your team have experience with CMS migrations?

• Website complexity: The more complex your site, the more challenging the migration.

• Time and resources: Can your team dedicate the necessary time without neglecting other priorities?

Insight: Most successful CMS migrations involve support from an experienced team who can lead the process of proper data preparation and migration execution.

5. How can I ensure compatibility between my old and new systems?

Compatibility issues can cause major headaches.

• Data structures: Your new CMS might organize content differently.

• Custom features: Will your custom functionalities work in the new system?

• Integrations: Ensure your essential tools and plugins are compatible with the new CMS.

Action Step: Create a detailed list of your current CMS features and integrations. Research their compatibility with your potential new CMS before making the switch.

CMS Content Migration - What You Need To Remember About?

Migrating CMS content requires more than just text transfer. Here's your essential CMS migration checklist:

SEO Must-Haves:

• Migrate meta descriptions & title tags.

• Optimize images with proper alt tags & file names.

• Consider structured data migration (if applicable).

• Remember about on-site SEO elements.

  • Schema Markup: Migrate schema markup code used to define specific types of content (e.g., products, events, articles) to the new platform. 

  • Canonical URLs: Ensure you have properly configured canonical URLs on your new website. 

  • Sitemap: Create and submit a new sitemap to search engines after migration. This helps search engines discover and index your new website content efficiently.

Content Prep:

• Back up your original website.

• Clean & organize content before migration.

Internal Links & Redirects:

• Update internal links to point to new URLs.

• Implement 301 redirects from old to new URLs.

Testing & Launch:

• Test content display and functionality in the new CMS.

Following these steps ensures a smooth migration that preserves SEO and user experience.

What Is A Headless Migration & Should You Migrate To Headless CMS?

Recent statistics show that headless CMS adoption is on the rise, with a significant portion of CMS migrations favoring this approach. There's a good reason for this trend: headless CMS solutions offer numerous advantages for businesses seeking greater control over their content operations and a future-proof technology foundation.

A survey conducted by Salesforce indicates a significant shift towards headless commerce, with 8 out of 10 brands currently lacking this technology and expecting to implement it within the next two years.

The State of CMS 2024 Report from Storyblok found that companies migrating to headless CMS not only saw a significant return on investment (ROI) - with 61% reporting increased profitability - but also experienced a productivity boost. 58% of them reported saving time on content management after the switch.

A headless CMS decouples the front-end presentation layer (the website design from the back-end content management system (the CMS itself). This allows for greater flexibility in delivering content across various platforms and devices (mobile apps, smart displays, etc.) through APIs.

Migrating to a headless CMS is worth considering if you need to support multiple frontends, require high performance and scalability, or want to improve your development workflow. It’s always beneficial to look into headless solutions, especially given the headless commerce advantages. 

However, migrating to a headless CMS can be a more complex process requiring advanced development expertise.

Here's a breakdown to help you decide if migrating to a headless CMS is right for you:

Go Headless If:

• Omnichannel Content Delivery - You need to deliver content to a variety of platforms beyond a traditional website.

• API-Driven Development - Your website relies heavily on custom integrations and functionalities.

• Future-Proof Scalability - You anticipate significant growth in content volume and require a highly scalable architecture.

Stick with Traditional CMS If:

• Straightforward Website Needs - Your website primarily serves a static content delivery purpose without extensive customization.

A successful CMS migration can significantly enhance your website's capabilities and propel your digital marketing efforts forward. But navigating the complexities of the process can be daunting. This is where Naturaily comes in.

Naturaily is a leading web & e-commerce development company with extensive experience in CMS migrations, including custom web development services & CMS solutions. Our team of experts can guide you through every step of the process, from initial planning and platform selection to seamless content migration and SEO implementation.

Contact us today to discuss your specific needs and explore modern CMS solutions.