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How can you create a content migration plan for a CMS project?

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If you are planning to launch a new website or redesign an existing one, you might need to migrate your content from one content management system (CMS) to another. Content migration is the process of moving your digital assets, such as text, images, videos, and metadata, from one platform to another, while ensuring that they are properly formatted, organized, and optimized for the new CMS. Content migration can be a complex and time-consuming task, but it can also be an opportunity to improve your content quality, performance, and user experience. In this article, we will share some tips on how to create a content migration plan for a CMS project, and what steps you need to follow to ensure a successful outcome.

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1 Assess your current content

Before you start moving your content, you need to evaluate your current content inventory and audit. A content inventory is a list of all the content assets on your website, including their URLs, titles, types, sizes, and locations. A content audit is an analysis of the quality, relevance, accuracy, and effectiveness of your content, based on your goals, metrics, and user feedback. You can use tools such as Screaming Frog, Google Analytics, or Content Analysis Tool to help you with this process. By assessing your current content, you can identify what content you need to keep, update, delete, or create for the new CMS.

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Jonathan Engeln Lambinet-Lacson

Marketing & Data Specialist, Problem-Solver, Solution-Oriented
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Before diving into the migration, I've always found it useful to take stock of what's already working well. One time at work, we were updating our company site, and by looking at our most visited pages through Google Analytics, we managed to prioritize our efforts. We focused on migrating our high-traffic content first to ensure a seamless transition for our customers.

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2 Define your content strategy

Once you have a clear picture of your current content situation, you need to define your content strategy for the new CMS. A content strategy is a plan that outlines your content goals, audience, tone, style, structure, format, and governance. It also includes your content requirements, such as metadata, taxonomy, accessibility, SEO, and security. Your content strategy should align with your overall project objectives, user needs, and brand identity. You can use tools such as Content Strategy Canvas, Content Design Toolkit, or Content Style Guide to help you with this process. By defining your content strategy, you can ensure that your content migration supports your desired outcomes and user experience.

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Jonathan Engeln Lambinet-Lacson

Marketing & Data Specialist, Problem-Solver, Solution-Oriented
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One thing I've found helpful is to actually visualize the content strategy as a roadmap. At a previous role, we used a content strategy canvas to map out everything from our audience personas to the content lifecycle. This helped us not only during migration but also in maintaining a consistent voice across all our digital assets. It's like setting the GPS before you start the journey — it guides your every move.

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3 Choose your content migration method

After you have defined your content strategy, you need to choose your content migration method. There are three main methods of content migration: manual, automated, and hybrid. Manual migration involves copying and pasting your content from one CMS to another, or using CSV files or spreadsheets. Automated migration involves using scripts, APIs, or tools to transfer your content programmatically. Hybrid migration involves a combination of manual and automated techniques. The best method for your project depends on several factors, such as the amount, type, and complexity of your content, the compatibility and functionality of your CMS platforms, the budget and timeline of your project, and the availability and skills of your resources. You can use tools such as CMS2CMS, WP Migrate DB Pro, or Contentful Migration CLI to help you with this process. By choosing your content migration method, you can optimize your efficiency, accuracy, and quality of your content transfer.

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Jonathan Engeln Lambinet-Lacson

Marketing & Data Specialist, Problem-Solver, Solution-Oriented
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In my experience, picking the right migration method is a lot like choosing the best tools for a construction project. Once, we had a vast amount of content to shift over to a new CMS. We opted for a hybrid method, where the bulk was handled automatically but critical pieces were moved manually. This ensured our high-value content was treated with extra care, avoiding the 'one-size-fits-all' pitfall of full automation. It's about balancing efficiency with precision.

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4 Prepare your content for migration

Before you execute your content migration, you need to prepare your content for migration. This involves cleaning, formatting, and organizing your content according to your content strategy and migration method. Cleaning your content means removing any outdated, duplicate, or irrelevant content that you don't need to migrate. Formatting your content means ensuring that your content follows the standards and guidelines of your new CMS, such as HTML, CSS, and markup. Organizing your content means assigning your content to the appropriate categories, tags, folders, and fields of your new CMS. You can use tools such as HTML Cleaner, CSS Formatter, or Tag Manager to help you with this process. By preparing your content for migration, you can reduce the risk of errors, inconsistencies, and compatibility issues during and after the migration.

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Jonathan Engeln Lambinet-Lacson

Marketing & Data Specialist, Problem-Solver, Solution-Oriented
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One time at work, the prep phase made all the difference. We dedicated a solid week just to clean up our content. It's like decluttering your house before a big move; it saves you from bringing things you don't need. We trimmed the fat, so to speak, cutting out redundant articles and outdated info. Then we made sure everything was tagged correctly for the new system. It's a bit tedious, but it's worth it when your content works perfectly in its new home.

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5 Execute and test your content migration

After you have prepared your content for migration, you need to execute and test your content migration. This involves performing the actual transfer of your content from one CMS to another, and verifying that your content is correctly migrated and displayed on the new CMS. You should follow the best practices and procedures of your migration method, such as backing up your data, using a staging environment, and documenting your steps. You should also test your content migration using various methods, such as visual inspection, functional testing, performance testing, and user testing. You can use tools such as BrowserStack, LoadImpact, or UserTesting to help you with this process. By executing and testing your content migration, you can ensure that your content is successfully migrated and meets your expectations and requirements.

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Jonathan Engeln Lambinet-Lacson

Marketing & Data Specialist, Problem-Solver, Solution-Oriented
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From what I've seen, this is where the rubber meets the road. In a recent project, we meticulously backed up every bit of content before starting the migration. It's like insurance—you hope you don't need it, but it's a lifesaver if you do. We then moved everything to a staging site, which is like a dress rehearsal before the big show. And boy, did we catch some glitches! Nothing beats real users hammering on the system to find those hidden issues.

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6 Monitor and optimize your content migration

After you have executed and tested your content migration, you need to monitor and optimize your content migration. This involves tracking and measuring the results and impact of your content migration on your website performance, user behavior, and business goals. You should use the metrics and feedback that you defined in your content strategy and audit, such as traffic, conversions, bounce rate, satisfaction, and retention. You should also identify and resolve any issues or gaps that may arise from your content migration, such as broken links, missing images, or slow loading. You can use tools such as Google Search Console, Hotjar, or Optimizely to help you with this process. By monitoring and optimizing your content migration, you can continuously improve your content quality, user experience, and business value.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you create a content migration plan for a CMS project?

1

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3

4

5

6

7

1 Assess your current content

2 Define your content strategy

3 Choose your content migration method

4 Prepare your content for migration

5 Execute and test your content migration

6 Monitor and optimize your content migration

7 Here’s what else to consider

Content Management

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How can you create a content migration plan for a CMS project?

1

2

3

4

5

6

7

1 Assess your current content

2 Define your content strategy

3 Choose your content migration method

4 Prepare your content for migration

5 Execute and test your content migration

6 Monitor and optimize your content migration

7 Here’s what else to consider

Content Management

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