Apr 04, 2025

5 signs you’re not managing your CMS platform effectively

By Liam Cahill DXP Delivery Lead

If managing your DXP/CMS is becoming a daily struggle, perhaps it’s time to call for help

Your CMS should make your life easier - empowering teams to publish content quickly, keep branding consistent, and ensure smooth, secure performance across every page. In theory, it’s your digital backbone: a system that supports business goals, marketing campaigns, and evolving customer needs with ease. But in reality? Managing a CMS becomes more of a daily struggle than a streamlined solution. What starts as a powerful platform can quickly spiral into a frustrating maze of delays, unclear ownership, outdated content, and slow response times.

Below are 5 signs your content management system isn’t being managed effectively — and why it might be time to call in ArekiboCare.

The Signs (include)

1. Its so slow to get anything published - Are bottlenecks slowing you down? - Imagine needing to update a homepage banner, correct a small typo, or publish a new page - but instead of a quick fix, you're stuck waiting days for additional support - designer or developer to step in. These kinds of content bottlenecks not only frustrate your marketing and digital teams, but they slow down campaign launches and cause you to miss key opportunities.

   
   You need a publishing workflow that defines standards, roles and responsibilities.

2. It's a mess behind the scenes - Do you have a growing collection of unused templates, broken links, outdated pages, or “quick fixes” that somehow became permanent? If finding the right place to update content is complicated and feels like a chore - and there’s no clear system in place - it’s a clear sign your CMS platform is starting to spiral.
   
   Just like your car, your CMS needs to be regularly serviced and maintained.
   
   
3. We can't publish as it isn't working - again - Do you only think about your digital platform when something breaks - publishing issues, regular crashes, failed updates, or a security concerns? Are we reacting to problems instead of preventing them? 
   
   You need a process to log issues and know that they will be resolved.
   
   
4. We don't know what to do - If your team isn’t fully aware of what your platform can do - or if new features have been rolled out without proper training or communication - you’re likely leaving a lot of potential untapped. Without clear guidance, ongoing support, or a central knowledge base, teams struggle to use the platform effectively.  
   
   It's not as easy as just 'figure it out', you need a training plan and structure for onboarding and support.
   
   
5. Who needs to approve this content? - You have no clear ownership or process for who approves content. Your pre-approved content sits in limbo, delayed by unclear processes - a lack of clear ownership leads to real trouble. When no one knows who approves, updates, or handles issues - or when everything depends on one key person - you’re one resignation away from chaos.
   
   You need a content publishing model  - Without defined roles and processes that are decentralised, stability is always at risk

The reality is that these signs are common and there are many more that we see when welcoming new customers to ArekiboCare.

Without proper structure and oversight, managing your CMS or DX platform can quickly becomes a burden. It's not uncommon to see very expensive websites become outdated as key areas are neglected due to lack of publishing processes, support structures and maintenance fallbacks. Another critical point is that it's easy to blame the CMS platform as the issue. In some cases it may be but in most it's the lack of process and supports that have casused the major issues.   

We built ArekiboCare to help your businesses - we provide the structure, support, and strategy to manage your CMS with confidence. Get in touch to find our more today.

Thanks - Liam - Delivery Manager

P.S - Please share feedback 🙂