Do I Need a CMS for My Website? A Simple Guide
"Should I use WordPress?" is usually the wrong first question. The real question is: do you even need a CMS?
A content management system lets non-technical people update website content without touching code. That sounds great, but it comes with complexity you might not need.
What Is a CMS, Really?
CMS Definition
A Content Management System (CMS) is software that lets you create, edit, and publish content through a visual interface instead of writing code. Think of it as a control panel for your website's content.
Common examples: WordPress, Squarespace, Wix, Drupal, and newer "headless" options like Sanity, Contentful, and Payload.
The key question isn't which CMS to use. It's whether you need one at all.
Signs You Need a CMS
A CMS makes sense when:
- You publish content frequently. Blogs, news sites, and media companies need easy content workflows.
- Multiple people edit the site. Teams need user roles and permissions.
- You update products or listings regularly. Ecommerce, real estate, job boards—anything with inventory.
- You can't wait for a developer to make simple text changes.
The 10-Update Test
Will you make more than 10 content updates per month? If yes, a CMS will save you time and money. If no, you might be adding unnecessary complexity.
Signs You Don't Need a CMS
Here's what many web agencies won't tell you: most small business websites don't need a CMS.
You probably don't need one if:
- Your content rarely changes. A restaurant menu that updates seasonally doesn't need WordPress.
- Only your developer touches the site. Why add a login system nobody uses?
- You have a simple brochure site. 5-10 pages that stay mostly static.
- Performance is critical. Static sites are faster, more secure, and cheaper to host.
The WordPress Tax
WordPress sites need constant updates, security monitoring, and plugin maintenance. If you're not using the CMS features, you're paying this overhead for nothing.
The Modern Alternative: Static Sites
Static site generators (like Next.js, Astro, or Hugo) create fast, secure websites without a database or admin panel.
Advantages:
- Blazing fast load times
- Nearly unhackable (no database to exploit)
- Free or near-free hosting
- Better SEO performance
The tradeoff: Content changes require a developer or technical knowledge.
For businesses that update content infrequently, this tradeoff is worth it. Your developer makes changes in 15 minutes, and you get a faster, more secure site year-round.
When to Go Headless
Headless CMS platforms (Sanity, Contentful, Strapi, Payload) separate content management from your website's frontend.
How Headless Works
You edit content in a separate dashboard. Your website fetches that content via API. You get CMS convenience with modern frontend performance.
Consider headless if:
- You want CMS editing but modern performance
- Content appears across multiple platforms (web, app, kiosk)
- You have developer resources for initial setup
Skip headless if:
- You want a simple DIY solution
- Budget is very tight
- You don't have ongoing developer support
Popular CMS Options Compared
| CMS | Type | Best For | Learning Curve |
|---|---|---|---|
| WordPress | Traditional | Blogs, content sites | Low |
| Squarespace | All-in-one | Small businesses, portfolios | Very Low |
| Wix | All-in-one | DIY simple sites | Very Low |
| Sanity | Headless | Custom projects | Medium |
| Payload | Headless | Developer-owned projects | Medium |
Decision Framework
Ask yourself these questions in order:
CMS Decision Checklist
- How often will content change? Rarely → Skip the CMS
- Who will make changes? Only developers → Skip the CMS
- What's your budget for maintenance? Tight → Consider static or all-in-one
- Do you need custom features? Yes → WordPress or headless
- Is performance critical? Yes → Static or headless
The Honest Recommendation
For most small businesses: Start without a CMS. A well-built static site with quality hosting will outperform a neglected WordPress installation every time.
If you need frequent updates: Go with an all-in-one platform like Squarespace or Wix. They handle security and updates for you.
If you have specific needs: Talk to a developer about WordPress or headless options. But only if you'll actually use the CMS features.
The Real Cost of a CMS
Factor in ongoing costs: hosting ($10-50/mo), security plugins ($100-200/yr), maintenance time (2-4 hours/month), and potential developer fixes when things break. Compare this to what you'd pay for occasional developer updates to a static site.
The best website isn't the one with the most features. It's the one that works reliably, loads fast, and lets you focus on your actual business.