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5 Ways to Successfully Obtain Headless CMS Buy-in

Online content has significant importance in forming a brand's relationship with customers. It's also important how the brand manages that content. Many companies are looking at headless CMS to integrate content management.

Date IconMar 8th, 20227 minutes

Eric Izazaga

Marketing Coordinator

5 Ways to Successfully Obtain Headless CMS Buy-in - Blog Post

However, switching to a headless CMS is more than just an IT project—a move to a headless solution requires company-wide buy-in.

What is buy-in?

The term “Buy-in” refers to the acceptance of and willingness to actively support and participate in something such as a proposed new plan or policy.

How to Obtain Company-Wide Buy-in for Headless CMS

Company-wide buy-in is a component of co-creation. It encourages necessary discussion and healthy debate, and it makes everyone feel more invested in the outcome. It all starts with understanding why making the transition to a better way is worthwhile.

1. Address concerns that overshadow the excitement

Interest in headless CMS solutions has risen dramatically in the last two to three years. Many content managers are looking for a new CMS. Not everyone is on board yet, and some may be concerned about how headless they could become as a result of their entry into the scene.

Setting realistic expectations

Stakeholders should understand that change is a necessary part of the process of improving your content management capabilities. This change should be welcomed rather than feared.

Technical and business users of a headless CMS should expect some changes in how they work with content. Some people may overestimate the amount of change required, while others may underestimate the need for change.

Teams should discuss the types of changes that will occur, both those that will necessitate special attention and those that will provide unexpected benefits that may not be apparent at first.

Develop team goals

Content teams must align and make concrete goals for a smooth transition phase. This involves teams pinpointing the main issues and concerns they have with their current CMS and highlighting how the new solution will alleviate these issues.

2. Present and Understand the Scope of Change

Present the scope of change in a way that favors the customization that a headless CMS offers. No organization likes to change—especially a process that involves migrating a website's existing content to a brand new solution.

Migrating to a headless CMS is not so tedious

Switching to headless is not the same as switching between traditional solutions. Migrating to a new CMS has earned the rightful reputation of being a major undertaking. Organizations must "replatform" and "rip and replace" their CMS when it is unable to adapt to changing organizational needs.

In the web CMS era, this has been a grinding cycle. Headless CMSs seek to break this cycle by providing a SaaS product that is constantly upgraded and adaptable to changing needs. Transitioning to a headless CMS is typically a shorter project than switching between conventional CMSs. Organizations are frequently surprised at how quickly the process occurs.

Shape the headless CMS to meet your needs

The success of any headless CMS implementation will be determined by how it is configured and meets the needs of those who use it. The ability to be tailored to the specific needs of an organization is a significant advantage over a vendor's one-size-fits-all solution.

Headless CMSs enable teams to prioritize what is important to them. Having that option should never be considered a burden. If a team does not have strong preferences for all of the functionality they will require, common options are available from which to choose in a headless CMS. 

New capabilities mean teams have more choices

It's useful to distinguish between the various types of decisions associated with using a headless CMS so that CMS users understand the scope of each. These decisions will differ depending on how frequently they are required, how elaborate they are, and who must be involved in making them. We can divide decisions into four categories:

  • One-time decisions

  • Occasional decisions to update or revise configurations

  • Routine choices

  • Responding to background enhancements

One-time decisions are set and done: you make them when you set up your CMS but don't have to worry about them again. Defining your content model and selecting your integrations are two examples.

A good headless CMS will continuously upgrade its functionality without requiring any effort from you. The decision to update or revise configurations will be made on an as-needed basis. Headless CMSs are available as Software as a Service (SaaS) or as a subscription-based service.

3. Teams Gain More Influence Over Content

A headless CMS can have an impact on content practices in severy ways. In addition to teams reaching more than one digital channel at the push of the publish button, content editors have control of the headless experience from an editing perspective.

How Headless gives teams more control and flexibility

Businesses can run their headless content management systems (headless CMSs) instead of running a separate, non-interactive system. They can also use existing enterprise-wide CMS capabilities to connect and create a single point of contact for all business stakeholders.

Headless websites outperform traditional eCommerce sites in terms of performance, flexibility, and control by decoupling what visitors see on the site (the frontend presentation layer) from the backend logic. The following are the primary reasons:

  • Instant browsing speeds are provided by headless frontends such as single-page applications and progressive web apps. They can also support app-like features such as offline browsing and installability.

  • Headless sites do not rely on backend code, which can add seconds to page loads. This alone can significantly improve performance.

  • The headless architecture allows you to use best-of-breed solutions for your frontend while keeping your backend separate. This enables you to use the best-performing technology while also tailoring your stack to your specific use cases.

  • Headless websites are more adaptable. Because microservices architecture focuses on distinct services and avoids interdependencies, it allows teams to move more quickly.

Headless isn’t one and done - enhancements are more possible

A Headless CMS does not follow the one-and-done process of the old, traditional CMSs.It is possible to improve a headless CMS. Headless CMSs have a feature called "composability," which allows functionalities to be quickly added and altered.

It's helpful to distinguish between decisions and actions that must be completed correctly once and those that can be done later. The monolithic CMS integrates content, images, HTML, and CSS, and it includes a graphical user interface (GUI) to assist non-technical users in creating and publishing content.

It is possible to improve a headless CMS by focusing on the decisions and activities that must be in place for it to work. It's useful to separate tasks that require immediate action from those that can be added later, such as provisioning and maintenance.

Headless promotes cross-functional collaboration

Cross-functional collaboration happens when different teams in an organization collaborate on a common project or a goal. Collaborative functions are more productive and create a more enjoyable workplace.

A Headless CMS facilitates working in a cross-functional team. To reap the full benefits of a headless CMS, different teams must establish ongoing relationships that they may not have had previously.

Marketers and other content creators, for example, will likely collaborate more closely with UX design teams and developers because they will be proactively shaping the capabilities that they require rather than reactively accepting vendor-defined capabilities.

Furthermore, content creators across the enterprise will be able to share content and access shared operational capabilities. A headless enterprise CMS can unify content management and reduce organizational silos. It encourages greater collaboration among content teams that may have previously worked independently of one another.

4. The Outcomes of Going Headless

Always keep in mind why you are making the move while you analyze the details of the modifications that are required. A headless CMS can help your company and customers in the short and long term.

Consider why you’re making the switch in the first place

Organizations choose headless CMSs because they do not want to rely on a second-rate solution. They are in a better position to understand their needs and configure capabilities than a vendor who offers a predefined, one-size-fits-all CMS.

The benefits of structured content

Adopting a more structured approach to content may be the most significant change that a content team can make. Structured content can be transformative, providing significant benefits. It is not a prescriptive approach that must be imposed on everyone and can be tailored to your organization's specific requirements.

The benefits besides structured content

  • Flexibility - Content editors have complete control over the appearance of your content and can use your preferred frameworks and tools.

  • Increased security - Because the content publishing platform is not linked to a database, the risk of malware attacks is reduced.

  • Reusability - Your content can be reused and repurposed to serve any digital channel.

  • User-friendly - API-delivered content is easier to maintain and distribute, as well as easier to edit for non-technical users.

  • Future-proofing - Users can structure your content and make it adaptable to future changes since the presentation layer is separated.

Headless creates a consistent customer experience across all digital channels

Headless CMS can provide benefits to your company and customers in both the short and long term. The technical team can move more quickly, gain more flexibility, and connect and maintain the IT infrastructure. Customers will be able to access content and complete tasks through more responsive user interfaces.

Adopting a more structured approach to content may be the most significant change that a content team can make to their product or service. Structured content enables teams to segment-specific information and messages to get them in front of customers at the right time.

Headless content management makes content more connected. Instead of only focusing on specific web pages, teams can also think about how to connect content to where it is needed. For example, content about products may be used for:

  • Customer marketing

  • Employee training

  • Customer support

5. There are a Variety of Headless Solutions for Unique Company Needs

There are numerous content management solutions to consider, ranging from traditional page-based systems for editors to headless products for developers and cross-channel content distribution. Finally, hybrid systems combine the best of both worlds by connecting and sharing data across channels.


Contentful is a cloud-based headless CMS that originated in 2013 in Germany. The goal of Contentful's headless architecture is to make it easier for developers, content editors, and content managers to organize and distribute content across multiple platforms. It allows users to create custom content models that meet their specific requirements.


DatoCMS has a more user-friendly interface that makes it easier to filter and search for content. In addition to the customizable navigation bar, there is a white-labeled admin interface system that allows you to customize the interface. Another useful feature is the collaborative editing mode which displays a presence indicator to show what collaborators are working on.


Contentstack is a customer experience platform (CXP) that is redefining how enterprise content is created, managed, and published. Brands such as Chase, Cisco, and Sephora have used Contentstack. It enables businesses and their customers to have more personalized and engaging interactions

Start Obtaining Buy-in for Headless Technology

The market for headless content management systems has grown significantly in recent years. A perfect headless solution has the potential to transform your digital experiences.

Consider all features and ensure that you choose what is best for your organization's specific needs. Headless CMS can allow for improved efficiency, productivity, accessibility, and consistency.


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