The short answer: choose a CMS by the content you publish, the people who edit it, the approval workflow and the systems it must connect to. WordPress, a headless CMS and a custom admin can all work. The wrong fit is expensive to undo.
Start with content types
List everything the site publishes: pages, services, case studies, blog posts, reports, events, team profiles, resources, jobs. If the CMS cannot model those types cleanly, editors will work around it with messy pages.
Then map the editors
A single communications person needs a simple editor. A multi-department organisation needs roles, approvals, scheduled publishing and a clear audit trail. Ask who edits, who approves and who can publish without review.
Then check integrations
- CRM and lead routing.
- Newsletter and email platform.
- Payment or donation systems.
- Search, analytics and reporting.
- Single sign-on or directory access.
Compare the three options
| Option | Best for | Watch |
|---|---|---|
| WordPress | Fast launches, familiar editing, content-heavy sites | Plugin bloat, security updates, theme limits |
| Headless CMS | Multiple channels, structured content, developer control | Higher setup, less familiar editing |
| Custom CMS | Specific workflow, integrations and governance | Build cost, long-term ownership |
Questions to ask before signing
- Can we model our actual content types, not just pages?
- Can editors preview before publishing?
- What happens when two people edit the same item?
- Can we schedule content and set expiry dates?
- How are media, versions and approvals handled?
- What is the long-term cost and upgrade path?
Our Website Design & Development work includes CMS selection, setup and training. For a content workflow that survives staff changes, see Content Systems.
Frequently asked questions
Is WordPress a CMS?
Yes. It is a full CMS with a large plugin ecosystem. It works well for many sites, but needs structure and maintenance discipline.
Do we need a headless CMS?
Only if content must appear across several channels or the frontend needs strict performance control. For a single website, a headless setup can add unnecessary complexity.
Can we move from one CMS to another later?
Yes, but plan content mapping, redirects and editorial retraining. Migrations are cheaper when content was structured properly from the start.
How much does CMS setup cost in Kenya?
A standard CMS setup is usually included in a website build. Custom admin systems or complex role structures are quoted separately and can add significant scope.
Next step: if you are outgrowing your current CMS, send us the content types and workflow.