7 Scenarios Where a Headless CMS Is the Best Choice for Your Business

Ida Vejzagic
February 25, 2021 5 min read

Content consumption has changed immensely in the last few years. We now live in a world where companies are expected to provide stellar multichannel content at all times. A headless content management system (CMS) can help you successfully fulfil these expectations.

What is meant by headless CMS? 

We have previously discussed what is a headless CMS and pointed out its advantages and disadvantages. Basically, it is a content management system that separates the content from its presentation. Marketers create the content, while developers control how it is presented across different channels. 

In this blog, we will take a look at seven scenarios where a headless CMS is the best option for you. If you relate to these cases and are still using a traditional CMS, perhaps it's time to switch!   

Scenario 1: You want to create a single piece of content and publish it across multiple channels and devices.  

A headless CMS allows you to create a piece of content once and automatically publish it across multiple channels. These channels can be websites, applications, voice assistants, chatbots and so on. 

Essentially, you create the content inside the system and use an API to deliver it to different channels and devices. This eliminates the need to create different versions of the content in backend panels. 

Moreover, a headless CMS does not only save time. It also allows marketers to focus entirely on the content because the developers take care of the presentation and user experience. So, a headless CMS is the right choice for businesses that take a content-first approach and want to provide the best user experience on all channels. 

Scenario 2: You operate multiple local websites across the globe, but you want to maintain some control from the head office.  

It is crucial for global enterprises to deliver content tailored to specific regions. This requires extensive translation and localisation, which can be quite challenging. Sometimes local teams may not have all the necessary skills and resources to handle content properly. In that case, global content teams want the head office to remain in charge of the publishing process. 

A headless CMS allows global content translation, localisation and an omnichannel presence, all in one place. This makes local content delivery easier. The head office can give permission to local sites to publish specific content while retaining oversight of the whole process. This is a great way to maintain an effective workflow and consistency among different content teams. 

Scenario 3: You want to reach consumers on their smart devices. 

Artificial intelligence and virtual reality are trending - and they're definitely here to stay. A large number of households already own a smart device that uses onboard services like Google Home or Alexa. To deliver content to these channels, companies need a CMS capable of efficiently adapting content to different platforms.   

Whether we are talking about VR experiences or users placing orders by voice command, a headless CMS is an effective solution. Because of its powerful APIs, it integrates easily into the underlying framework used by smart devices. In that way, it helps you provide an improved user experience to your customers on all channels.

Scenario 4: You have a large content team that is struggling to collaborate on content properly.   

A traditional workflow would involve creating content in Microsoft Word or Google Docs and then importing it into different backend platforms. With a headless CMS, however, you get some of the most powerful content collaboration tools.    

The built-in extensions of traditional CMSs have their limits. On the other hand, connecting a headless CMS to any frontend platform opens up a plethora of options. Most importantly, teams can work simultaneously in a headless CMS without the risk of disrupting each other. Therefore, a headless CMS facilitates the creation, management and editing process and provides the flexibility that large teams need.

A visual representation of simultaneous editing options by Kentico
Simultaneous editing for better content collaboration (Source: Kontent)


Scenario 5: Security plays a pivotal role.  

A headless CMS is normally more secure than a traditional CMS. This is because the API publishing the content is usually read-only. It is also possible to apply a layer of code to the API to further protect the content.    

Another important factor is that the presentation layer and administration portion of the content are separated. They are located on different serves and domains, which provides additional security.  

Since it's safer from potential cyberattacks, a headless CMS is right for you if security is your top priority. 

Scenario 6: You are publishing content on a mobile app and have no website.   

Headless CMSs are more popular than traditional CMSs among mobile developers. This is because the API allows them the flexibility of delivering content to iOS or Android directly from the same backend.   

Additionally, traditional systems have plenty of functionalities that might be redundant for you. They require large amounts of files and coding, which makes them more difficult to maintain. A headless CMS is much less demanding in terms of resources and offers a more straightforward approach to content creation. As a result, content loads faster, which is tremendously important for mobile applications due to limited bandwidth.  

Scenario 7: You are working with legacy web applications.  

Legacy applications lose functionality as technology advances, but they contain significant data that companies don't want to lose. Therefore, replacing them entirely is not an option in most cases.   

The main reason a headless CMS is the best option for legacy applications is the powerful API. APIs can be used to modernise legacy applications, improving their functionality while preserving data. 


Certain organisations that use legacy systems (e. g. banks) opt for a headless CMS to display banners, promotional offers, articles, etc. This saves them both time and money, as switching to a traditional CMS or eCommerce platform would be complicated and costly. 


The competition gets tougher by the day, so it's important for businesses to keep their content on point. The process of creating and managing multichannel content while providing impeccable digital experiences to users can throw many challenges your way.    

As we have seen, a headless CMS provides solutions that can help you overcome these challenges, ultimately strengthening your content and brand.

If you have questions about headless CMSs or need help managing content, digital agency GRM Digital offer services that will boost your content management and digital presence.