The days of manual content management are over. When it comes to processing documents, organizations that have embraced a digital transformation have a significant advantage over those that have not.
That advantage comes in the form of efficient and intelligent automation. And with the advent of AI in content management, the speed and capabilities of a digital enterprise content management system (CMS) have improved exponentially.
AI content tools can assist your team with a wide range of automations. Generative artificial intelligence tools like ChatGPT, Google Gemini, or Microsoft Copilot are probably the most well-known programs, but there is a lot more to AI content management that utilizes the power of large language models (LLMs).
AI content management applications open your workflows and processes to automation throughout the lifecycle of your content. From file categorization to search functions to content generation assistance and more, artificial intelligence has opened up an entire world of opportunities to streamline and improve the ways you handle your content.
While different artificial intelligence tools offer different benefits, there are a number of practical use cases that are absolutely essential. The following use cases are essential for any modern CMS.
Automated content generation is a key function of LLM generative AI programs. This can include producing templates that help solidify your brand voice, assisting with crafting emails and other communications, or even kickstarting software development by helping to generate a code framework.
The use of tools like ChatGPT for content writing helps reduce the manual workload for your team while increasing their output without sacrificing consistency of tone, brand identity or level of writing quality, though you will want a human to double check the grammar and phrasing.
AI can help provide personalized user experiences. This can take the form of specific product recommendations to customers or search results that reflect the history and preferences of your team members as they retrieve and process important content.
Data-driven personalization can pay dividends in areas such as e-commerce, software as a service (SaaS), and publishing effective and specific marketing materials. Your marketing teams can utilize AI to develop more specific and more effective communications through this personalization process.
AI-powered search and categorization functionalities are some of the most valuable tools that assist your team in effectively utilizing content. The two primary ways these capabilities benefit an organization both revolve around natural language processing (NLP).
Your AI content management system will learn the kind of language your workers use for their searches as well as the kind of results they prioritize to give them their most desired search results right away. As far as categorization, your AI can use NLP to identify and use metadata to tag content that comes into your system no matter if that content is structured or unstructured.
When choosing your platform for AI in content management, you need to find the one that covers your core requirements with the ability to handle the specific needs that you bring to the table. Here are a few AI programs you can choose from as part of your digital transformation:
ChatGPT is best known for its content ideation and automated content generation. It is very good at recognizing and producing natural language and can be very useful in editorial workflows. Its APIs are also very simple to integrate with most CMS software, so you don’t have to change your entire technology stack in order to use it.
If you use the Microsoft 365 suite of efficiency tools, your Copilot CMS integration is essentially already complete. M365 offers a Copilot virtual assistant that can help in all of your Microsoft apps — from WordPress to Excel to SharePoint and beyond. It can even pull open source code from GitHub to help your development teams get started on important projects.
Gemini AI applications are particularly proficient in the areas of content organization and providing structure to unstructured documents and data. It has strong language translation abilities as well as an excellent voice-to-text function. If you use Google Workspace products, you will have had access to Gemini since March of 2025 — have you tried it out yet?
Artificial intelligence in enterprise content management helps the day-to-day tasks your team faces get resolved faster and with the kind of accuracy in automation that a human just can’t equal.
It allows your team to focus their energies on higher level tasks that require ingenuity and thinking outside-the-box instead of dedicating hours of their week to data entry. It also helps your workforce communicate internally and externally to customers thanks to the smart content delivery provided by an LLM generative AI program.
Basically, AI in content management facilitates faster document processing, faster content generation, more efficient searches, and uses machine learning in content to create a tailored experience for your users. All of that combines to make every step in your content-based workflows and processes more efficient and cost less money to complete.
As you adopt AI content management software, you can measure your ROI across vectors like cost per asset, lead generation and conversion, content production time, and even engagement rates. Don’t be surprised if all of those content performance metrics show marked improvement.
Adding AI in content management to your workflows isn’t necessarily an instant panacea for every single issue you may face. You need to take care to train your AI to follow compliance laws and regulations that apply to your industry and the locations in which you do business.
The EU, USA, Australia, and over 100 other countries have very specific data protection laws. Fortunately, it is easier for a machine to keep each regulation that you have trained it to follow straight than it is for a human.
To ensure that you are in compliance with laws like HIPAA in the medical field or the GDPR across Europe or state-specific laws like California’s CCPA, it pays to integrate AI with the help of an experienced partner like TEAM IM.
Identifying opportunities for AI to automate processes, planning the integrations, executing those integrations, training your team how to optimize the use of your new AI, and providing follow up service are all within the purview of TEAM IM.
AI in content management is extremely helpful and can generate a solid ROI in a relatively short amount of time. As it improves over time, AI can provide you with the tools you need to implement a scalable content strategy that can handle the increased workload that will come with your organization’s growth.
It allows for faster, less expensive, and more responsive content processing workflows. It helps make your workforce more efficient while helping to tailor your outreach to specific customers’ needs.
AI content management can make a huge difference for any organization that integrates it into their CMS. To see how it can benefit you, reach out to TEAM IM and get all your questions answered.