How and When to Switch to Structured Content - Workshop
Presented by Nolwenn Kerzreho, IXIASOFT Technical Account Manager - Europe, at NORDIC TechKomm 2016.
How and When to Switch to Structured Content - Workshop
1. Nolwenn Kerzreho
Technical Account Manager, IXIASOFT
Nordic TechKomm – 25 May 2016
How and when to
switch to Structured
Content –
Workshop
2. Agenda
• Hallo, Bonjour, Hello, Ciao
• What is structured content & DITA standard
• How to switch?
• When to switch?
• Example stories
• Resources and QA
3. Nolwenn Kerzreho
Technical Account Manager – IXIASOFT
creator of the DITA CMS
10+ years in the tech comm industry
specializing in managing documentation
& translation projects
Adjunct teacher at Université Rennes >8 years
Contact @NolwennIXIASOFT #Nord_Tk
5. A “free” format for nimble content
Free to go where the users need it
• Travel freely (via social and mobile, available on demand)
• Retain context & meaning
(across various sources, usage and relationships)
• Create new products
(thanks to reusable content, finding new and quicker-to-
market ways to engage people with a message)
Well-structured
Well-defined
Well-described
– XML content is built to last,
DCL & Comtech survey 2016
6. Even more “free”: open standard
Definition & characteristics of open standard:
Free access to specifications (format is text/no
costs), agreed upon content model…
Wider adoption
More software vendors / emulation
More training possibilities for writers
Long-term format (vs paper)
Collaboration through the OASIS consortium
7. What content format to choose?
• No financial barrier to access specifications
• No technical barrier to access specifications
(written in plain text)
• Maintained by international standard body
• Owned by a community
Benefits: guaranteed content access, evolution of
practices, interoperability, skills
12. Major benefits
• More delivery channels
• Faster time-to-markets
• More agile team of writers working on any content
• Leaner review for experts, QA, editors
• Leaner translation process
• Spend zero time on quality control after publishing
• Content more-focused on users’ context
15. Switch to structured content
Why? Typically to solve a problem / keep up
change or be left behind)
1) Define your goals
2) Define your starting point
3) Draft your project steps
16. Example of stories – mix ad lib
1. We must document more products with the same or
less resources.
2. We need to always upgrade tools to access our content
3. We are moving to Agile!
4. The writers spend more time adjusting the layout than
writing new content
5. Already in XML but cannot reuse content...
6. The manuals in target languages are always late or
worse: the product is shipped with no docs (more
languages)
7. The crew spend their time copying & pasting (the
wrong) content (desktop publishing)
8. Now we must deliver on new platforms/channels - our
17. Example of stories – mix ad lib
1. We must document more products with the same or
less resources.
2. We need to always upgrade tools to access our content
3. We are moving to Agile!
4. The writers spend more time adjusting the layout than
writing new content
5. Already in XML but cannot reuse content...
6. The manuals in target languages are always late or
worse: the product is shipped with no docs (more
languages)
7. The crew spend their time copying & pasting (the
wrong) content (desktop publishing)
8. Now we must deliver on new platforms/channels - our
Recognize
yours?
18. Test: align tech pub challenges with the
organization objectives
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-
market/less down time
5. Modular product lines
with options
A. All variants in content
B. Branding manually applied
C. SME cannot edit
source content
D. Poor translation
workflows
E. Flexible, topic-based
writing
Organization Technical publications
19. 1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5. Modular product lines
with options
A. All variants in content
B. Branding manually applied
D. Poor translation
workflows
E. Book format / rigid
structure
Test: align tech pub challenges with the
organization objectives
C. SME cannot edit
source content
Organization Technical publications
20. Define your starting point
Questions tools &
practices
• Desktop publishing
• Markup language
• Modular structured
DITA
• Topic-based writing
• Already translating
• Team trained
Example of calculations
• Volume per product
• Costs per page/deliverable
• Costs of lost opportunities
• Check translation costs /
volume
• Time-to-market for all
languages
• Check process bottlenecks
• Review customer reports
re. documentation
22. Which steps are you at?
Any content and technological project goes roughly
through those phases:
i. Discovery
ii. Preparation / ROI / Business case
iii. Test content / Pilot project
iv. Implementation
v. Roll out
vi. Optimization / maturity
23. Timeline – pilot to production
Project Go CCMS (and
other tools)
Pilot Roll out
? ? ? ? ?
Planning Analysis Pilot Implement Transition Use
Outcomes
Refine
24. When to make the switch?
The sooner you START, the better…
1. The process can be long(er) & requires
preparation
2. You need to select your content format and tools
(pilot, tests, …)
3. Consider the costs of waiting…
(hidden and otherwise)
25. Example of costs
Hidden/indirect: estimated quality of products,
reputation & branding, support calls,
internal/external dissatisfaction or complaints,
formal issues after audits (regulatory)…
Plain/direct: extra tooling/software, tech pub teams
morale, experts time spent on reviews, missed sales
(late content), missed markets (no translation)…
27. Our content stories
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5. Modular product lines
with options
A. All variants in content
B. Branding manually applied
D. Poor translation
workflows
E. Book format / rigid
structure
C. SME cannot edit
source content
Organization Technical publications
28. Benefits of structured content
publishing
“Get out of the formatting business”
• Faster publishing
• Branding automatically applied
• Never another “link broken”
30. Our content stories
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5. Modular product
lines with options
A. All variants in content
B. Branding manually applied
D. Poor translation
workflows
E. Book format / rigid
structure
C. SME cannot edit
source content
Organization Technical publications
31. Conditional publishing
• Product line is modularized
• Content has multiplied variants
• Content is more focused on the user’s context
• Content format is adapted to users
• Decrease the overall volume sent to the user
33. Our content stories
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5. Modular product lines
with options
A. All variants in content
B. Branding manually applied
D. Poor translation
workflows
E. Book format / rigid
structure
C. SME cannot edit
source content
Organization Technical publications
34. Increase collaboration with experts
• Use one format for all: no more changing formats
between edits, reviews or for quality checks
• Streamline processes with a CCMS, automated
reminder, precise assignments
• Send only the new content that needs to be
updated or checked or translated…
35. Our content stories
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5. Modular product lines
with options
A. All variants in content
B. Branding manually applied
D. Poor translation
workflows
E. Book format / rigid
structure
C. SME cannot edit
source content
Organization Technical publications
36. Better translation workflows
• Reduce the volume sent for translation
• Streamline the process with LSPs
• Streamline the reviewing process with CCMS
• Automatically create translation packages with
CCMS
• Pre-translate content
38. Our content stories
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5. Modular product lines
with options
A. All variants in content
B. Branding manually applied
D. Poor translation
workflows
E. Book format / rigid
structure
C. SME cannot edit
source content
Organization Technical publications
39. Flexible, topic-based writing
A leaner delivery system (continuous improvement)
– at the topic-level instead of book-level
Draft Review Validation
Translation
Translation Time to marketCreation
40. Share YOUR story!
Collect what you know
about:
• your organization
objectives
• your external users’
requirements
• your internal users’
requirements
That is your objective
Collect what you can do:
• That aligns with the
objective
• Add what you’d like to
do
That is your first
stepping stone
Organization Technical publications
43. Resources
• DITA Maturity Model by Amber Swope and
Michael Priestley
• Snakes and Ladders workshop for better content
project planning – designed by Nolwenn Kerzreho
Further readings:
• Use cases to download on http://www.ixiasoft.com
• http://www.thehrisworld.com/reasons-to-move-to-
agile-development/
• http://dclab.com/resources/articles/without-xml-
youre-leaving-money-on-the-table
Notas do Editor
AFTER REVIEW BY KEITH
How do you know it’s time to consider switching to a more controlled environment
and structured documentation? In this presentation, we will examine some of the
content symptoms, what remedy we can apply and how. This contribution helps
practitioners and documentation managers to understand better their challenges
into serving their customer in a more consistent and timely manner.
**
In this session, the audience will both learn to recognize and to pitch for change
regarding:
• Open standards and proprietary schemas
• The formatting business vs the content business
• The possibility to leverage and control collaboration
• How to do more with less
• Measurement tips to wrap it all
The presentation will be delivered with half a dozen typical challenges and their typical solutions.
New – could not do before
Better – quality
Faster – time to market
Cheaper/leaner – more efficient
Task - how to telephone
Concept – telephone new feature
Reference - phone book parts listPDF
HTML 5
Portal
The DITA Maturity Model: investment/return summary
• Level 1: Topics – achieve simple single-sourcing by migrating current XML content sources.
• Level 2: Scalable reuse – achieve flexible reuse by architecting content using DITA topics and maps.
• Level 3: Specialization and customization – achieve quality and consistency by expanding DITA architecture to a full content model, which explicitly defines the content types required to meet different author and audience needs and specifies how to meet those needs using structured, typed content.
• Level 4: Automation and integration – achieve speed and efficiency by leveraging investments in semantics with
automation of key processes, and unify the semantics across different specializations or authoring disciplines.
• Level 5: Semantics on demand – achieve dynamic personalization as DITA is adopted as a cross-application,
cross-silo solution that shares a common semantic currency for content authoring and management needs.
• Level 6: Universal semantic ecosystem – achieve universal knowledge management with a new kind of semantic
ecosystem that can move with content across old boundaries, wrap unstructured content, and provide validated
integration with semi-structured content and managed data sources.
Typical questions:
What are your own content and team stories?
What are your current issues & future challenges?
Do you align with your organisation’s overall objectives?
Already in DITA but not using a DITA CMS can’t reuse effectively (no taxonomy/no findability on the content to reuse) Versioning / applicability DITA CMS Workflows:; who has reviewed / (paper-based sign-off)
Proprietary XML to DITA more modular? (10 years before to publish rigth2left languages)
Already in DITA but not using a DITA CMS can’t reuse effectively (no taxonomy/no findability on the content to reuse) Versioning / applicability DITA CMS Workflows:; who has reviewed / (paper-based sign-off)
Proprietary XML to DITA more modular? (10 years before to publish rigth2left languages)
Quiz with the audience:
- How long for each of these phase (questions marks)?
- How long **overall** (6 months? One year? Two years?)
Estimate to get from consultants -> ??
Discovery planning analysis pilot implementation transition use -> are phases
The results from these phases would be to move forward
**********
Quiz with the audience:
- How long for each of these phase (questions marks)?
- How long **overall** (6 months? One year? Two years?)
Estimate to get from consultants -> ??
Discovery planning analysis pilot implementation transition use -> are phases
The results from these phases would be to move forward
Task - how to telephone
Concept – telephone new feature
Reference - phone book parts listPDF
HTML 5
Portal