4. Question
Do you think your job is a technical writer?
Long gone are the days where we just wrote
content all day until we were ready to ship
5. Content management is…
Content is a business asset
Words
Videos
Graphics
All this cost time (money) to create and publish
In your company, content:
Describes how the company works
Explains the products
Trains staff
More
6. Content management is…
The process of understanding that content is a
business asset and
Managing it like any other asset in the business
Other assets:
Computers
Furniture
Money
Staff
Products
Source code
7. Content management is…
Critical to the business
We need to think about our content
development efforts in this context
Big questions:
What are we doing that adds value to the
company?
How do we preserve our content efforts?
How do we secure our content?
How do we decrease the cost of content
development and maximize our efforts?
8. Why do we want Content
Management?
What are the benefits?
9. It all sounds good, but
How do you manage all these pieces of content?
What if we…
want to move files?
find out where content is being used?
want to know if this has been written before?
manage versions?
many other issues
That’s the Management part
10. The Management part
Find and reuse content
Security
Standardization
Collaboration
Workflow
11. Find and reuse content
You can’t reuse what you can’t find
Opportunistic reuse
People remember this content from before
Maybe they can find it
Big time sink
Systematic reuse
The system knows this content has been written
previously
Prompts the writer for reuse
Tracks reuse and reports it
12. Security
People should only be able to change what they
know about
Restrict access to content
Who changed what?
When?
Why?
Obsolete content
Needs to be managed as well
13. Standardization
Standard content can be reused most effectively
Templates enforce standardization of content
Both in
Terminology
Structure of information
In other words, the corporate voice is enforced
Content can be reused seamlessly
14. Collaboration
Allows people to develop the content in pieces
Assemble later
Faster content development
Meeting deadlines
Leverage your staff more effectively
15. Workflow
Improve your workflow
Content is not sent for review 30 times
Content is sent to localization when it’s done
Manage who changed what
Where is the content used?
What content is obsolete?
So much more
16. When do we need to think
about Content Management?
After all, we’ve been doing it this way for decades…
17. At the start of a project
From the first planning, you need to think
What can I do to reduce the cost of this project?
Cost = time
What can I reuse that already exists?
How can I develop content to make my content
most reusable?
How can I make my content available to others ro
use?
Who else might be developing content that I can
use?
18. Yeah, but…
Our products are totally silo-ed
I don’t like the way Joe writes
Who has time for this? I have deadlines!
We’ll never translate our content
We’re opening a new market? Spanish, you say?
This is a stupid new “thing” that will be gone in
a year
Just like the 10 other “new things” in the last 10
years
We have buckets of existing content and I have
no idea how to start
20. How do we start with Content
Management?
Is this going to hurt?
21. Look at your tools
You really can’t do this with Word
You can but you really won’t like it
But it’s not enough
FrameMaker is better
Structured Frame is even better
But it’s not enough
You can do this with Flare
But it’s not enough
A Content Management system is really good
Author-It natively has CM
3rd party Content Management tools may be
appropriate for you
22. Content Inventory
What content do we have?
Down to all headings
Where is that content?
Where are the source files for as far back as you
need to go?
How is that content structured?
Is it task oriented? Narrative? Mixture?
Where are the graphics and videos?
Who is it for?
Who is the audience for each piece of content?
What is the point of each piece of info?
23. Develop your information types
DITA has several information types
Concept
Task
Reference
These may meet your needs
It’s a place to start
Even if you’ll not be moving to DITA
Perhaps especially if you’re not
24. It would be pretty to think
Your legacy content is going to fit neatly in these
categories
It won’t take any time to figure this out
We can do this as we need to
It’s easy
25. The reality is
Your legacy content is not going to fit neatly
It’s at least not well written/structured/organized
You don’t know where much of it is
You can’t jump on your horse and ride off in all
directions
You need to analyze what you have before you can
decide what you have
One manual will not give you the real picture
Especially if you have used a lot of contractors, legacy
content has been around a long time, and so on
This can be very hard
People want their content to be the exception
It’s special content, not like other content and needs
special attention
26. So what to do?
Consider making several passes
For this version, we’ll do an inventory
Next version, we’ll move to a CCM and rewrite to
follow Structured Authoring
Version after that, we identify the information types
And so on
This reduces project impact
If you have a very experienced writer
Let her/him start the content analysis/inventory
They know the content well
Pilot project
They can set the guidelines and train the others
27. New Content
Much better position
You can do it right from the beginning
You may encounter resistance from other writers
It’s not possible
It’s stupid
I don’t like the writing guidelines
I’m going to agree and then do what I want
And so much more
28. Standards for content
You need
Writing standards
Style guide
Corporate style guide
Structure guide
Graphics guide
And you need to implement these
Style guide – MS has one that’s fine
Corporate style guide – How do you talk about your
stuff?
Structure authoring guide – How are topics structured?
Graphics guide – How and when do we use graphics?
29. Implementing
People are not going to like having these thrust on
them
You may or may not care
Tech writers seem to like fighting about these for years
May want committees or may just impose
Training is critical
Brown bags are great
Making everyone follow these guidelines makes the
content more consistent
And now you can leverage the content
reusability/cost savings that Content Management
provides
30. Further reading
DITA 101, 2nd edition.
Ann Rockley
Information Development: Managing Your
Documentation Projects, Portfolio, and People
Joann T. Hackos
Single Sourcing: Building Modular
Documentation
Kurt Ament
Managing Enterprise Content, 2nd edition.
Ann Rockley
31. Questions?
This was a brief overview of a large topic
Sharon Burton
Sharon@sharonburton.com
Twitter: sharonburton