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10 mistakes when
moving to topic-based
authoring
Sharon Burton
E-mail: Sharon@sharonburton.com
Twitter: Sharonburton
We’ll start at 3 minutes after the hour
Make sure your sound is working
Twitter: #10MistakesTBA
10 mistakes when
moving to topic-based
authoring
Twitter: #10MistakesTBASharon Burton
E-mail: Sharon@sharonburton.com
Twitter: Sharonburton
Thank you for attending!
▪ Sharon Burton
▪ I solve post-sales customer experience
problems
▪ Research how people feel about product
instructions
▪ Support clients in creating better product
instructions and improve the customer
experience
▪ Teach communication at various universities
Twitter: #10MistakesTBA
Supporting role today…
▪ DCL is supporting us today
▪ If you have questions, they will help you in the questions
window
▪ Let’s say “Thank you” to Data Conversion
Laboratory for hosting this webinar
Twitter: #10MistakesTBA
Experience the DCL Difference
▪ DCL blends years of conversion experience with
cutting-edge technology and the infrastructure to
make the conversion process easy and efficient.
▪ World-Class Services
▪ Leading-EdgeTechnology
▪ Unparalleled Infrastructure
▪ US-Based Management
▪ Complex-Content Expertise
▪ 24/7 Online ProjectTracking
▪ Automated Quality Control
▪ Global Capabilities
Valuable ContentTransformed
▪ Document Digitization
▪ XML and HTML Conversion
▪ eBook Production
▪ Hosted Solutions
▪ Big Data Automation
▪ Conversion Management
▪ Editorial Services
▪ Harmonizer
Serving a Broad Client Base…
…Spanning all Industries
▪ Aerospace
▪ Associations
▪ Defense
▪ Distribution
▪ Education
▪ Financial
▪ Government
▪ Libraries
▪ Life Sciences
▪ Manufacturing
▪ Medical
▪ Museums
▪ Periodicals
▪ Professional
▪ Publishing
▪ Reference
▪ Research
▪ Societies
▪ Software
▪ STM
▪ Technology
▪ Telecommunications
▪ Universities
▪ Utilities
What is topic-based
authoring?
Quick definition
Twitter: #10MistakesTBA
Definition
▪ Topic-based authoring is a modular content creation approach
(popular in the technical publications and documentation arenas) that
supports XML content reuse, content management, and makes the
dynamic assembly of personalized information possible.
▪ A topic is a discrete piece of content that is about a specific subject, has
an identifiable purpose, and can stand alone (does not need to be
presented in context for the end-user to make sense of the content).
▪ Topics are also reusable.They can, when constructed properly
(without reliance on other content for its meaning), be reused in
any context anywhere needed.
▪ The Darwin InformationTyping Architecture (DITA) is a standard
designed to help authors create topic-based content.The standard is
managed by the Organization for the Advancement of Structured
Information Standards (OASIS) DITATechnical Committee.
FromWikipedia
Twitter: #10MistakesTBA
What isTopic-basedAuthoring?
▪ Focuses effort on the information your user needs to
use the product
▪ Develop a body of information that’s helpful to the user
▪ Maximize content reuse
▪ Roughly similar to structuring an online help system
▪ People who’ve developed a lot of help “get” these concepts
faster
▪ If you are moving to DITA, it’s part of the trip
▪ But you don’t have to move to DITA to make use of this
information development method
▪ This can be a destination as well as a rest stop
What isTopic-basedAuthoring?
▪ Topics are small, perhaps ½ to 4 printed pages
▪ Perhaps smaller
▪ Only include the information needed to
▪ Perform one procedure
▪ Understand one concept
▪ Topics can be (re)combined
▪ New products, deliverables, or other ways
▪ Topics are easier to update
▪ Easier and cheaper to get approval for updating topics from
management
▪ Depending on deliverables, push updated topics to your
users
Twitter: #10MistakesTBA
Library
What isTopic-basedAuthoring?
Printing
Reports
Using
Container
Objects
Saving
reportsCreating
Reports
About
Schedules
Adding
Users
Setting
Permissions
Deleting
Users
Placing
Objects
About
Objects
About Users
Exporting
Objects
About
Containment
Customizing
Objects
About
Programming
Objects and
Inheritance
Editing
Reports
Containing
Objects
Relating
Objects Importing
Reports
Setting
SchedulesAbout
Reports
Twitter: #10MistakesTBA
Library
What isTopic-basedAuthoring?
Admin Guide
• About Users
• Adding Users
• Deleting Users
• Setting
Permissions
• About Reports
• Creating Reports
• Editing Reports
• Saving Reports
• Printing Reports
• Importing Reports
Programmers Guide
• About
Programming
• About Objects
• Placing Objects
• About
Containment
• Objects and
Inheritance
• Using Container
Objects
• Customizing
Objects
• Relating Objects
Getting Started
• About Users
• About Reports
• About
Programming
• About Objects
• About
Containment
• Exporting Objects
• About Schedules
Twitter: #10MistakesTBA
What are the mistakes?
How to mess this up
Twitter: #10MistakesTBA
1: Not getting buy-in
Management and
other teams need
to understand
why this is better
and you have to
show that.
Maybe a business
case?
▪ This is not going to be an
instant and dramatic
improvement
▪ Except localization
▪ Costs may drop immediately
▪ Schedules may be impacted
▪ Less content can be scary
2: Using the same tools
AskingTechwr-l
what they use
and buying that
not the answer.
What are your
business
problems and
what are your
pain points?
▪ The tools that got you into this
mess are probably not the
tools to get you out
▪ Evaluate what your content
and business needs are, now
and in the future
▪ Work with the vendors and a
consultant to make sure what
you need is what they can do
3: Using the same processes
The processes for
developing,
editing, and
publishing a 200
page manual
won’t work.
▪ Developing topic-based
content is different
▪ Topics “stand alone” on
content and/or formatting
▪ Topics are reviewed as they
are ready
▪ Review process must change
▪ Maybe use a special review
product
4: Not training people
Not training sets
up projects and
people for failure.
You can’t expect
people to
magically know.
▪ New tools + new process =
training
▪ Training provides more than
how to use the product
▪ Includes best practices for our
workflow
▪ Identifies the changes for our
workflow
▪ Instantiates how we do what we
do in the new workflow
5: Not planning the move
You can’t jump on
your horse and
ride off in all
directions.
Analyze what you
have before you
decide what you
have
▪ Your legacy content is not going
to fit neatly
▪ It’s at least not well
written/structured/ organized
▪ Especially if you had a lot of
contractors, the legacy content
has been around a long time, and
so on
▪ This can be very hard on the staff
▪ People want their content to be
the exception
▪ It’s special content, not like other
content and needs special
attention
6: Not using writing guidelines
We must have
good writing
standards in
place.
▪ Before we can start thinking
about moving to topic-based
authoring
▪ And gaining the benefits thereof
▪ Content reuse demands
consistent writing standards
▪ The content can appear in many
places
▪ In more than one deliverable
▪ Everyone cannot write in
“their style”
7: Slicing content according to
headings
Because most
tools allow you to
import and slice
your legacy
content based on
headings, it can
feel like you’re
done after you
import.
▪ That’s step #1 of x and x is
bigger than 2
▪ Now you need to think about
▪ Content types
▪ Content reuse
▪ Smaller topics
▪ Embedded topics (snippets)
▪ Localization
▪ Outputs
▪ Devices
▪ More
8: Not reusing content
Writing content is
expensive.
Re-creating
existing content
is very expensive.
Localizing similar
but different is
super expensive.
▪ 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
9: Not considering audience
Identify your
audience and
their schemas.
Identify their
domains of
knowledge.
69% of your users
are intermediate
level.
▪ Your users are not stupid
▪ They know their jobs
▪ Most users are intermediate
users
10:Thinking this is simple
Your legacy
content is not
going to fit neatly
in content
categories.
▪ It won’t take any time to figure
this out
▪ We can do this as we need to
▪ We’ll hire an intern to do it
▪ We can meet deadlines while
we completely restructure all
our content
▪ We just need some templates
11: (Bonus) We don’t need to worry
about Localization
Always act like
you’re going to
localize and
nothing bad
will happen to
you.
▪ If you are not localizing now,
you will be in the future
▪ If you are localizing now, you
know how complicated it can
be
▪ Someone will decide to add
more languages
▪ Because that’s not a problem,
right?
12: (Additional Bonus) Buying a tool
and then calling the consultant
New tools always
change the
workflow.Choose
the tool that
supports the
content and
business
workflow you
need.
▪ All tools are not created equal
▪ Choosing the wrong tools
wastes a lot of time and
money
▪ It can also sink the initiative
▪ Don’t be afraid to spend the
right amount of money to do
this correctly
More information
Resources for more information
Good resources
▪ My website:
sharonburton.com
▪ Enterprise Content Strategy
by Kevin Nichols. XML Press.
(Just came out!)
▪ Single Sourcing: Building
Modular Documentation
by KurtAment
▪ ISBN-10: 0815514913 or ISBN-
13: 978-0815514916
▪ Content Strategy 101:
TransformTechnical Content
into a Business Asset
by Sarah S. O'Keefe andAlan
S. Pringle
ISBN-10: 0982811845 or ISBN-
13: 978-0982811849
▪ Content Strategy: Connecting
the dots between business,
brand, and benefits
by Rahel Anne Bailie and Noz
Urbina
ISBN-10: 1937434168 or ISBN-
13: 978-1937434168
Questions?
Contact me:
E-mail: Sharon@sharonburton.com
Twitter: Sharonburton

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10 mistakes when you move to topic-based authoring

  • 1. 10 mistakes when moving to topic-based authoring Sharon Burton E-mail: Sharon@sharonburton.com Twitter: Sharonburton We’ll start at 3 minutes after the hour Make sure your sound is working Twitter: #10MistakesTBA
  • 2. 10 mistakes when moving to topic-based authoring Twitter: #10MistakesTBASharon Burton E-mail: Sharon@sharonburton.com Twitter: Sharonburton
  • 3. Thank you for attending! ▪ Sharon Burton ▪ I solve post-sales customer experience problems ▪ Research how people feel about product instructions ▪ Support clients in creating better product instructions and improve the customer experience ▪ Teach communication at various universities Twitter: #10MistakesTBA
  • 4. Supporting role today… ▪ DCL is supporting us today ▪ If you have questions, they will help you in the questions window ▪ Let’s say “Thank you” to Data Conversion Laboratory for hosting this webinar Twitter: #10MistakesTBA
  • 5. Experience the DCL Difference ▪ DCL blends years of conversion experience with cutting-edge technology and the infrastructure to make the conversion process easy and efficient. ▪ World-Class Services ▪ Leading-EdgeTechnology ▪ Unparalleled Infrastructure ▪ US-Based Management ▪ Complex-Content Expertise ▪ 24/7 Online ProjectTracking ▪ Automated Quality Control ▪ Global Capabilities
  • 6. Valuable ContentTransformed ▪ Document Digitization ▪ XML and HTML Conversion ▪ eBook Production ▪ Hosted Solutions ▪ Big Data Automation ▪ Conversion Management ▪ Editorial Services ▪ Harmonizer
  • 7. Serving a Broad Client Base…
  • 8. …Spanning all Industries ▪ Aerospace ▪ Associations ▪ Defense ▪ Distribution ▪ Education ▪ Financial ▪ Government ▪ Libraries ▪ Life Sciences ▪ Manufacturing ▪ Medical ▪ Museums ▪ Periodicals ▪ Professional ▪ Publishing ▪ Reference ▪ Research ▪ Societies ▪ Software ▪ STM ▪ Technology ▪ Telecommunications ▪ Universities ▪ Utilities
  • 9. What is topic-based authoring? Quick definition Twitter: #10MistakesTBA
  • 10. Definition ▪ Topic-based authoring is a modular content creation approach (popular in the technical publications and documentation arenas) that supports XML content reuse, content management, and makes the dynamic assembly of personalized information possible. ▪ A topic is a discrete piece of content that is about a specific subject, has an identifiable purpose, and can stand alone (does not need to be presented in context for the end-user to make sense of the content). ▪ Topics are also reusable.They can, when constructed properly (without reliance on other content for its meaning), be reused in any context anywhere needed. ▪ The Darwin InformationTyping Architecture (DITA) is a standard designed to help authors create topic-based content.The standard is managed by the Organization for the Advancement of Structured Information Standards (OASIS) DITATechnical Committee. FromWikipedia Twitter: #10MistakesTBA
  • 11. What isTopic-basedAuthoring? ▪ Focuses effort on the information your user needs to use the product ▪ Develop a body of information that’s helpful to the user ▪ Maximize content reuse ▪ Roughly similar to structuring an online help system ▪ People who’ve developed a lot of help “get” these concepts faster ▪ If you are moving to DITA, it’s part of the trip ▪ But you don’t have to move to DITA to make use of this information development method ▪ This can be a destination as well as a rest stop
  • 12. What isTopic-basedAuthoring? ▪ Topics are small, perhaps ½ to 4 printed pages ▪ Perhaps smaller ▪ Only include the information needed to ▪ Perform one procedure ▪ Understand one concept ▪ Topics can be (re)combined ▪ New products, deliverables, or other ways ▪ Topics are easier to update ▪ Easier and cheaper to get approval for updating topics from management ▪ Depending on deliverables, push updated topics to your users Twitter: #10MistakesTBA
  • 14. Library What isTopic-basedAuthoring? Admin Guide • About Users • Adding Users • Deleting Users • Setting Permissions • About Reports • Creating Reports • Editing Reports • Saving Reports • Printing Reports • Importing Reports Programmers Guide • About Programming • About Objects • Placing Objects • About Containment • Objects and Inheritance • Using Container Objects • Customizing Objects • Relating Objects Getting Started • About Users • About Reports • About Programming • About Objects • About Containment • Exporting Objects • About Schedules Twitter: #10MistakesTBA
  • 15. What are the mistakes? How to mess this up Twitter: #10MistakesTBA
  • 16. 1: Not getting buy-in Management and other teams need to understand why this is better and you have to show that. Maybe a business case? ▪ This is not going to be an instant and dramatic improvement ▪ Except localization ▪ Costs may drop immediately ▪ Schedules may be impacted ▪ Less content can be scary
  • 17. 2: Using the same tools AskingTechwr-l what they use and buying that not the answer. What are your business problems and what are your pain points? ▪ The tools that got you into this mess are probably not the tools to get you out ▪ Evaluate what your content and business needs are, now and in the future ▪ Work with the vendors and a consultant to make sure what you need is what they can do
  • 18. 3: Using the same processes The processes for developing, editing, and publishing a 200 page manual won’t work. ▪ Developing topic-based content is different ▪ Topics “stand alone” on content and/or formatting ▪ Topics are reviewed as they are ready ▪ Review process must change ▪ Maybe use a special review product
  • 19. 4: Not training people Not training sets up projects and people for failure. You can’t expect people to magically know. ▪ New tools + new process = training ▪ Training provides more than how to use the product ▪ Includes best practices for our workflow ▪ Identifies the changes for our workflow ▪ Instantiates how we do what we do in the new workflow
  • 20. 5: Not planning the move You can’t jump on your horse and ride off in all directions. Analyze what you have before you decide what you have ▪ Your legacy content is not going to fit neatly ▪ It’s at least not well written/structured/ organized ▪ Especially if you had a lot of contractors, the legacy content has been around a long time, and so on ▪ This can be very hard on the staff ▪ People want their content to be the exception ▪ It’s special content, not like other content and needs special attention
  • 21. 6: Not using writing guidelines We must have good writing standards in place. ▪ Before we can start thinking about moving to topic-based authoring ▪ And gaining the benefits thereof ▪ Content reuse demands consistent writing standards ▪ The content can appear in many places ▪ In more than one deliverable ▪ Everyone cannot write in “their style”
  • 22. 7: Slicing content according to headings Because most tools allow you to import and slice your legacy content based on headings, it can feel like you’re done after you import. ▪ That’s step #1 of x and x is bigger than 2 ▪ Now you need to think about ▪ Content types ▪ Content reuse ▪ Smaller topics ▪ Embedded topics (snippets) ▪ Localization ▪ Outputs ▪ Devices ▪ More
  • 23. 8: Not reusing content Writing content is expensive. Re-creating existing content is very expensive. Localizing similar but different is super expensive. ▪ 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
  • 24. 9: Not considering audience Identify your audience and their schemas. Identify their domains of knowledge. 69% of your users are intermediate level. ▪ Your users are not stupid ▪ They know their jobs ▪ Most users are intermediate users
  • 25. 10:Thinking this is simple Your legacy content is not going to fit neatly in content categories. ▪ It won’t take any time to figure this out ▪ We can do this as we need to ▪ We’ll hire an intern to do it ▪ We can meet deadlines while we completely restructure all our content ▪ We just need some templates
  • 26. 11: (Bonus) We don’t need to worry about Localization Always act like you’re going to localize and nothing bad will happen to you. ▪ If you are not localizing now, you will be in the future ▪ If you are localizing now, you know how complicated it can be ▪ Someone will decide to add more languages ▪ Because that’s not a problem, right?
  • 27. 12: (Additional Bonus) Buying a tool and then calling the consultant New tools always change the workflow.Choose the tool that supports the content and business workflow you need. ▪ All tools are not created equal ▪ Choosing the wrong tools wastes a lot of time and money ▪ It can also sink the initiative ▪ Don’t be afraid to spend the right amount of money to do this correctly
  • 28. More information Resources for more information
  • 29. Good resources ▪ My website: sharonburton.com ▪ Enterprise Content Strategy by Kevin Nichols. XML Press. (Just came out!) ▪ Single Sourcing: Building Modular Documentation by KurtAment ▪ ISBN-10: 0815514913 or ISBN- 13: 978-0815514916 ▪ Content Strategy 101: TransformTechnical Content into a Business Asset by Sarah S. O'Keefe andAlan S. Pringle ISBN-10: 0982811845 or ISBN- 13: 978-0982811849 ▪ Content Strategy: Connecting the dots between business, brand, and benefits by Rahel Anne Bailie and Noz Urbina ISBN-10: 1937434168 or ISBN- 13: 978-1937434168

Hinweis der Redaktion

  1. DCL’s core service is data conversion from any format to any format Additional services also include eBook production Composition QA Content Reuse Analysis Project set-up/management Consulting Transcription Translation Services can be bundled or sold al a carte Highly proficient with very complex projects Solid reputation within all industries
  2. Our client base spans the gamut… Publishing: Educational Reference eBook Legal Periodicals STM Institutions: Libraries Universities Hospitals Museums Industry: Automotive Aerospace Transportation Equipment Manufacturing Distribution Technology: Computing Utilities Semiconductors Telecommunications Financial Services: Banking Credit card services Government/Defense: Civilian agencies Government agencies Military Life Sciences SPL SRP Records Research
  3. Any industry where documentation & content exists