Nolwenn Kerzreho
Technical Account Manager, IXIASOFT
Nordic TechKomm – 25 May 2016
How and when to
switch to Structured
Co...
Agenda
• Hallo, Bonjour, Hello, Ciao
• What is structured content & DITA standard
• How to switch?
• When to switch?
• Exa...
Nolwenn Kerzreho
Technical Account Manager – IXIASOFT
creator of the DITA CMS
10+ years in the tech comm industry
speciali...
STRUCTURED CONTENT
(AND OPEN FORMAT)
A “free” format for nimble content
Free to go where the users need it
• Travel freely (via social and mobile, available on...
Even more “free”: open standard
Definition & characteristics of open standard:
Free access to specifications (format is te...
What content format to choose?
• No financial barrier to access specifications
• No technical barrier to access specificat...
DITA reminder
Portal
Mobile
PDF PDF
PDF
TOPICS MAPS
Reuse maps, topics, content
PDF PDF
Portal
Mobile
PDF
Conditional publishing
Portal
Mobile
Case A
Case B
Publish Case A
Publish Case B
PDF PDF
PDF
PDF PDF
Filter with
DITAVAL
F...
DITA Maturity model
Major benefits
• More delivery channels
• Faster time-to-markets
• More agile team of writers working on any content
• Lea...
HOW TO SWITCH?
Switch to structured content
Why? Typically to solve a problem / keep up
change or be left behind)
1) Define your goals
2)...
Example of stories – mix ad lib
1. We must document more products with the same or
less resources.
2. We need to always up...
Example of stories – mix ad lib
1. We must document more products with the same or
less resources.
2. We need to always up...
Test: align tech pub challenges with the
organization objectives
1. New regional markets
2. Going Agile
3. Repacking with ...
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5. Modular product lin...
Define your starting point
Questions tools &
practices
• Desktop publishing
• Markup language
• Modular structured
DITA
• ...
WHEN TO SWITCH
“PUT ON YOUR PROJECT MANAGER CAP”
Which steps are you at?
Any content and technological project goes roughly
through those phases:
i. Discovery
ii. Preparat...
Timeline – pilot to production
Project Go CCMS (and
other tools)
Pilot Roll out
? ? ? ? ?
Planning Analysis Pilot Implemen...
When to make the switch?
The sooner you START, the better…
1. The process can be long(er) & requires
preparation
2. You ne...
Example of costs
Hidden/indirect: estimated quality of products,
reputation & branding, support calls,
internal/external d...
EXAMPLE STORIES
Our content stories
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5....
Benefits of structured content
publishing
“Get out of the formatting business”
• Faster publishing
• Branding automaticall...
DITA reminder
Portal
Mobile
PDF PDF
PDF
TOPICS MAPS
Layout & format is applied
at publishing time
Our content stories
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5....
Conditional publishing
• Product line is modularized
• Content has multiplied variants
• Content is more focused on the us...
Conditional publishing
Portal
Mobile
Case A
Case B
Publish Case A
Publish Case B
PDF PDF
PDF
PDF PDF
Filter with
DITAVAL
F...
Our content stories
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5....
Increase collaboration with experts
• Use one format for all: no more changing formats
between edits, reviews or for quali...
Our content stories
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5....
Better translation workflows
• Reduce the volume sent for translation
• Streamline the process with LSPs
• Streamline the ...
Reuse maps, topics, content
PDF PDF
Portal
Mobile
PDF
Our content stories
1. New regional markets
2. Going Agile
3. Repacking with partners’
brands
4. Earlier time-to-market
5....
Flexible, topic-based writing
A leaner delivery system (continuous improvement)
– at the topic-level instead of book-level...
Share YOUR story!
Collect what you know
about:
• your organization
objectives
• your external users’
requirements
• your i...
My story
Organization objectives
Users requirements
What I can do
What I’d like to do
Questions?
Slideshare: IXIASOFT account
Follow me @nolwennIXIASOFT
@keithIXIASOFT | www.DITAWriter.com
Extreme Writing htt...
Resources
• DITA Maturity Model by Amber Swope and
Michael Priestley
• Snakes and Ladders workshop for better content
proj...
How and When to Switch to Structured Content - Workshop
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How and When to Switch to Structured Content - Workshop

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How and When to Switch to Structured Content - Workshop
Presented by Nolwenn Kerzreho, IXIASOFT Technical Account Manager - Europe, at NORDIC TechKomm 2016.

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  • 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

  • How and When to Switch to Structured Content - Workshop

    1. 1. Nolwenn Kerzreho Technical Account Manager, IXIASOFT Nordic TechKomm – 25 May 2016 How and when to switch to Structured Content – Workshop
    2. 2. Agenda • Hallo, Bonjour, Hello, Ciao • What is structured content & DITA standard • How to switch? • When to switch? • Example stories • Resources and QA
    3. 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
    4. 4. STRUCTURED CONTENT (AND OPEN FORMAT)
    5. 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. 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. 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
    8. 8. DITA reminder Portal Mobile PDF PDF PDF TOPICS MAPS
    9. 9. Reuse maps, topics, content PDF PDF Portal Mobile PDF
    10. 10. Conditional publishing Portal Mobile Case A Case B Publish Case A Publish Case B PDF PDF PDF PDF PDF Filter with DITAVAL Filter with DITAVAL
    11. 11. DITA Maturity model
    12. 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
    13. 13. HOW TO SWITCH?
    14. 14. 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
    15. 15. 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
    16. 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 Recognize yours?
    17. 17. 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
    18. 18. 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
    19. 19. 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
    20. 20. WHEN TO SWITCH “PUT ON YOUR PROJECT MANAGER CAP”
    21. 21. 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
    22. 22. Timeline – pilot to production Project Go CCMS (and other tools) Pilot Roll out ? ? ? ? ? Planning Analysis Pilot Implement Transition Use Outcomes Refine
    23. 23. 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)
    24. 24. 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)…
    25. 25. EXAMPLE STORIES
    26. 26. 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
    27. 27. Benefits of structured content publishing “Get out of the formatting business” • Faster publishing • Branding automatically applied • Never another “link broken”
    28. 28. DITA reminder Portal Mobile PDF PDF PDF TOPICS MAPS Layout & format is applied at publishing time
    29. 29. 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
    30. 30. 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
    31. 31. Conditional publishing Portal Mobile Case A Case B Publish Case A Publish Case B PDF PDF PDF PDF PDF Filter with DITAVAL Filter with DITAVAL
    32. 32. 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
    33. 33. 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…
    34. 34. 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
    35. 35. 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
    36. 36. Reuse maps, topics, content PDF PDF Portal Mobile PDF
    37. 37. 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
    38. 38. 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
    39. 39. 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
    40. 40. My story Organization objectives Users requirements What I can do What I’d like to do
    41. 41. Questions? Slideshare: IXIASOFT account Follow me @nolwennIXIASOFT @keithIXIASOFT | www.DITAWriter.com Extreme Writing http://www.extremetechwriting.com/ • Blog: www.ixiasoft.com/en/news-and-events/blog • OASIS DITA Adoption Committee articles
    42. 42. 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

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