Going Agile in a Multi-National Work Environment and the Tool We Chose

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Paula Stern

Agile and RoboHelp (2015)

Software

© 2015 WritePoint Ltd. All rights reserved.
Going Agile in a
Multinational
Work Environment
…and the tool we chose to
implement it: RoboHelp

Introducing Yertle the Turtle
© 2015 WritePoint Ltd. All rights reserved.

© 2015 WritePoint Ltd. All rights reserved.

About Agile
Agile means being fast, nimble, flexible
• Agile software development means
• Sprints
• Restructuring “chain of command”
• Empowers developers to set/meet
deadlines
© 2015 WritePoint Ltd. All rights reserved.

Introducing the Agile Players
Product Owner – Yertle
Ruler of all they see
Vision makers
Dreamers
© 2015 WritePoint Ltd. All rights reserved.

Introducing the Agile Players
Scrum Master
Stand between Vision and
Reality
Balance wish against
possible
© 2015 WritePoint Ltd. All rights reserved.

Introducing the
Agile Players
Scrum Team
Accept tasks
Commit to meet
deadlines
Merge skills through
knowledge sharing
Succeed or fail as a
team
© 2015 WritePoint Ltd. All rights reserved.

Introducing the Agile Players
© 2015 WritePoint Ltd. All rights reserved.
Outside Players
Peripheral Engineers
Tech Support

About Agile Team Players
Additional Support Players
Peripheral Engineers
Tech Support
Documentation
© 2015 WritePoint Ltd. All rights reserved.

GREAT QUESTION OF THE
DAY?
WHERE DOES
DOCUMENTATION BELONG?
© 2015 WritePoint Ltd. All rights reserved.

Agile Documentation Issues
Sprint members and roles are clearly defined
Documentation?
With the current sprint
Next sprint
Independent of the sprint
With each deployment?
© 2015 WritePoint Ltd. All rights reserved.

Agile in Documentation Means
Regular releases covering new features
Being part of the Sprint team meetings (?)
Constant review of product status
Release Notes – way more often
Feature sets
Fewer per release
Sometimes releases without features at all
Less time for everything…interviewing,
understanding, documenting, reviewing
© 2015 WritePoint Ltd. All rights reserved.

What Agile Meetings Are Critical?
Product Owner
Scope meeting
Pre-planning (what’s supposed to go in)
Planning
Dailies when you have problems
Review (what went in)
Retrospective
© 2015 WritePoint Ltd. All rights reserved.

Taking Agile Global
About the company
Locations
About the teams
Venus, Mars, and Pluto
About the documentation
© 2015 WritePoint Ltd. All rights reserved.

Evaluation - Requirements
Strong need for conditional text
Branded vs. non-branded
Print vs. online
Different users (Partner/Customer)
Currently releasable features
Future features (Not-Ready tag)
© 2015 WritePoint Ltd. All rights reserved.

Evaluation - Requirements
Deliverables:
Printed/PDF distribution
● PDF of branded documentation
● PDF of neutral, non-branded documentation
Web-based documentation
● Branded
● Non-branded
© 2015 WritePoint Ltd. All rights reserved.

Tags
Documentation
Release Notes
Version
Know
SME
Product Owner
© 2015 WritePoint Ltd. All rights reserved.
Prepare - JIRA

Evaluation - Options
Options included:
LaTeX (used in Germany)
Doxygen (used in Florida)
RoboHelp
AuthorIT
Flare
FrameMaker
Microsoft Word
© 2015 WritePoint Ltd. All rights reserved.

Reasons for Choice
RoboHelp
Solid history
Met the requirements
Interaction with the companies
Industry standard
Easier to find people/users
Engineers liked the interface
Marketing liked the output
© 2015 WritePoint Ltd. All rights reserved.

Steps…
Set up unified corporate image
Set up neutral image for white branding
Create skins/.css/master pages
© 2015 WritePoint Ltd. All rights reserved.

Grab the Release Notes
Be the master
New features
Fixed Items
Known Limitations
© 2015 WritePoint Ltd. All rights reserved.

Agile Basic Recommendations
Be part of the team
Regular meetings with Product Owner
Prepare for meetings in advance
Scope out new features
What needs documentation?
Interface corrections? Error messages?
Seek out reviewers
Work with QA
© 2015 WritePoint Ltd. All rights reserved.

Basic RoboHelp Recommendations
Identify outputs
Define conditional text requirements
Consider interim tags (not_ready, new,
versions, Mars/Venus features)
Review
New > QA
Mars/Venus > Teams
Not ready > Transparent
© 2015 WritePoint Ltd. All rights reserved.

Basic RoboHelp Recommendations
Use Snippets to enable content reuse
Customize an existing skin/create your own
Use fields in footers for easy/automatic
updates
Consider multiple TOCs (print, online, add’l
books)
© 2015 WritePoint Ltd. All rights reserved.

© 2015 WritePoint Ltd. All rights reserved.
Any Questions?
Any Comments?
Any thoughts?

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Going Agile in a Multi-National Work Environment and the Tool We Chose

4. About Agile Agile means being fast, nimble, flexible • Agile software development means • Sprints • Restructuring “chain of command” • Empowers developers to set/meet deadlines © 2015 WritePoint Ltd. All rights reserved.

11. Agile Documentation Issues Sprint members and roles are clearly defined Documentation? With the current sprint Next sprint Independent of the sprint With each deployment? © 2015 WritePoint Ltd. All rights reserved.

12. Agile in Documentation Means Regular releases covering new features Being part of the Sprint team meetings (?) Constant review of product status Release Notes – way more often Feature sets Fewer per release Sometimes releases without features at all Less time for everything…interviewing, understanding, documenting, reviewing © 2015 WritePoint Ltd. All rights reserved.

13. What Agile Meetings Are Critical? Product Owner Scope meeting Pre-planning (what’s supposed to go in) Planning Dailies when you have problems Review (what went in) Retrospective © 2015 WritePoint Ltd. All rights reserved.

15. New…All New… New company name New logo and colors (branding) 3,000 pages of documentation New templates New “About Company” New copyright statement New…everything New, unified documentation tool… © 2015 WritePoint Ltd. All rights reserved.

16. Evaluation - Requirements Strong need for conditional text Branded vs. non-branded Print vs. online Different users (Partner/Customer) Currently releasable features Future features (Not-Ready tag) © 2015 WritePoint Ltd. All rights reserved.

17. Evaluation - Requirements Deliverables: Printed/PDF distribution ● PDF of branded documentation ● PDF of neutral, non-branded documentation Web-based documentation ● Branded ● Non-branded © 2015 WritePoint Ltd. All rights reserved.

20. Reasons for Choice RoboHelp Solid history Met the requirements Interaction with the companies Industry standard Easier to find people/users Engineers liked the interface Marketing liked the output © 2015 WritePoint Ltd. All rights reserved.

25. Agile Basic Recommendations Be part of the team Regular meetings with Product Owner Prepare for meetings in advance Scope out new features What needs documentation? Interface corrections? Error messages? Seek out reviewers Work with QA © 2015 WritePoint Ltd. All rights reserved.

26. Basic RoboHelp Recommendations Identify outputs Define conditional text requirements Consider interim tags (not_ready, new, versions, Mars/Venus features) Review New > QA Mars/Venus > Teams Not ready > Transparent © 2015 WritePoint Ltd. All rights reserved.

27. Basic RoboHelp Recommendations Use Snippets to enable content reuse Customize an existing skin/create your own Use fields in footers for easy/automatic updates Consider multiple TOCs (print, online, add’l books) © 2015 WritePoint Ltd. All rights reserved.

Going Agile in a Multi-National Work Environment and the Tool We Chose

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