Tos spectrum2012 presentation_dist

Building a business case to get the tools you
need to improve your technical documentation

Tricia Spayer, STC Rochester Spectrum Conference 23 April 2012
1

Basics of business cases
Steps to building a business case
Questions to ask and answer before presenting
business cases

© 2012 Tricia Spayer
STC Rochester Spectrum Conference 2

Justification plan for business project
◦ Show current pains/ limitations
◦ Show evaluations of several options
◦ Show your recommended option
◦ Show examples of how option improves your process
◦ Show total costs
NOT Business Plan


Do you need to change?
Do you currently have limitations?
Will new solutions benefit the company/ client?
What’s in it for you?
Who’s your audience?


Be proactive
Attend conferences
Ask questions and participate in listservs, online
groups
Network – find out what other companies/
consultants are doing
Read – find out what future trends are – how can
you get there


From immediate manager
From other departments (key stakeholders)
Involve them in your decision-making process


1. Reason
2. Requirements
3. Options
4. Costs
5. Recommended Solution


Executive Summary
What is your current process?
◦ What are limitations?
◦ Current pains?
Can you improve process?
◦ Hardware
◦ Software
◦ Training
◦ People
Goal/ Scope of project


Better use of our documentation resources
◦ Training department currently copies & pastes
information from manuals and other presentations, but
only when time permits
Make our documentation more useful, consistent


Too much information
◦ Huge, overwhelming manuals
◦ Not all customers need all information
Our audience isn’t receiving the most effective
information
◦ Different levels of users need different types of
information
◦ Different applications require different information


In an ideal world, you would:
◦ Create X
◦ Output X, Y and Z
Your clients require A, B, C
Company business need
How are translations handled?


Usable by multiple departments
◦ Manuals
◦ Training
◦ Marketing
◦ Others
Short learning curve
Ability to re-use content efficiently
Ability to import legacy documentation


Translations are EXPENSIVE
◦ Using XML, only send translator what has been changed
since last time something was translated
◦ Once a piece of information has been translated, it can
be used anywhere we want (in training materials, in sales
presentations, etc.)
Our current software solutions do not support
efficient use of translation memory
◦ XML is used in translation memory tools. These tools do
not touch format, only content.


Evaluate each option
◦ If new tool, create sample deliverables
Get demonstrations for your group
Get feedback from key stakeholders
How does each option improve your current
process?
◦ Limitations of each option
◦ Costs for each option


Feature/ Current Method Option A Option B Option C
Objective
Print docs Print, PDF Print, PDF Print, FrameMaker, MS Print, PDF
Word

Web/ Help docs none HTML, DHTML, Cross-browser, cross- HTML help 1.x,
WinHelp, JavaHelp, platform Help, Web, Winhelp, Microsoft
OracleHelp, CD-ROM Help 2.0, XML,
HTMLHelp, XML, DITA Browser-based
help, e-Books

Localizations Send manual file for Unicode support. ISO Unicode 10646 Unicode enabled,
translation/ DTP Add-on module. Localization Extended language
manager. support, localized
WebHelp Skins

User Training n/a 5 days (in quote) Varies from 2-4 days Available

Comments Quote includes: Would not benefit Designed for
Template creation, Training department. organizations with
Implementation, More of a lateral move medium to large
Workflow analysis, from what we have volumes of complex
training, and now. information, multiple
installation. languages, and many
We had a demo. types of authors and
Concept seemed Contributors
logical to multiple
departments.


You
Other departments
How will they benefit/ save time or money/
collaborate?


For you
For your team
For IT department
What is the learning curve?
Will you self-learn? How much time?
Who will train people who will be onboard later?


How long will implementation take?
How will you make transition?
What project(s) will transition?
Will you/ your team perform implementation, or
hire someone?
Who will “own” this tool?


Access from internet
Adding users
Will users be able to see work from other
departments?


Tools, licenses
Time commitment
Training
Consulting
Implementation


Licenses/ seats
Yearly maintenance
Technical support
Upgrades
Compatibility with existing software
Bridge software to move existing data into new
system
Hardware
Support from IT


How long will it take company to see expected
results?
Do you translate?
Will customer support costs decrease?


How does this option benefit your company/
client?
What can you do with new option that you couldn’t
before?
What is ROI?
Does it save time? Money?
How does your proposed solution tie into your
company’s business plan or strategic goals?


The Library (database) will store information,
pictures, and videos in one location (decreases
network storage)
Multiple departments can access this library
(library has access control)
Each department will be able to re-use information
more efficiently
Adding HTML help to our software interface will be
a competitive advantage
User manuals will be more user-friendly, modular,
more application-specific


Ties in with Modularity concept within our
company
Translation costs & time will be dramatically
reduced, using XML technology & translation
memory tools
Review time in-house will be reduced
Future expansion built-in


Be confident, excited
Show your initiative
Prepare handout matrix of evaluated options
Have a purchase requisition completed, ready to
be signed
Close the deal!


Kemp, Al. Business Case Primer. 2006.
http://www.impactonthenet.com/bc-oae.html
(includes example business cases, more references)
Molisani, Jack and Graham, Bonni. How to Build
a Business Case. STC Intercom magazine
July/August 2008.
Rockley, Ann and Cooper, Charles. Managing
Enterprise Content: A Unified Strategy. 2002
(2012 Second Edition available).


Contact me via email: tspayer@yahoo.com


Tos spectrum2012 presentation_dist

Recomendados

Recomendados

Más contenido relacionado

La actualidad más candente

La actualidad más candente (16)

Destacado

Destacado (20)

Similar a Tos spectrum2012 presentation_dist

Similar a Tos spectrum2012 presentation_dist (20)

Último

Último (20)

Tos spectrum2012 presentation_dist