Information Mapping Presentation for STC West Coast Chapter - Jan 29, 2014_final

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Chris will provide an overview and answer questions about the Information Mapping® structured writing methodology. Information Mapping is a 45 year old content standard developed at Harvard and Columbia Universities and is used by companies and government around the globe to improve performance and productivity. Chris will demonstrate how the method works, talk about why companies use it, demo FS Pro — Information Mapping’s plug-in for Microsoft Word — and talk about where the method is going next in the technical communications world. Along with the overview, Chris will provide a few “Mapping” concepts and principles that you can use in your work right away.

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Information Mapping Presentation for STC West Coast Chapter - Jan 29, 2014_final

  1. 1. INFORMATION MAPPING: WHAT IS IT? WHY USE IT? Chris MacMillan Managing Director Information Mapping Canada Twitter: @InfoMapCanada January 29th, 2014
  2. 2. AGENDA / WHAT’S IN IT FOR YOU? • About you & me • Overview of Information Mapping • How does it work and how it’s used • FS Pro software demo • Where to next? • Q&A
  3. 3. ABOUT YOU (WHO’S HERE TONIGHT?) What’s in a name? Industries •Technical Communicator •Technical Writer •Editor •Content Designer •Information Architect •Content Engineer •Who did I miss? •Financial •Government •Healthcare •Pharma / Biotech •High Tech •Telecom •Other?
  4. 4. ABOUT ME • 10 years with Information Mapping Canada • Started in the mailroom at age 9! • 20th Anniversary! • Manage our talent • Manager and sales guy And, I love Whistler!
  5. 5. THANKS FOR COMING TONIGHT 1. Desktop guide 2. Draw for e-learning 3. Training in Vancouver
  6. 6. WHO WE ARE • Information Mapping Canada (IMC) helps organizations improve performance and productivity through effective written communication. • We provide • training programs • documentation and consulting services • supporting software.
  7. 7. INFORMATION MAPPING INTERNATIONAL INFORMATION MAPPING U.S. INFORMATION MAPPING INDIA CANADIAN PARTNER • Solution Partners • Training Partners • Information Mapping® Certified Consultants™ • Technology Partners
  8. 8. INTERNATIONAL CUSTOMERS
  9. 9. CANADIAN CUSTOMERS
  10. 10. LOCAL CUSTOMERS
  11. 11. WHY IS IT CALLED INFORMATION MAPPING?
  12. 12. WHY IS IT CALLED INFORMATION MAPPING?
  13. 13. “I NEED INFORMATION TO DO MY JOB, AND I NEED IT YESTERDAY!!”
  14. 14. CONTENT STANDARDSTECHNOLOGY STANDARDS NEED FOR STANDARDS LEARNING MANAGEMENT
  15. 15. THE INFORMATION MAPPING METHOD Information Mapping® is an international and research-based content standard. Using Information Mapping® results in information that is: • easier to write • easier to read • more accurate, and • more reusable. Really? Show me!
  16. 16. USABILITY TIME TEST DEMONSTRATION Testing a typical policy against the same content Information Mapped
  17. 17. USABILITY TIME TEST: “BEFORE” QUESTION Find the answer to this question and raise your hand: Which approved vendor should I call when purchasing IT audit services?
  18. 18. USABILITY TIME TEST: “AFTER” QUESTION Find the answer to this question and raise your hand: What are the IT Mangers responsibilities in the purchasing process?
  19. 19. OUR VISION: AN EXAMPLE
  20. 20. THE AFTER: OUR SOLUTION the INFORMATION MAPPING® method
  21. 21. • Robert Horn • Universities of Harvard and Columbia • 40 years of experience
  22. 22. COMPONENTS OF THE METHOD • Information types • Research-based principles • Modular information units SIX INFORMATION TYPES Help you to analyze the subject matter and categorize it according to its purpose for the audience PROCEDURE PROCESS PRINCIPLE CONCEPT STRUCTURE FACT
  23. 23. COMPONENTS OF THE METHOD • Information types • Research-based principles • Modular information units Allow you to organize information effectively so that it is easy to access, understand, and remember CHUNKING RELEVANCE LABELING CONSISTENCY INTEGRATED GRAPHICS ACCESSIBLE DETAIL SIX RESEARCH-BASED PRINCIPLES
  24. 24. BLOCK COMPONENTS OF THE METHOD • Information types • Research-based principles • Modular information units A manageable chunk of related information.
  25. 25. MAP COMPONENTS OF THE METHOD • Information types • Research-based principles • Modular information units A collection of related Blocks with a title
  26. 26. TWO FUNDAMENTAL QUESTIONS • Can we “structure” all content this way? • If so, how do we ensure everyone structures the content the same way?
  27. 27. 3 STEPS TO STANDARDIZE YOUR INFORMATION ORGANIZATIONANALYSIS • Purpose • Audience • Information Types PRESENTATION • Presentation Modes • Publication and Storage • Research-Based Principles • Modular Content
  28. 28. 3 STEPS TO STANDARDIZE YOUR INFORMATION ANALYSIS ANALYZE AND PLAN THE CONTENT Purpose: Inform Regiona Manager of the company’s policy for purchasing IT equipment Audience: Regional Managers Information Type: “What’s an Information Type?”
  29. 29. INFORMATION TYPES How do I change a tire? How does the engine work? Should I drive on the left or on the right in the UK? What is an airbag? What are the parts of my dashboard? What’s the maximum speed of this car? PROCEDURE PROCESS PRINCIPLE CONCEPT STRUCTURE FACT
  30. 30. PROCESS & PROCEDURE They are not synonyms! • Process: A series of events or stages that occurs over time and has a specific result. • Procedure: A set of steps that a person performs to accomplish a task.
  31. 31. PROCESS 159 words  How does pay change due to an event
  32. 32. THE SAME PROCESS “MAPPED” 131 words -18%
  33. 33. 3 STEPS TO STANDARDIZE YOUR INFORMATION ANALYSIS ANALYZE AND PLAN THE CONTENT Purpose: Inform Regional Managers of the company’s policy for purchasing IT equipment Audience: Regional Managers Information Type: Fact Principle Proedures Proess Structure Concept
  34. 34. SOURCE Fact, Principle, Process Principle, Process Fact Principle Fact, Process Principle Fact, Process
  35. 35. 3 STEPS TO STANDARDIZE YOUR INFORMATION ORGANIZATIONANALYSIS • Purpose • Audience • Information Types • Research-Based Principles • Modular Content PRESENTATION • Presentation Modes • Publication and Storage Break up the content into modules of information so that each module is • self-contained • about one limited topic • serves one purpose • manageable in size (7 +/-2 items) • explicitly labeled
  36. 36. 6 RESEARCH-BASED PRINCIPLES CHUNKING RELEVANCE LABELING CONSISTENCY INTEGRATED GRAPHICS ACCESSIBLE DETAIL
  37. 37. Title more accurately reflects the purpose and content of the document Wall of words is broken out into modular information blocks Labels “advance organize” or preview the content for the reader to allow scanning But we’re not done yet!
  38. 38. It’s still built on neutral, gray boxes of text - paragraphs. And they must be read!
  39. 39. 3 STEPS TO STANDARDIZE YOUR INFORMATION PRESENTATION • Presentation Modes • Publication and Storage ORGANIZATIONANALYSIS • Purpose • Audience • Information Types • Research-Based Principles • Modular Content A set of graphics that • display the essence of each Information Type • visually reflect what that Type means.
  40. 40. PRESENTATION MODES E-business connects business systems to customers employees vendors, and suppliers. PROCEDURE FACT PRINCIPLE STUCTURE PROCESS CONCEPT
  41. 41. PLAIN LANGUAGE Plain language is communication your audience can understand. Material written in plain language allows your readers to • find what they need • understand what they find, and • use what they find to meet their needs. No one definition or technique defines plain language. Plain language is defined by results.
  42. 42. B&A PLAIN LANGUAGE When the process of freeing a vehicle that has been stuck results in ruts or holes, the operator will fill the rut or hole created by such activity before removing the vehicle from the immediate area. If you make a hole while freeing a stuck vehicle, you must fill the hole before you drive away .
  43. 43. AFTER MAPPING • Modular • Clear • Graphical • Standardized!
  44. 44. STANDARDIZED BLOCKS OF INFORMATION...
  45. 45. ...ARE ASSEMBLED INTO INFORMATION PRODUCTS
  46. 46. ...AND REASSEMBLED FOR DIFFERENT CONTEXTS
  47. 47. ...AND AGGREGATED INTO LARGER COLLECTIONS
  48. 48. REUSE BLOCKS OF INFORMATION... PROCESS Purchasing process FACT List of approved vendors • Training • E-learning • Call centre • others?
  49. 49. Other ContentOther ContentOther ContentOther Content L3 & L4 Process Maps 5.01 Address Unrepresented Injury Claim InjuryAdjuster (Unrepresented,Represented,HighRisk,RecoveryCoordinator) ClaimCenter Customer/ Customer Representative Manager Facilitate MD needs If outstanding If payments required 5.01.01 Receive Assigned Exposure (Injury) 5.01.07 Segment Claim 04 Address Non- injury Claim Needs From Complete FNOL (2 of 2) 5.01.02 Complete Pre-Call Work (Injury) 5.01.05 Negate or Negotiate Settlement End of Process Customer Seeking treatment Recovery expected < 12wks Recovery expected > 12 wks Initial review Trigged by Exposure’s Risk level If Feedback/coaching required If settlement Opportunity exists Provide Information Provide Information If settlement Opportunity exists Provide Information 05.01.11 Close Claim/ Exposure 5.01.06 Perform Manager Review Receive Negate/ Settlement Not ready to settle 5.01.08 Provide Primary Care 5.01.09 Provide Secondary Care Complex recovery expected 05.01.04 Confirm Coverage & Liability 07.05 Process Payables No outstanding payments No payments required 5.01.03 Touch File (2nd ) 05.01.03 Touch File 05.05 Provide Enhanced Care 5.01.03 Touch File (1st ) Customer seeking treatment Customer not seeking treatment Meet Customer’s Needs Manage Recovery Pursue negate or fair settlement The Topic Making Machine! Workflow Enterprise Writing STANDARDS FOR TEAM WRITING SME Writers Legacy Content
  50. 50. TWO FUNDAMENTAL QUESTIONS • Can we “structure” all content this way? • If so, how do we ensure everyone structures the content the same way? YES WE CAN!! It is possible to Info-Map most content and it is easy to learn and apply.
  51. 51. BENEFITS FOR READER AND WRITER RETRIEVAL ACCURACY +32% INITIAL LEARNING +83%+38% USAGE -54% -90% SUPERVISOR QUESTIONS -30% ERROR RATES -54% READING TIME -50% NUMBER OF WORDS -30%-83% TIME FOR FIRST DRAFT -75% REVIEW TIME
  52. 52. BENEFITS FOR ORGANIZATIONS COST reduction •Capture employee knowledge •Increase operational efficiency •Reduce support calls •Decrease translation costs REVENUE growth •Reduce time to create content •Accelerate time to market RISK mitigation •Reduce risk by consistent documentation •Increase safety and compliance
  53. 53. CHECKING IN: • About you & me • Overview of Information Mapping • How does it work and how it’s used • FS Pro software demo • Where to next? • Q&A
  54. 54. FS PRO 2013 Technology Service s
  55. 55. OTHER TECHNOLOGIES FS Pro SharePoint Connector Authorit Information Mapping Kit FS Pro for Adobe FrameMaker DITA specialization Technology Service s
  56. 56. CERTIFICATION: INFORMATION MAPPING PROFESSIONAL™ Become certified as Information Mapping® Professional™ (IMP) to demonstrate mastery of the fundamental principles and concepts of the Information Mapping® method. • Online exam • Included in all training programs with Foundation + Master • Valid 3-year TrainingService s
  57. 57. CERTIFICATION: INFORMATION MAPPING CERTIFIED CONSULTANT ™ Become an Information Mapping® Certified Consultant™ (IMCC) and join a growing global network of those using Info-Mapping® in their commercial business. • Written and verbal exam • License to sell Information Mapping services • Valid 1-year TrainingService s
  58. 58. THANK YOU Chris MacMillan 604.999.2671 chris.macmillan@infomap.ca

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