Content Development Standards are Ready. Are You?
 

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Originally a live webcast, this presentation will assist authors and managers gauge their organization’s need and readiness as they contemplate the move to a structured approach for writing and ...

Originally a live webcast, this presentation will assist authors and managers gauge their organization’s need and readiness as they contemplate the move to a structured approach for writing and translating documentation.

As the structured documentation world has matured, documentation standards have become more accessible and open source software has helped reduce the cost of entry as it competes with commercial software. As a result, taking a structured documentation approach to reusing and repurposing content assets has become a more viable option for many businesses. How do you assess whether structured documentation is right for your organization? What should you consider to ensure you gain the benefits of making the move?

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Content Development Standards are Ready. Are You? Presentation Transcript

  • 1. Join us in tweeting this webinar #LIOX @Lionbridge
  • 2. Introductions Alaina Eldredge Business Development Director alaina.eldredge@lionbridge.com • Alaina has held various content development roles during her 22 years in the industry, ranging from writer and typesetter in the 80s to Content Development Solutions Architect. • As Business Development Director, Alaina’s primary objective is to work with clients in various verticals as they strive to achieve greater reuse and repurposing of content within their respective organizations. Stuart Sklair Solutions Architect stuart.sklair@lionbridge.com • During his 20 years in the industry, Stuart has worked with industry leaders in developing and implementing innovative content development and localization solutions • Since 2000, he has focused on XML in structured authoring and as a data transfer mechanism, with particular focus on CMS and their effective integration with translation processes. Company confidential – distribution prohibited without permission
  • 3. About Lionbridge Global Scale Market Leadership 4600 employees, 26 countries Leader in $12B services industry • 700+ Documentation experts • Creating • Content development centers in India, • Adapting and USA, Finland, and UK • Translating • Local Business & Project Management • Content for international markets • Global network of 25,000 translators Technology + Innovation Best practices and great ideas based on Global Clients experience Recurring relationships with • Authoring Assistant, Online Review Tool, Content Integration and Authoring Tool, 500+ global clients Rich Media, Globalization@SourceSM • 80% of revenue from recurring clients • 12 of the Fortune 20 companies are clients Company confidential – distribution prohibited without permission
  • 4. Webinar Agenda 1 5-minute Review: Structured Authoring + XML 2 Before You Begin: Developing the Business Case 3 Discovery: Assessing the Need for Structure 4 Implementation: Migrating to a Structured Workflow Company confidential – distribution prohibited without permission
  • 5. Webinar Agenda 1 5-minute Review: Structured Authoring + XML 2 Before You Begin: Developing the Business Case 3 Discovery: Assessing the Need for Structure 4 Implementation: Migrating to a Structured Workflow Company confidential – distribution prohibited without permission
  • 6. 5-minute Review: Content Dev, Then and Now…  The Olden Days • Typesetters used formatting codes • Formatting and content were integrated • Writing was page-based Shown: AM Varityper circa 1980  Desktop Publishing and Technical Writing Software • Formatting and content are still integrated • Writing tends to be topic- or page-based Shown: Frame 9 Paragraph Designer Company confidential – distribution prohibited without permission
  • 7. 5-minute Review: …and Lately <?xml version="1.0" encoding="utf-8"?> …  XML-based Architecture <book> • XML is hierarchical <title>Learning &productname;</title> <preface id="preface"> • Formatting and content are separate <title>Preface</title> <sect1 id="about"> Shown: Document snippet based on DocBook architecture <title>Using this Manual</title> <para>Although this manual DTD/Schema XSLT/FO contains all the information you will need to (architecture) (layout/formatting) use &productname;, we recommend you consider the following to enhance your understanding: </para> <itemizedlist> <listitem><para> Self-paced technical training for beginning and intermediate users </para></listitem> <listitem><para> User Guide ILT eLearning Wiki What else? Instructor-led classroom training for advanced users </para></listitem> <listitem><para> … Company confidential – distribution prohibited without permission
  • 8. 5-minute Review: XML Considerations  XML must be well-formed • XML is case sensitive • Elements must be properly nested • Container tags must have corresponding opening and closing tags • Empty tags must contain a forward slash <?xml version="1.0" encoding="utf-8"?> • Attributes must use quotes … <title>Learning &productname;</title>  XML must be valid … • Valid = XML follows the <itemizedlist> syntactical rules <listitem><para> of the DTD or Self-paced technical training for beginning DTD/Schema Schema (architecture) and intermediate users </para></listitem> </itemizedlist> … Company confidential – distribution prohibited without permission
  • 9. Three Common XML Standards: A High-level Comparison All 3 Architectures support reuse… DocBook DITA S1000D  Well suited to:  Well suited to all types  Well suited to: • IT-related docs, including of content • Manufacturing, defense, training materials and aerospace industries • Lengthy narratives not  Pros reasonably broken down • Works for all output types  Pros into chunks • Can be ‘specialized’: • Supports reusable, Allows orgs to add or standalone data modules  Pros rename tags • Internationally-recognized • Stable, mature • Can often be used standard architecture out-of-the-box • Handles legacy data well • Robust! 300+ elements • Evolves well over time  Cons  Cons • Smaller, simpler than many other DTD/Schema • Regimented architecture • Robust! 300+ elements does not support • Designed for print  Cons customized, or publishing rather than • Not ideal for lengthy specialized, content like Web publishing narratives DocBook and DITA • Somewhat of a ‘Big Tent’ • Not unambiguous Company confidential – distribution prohibited without permission
  • 10. A Word About Content Repositories  Content repository/CMS/database is not required to work in XML  However, content is more easily Search by elements managed with a content repository… and attributes Identify content chunks used in multiple deliverables Locate content by author or topic Extract chunks that match certain criteria  Utilizing a CMS affects the structured authoring flow Company confidential – distribution prohibited without permission
  • 11. Webinar Agenda 1 5-minute Review: Structured Authoring + XML 2 Before You Begin: Developing the Business Case 3 Discovery: Assessing the Need for Structure 4 Implementation: Migrating to a Structured Workflow Company confidential – distribution prohibited without permission
  • 12. Initial Requirements Analysis Consider whether you need to... ...create and maintain a large volume of documentation ... translate in to several ...carry out frequent languages document updates ...maintain documentation …support multiple product for a long product lifecycle Need variants XML? ...manage dispersed content …output to multiple formats production ...transfer documentation ...adhere to a standard between different systems document structure Company confidential – distribution prohibited without permission
  • 13. Initial Requirements Analysis Consider whether you need to... ...create and maintain a large volume of documentation ... translate in to several ...carry out frequent languages document updates ...maintain documentation …support multiple product for a long product lifecycle Need variants XML? ...manage dispersed content …output to multiple formats production ...transfer documentation ...adhere to a standard between different systems document structure Company confidential – distribution prohibited without permission
  • 14. Use Case: Networking Software Company Question: Answer: How to establish a more robust solution Migrating to FrameMaker+DITA to create user documentation and help? High level of automation possible Investigating OpenSource CMS Creating Documentation and Help Changing business requirements, using MS Word and RoboHelp DITA and OpenSource more mature Re-evaluate processes But volumes small with little opportunity Moved to FrameMaker for content recycling for Documentation Highly customized Retained RoboHelp for Help and complex Help process Company confidential – distribution prohibited without permission
  • 15. Appropriateness of the Content for Structured Authoring When might Structured Authoring be unsuitable? White Low-value Low Some Papers Content Reuse Small Creative Marketing Documents Simple Content Writing Materials Publishing Needs Company confidential – distribution prohibited without permission
  • 16. Initial Requirements Analysis Consider whether you need to... ...create and maintain a large volume of documentation ... translate in to several ...carry out frequent languages document updates ...maintain documentation …support multiple product for a long product lifecycle Need variants XML? ...manage dispersed content …output to multiple formats production ...transfer documentation ...adhere to a standard between different systems document structure Company confidential – distribution prohibited without permission
  • 17. Use Case: Mining Equipment Company Question: Answer: Is moving to a structured authoring Structure Authoring not suitable. environment right Streamline the Word template for us? Train ~200 users Large total volume Tens of thousands with individual documents of potential content producers between 20 and 100 pages Using a MS Word-based Publishing needs are simple: a company template printed and laminated card on the side of the equipment Company confidential – distribution prohibited without permission
  • 18. The Changing Roles and Responsibilities of the Team Information Technical Architect Editor Template Designer Technical Writer Content Production Coordinator Editor Sys Admin/ Software Support Company confidential – distribution prohibited without permission
  • 19. Initial Requirements Analysis Consider whether you need to... ...create and maintain a large volume of documentation ... translate in to several ...carry out frequent languages document updates ...maintain documentation …support multiple product for a long product lifecycle Need variants XML? ...manage dispersed content …output to multiple formats production ...transfer documentation ...adhere to a standard between different systems document structure Company confidential – distribution prohibited without permission
  • 20. Use Case: Automotive Company Answer : Question: Native XML approach How do we improve our for technical publications documentation processes? InDesign with export to XML for user publications Large document volume with shared And customer-facing material had technical and user content marketing requirements for printing Different output formats not so easily met with XML approach Translation into many languages XML and Content Management System But different documentation teams seemed the obvious solution with different skill sets for all types of content Training and change management considerations Company confidential – distribution prohibited without permission
  • 21. Requirement for Desktop Publishing  XML separates content from formatting  Automated formatting for all types of required output  Thousands of pages can be rendered through print engine  Publishing QA carried out by “engineers” rather than DTP staff XML  Higher value personnel, but fewer in number and higher throughput  Greater savings if content translated Company confidential – distribution prohibited without permission
  • 22. Initial Requirements Analysis Consider whether you need to... ...create and maintain a large volume of documentation ... translate in to several ...carry out frequent languages document updates ...maintain documentation …support multiple product for a long product lifecycle Need variants XML? ...manage dispersed content …output to multiple formats production ...transfer documentation ...adhere to a standard between different systems document structure Company confidential – distribution prohibited without permission
  • 23. Use Case: Medical Devices Company Question: Solution: How do we reduce the budget and Saved ~30% of translation spend spend for localization documentation through elimination of DTP costs projects? After 3 years Multiple user documents Written in FrameMaker Piloted conversion from FrameMaker 300+ pages manuals to XML for the most widely-used manual Translated into many languages Implemented XML-based CMS High Desktop Publishing costs Needed to reduce or eliminate representing high percentage DTP costs and of localization costs allow greater flexibility in repurposing translated content Company confidential – distribution prohibited without permission
  • 24. Requirement for Desktop Publishing  But it’s not always that way • XML requires investment in developing print rendering tools • Requires ongoing investment to change the look and feel • DTP QA not completely removed as transformation rules don’t capture everything XML  And • Well-styled source documentation in a good DTP package can keep post- translation DTP to a minimum • Also consider advantages in addition to reduced DTP to make XML argument Company confidential – distribution prohibited without permission
  • 25. Content Reuse and Translation  Reuse of content in the authoring phase  Results in reuse in the translation phase across all languages Company confidential – distribution prohibited without permission
  • 26. Content Reuse and Translation  But it’s not always that way • You need to have a good reuse strategy in place to carry it out • A CMS is almost always necessary to help reuse chunks of text effectively CMS CMS CMS Source Translated Translated Language Language “1” Language “n” • Further investment in tools such as “Author Memory” is often needed to encourage lower level “segment” reuse of text. • Editing legacy content can lose you Translation Memory matches  And • “FILE>SAVE AS” gives you 100% reuse with very little effort • Good translation suppliers will not charge you for truly 100% matches Company confidential – distribution prohibited without permission
  • 27. Reduced Time for Translation  Faster Time to Market – “SIM-SHIP” because topics and even fragments can be trickle-fed to translation Content Management System Company confidential – distribution prohibited without permission
  • 28. Reduced Time for Translation  Faster Time to Market – “SIM-SHIP” because topics and even fragments can be trickle-fed to translation Content Management System Company confidential – distribution prohibited without permission
  • 29. Reduced Time for Translation  But it’s not always that way • 10-20 pages of FrameMaker documentation translated into 17+ languages can result in thousands of fragments • Investment required to manage the fragments shuttling to and from translation • Web service connection between Content Management System and Translation Web Portal is one solution CMS Web services Web portal  And • Translators not on standby for 100 words of translation • Batching required or potentially face minimum charges • Two content drops (beta and final) leveraging from one to the other can achieve similar quick turnaround Company confidential – distribution prohibited without permission
  • 30. Webinar Agenda 1 5-minute Review: Structured Authoring + XML 2 Before You Begin: Developing the Business Case 3 Discovery: Assessing the Need for Structure 4 Implementation: Migrating to a Structured Workflow Company confidential – distribution prohibited without permission
  • 31. A Practical Approach to the Discovery Phase Primary objective is to answer two questions: 1. Should our organization move to a structured authoring environment? 2. If so, what tools and technologies will best suit us? Company confidential – distribution prohibited without permission
  • 32. A Practical Approach to the Discovery Phase MAP potential move to corporate initiatives and objectives DISTRIBUTE Primary objective is to answer questionnaires and conduct interviews with key stakeholders two questions: CONDUCT 1. Should our organization physical and move to a structured programmatic content analysis authoring environment? COMPILE report of current state 2. If so, what tools and including apps, issues, processes, content technologies will best suit us? ANALYZE inputs and develop recommendations for tools, technology, process changes, training CALCULATE detailed roadmap, including timeline, potential roadblocks, + ROI Company confidential – distribution prohibited without permission
  • 33. Webinar Agenda 1 5-minute Review: Structured Authoring + XML 2 Before You Begin: Developing the Business Case 3 Discovery: Assessing the Need for Structure 4 Implementation: Migrating to a Structured Workflow Company confidential – distribution prohibited without permission
  • 34. Implementing a Structured Workflow  Transition from free-form to structured will be lengthy and possibly painful  Transition from a stricter environment, i.e., where templates/formatting are established and enforced, should be relatively straightforward  Minimal implementation process includes: MAP ANALYZE CREATE DEPLOY TRAIN timeline and structure; a conversion a pilot phase users on tools milestones may have process for to test + + technology; to project been mostly legacy docs verify tools, should also roadmap completed technology, include full during conversion user doc set  Discovery process  For the above: Include all key stakeholders from inception  Develop and implement a change management process, as well Company confidential – distribution prohibited without permission
  • 35. In Summary 1 5-minute Review: Structured Authoring + XML 2 Before You Begin: Developing the Business Case 3 Discovery: Assessing the Need for Structure 4 Implementation: Migrating to a Structured Workflow Company confidential – distribution prohibited without permission
  • 36. Knowledge Center Download White Papers • Building Stronger Brands Around the World: A Guide to Effective Global Marketing • Strengthening Global Brands: Key Steps for Meaningful Communications around the World • Building a Global Web Strategy: Best Practices for Developing your International Online Brand View Webinars On-Demand • The Art and Science of Global Navigation • The Best Global Web Sites (and Why) • Mastering Multilingual Marketing Company confidential – distribution prohibited without permission
  • 37. Thank You! Alaina Eldredge alaina.eldredge@lionbridge.com Stuart Sklair stuart.sklair@lionbridge.com Lionbridge www.lionbridge.com http://blog.lionbridge.com http://twitter.com/Lionbridge http://www.facebook.com/L10nbridge Company confidential – distribution prohibited without permission