Calculating the ROI for XML and DITA topic-based authoring

3,072 views

Published on

Slides from Sarah O'Keefe's presentation at Lavacon 2010 in San Diego.

Published in: Technology
0 Comments
3 Likes
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
3,072
On SlideShare
0
From Embeds
0
Number of Embeds
149
Actions
Shares
0
Downloads
63
Comments
0
Likes
3
Embeds 0
No embeds

No notes for slide

Calculating the ROI for XML and DITA topic-based authoring

  1. 1. Calculating the ROI for XML and DITA Topic-Based Authoring Sarah O’Keefe, Scriptorium Publishing background image flickr: thelastminute Saturday, October 2, 2010
  2. 2. Twitter ❖ Sarah O’Keefe ❖ @sarahokeefe ❖ #lavacon is the conference hashtag ❖ Also consider #techcomm, #dita Saturday, October 2, 2010
  3. 3. Overview ❖ Business case examples (with numbers) ❖ YMMV ❖ IANAL ❖ WYSIOO ❖ Big-picture musings on other issues (without numbers) Saturday, October 2, 2010
  4. 4. Localization provides an easy cost justification. Flickr: iancarroll Saturday, October 2, 2010
  5. 5. Localization cost ❖ Estimate 30–50 percent of total localization cost is desktop publishing ❖ With XML-based publishing, you can squeeze that cost to under 10 percent ❖ Cost savings: $20K–$40K per $100K in localization cost Saturday, October 2, 2010
  6. 6. Increased content reuse Flickr: a-m-photo Saturday, October 2, 2010
  7. 7. Content reuse ❖ Baseline assumption: ❖ DITA = increased content reuse! ❖ 10,000 topics ❖ Development cost: $200 per topic (4 hours x $50) ❖ 5% more content reuse = $100,000 in savings (and additional savings in localization) Saturday, October 2, 2010
  8. 8. Are you copying and pasting? ❖ Calculate cost of updates in multiple documents ❖ Consider error rates ❖ Don’t forget the mental health toll Saturday, October 2, 2010
  9. 9. External content reuse for increased ROI ❖ Software error messages ❖ Product specifications in product database and datasheets ❖ Product descriptions ❖ Training ❖ Tech support Saturday, October 2, 2010
  10. 10. Non-DITA problems for content reuse ❖ Improve collaboration among writers ❖ Develop and enforce consistent style standards Saturday, October 2, 2010
  11. 11. A wise man once told me… “You should not implement XML as a substitute for creating a style guide.” Saturday, October 2, 2010
  12. 12. Also… “Structure is no substitute for management.” Saturday, October 2, 2010
  13. 13. ROI depends on team (dys)function. Flickr: kevenlaw Saturday, October 2, 2010
  14. 14. A high-functioning team is a prerequisite to… ❖ Share topics ❖ Communicate updates ❖ Minimize content “ownership” issues ❖ Smooth out inevitable conflicts ❖ Cooperate on assignments Saturday, October 2, 2010
  15. 15. Complex conditional content may require XML. Photo: www.christianholmer.com Saturday, October 2, 2010
  16. 16. XML can help with… ❖ Multiple conditional dimensions (platform, customer, audience, product) ❖ Huge number of possible variations ❖ Dynamic versioning instead of static publishing of a limited number of variations Saturday, October 2, 2010
  17. 17. Quality justification for complex conditional text ❖ Eliminate redundancy ❖ More targeted information ❖ Meet customer requirement for personalized documentation ❖ Enable more versioning than supported in current toolset ❖ Enable dynamic publishing Saturday, October 2, 2010
  18. 18. Complex conditional example ❖ 40 variations of a deliverable ❖ Configure and publish one at a time: ❖ 1 hour per variant ❖ 40 hours of work per deliverable, per release ($2,000) ❖ Dynamic publishing: publish once Saturday, October 2, 2010
  19. 19. Assumptions ❖ Tagging work does not change for static versus dynamic publishing ❖ Programming effort to enable dynamic publishing included in implementation cost Saturday, October 2, 2010
  20. 20. Complex conditions require careful design. Photo: Rachel Houghton Saturday, October 2, 2010
  21. 21. Yesterday’s content… flickr: uhop Saturday, October 2, 2010
  22. 22. Time to market Flickr: chris_radcliff Saturday, October 2, 2010
  23. 23. Time to market ❖ If product revenue is $1M per year, then each week of availability is worth about $20K in revenue. ❖ Accelerate delivery of first language ❖ Reduce delays in shipping localized versions Saturday, October 2, 2010
  24. 24. New publishing architectures Flickr: ccharmon Saturday, October 2, 2010
  25. 25. “One of the great powers of XML is to free information from being merely text on a page, and David Kelly Senior Technical Consultant to give it other kinds of roles.” www.scriptorium.com/blog/2010/09/the-promise-of-xml-publishing.html Saturday, October 2, 2010
  26. 26. Integrating with user- generated content ❖ Source content in XML ❖ Transform to accommodate user-generated content ❖ Use metadata to support unified search Saturday, October 2, 2010
  27. 27. Just-in-time publishing ❖ Topic-based rather than deliverable- based publishing ❖ Incremental deliveries for localization ❖ Content deliveries decoupled from software deliveries Saturday, October 2, 2010
  28. 28. Analytics ❖ Measure how topics are used ❖ Act on information about: ❖ Popular topics ❖ Unpopular topics ❖ Unsuccessful searches ❖ Topics with lots of comments Saturday, October 2, 2010
  29. 29. DITA implementation cost averages $106K. ❖ Source: “The state of structure in technical communication,” 2009. www.scriptorium.com/blog/2010/05/ the-state-of-structure-in-technical- communication.html Saturday, October 2, 2010
  30. 30. Your business case needs to show more than $106K. ❖ Localization ❖ Increased reuse ❖ Support for complex conditionality ❖ Faster time to market ❖ Support for new publishing architecture Saturday, October 2, 2010
  31. 31. Factors that increase implementation cost ❖ Software integration issues ❖ Complex output/formatting requirements ❖ Inconsistent source files ❖ Source files that are not topic-based ❖ Content management system ❖ People Saturday, October 2, 2010
  32. 32. Change management is critical Saturday, October 2, 2010
  33. 33. A few of my (not) favorite things ❖ Dysfunctional teams ❖ Information hoarding during implementation ❖ Tool-specific blinders ❖ Using XML/DITA to clone an existing, problematic workflow Saturday, October 2, 2010
  34. 34. Dysfunctional teams ❖ Improve communication ❖ Improve collaboration ❖ Build trust ❖ Provide project roadmap early Saturday, October 2, 2010
  35. 35. Information hoarding ❖ Do not reward this behavior ❖ Implicitly ❖ Explicitly ❖ Avoid communication bottlenecks ❖ Document project decisions ❖ Distribute project information Saturday, October 2, 2010
  36. 36. Tool-specific view of the world ❖ Ask for open minds ❖ Consider new features, not just cloning old features ❖ Try out a variety of XML tools Saturday, October 2, 2010
  37. 37. Cloning an existing workflow ❖ Identify best and worst features of current workflow ❖ Identify new requirements that can’t be met with current workflow ❖ Understand how new workflow affects authors Saturday, October 2, 2010
  38. 38. Match any two for instant XML justification Topics 2,000+ Writers 10+ Supported languages 3+ Deliverable formats 2+ flickr: booleansplit Saturday, October 2, 2010
  39. 39. Questions? Comments? Saturday, October 2, 2010
  40. 40. Contact information ❖ Sarah O’Keefe ❖ www.scriptorium.com ❖ okeefe@scriptorium.com ❖ @sarahokeefe Saturday, October 2, 2010

×