Getting to Yes: Overcoming Barriers to XML Adoption in the Enterprise

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Adopting XML is a rewarding and challenging exercise in change management for any team. A crucial success factor is whether team members feel confident and productive with the new processes and technologies. In this session we’ll look at concrete things that managers can do to plan and manage successful XML implementations, with minimal stress for everyone involved.

This presentation is part of the free "XMetaL in 37 Minutes" webinar series. For upcoming webinars, see http://na.justsystems.com/webinars.php .

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Getting to Yes: Overcoming Barriers to XML Adoption in the Enterprise

  1. 1. Episode 8 Getting to Yes: Overcoming Barriers to XML Adoption in the Enterprise Su-Laine Yeo, Solutions Consultant in 37 minutes
  2. 2. The goals <ul><li>Deliver content in multiple media (web, mobile devices, print) </li></ul><ul><li>Enable searching and conformance to regulations </li></ul><ul><li>Customize documents for different audiences and contexts </li></ul>
  3. 3. The goals <ul><li>Minimize costs and delays for maintaining consistent, accurate information in multiple languages </li></ul>
  4. 4. <ul><li>“ We save on average 75% of the time it would usually take to create version variants for our over 200 product manuals.” - Cisco </li></ul><ul><li>“ Renault Trucks has been able to cut its documentation production cycle by 70%.” - Renault Trucks </li></ul>Measurable Business Impact      
  5. 5. <ul><li>“ Staff resistance to change is a factor that complicates roughly half of all technology implementation projects and severely threatens about one in ten.” </li></ul><ul><ul><li>- LISA 2006 Global Business Practices Survey </li></ul></ul>The challenge
  6. 6. <ul><li>In XML implementations, writers are often concerned that the new system will: </li></ul><ul><li>Make them lose creativity </li></ul><ul><li>Take control over formatting away from them </li></ul><ul><li>Be hard to learn </li></ul><ul><li>Be too inflexible </li></ul><ul><li>- Emma Hamer, 2009: Embracing the Straightjacket: Learning to Love Structured Authoring </li></ul>Why do people resist change?
  7. 7. <ul><li>Losing status and expertise </li></ul><ul><li>Being left behind </li></ul><ul><li>Appearing stupid or ignorant </li></ul><ul><li>Being less useful to the organization </li></ul><ul><li>- Emma Hamer, 2009: Embracing the Straightjacket: Learning to Love Structured Authoring </li></ul>Resistance comes from fears
  8. 8. <ul><li>Understand your team’s needs and goals </li></ul><ul><li>Choose tools and models that meet your team’s requirements </li></ul><ul><li>Pay attention to usability </li></ul><ul><li>Provide training and time to learn </li></ul><ul><li>Listen to stakeholders in both the planning and implementation stages </li></ul>General principles
  9. 9. <ul><li>Writers’ concerns are often legitimate </li></ul><ul><li>We can help… </li></ul>A vendor’s take on these issues
  10. 10. <ul><ul><li>Giving you more usable tools </li></ul></ul><ul><ul><li>Understand your team’s needs and goals </li></ul></ul><ul><ul><li>Choose tools and document structures that meet your team’s requirements </li></ul></ul><ul><ul><li>Pay attention to usability </li></ul></ul><ul><ul><li>Provide training and time to learn </li></ul></ul><ul><ul><li>Listen to stakeholders in both the planning and implementation stages </li></ul></ul>We can help by:
  11. 11. <ul><li>Ensuring good training and support are available, even after tools are customized </li></ul><ul><ul><li>Understand your team’s needs and goals </li></ul></ul><ul><ul><li>Choose tools and document structures that meet your team’s requirements </li></ul></ul><ul><ul><li>Pay attention to usability </li></ul></ul><ul><ul><li>Provide training and time to learn </li></ul></ul><ul><ul><li>Listen to stakeholders in both the planning and implementation stages </li></ul></ul>We can help by:
  12. 12. <ul><li>Working with you to address concerns </li></ul><ul><ul><li>Understand your team’s needs and goals </li></ul></ul><ul><ul><li>Choose tools and document structures that meet your team’s requirements </li></ul></ul><ul><ul><li>Pay attention to usability </li></ul></ul><ul><ul><li>Provide training and time to learn </li></ul></ul><ul><ul><li>Listen to stakeholders in both the planning and implementation stages </li></ul></ul>We can help by:
  13. 13. Planning a smooth implementation <ul><li>Assemble your team, then: </li></ul><ul><li>Analyze your content and determine your reuse strategy </li></ul><ul><li>Select solution components (tools) </li></ul><ul><li>Get training </li></ul><ul><li>Do a proof-of-concept project </li></ul><ul><li>Optimize your tools </li></ul>
  14. 14. Analyzing your content <ul><li>Why is content duplicated? </li></ul><ul><ul><li>What duplication could be eliminated through modular reuse? </li></ul></ul><ul><ul><li>What duplication could be eliminated through conditional text? </li></ul></ul><ul><li>Could your content be structured as a series of topics to facilitate reuse? </li></ul><ul><li>What “style guideline” rules do you have? </li></ul><ul><ul><li>What types of information need distinctive styling? </li></ul></ul>
  15. 15. Selecting a DTD or Schema <ul><li>Tip: Use DITA if possible </li></ul><ul><li>Excellent feature set in tools </li></ul><ul><li>Supports reuse </li></ul><ul><li>Strong community </li></ul><ul><li>Extensible </li></ul>
  16. 16. The role of authoring tools <ul><li>XML authoring tools are mostly about usability. </li></ul>
  17. 17. Evaluating authoring tools <ul><li>Do documents display in a clear, readable manner? </li></ul><ul><li>If I change formatting, are my changes saved in a meaningful way? </li></ul><ul><li>How easy is it to write using the application? </li></ul>
  18. 18. <ul><li>Copy/paste into XMetaL from: </li></ul><ul><ul><li>Word </li></ul></ul><ul><ul><li>HTML </li></ul></ul><ul><ul><li>Excel </li></ul></ul><ul><ul><li>E-mail </li></ul></ul><ul><ul><li>PowerPoint </li></ul></ul><ul><ul><li>other formats </li></ul></ul>Can I get unstructured content into the tool?
  19. 19. Evaluating authoring tools <ul><li>Does the application make it easy for writers to reuse content? </li></ul><ul><ul><li>Seeing how documents composed of many smaller documents look </li></ul></ul><ul><ul><li>Viewing conditional text </li></ul></ul>
  20. 20. <ul><li>“ Frequently, creativity is the work authors put into the layout rather than the content. You need to identify what they consider creativity and what value is being added to the content through that creativity.” </li></ul><ul><li>- Ann Rockley, “Educating authors for content management”, The Rockley Report </li></ul>Creativity: What not to worry about
  21. 21. <ul><li>Writers need to get their thoughts down without fighting with the computer </li></ul>Creativity: What is important
  22. 22. <ul><li>Presents documents without on-screen clutter </li></ul><ul><li>Supports copying/pasting from unstructured tools and then cleaning up/enriching the content in XML </li></ul><ul><li>Lets you work with structure without having to think in terms of the underlying XML </li></ul>Creativity and XMetaL
  23. 23. <ul><li>Pay attention to interoperability: </li></ul><ul><ul><li>Component content management system </li></ul></ul><ul><ul><li>Controlled language checking </li></ul></ul><ul><ul><li>Mathematical equation editing </li></ul></ul>Integrating tools
  24. 24. Tight CMS integration <ul><li>Check-in and check-out directly from XMetaL </li></ul><ul><li>Browse for images to insert </li></ul><ul><li>Create cross-references to other documents </li></ul><ul><li>View documents composed of multiple files </li></ul>
  25. 25. Embedded tools for controlled language
  26. 26. <ul><li>Try a trial version </li></ul><ul><li>XMetaL Author </li></ul><ul><ul><li>30 day fully-functional trial </li></ul></ul><ul><ul><ul><li>a watermark appears on PDF output </li></ul></ul></ul><ul><ul><li>Call us if you want the trial extended </li></ul></ul><ul><ul><li>XMetaL Author Evaluation Guide </li></ul></ul>Selecting an XML authoring tool
  27. 27. <ul><li>Tip: Use the vendor’s time and energy to sell XML to your writers </li></ul><ul><li>Gather questions and samples for the vendor </li></ul><ul><li>Big organizations may need separate demos </li></ul><ul><ul><li>End-users, IT, and upper managers </li></ul></ul>Get free help from vendors
  28. 28. <ul><li>Configuration can make a huge difference for usability </li></ul><ul><li>For example… </li></ul>Optimizing XMetaL
  29. 29. <ul><li>Optimize how documents appear to writers </li></ul><ul><ul><li>Easy, doesn’t need a separate application </li></ul></ul>Example
  30. 30. <ul><li>Integrate spreadsheets and databases </li></ul><ul><ul><li>Requires scripting </li></ul></ul>Example
  31. 31. <ul><ul><li>Add keyboard shortcuts for frequent tasks </li></ul></ul><ul><li>Add toolbar buttons </li></ul>Example
  32. 32. <ul><ul><li>Optimize word lists in the spellchecker </li></ul></ul><ul><ul><ul><li>Copy one file to other machines </li></ul></ul></ul>Example
  33. 33. <ul><li>Custom metadata form that appears when the user: </li></ul><ul><ul><li>Creates a document </li></ul></ul><ul><ul><li>Saves a document </li></ul></ul><ul><ul><li>Checks a document into the CMS </li></ul></ul><ul><ul><li>Asks for it </li></ul></ul>Example
  34. 34. <ul><li>Train a few people early to: </li></ul><ul><li>Decide: </li></ul><ul><ul><li>strategies for using metadata </li></ul></ul><ul><ul><li>strategies for reusing content </li></ul></ul><ul><ul><li>writing and markup guidelines </li></ul></ul><ul><li>Configure XMetaL </li></ul><ul><li>Train others </li></ul>Training for team leads
  35. 35. <ul><li>Training should cover: </li></ul><ul><ul><li>Tools such as your authoring tool, CMS, and reviewing tool </li></ul></ul><ul><ul><li>Your DTD or Schema </li></ul></ul><ul><li>Don’t try to learn all tools at once </li></ul>Training writers
  36. 36. <ul><li>Typical training for writers covers DITA and XMetaL Author </li></ul><ul><ul><li>3 days </li></ul></ul><ul><ul><li>By JustSystems and partners </li></ul></ul><ul><li>Customized on-site training </li></ul><ul><ul><li>Use your own examples and sample documents </li></ul></ul><ul><ul><li>Good for team leads </li></ul></ul>XMetaL training
  37. 37. A typical proof-of-concept <ul><li>Train a small team on how to use the tools </li></ul><ul><li>Create/convert a representative sample of content into XML </li></ul><ul><li>Test critical features of your tools </li></ul><ul><li>Create output in your required formats and languages </li></ul>
  38. 38. <ul><li>Experienced support team </li></ul><ul><li>10-year-old product </li></ul><ul><li>Free, active community forums: http://forums.xmetal.com </li></ul>XMetaL support
  39. 39. <ul><li>Easy to use, lets writers focus on content </li></ul><ul><li>Evaluation-friendly </li></ul><ul><li>Integrates well with third-party tools and data sources </li></ul><ul><li>Adaptable to team preferences </li></ul><ul><li>Support and training are widely available </li></ul>Summary: XMetaL and change management
  40. 40. <ul><li>Suggested readings on overcoming barriers to XML adoption: </li></ul><ul><ul><li>http://forums.xmetal.com/index.php/topic,530.msg1673.html#msg1673 </li></ul></ul><ul><li> - or go to http://forums.xmetal.com and search for “Getting to Yes” </li></ul>Further reading
  41. 41. <ul><li>July 15, 2010. Watch for an announcement at http://forums.xmetal.com. </li></ul>Next 37-minute webinar
  42. 42. <ul><li>Global Presence </li></ul><ul><ul><li>700 employees, ‘08 revenues of $135M. </li></ul></ul><ul><ul><li>HQ in Japan; Corporate Offices in Vancouver and EMEA. </li></ul></ul><ul><li>Our Experience </li></ul><ul><ul><li>Established in 1979. </li></ul></ul><ul><ul><li>Market leader with over 2,500 customers. </li></ul></ul><ul><li>Our Expertise </li></ul><ul><ul><li>Global provider of office productivity, information management, consumer & enterprise software. </li></ul></ul><ul><ul><li>Framework for XML-based DITA content creation, integration, visualization and delivery. </li></ul></ul><ul><li>Our Credibility </li></ul><ul><ul><li>Gartner “Cool Vendor” in CM 2008. </li></ul></ul><ul><ul><li>KM World “100 Companies that Matter” 2008 and 2009. </li></ul></ul><ul><ul><li>eContent 100 2007, 2008, 2009 </li></ul></ul><ul><ul><li>IBM CTO Innovation Award 2006. </li></ul></ul>About JustSystems 2,500 Customers, Marquee Brands

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