• Share
  • Email
  • Embed
  • Like
  • Save
  • Private Content
STC Summit 2013: DITA Collaboration - Paul Wlodarczyk - easyDITA 2013-05-07
 

STC Summit 2013: DITA Collaboration - Paul Wlodarczyk - easyDITA 2013-05-07

on

  • 544 views

In 2012, easyDITA conducted a survey of the current state of collaboration in information development organizations. Despite widespread DITA adoption, most review happens in PDF. This presentation ...

In 2012, easyDITA conducted a survey of the current state of collaboration in information development organizations. Despite widespread DITA adoption, most review happens in PDF. This presentation discusses DITA-based collaboration best practices and demonstrates emerging technologies that improve the speed and effectiveness of review and collaboration.

Statistics

Views

Total Views
544
Views on SlideShare
516
Embed Views
28

Actions

Likes
1
Downloads
9
Comments
0

1 Embed 28

http://lanyrd.com 28

Accessibility

Upload Details

Uploaded via as Microsoft PowerPoint

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment
  • To enable Dynamic Delivery of DITA source content, presentation systems and component CMSs will need to represent and exchange metadata about DITA documents that includes but isn’t limited to the following:Collaboration MetadataContent Analytics MetadataClassification Metadata and Knowledge Models
  • To enable Dynamic Delivery of DITA source content, presentation systems and component CMSs will need to represent and exchange metadata about DITA documents that includes but isn’t limited to the following:Collaboration MetadataContent Analytics MetadataClassification Metadata and Knowledge Models

STC Summit 2013: DITA Collaboration - Paul Wlodarczyk - easyDITA 2013-05-07 STC Summit 2013: DITA Collaboration - Paul Wlodarczyk - easyDITA 2013-05-07 Presentation Transcript

  • Paul WlodarczykJorsek LLC – Makers of easyDITAMay 7, 2013Collaborating inDITALessons Learned from theState of CollaborationSurvey
  • 5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 2
  • Today’s Agenda• State of Collaboration Survey 2012– What did we discover?– What are the implications for DITA collaboration?• Collaborating in DITA– What’s required?– What technologies are here to help?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 3
  • SURVEY OBJECTIVESThe State of Collaboration 20125/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 4
  • About the State of Collaboration survey• Survey Objective:– Benchmark the current state of collaboration practices– Content contribution, review, approval– Reader-generated content and social content features– Understand common challenges and unmet needs• Targeted at information development organizations– Info development managers and technical communicators– Other stakeholders in the collaboration process– Consultants and vendors• Began collecting responses July 6, 2012• 123 respondents, 78 complete responses as of 9/20/2012• Survey remained open through 12/31/2012• Updated annually to spot trends and discuss emerging issues5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 5
  • SURVEY DEMOGRAPHICSThe State of Collaboration 20125/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 6
  • Participating Industries (n=102)Multiple responses allowed so amounts total more than 100%5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 7The vast majority ofrespondents were inHigh Tech sectors.
  • Participating Individuals (n=102)5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 8The vast majority of respondentswere Technical Communicatorsor their Managers.
  • Number of Publications (n=74)30%9%19%5%5%14%7%11%0% 5% 10% 15% 20% 25% 30% 35%1-1011-2526-5051-100101-200201-500501-1000>1000Number of publications your organization creates annually5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 958% of respondentsrelease fewer than 50publications annually
  • Deliverables (n=80)Multiple responses allowed so amounts total more than 100%5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 10The scope ofdocuments in thesurvey was beyondclassic technicalpublications – includesmarketing, sales, requirements, QA
  • Output Formats (n=80)Multiple responses allowed so amounts total more than 100%5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 1140% of companies stillprint, but electronicformats for mobile aregrowing in importance.
  • Source Content Management (n=80)5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 12CMSes help withcollaboration, but only a thirduse them.
  • Localization (n=77)Number of Languages you publish58%24%5%13%0% 10% 20% 30% 40% 50% 60% 70%12-56-10>105/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 13Localization introduces uniqueneeds for collaboration that we’llexamine in this year’s survey.
  • Number of Authors (n=76)49%11%9%16%4%11%1%0% 10% 20% 30% 40% 50% 60%1-56-1011-2021-5051-100101-200>200How many authors are in your organization?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 1449% have 1-5 authors20% have 6-20 authors20% have 21-100 authors11% have >100 authors
  • Ratio of Reviewers to Authors23%14%26%9%11%8%11%0% 5% 10% 15% 20% 25% 30%<111-555-1010>10Analysis: (Number of Reviewers) / (Number of Authors)More than 10:1Fewer than 1:1Exactly 5:1Exactly 10:1Exactly 1:15/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 15In 30%, more than 5:1, highlightingthat collaboration is far-flung.In 49%, there are 1-5 reviewers perauthor.In 23%, review is concentrated into agroup of fewer SMEs than authors.
  • AUTHORINGThe State of Collaboration 20125/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 16
  • Structured vs. Unstructured Authoring (n=91)5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 1773.6% are usingstructured authoring
  • Unstructured Authoring Tools (n=80)Multiple responses allowed so amounts total more than 100%5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 18The ubiquity of MSWord influenceshow we think aboutcollaboration.
  • DITA AND XML ADOPTIONThe State of Collaboration 20125/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 19
  • DITA Experience (n=102)5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 2046% of companiesresponding havebeen using DITA fora year or more.
  • CONTENTCONTRIBUTION, REVIEW, ANDAPPROVALThe State of Collaboration 20125/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 21
  • DITA/XML vs. Other Analysis• In order to understand how adoption of DITA or XML structuredauthoring affects collaboration, we compared split-samples.• Samples were:– “DITA/XML”: using DITA/XML for a year or more(labeled as “Using DITA/XML >1Y” and colored in green)– “Other”: All other organizations (colored in blue).• Remember: In most groups there is a mix of structured andunstructured authoring and collaboration tools (42% use both).– Note that some “Other” are trying DITA out, and some maycreate up to 25% of their documents in DITA/XML.5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 22
  • SME Input to Authors (n=80)Multiple responses allowed so amounts total more than 100%5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 23
  • SME Input Methods: DITA vs. OtherMultiple responses allowed so amounts total more than 100%74%61%48%7%4%17%26%65%9%67%64%64%6%12%42%6%64%12%0% 10% 20% 30% 40% 50% 60% 70% 80%Authors interview SMEs and take notesSMEs supply product documents (e.g. specs, designs)SMEs author draft content (unstructured)SMEs author draft content (XML or DITA)SMEs author draft content (hardcopy)SMEs and authors co-author draft content (unstructured)SMEs and authors co-author draft content (XML or DITA)Author has access to productOther (please specify)Other (n=33)Using DITA/XML >1Y (n=46)How do SMEs provide input to Authors?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 24There is significantly less co-authoringand content contribution in organizationsusing DITA / XML for more than 1 year.
  • Review and Comment Methods (n=78)Multiple responses allowed so amounts total more than 100%5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 25
  • Review and Comment Methods: DITA vs. OtherMultiple responses allowed so amounts total more than 100%57%20%52%22%39%26%26%11%58%64%58%15%39%6%33%9%0% 10% 20% 30% 40% 50% 60% 70%We distribute PDF documents and review with Acrobat reviewfeaturesWe distribute Word documents and use track changes to collectreviewer comments and proposed changesWe collect comments in emailWe use a collaboration portal (e.g. GoogleDocs, e-Room, etc.) topost the document and collect comments and proposed changesWe review documents with SMEs in virtual meetings and makeand approve changes in real-timeWe use a DITA or XML tool to collect comments and changesWe collect comments in hardcopy formatOther (please specify)Other (n=33)Using DITA/XML >1Y (n=46)How do SMEs and others review and comment on draft content?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 2626% of those using DITA / XMLfor more than 1 year collectchanges in DITA or XML. Thisdoes not close the gap in the useof Word for collaboration.
  • Format of Final Review Content (n=78)Multiple responses allowed so amounts total more than 100%5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 27
  • Format of Final Review Content: DITA vs. OtherMultiple responses allowed so amounts total more than 100%43%30%13%52%22%11%58%61%30%18%3%3%0% 10% 20% 30% 40% 50% 60% 70%Complete unstructured draft documents ("proofs" without redlines /change bars - includes PDFs)Complete unstructured draft documents (with redlines / changebars - including PDFs)Only the portions of unstructured documents that changedDITA or other XML - only the components that changedDITA maps built just for review purposesOther (please specify)Other (n=33)Using DITA/XML >1Y (n=46)Which forms of content do you review and approve?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 28Over half of those using DITA / XMLfor more than 1 year only reviewcontent that changed, but their useof PDF for review is still widespread.
  • Review Challenges (n=78)Multiple responses allowed so amounts total more than 100%5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 29
  • Review Challenges: DITA vs. OtherMultiple responses allowed so amounts total more than 100%59%35%54%46%37%54%9%11%52%64%70%64%55%70%21%6%0% 10% 20% 30% 40% 50% 60% 70% 80%Authors have to rekey SME proposed changesAuthors have to reconcile conflicting change requestsReview and approval cycles delays publication of deliverablesReviewers complain that process requires too much time or effortReviewers comment and propose changes on content that was outof scope of the current revisionReviewers and approvers do not respond in a timely fashionRecord keeping is insufficient for internal or regulatory auditrequirementsOther (please specify)Other (n=33)Using DITA/XML >1Y (n=46)Which issues does your organization face for review and comment?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 30DITA / XML users report lesspain in review and approval.12%16%18%18%16%29%7%
  • SOCIAL CONTENTThe State of Collaboration 20125/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 31
  • Tracking Views and Social Ratings (n=74)5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 32Only 20% of organizationshave readers rate content.Only 36% of organizationstrack what is read on-line.
  • Acting on Social Ratings (n=74)5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 33Organizations that have ratings use themto identify valuable or “ailing” content.
  • Do Users Contribute? (n=73)5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 34Only 18% of organizationshave end-user contribution.
  • Curating User Contributed Content (n=73)5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 35When end users contributecontent, half of organizationscurate via the InformationDevelopment organization.
  • IF THERE WAS ONE THING YOU COULD DO TOIMPROVE COLLABORATION IN YOURORGANIZATION, WHAT WOULD IT BE?The State of Collaboration 20125/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 36
  • “One thing you could do …” – Process• Product Lifecycle– “*Info dev] included earlier in the product development cycle” – Tech Writer– “Better notification from developers of product changes” – Tech Writer– “Better communication about new features that are coming and how they affectcurrent documentation” – Tech Writer– “Make spec documents from SMEs clear enough that a common controlledvocabulary can be created, and that spec clearly indicates task flows etc.” – TechWriter– “Prevent customer engineering from being a roadblock in getting informationabout customer goals and needs” – Tech Writer• Review– “More timely responses from SMEs.” – Tech Writer– “Train SMEs on collaboration techniques.” – Tech Pubs Manager5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 37“Convince reviewers that modular documentation means not having to review entire books.”Information Development Manager
  • “One thing you could do…” – Process• End-user Involvement– “Get more customer feedback into the document development / improvementprocess.” – Tech Pubs Manager– “We would like to know how the end users are using our documents.” – TechWriter• Support– “Have better coordination with Project Support (the people who actually interactwith the customers!)” – Tech Writer5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 38“We would like to know how the end users are using our documents.”Technical Writer / Information Architect
  • “One thing you could do …” – Tools• Common Tools– “An affordable minimal-DITA browser editor for the masses.” – DITA Consultant– “All parties using the same tools to create, review, and manage content.” – TechPubs Manager– “XML/DITA implementation, everyone on same tooling/process” – Tech Writer– “More collaboration that is viewable to all” – Tech Writer– “Offer an easy *DITA+ authoring tool … Developers could draft procedures and QAcould write test plans in DITA rather than unstructured.” – Tech Writer5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 39“Offer an easy authoring tool *for DITA+… Developers could draft proceduresand QA could write test plans in DITA rather than unstructured.”Technical Writer / Information Architect
  • “One thing you could do …” – Tools• Review– “An automated technical review application that will track reviewers, captureinput, trigger past due alerts, provides reporting features.” – Tech Pubs Manager– “Making it easier for simultaneous reviews so that everyone sees the changes inone place” – DITA Consultant– “Review tool in which in-line comments would be displayed next to the contentunder review.” – DITA Consultant– “Ability to archive results of the review in a way that would be accessible to thegeneral public” – DITA Consultant5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 40“Make document draft, review, and final more automated and easy to track”Technical Writer / Information Architect
  • “One thing you could do …” – Tools• Change Tracking– “See a history of changes within a document, rather than by comparison of twoversions in the CMS” – Other Management• End-user Involvement– “Provide a way for customers to give direct input to our content” – Tech PubsManager– “Move to a web-based content distribution model and enable feedback from endusers directly.” – Content Production– “Incorporate social media in the products and their help docs to capture the end-user’s feedback” – Tech Writer5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 41“Move to a web-based content distribution model andenable feedback from end users directly.”Content Production / Tools Specialist
  • LESSONS LEARNEDState of Collaboration 20125/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 42
  • Differences in Collaboration Styles with DITA• There are significant differences in collaboration betweenorganizations that have been using DITA and others• In organizations using DITA, there appears to be less contentcontribution from SMEs. Possible explanations:– Organizations that did less collaboration were more likely to adopt DITA– Limited SME access to DITA tools– Limited usability of DITA / XML tools for SMEs• Organizations using DITA for more than a year have less pain incontent review– Probably due to reviewing only those components that changed• Most organizations don’t appear to have found a DITAreplacement for Word-based and PDF-based collaboration.5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 43
  • WHAT DO WE NEED?Collaborating in DITA5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 44
  • What do we need in DITA Collaboration?Tools built for everyone, available to everyoneEditors built for SME reviewers, not for “DITA users”. Runs on everycomputer or device. No software to download. Free reviewerlicenses.5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 45
  • What do we need in DITA Collaboration?Clarity around roles:Am I an author? A reviewer? An approver?An observer? A reader?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 46
  • What do we need in DITA Collaboration?Limits to Scope Creep:If I have the whole document to review, it’s “open season” for anychanges I want to make, even if it’s not my job or in the scope of thisreview activity. Stop me before I kill again….5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 47
  • What do we need in DITA Collaboration?Progress Tracking for Review and Input projects:Are we there yet? Who’s finished? Who’s late?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 48
  • What do we need in DITA Collaboration?Easy method to Accept / Reject / Merge changesWe need to be able to merge everyone’s feedback into a final draftdocument (like in Word today).5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 49
  • What do we need in DITA Collaboration?Tracking changes:What changed since the last “official” draft? Since the last time Ilooked? (like in Word today)5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 50
  • What do we need in DITA Collaboration?Traceability:Where’s This From? Who approved this?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 51
  • What do we need in DITA Collaboration?Audit trail:An immutable record of who changed what, when, and why. Thisshould include the whole discussion…5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 52
  • What do we need in DITA Collaboration?Measuring activity / productivity / effectiveness:Who is a role-model collaborator? Who is always holding things up?Who lurks? Who expedites?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 53
  • What do we need in DITA Collaboration?Getting feedback from ReadersWas it useful? Was it correct? Can we do better?5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 54
  • WHAT’S POSSIBLE?Collaborating in DITA5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 55
  • Role-based Collaboration in DITARole-based collaboration helps simplify who is doing what.5/7/2013 56Collaborating in DITA – ©2013 Jorsek LLC, All Rights ReservedExample:Job Ticket in easyDITA
  • Easy-to-use Editors for Contribution and Review• Editors built for SMEs. Not only do theyhide the complexity of structured authoring……. but they use structure to help SMEs contribute5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 57Example:Editing a Task in easyDITA
  • Easy-to-use Collaboration Tools• Review and approval tools that provide the best of Word andAcrobat:– Reviewer: Suggest changes (like Acrobat)– Author: Accept / reject changes (like Word)5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 58Example:Review in easyDITA
  • Reader Ratings and Comments• Content delivery platforms that capture reader ratings andcomments, and route them back to authors. Examples:• Mekon DITAweb + XMetaL, Suite Solutions Suite Share, easyDITA + MindTouch5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 59Example:Ratings and comments in MindTouchroute back to easyDITA authors.
  • Content AnalyticsDynamic Delivery of DITA content enables measurement of whatreaders search for, find useful, read, rate.5/7/2013 60Collaborating in DITA – ©2013 Jorsek LLC, All Rights ReservedExample:Analytics in MindTouch
  • THANK YOU!Collaborating in DITA5/7/2013 Collaborating in DITA – ©2013 Jorsek LLC, All Rights Reserved 61linkedin.com/in/paulwpaul.wlodarczykpaul@easydita.com