The Many Faces of Content Reuse

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Harry Porthouse

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The Many Faces of Content Reuse

  1. 1. The Many Faces ofThe Many Faces ofContent ReuseContent ReusePresented by:Presented by:Harry PorthouseHarry Porthouse
  2. 2. VASONT SYSTEMS 2– Provider of content managementsoftware and data services backed by60 years in the information managementindustry– The Vasont CMS manages multilingualcontent as a single source for maximumcomponent-level reuse and multi-channel delivery for publications,including:• Technical documentation• Training materials and online knowledgecenters• Reference manuals• Catalogswww.vasont.comHarry PorthouseEastern Regional Manager
  3. 3. VASONT SYSTEMS 3Topics to Cover:Topics to Cover:• What is content reuse?• Why is it important?• Content reuse techniques• Best practices for reusing content• Chunking and organizing content for maximumreuse• Pitfalls to avoid
  4. 4. VASONT SYSTEMS 4Content reuse: Recycle,Content reuse: Recycle,consolidate, conserveconsolidate, conserve
  5. 5. VASONT SYSTEMS 5Copy and paste vs.Copy and paste vs.content reusecontent reuseContentWARNING:Don’t stick your fingerin the electrical outlet.WebsiteHelp FileUser ManualContentWARNING:Don’t stick your fingerin the electrical outlet.WebsiteHelp FileUser ManualContentWARNING:Don’t stick your fingerin the electrical outlet.ContentWARNING:Don’t stick your fingerin the electrical outlet.
  6. 6. VASONT SYSTEMS 6Tools for reusing contentTools for reusing contentContent management systems provide effectivefeatures for reusing content
  7. 7. VASONT SYSTEMS 7AgendaAgenda• What is content reuse?• Why is it important?• Content reuse techniques• Best practices for reusing content• Chunking and organizing content for maximumreuse• Pitfalls to avoid
  8. 8. VASONT SYSTEMS 8VASONT SYSTEMS 8Benefit #1:Benefit #1:Content reuse reducesContent reuse reducesthe workloadthe workload
  9. 9. VASONT SYSTEMS 9Benefit #1:Benefit #1:Content reuse reducesContent reuse reducesthe workloadthe workload
  10. 10. VASONT SYSTEMS 10Benefit #2:Benefit #2:Content reuse cuts down onContent reuse cuts down oncreation timecreation time
  11. 11. VASONT SYSTEMS 11Benefit #2:Benefit #2:Content reuse cuts down onContent reuse cuts down oncreation timecreation timeThe author is assigned 10 topics to create.Scenario A: The writer creates each topic from scratch.10 topics X 2 hours/topic = 20 hours creation timeScenario B: 8 of the 10 topics can be reused from existingcontent:2 topics X 2 hours/topic = 4 hours creation time8 topics X 5 minutes/topic = 40 minutes searching & reuse time4.7 hours total creation time20 hours – 4.7 hours = 15.3 hours saved with reuse =77% less creation time
  12. 12. VASONT SYSTEMS 12Benefit #3:Benefit #3:Content reuse keeps messagesContent reuse keeps messagesin syncin sync
  13. 13. VASONT SYSTEMS 13Benefit #4:Benefit #4:Content reuse reduces revisionContent reuse reduces revisioneffortsefforts
  14. 14. VASONT SYSTEMS 14Benefit #4:Benefit #4:Content reuse reduces revisionContent reuse reduces revisioneffortseffortsA writer must revise a topic that is used in 10documents.Scenario A: The topic was copied and pasted in each document.10 documents X 1 hour/document = 10 hoursScenario B: The topic was reused in each document.1 document X 1 hour/document = 1 hour9 documents X 0 hours/document = 0 hours1 hour total revision time10 hours – 1 hour = 9 hours saved with reuse =90% less revision time
  15. 15. VASONT SYSTEMS 15Benefit #5:Benefit #5:Content reuse trims translationContent reuse trims translationcostscosts
  16. 16. VASONT SYSTEMS 16AgendaAgenda• What is content reuse?• Why is it important?• Content reuse techniques• Best practices for reusing content• Chunking and organizing content for maximumreuse• Pitfalls to avoid
  17. 17. VASONT SYSTEMS 17Technique #1:Technique #1:Explicit ReuseExplicit Reuse– Utilizing the same component in multiple locations asidentified by the userManual ModelCManual ModelBContentTo turn on the phone:1. Press and hold the ON button forthree seconds.2, The display will light up.
  18. 18. VASONT SYSTEMS 18Technique #2:Technique #2:Clone ReuseClone Reuse– Taking existing content and using it as a starting pointto branch in a different directionManual Model A Model AManual Model B
  19. 19. VASONT SYSTEMS 19Technique #3:Technique #3:Variable ReuseVariable Reuse– Explicit reuse where some conditionality is built inthrough use of entities and metadataContentYour cell phone uses ________batteries.Manual Model AYour cell phone uses AAbatteries.Manual Model BYour cell phone usesrechargeable batteries.
  20. 20. VASONT SYSTEMS 20Technique #4:Technique #4:Implicit ReuseImplicit Reuse– System automatically identifies common content toeliminate re-creationContentWARNING:Don’t use the phone at a refuelingpoint.Manual Model A
  21. 21. VASONT SYSTEMS 21Technique #5:Technique #5:Alias RepurposingAlias Repurposing– Taking a unit of content and reapplying it in a differenttag set for use in a different contextManual Model A<p>Your cell phone uses AAbatteries.</p>Web site<faq>Your cell phone uses AAbatteries.</faq>ContentYour cell phone uses AA batteries.
  22. 22. VASONT SYSTEMS 22Technique #6:Technique #6:NormalizationNormalization– Identifying all the similar content and easily spottingreuse opportunities (and sometimes mistakes) throughour unique pure content viewManual Model AWARNING:Don’t use the phone at arefueling point.Manual Model BWARNING:Switch off the phone at arefueling point.NormalizedWARNING:Switch off the phone at arefueling point.
  23. 23. VASONT SYSTEMS 23Technique #7:Technique #7:Reuse of Unstructured ContentReuse of Unstructured Content– Mix and match structured and unstructured content inthe databaseContentManual Model BManual Model C
  24. 24. VASONT SYSTEMS 24Technique #8:Technique #8:Translation ReuseTranslation Reuse– Automatic reuse of multilingual content when baselanguage content is reusedManualModel AManualModel BManualModel ASpanishManualModel AGermanManualModel AFrenchManualModel BSpanishManualModel BChineseManualModel BFrench
  25. 25. VASONT SYSTEMS 25AgendaAgenda• What is content reuse?• Why is it important?• Content reuse techniques• Best practices for reusing content• Chunking and organizing content for maximumreuse• Pitfalls to avoid
  26. 26. VASONT SYSTEMS 26Best Practice #1:Best Practice #1:Search before you writeSearch before you write
  27. 27. VASONT SYSTEMS 27VASONT SYSTEMS 27Best Practice #1:Best Practice #1:Search before you writeSearch before you writeSearch ASearch B
  28. 28. VASONT SYSTEMS 28Best Practice #2:Best Practice #2:Write genericallyWrite genericallyToo specific for reuse:“With the back of the Blackberry facing you, press and holdthe back cover release button. Slide the cover off to removethe battery.”Reusable!“With the back of the phone facing you, press and hold theback cover release button. Slide the cover off to remove thebattery.”
  29. 29. VASONT SYSTEMS 29Best Practice #3:Best Practice #3:Use basic languageUse basic languageDon’t try to be “clever:”“Nothing sucks like an Electrolux.”“Turn it loose” → “Suffer from diarrhea”Avoid clichés and jargon:“Thin skin” → “Thick-skinned hippopotamus”Avoid abbreviations:“GPT” → “I’ve farted”
  30. 30. VASONT SYSTEMS 30Best Practice #4:Best Practice #4:Use writing guidelinesUse writing guidelinesDetermine editorial style guidelines:“Replacing the battery” vs. “Batteries” for section/topic titlesManage terminology:Acceptable: “software”Not acceptable: “program” or “application”
  31. 31. VASONT SYSTEMS 31Best Practice #5:Best Practice #5:Store your content in one formatStore your content in one formatWEBSITEUSERMANUALHELPFILEPARTSCATALOGBULLETIN
  32. 32. VASONT SYSTEMS 32AgendaAgenda• What is content reuse?• Why is it important?• Content reuse techniques• Best practices for reusing content• Chunking and organizing content for maximumreuse• Pitfalls to avoid
  33. 33. VASONT SYSTEMS 33Analyze documents toAnalyze documents toidentify potential reuseidentify potential reuse
  34. 34. VASONT SYSTEMS 34Identify sensitive contentIdentify sensitive content
  35. 35. VASONT SYSTEMS 35Determine a logicalDetermine a logicalgranularity levelgranularity level
  36. 36. VASONT SYSTEMS 36Organize content intoOrganize content into“parts bins”“parts bins”
  37. 37. VASONT SYSTEMS 37AgendaAgenda• What is content reuse?• Why is it important?• Content reuse techniques• Best practices for reusing content• Chunking and organizing content for maximumreuse• Pitfalls to avoid
  38. 38. VASONT SYSTEMS 38Pitfall #1:Pitfall #1:Not chunking enoughNot chunking enough
  39. 39. VASONT SYSTEMS 39Pitfall #2:Pitfall #2:Chunking everythingChunking everything
  40. 40. VASONT SYSTEMS 40Pitfall #3:Pitfall #3:Inadequately securing reusableInadequately securing reusablecontentcontent
  41. 41. VASONT SYSTEMS 41Pitfall #4:Pitfall #4:Reusing content withReusing content withcross-referencescross-referencesModel A Manual Model B ManualSection 1- Refer to Section 7Section 2Section 3Section 4Section 5Section 6Section 7 ??????Section 1- Refer to Section 7Section 2Section 3Section 4Section 5REUSE
  42. 42. VASONT SYSTEMS 42RecapRecap• What is content reuse?• Why is it important?• Content reuse techniques• Best practices for reusing content• Chunking and organizing content for maximumreuse• Pitfalls to avoid
  43. 43. More informationMore informationwww.vasont.comGo to our Events page on our website athttp://www.vasont.com/vasont/news/events.aspfor upcoming events and recordings of previouswebinarsFor more tips on content management, read our blogat http://cmtips.wordpress.com/

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