Success Factors for DITA Adoption with XMetaL: Best Practices and Fundamentals


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  • Success Factors for DITA Adoption with XMetaL: Best Practices and Fundamentals

    1. 1. Success Factors for Adopting DITA, XMetaL, and Content Management Tim Bombosch, PMP [email_address]
    2. 2. What to Take Away from This Workshop <ul><li>Explore success factors for adopting structured authoring. </li></ul><ul><li>Structured writing and moving to content management will impact every aspect of your organization. </li></ul><ul><ul><li>Tools and technology </li></ul></ul><ul><ul><li>Writing standards </li></ul></ul><ul><ul><li>Processes and procedures </li></ul></ul><ul><ul><li>Staffing models </li></ul></ul><ul><li>To succeed, you will need to manage change effectively. </li></ul>
    3. 3. What to Take Away from This Workshop <ul><li>Acquire the basic knowledge of using XMetaL and DITA. </li></ul><ul><li>Complete hands-on exercises. </li></ul><ul><li>Relate tool knowledge to the demands of topic-based writing. </li></ul><ul><li>Contextualize writing within the larger narrative of migrating to a new content development paradigm. </li></ul>
    4. 4. About the Presenters <ul><li>Tim Bombosch, PMP </li></ul><ul><ul><li>Content globalization </li></ul></ul><ul><ul><li>High tech </li></ul></ul><ul><ul><li>Biotech and medical devices </li></ul></ul><ul><ul><li>Content management </li></ul></ul><ul><li>Tom Idleman </li></ul><ul><ul><li>Content and learning consultant </li></ul></ul><ul><ul><li>Content management and DITA consultant </li></ul></ul><ul><ul><li>Consumer electronics </li></ul></ul><ul><ul><li>High tech </li></ul></ul>
    5. 5. Lasselle-Ramsay Focus <ul><li>Help clients transform traditional content to contemporary competitive advantage. </li></ul><ul><li>Deliver professional services. </li></ul><ul><li>Focus on product content. </li></ul><ul><li>Develop and implement strategies for content infrastructure optimization. </li></ul>Delivering the RIGHT CONTENT RIGHT TIME at the RIGHT FORM RIGHT PEOPLE in the to the
    6. 6. Typical State: Content Infrastructure Broken into Silos <ul><li>Fragmented, Non-Standardized, Redundant Product Content </li></ul>Training Training Quick Ref eLearning Podcasts Support Help FAQ User Guide Sales Training Quick Ref Podcasts Tech Doc User Guide Quick Ref FAQ Help
    7. 7. Ideal State: Optimized and Integrated Content Infrastructure <ul><li>Aligned Product Content </li></ul>Goal: Move organizations to this ideal state. Opportunities for Optimization Sales Tech Doc Training Support
    8. 8. Challenges of Adopting Structured Authoring <ul><li>Your entire organization will change: </li></ul><ul><li>Tools and technology </li></ul><ul><li>Information architecture and design </li></ul><ul><li>Roles and responsibilities </li></ul><ul><li>Processes, procedures, and standards </li></ul><ul><li>Resource planning </li></ul><ul><li>Relationship to the rest of your company </li></ul>
    9. 9. Challenges of Adopting Structured Authoring <ul><li>You will need organizational capital to: </li></ul><ul><li>Bring your current team on board. </li></ul><ul><ul><li>Many writers will be frightened or scared. </li></ul></ul><ul><ul><li>Other writers won’t be able to grow into a new role. </li></ul></ul><ul><ul><li>People may not want to give up control. </li></ul></ul><ul><li>Advocate and make a case for; </li></ul><ul><ul><li>Budget </li></ul></ul><ul><ul><li>Resources </li></ul></ul><ul><ul><li>Support </li></ul></ul>
    10. 10. Challenges of Adopting Structured Authoring <ul><li>The train won’t stop for you. </li></ul><ul><li>Products will still ship. </li></ul><ul><li>You will have extra responsibilities: </li></ul><ul><ul><li>Retraining </li></ul></ul><ul><ul><li>Retooling </li></ul></ul><ul><ul><li>Redesigning processes </li></ul></ul><ul><li>You will need to migrate legacy content. </li></ul>
    11. 11. Challenges of Adopting Structured Authoring <ul><li>People will hijack your project. </li></ul><ul><li>IT </li></ul><ul><ul><li>“ We already have a content management initiative.” </li></ul></ul><ul><ul><li>“ Why don’t you just use SharePoint?” </li></ul></ul><ul><ul><li>“ We already use Documentum.” </li></ul></ul><ul><li>Your team members </li></ul><ul><ul><li>“ I can do the information architecture.” </li></ul></ul><ul><ul><li>“ Why not use this really cool open-source CM system?” </li></ul></ul><ul><ul><li>“ I’ll learn XSL. No problem.” </li></ul></ul><ul><ul><li>“ I’m too busy to switch to another authoring paradigm.” </li></ul></ul>
    12. 12. Challenges of Adopting Structured Authoring <ul><li>Variations of Failure </li></ul><ul><li>Teams do not adopt new tools and processes. </li></ul><ul><ul><li>Example: A well-known technology giant abandoned its project. </li></ul></ul><ul><ul><li>Example: Another well-known technology giant adopted competing structured authoring tools within the same company. </li></ul></ul><ul><ul><li>Example: Teams partially adopt new tools and processes. </li></ul></ul><ul><li>Teams replicate the current writing paradigm—just with a new set of tools. </li></ul><ul><li>Teams do not engage in the cross-functional content definition. </li></ul><ul><li>ROI does not meet expectations. </li></ul>
    13. 13. Benefits of Structured Authoring <ul><li>Enable content reuse—write once, use often. </li></ul><ul><li>Shorten time to market. </li></ul><ul><ul><li>Translation and production processes are more automated. </li></ul></ul><ul><ul><li>Provides a quicker update process. </li></ul></ul><ul><li>Standardize the content and presentation. </li></ul><ul><ul><li>Avoid confusion for tech support, the end-user, etc. </li></ul></ul><ul><ul><li>Improve corporate branding. </li></ul></ul><ul><ul><li>Limit risk. </li></ul></ul>
    14. 14. Benefits of Structured Authoring <ul><li>Concentrate on the quality of reusable content. </li></ul><ul><ul><li>Spend more time developing and editing high-value content. </li></ul></ul><ul><ul><li>Standardize language and graphics. </li></ul></ul><ul><ul><li>Lower the word count. </li></ul></ul><ul><li>Publish to multiple media. </li></ul><ul><ul><li>Use the same source to produce different output. </li></ul></ul><ul><ul><li>However, you will need to develop and use separate style sheets. </li></ul></ul><ul><li>Create custom content solutions. </li></ul><ul><ul><li>Customize product offerings. </li></ul></ul><ul><ul><li>Target specific users. </li></ul></ul>
    15. 15. Benefits of Structured Authoring <ul><li>Lower Costs </li></ul><ul><ul><li>Lower word count = lower localization costs </li></ul></ul><ul><ul><li>Lower production costs </li></ul></ul><ul><ul><li>More time devoted to content development </li></ul></ul><ul><li>Example </li></ul><ul><ul><li>Laser console manufacturer </li></ul></ul><ul><ul><ul><li>Reduced word count through editing and reuse by 60% </li></ul></ul></ul><ul><ul><ul><li>Reduced page count by 43% </li></ul></ul></ul><ul><ul><li>Savings = 60% for manuals using this reusable content (Writing + production + translation) </li></ul></ul><ul><ul><li>Development time also reduced </li></ul></ul>
    16. 16. What are the Benefits of XML? <ul><li>XML </li></ul><ul><li>Separates content and presentation </li></ul><ul><li>Provides semantic markup </li></ul><ul><li>Supports specialization </li></ul><ul><li>Employs open standards </li></ul>
    17. 17. What are the Benefits of DITA? <ul><li>DITA </li></ul><ul><ul><li>Provides a basic framework that supports structured authoring, including the DTD, DITA Open Toolkit, and documentation </li></ul></ul><ul><ul><li>Enjoys wide adoption and support from industry leaders </li></ul></ul><ul><ul><li>Is supported by leading XML editors </li></ul></ul><ul><ul><ul><li>Arbortext Epic Editor </li></ul></ul></ul><ul><ul><ul><li>FrameMaker </li></ul></ul></ul><ul><ul><ul><li>XMetaL </li></ul></ul></ul><ul><ul><li>Supports specialization </li></ul></ul><ul><ul><ul><li>Defines structural or domain types </li></ul></ul></ul><ul><ul><ul><li>Reconciles needs for maintaining common standards while supporting the specific needs of a group or industry </li></ul></ul></ul>
    18. 18. What are the Benefits of Content Management Systems? <ul><li>Manage large volumes of content. </li></ul><ul><ul><li>Topics </li></ul></ul><ul><ul><li>Maps </li></ul></ul><ul><li>Simplify content maintenance. </li></ul><ul><li>Automate production process. </li></ul><ul><ul><li>Multiple outputs </li></ul></ul><ul><ul><li>Different style sheets </li></ul></ul><ul><li>Integrate with translation management systems. </li></ul>
    19. 19. Success Factors: Build a Sound Business Case <ul><li>Explain how structured authoring supports corporate strategy. </li></ul><ul><ul><li>Lower translation costs </li></ul></ul><ul><ul><li>Customer satisfaction </li></ul></ul><ul><ul><li>Faster time to market </li></ul></ul><ul><ul><li>Integrating content across business units </li></ul></ul><ul><ul><li>Creating custom content deliverables </li></ul></ul><ul><li>Create a return on investment model. </li></ul><ul><ul><li>What will it cost to implement your structured authoring system? </li></ul></ul><ul><ul><li>How long will it take to recoup the investment? </li></ul></ul><ul><ul><li>How do you measure other benefits to structured authoring? </li></ul></ul>The business case will shape your authoring and publishing strategy.
    20. 20. Success Factor: Conduct a GAP Analysis <ul><li>Compare the current and future state of people, content, processes, and technology. </li></ul><ul><li>Determine what it will take to bridge the gap. </li></ul><ul><li>Define success criteria. </li></ul><ul><li>Measure before, during, and after. </li></ul>Create a roadmap to fill the gaps.
    21. 21. Success Factor: Create a Roadmap to Bridge the Gap <ul><li>Business case </li></ul><ul><li>GAP analysis </li></ul><ul><li>Success metrics </li></ul><ul><li>User requirements </li></ul><ul><li>Content audit </li></ul><ul><li>Technology requirements </li></ul><ul><li>Project plans </li></ul><ul><li>Resource plan </li></ul><ul><li>Legacy content plan </li></ul><ul><li>Pilot project </li></ul><ul><li>Information architecture </li></ul><ul><li>User-centered design </li></ul><ul><li>Information design </li></ul><ul><li>Content lifecycle </li></ul><ul><li>Workflow </li></ul><ul><li>Processes and procedures </li></ul><ul><li>Technology </li></ul><ul><li>Templates </li></ul><ul><li>Style sheets </li></ul><ul><li>Training </li></ul><ul><li>Content </li></ul><ul><li>Publications </li></ul><ul><ul><li>English </li></ul></ul><ul><ul><li>Localized versions </li></ul></ul><ul><li>Source files (or host files) </li></ul><ul><li>Sustainability </li></ul><ul><li>Measure success </li></ul>Notice how few items focus on technology.
    22. 22. Success Factor User Centered Design <ul><li>Discover client needs through: </li></ul><ul><ul><li>Personas </li></ul></ul><ul><ul><li>Task analysis </li></ul></ul><ul><ul><li>Scenarios </li></ul></ul><ul><li>Design content to focus on client needs. </li></ul><ul><li>Design processes to support user requirements. </li></ul>
    23. 23. Example—User Scenario Vicki
    24. 24. Create a Resource Plan <ul><li>Define required roles and responsibilities. </li></ul><ul><ul><li>Writing </li></ul></ul><ul><ul><li>Tool support </li></ul></ul><ul><ul><li>Editing </li></ul></ul><ul><li>Manage required changes in staff to meet the requirements. </li></ul><ul><ul><li>Training </li></ul></ul><ul><ul><li>Hiring </li></ul></ul><ul><li>Load resources onto projects that are adopting new tools and procedures. </li></ul>
    25. 25. Create a Legacy Documentation Plan <ul><li>Identify what documents will need conversion to XML. </li></ul><ul><li>Define a conversion process. </li></ul><ul><ul><li>Hand conversion </li></ul></ul><ul><ul><li>Automated conversion </li></ul></ul><ul><li>Model your costs. </li></ul><ul><li>Rewrite content as necessary. </li></ul><ul><ul><li>Does the legacy documentation fit in the new information architecture? </li></ul></ul><ul><ul><li>What elements of reusable content should be integrated into legacy documentation? </li></ul></ul>
    26. 26. Success Factor: Chose an Appropriate Pilot Project <ul><li>Pilot programs: </li></ul><ul><li>Allow you to isolate a transition while other projects continue. </li></ul><ul><li>Should align with the business drivers for adopting structured writing and content management. </li></ul><ul><li>Provide an opportunity for course direction. </li></ul>
    27. 27. Success Factor: Define Information Architecture Strategy: Address each audience separately. Strategy: Share common information among audiences and across publications. Users Guide Sales Kit Field Service Installation Guide End Users Sales Field Service Users Quick Reference Field Service Intranet Site Customer Training Materials Lorem ipsum dolor sit amet, consectetuer adipiscing elit, sed diam zonummy nib. Duis autem vel eum irure dolorin henderit in vulputate velit esse molestie consequat, vel illum dolore eu feugiat nulla facilisi at vero eos et accusam et iusto odio dignissim. Et harund dereud facilis est er expedit distinct. Nam liber tempor cum soluta nobis eligend option congue nihil impediet.
    28. 28. Success Factor: Create Strategy for Content Reuse <ul><li>Identify content for reuse. </li></ul><ul><li>Optimize the reusable content. </li></ul><ul><ul><li>Get cross-functional input. </li></ul></ul><ul><ul><li>Reduce word count. </li></ul></ul><ul><ul><li>Focus on quality. </li></ul></ul><ul><ul><li>Focus on writing standards. </li></ul></ul><ul><li>Define governance procedures. </li></ul>
    29. 29. Technology Success Factors <ul><li>Model your information. </li></ul><ul><ul><li>DITA specialization and sub-setting </li></ul></ul><ul><ul><li>Document design </li></ul></ul><ul><ul><li>Information architecture </li></ul></ul><ul><li>Define and enforce authoring standards. </li></ul><ul><ul><li>Train authors to code content consistently. </li></ul></ul><ul><ul><li>Define standards for metadata. </li></ul></ul><ul><ul><li>Conduct code reviews. </li></ul></ul>
    30. 30. Integrate Content Development and Translation with Content Management
    31. 31. Summary <ul><li>Adopting structured authoring and content management is a massive undertaking that impacts every aspect of your organization. </li></ul><ul><li>Managing change effectively increases the successful adoption of this writing paradigm. </li></ul><ul><ul><li>Align with business needs. </li></ul></ul><ul><ul><li>Create an implementation roadmap. </li></ul></ul><ul><ul><li>Map content to your audience’s needs. </li></ul></ul><ul><ul><li>Update your processes and procedures. </li></ul></ul><ul><ul><li>Revise your staffing model. </li></ul></ul><ul><ul><li>Create a plan for legacy documentation. </li></ul></ul>