Tos spectrum2012 presentation_dist

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Building a business case for technical communications tools.

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Tos spectrum2012 presentation_dist

  1. 1. Building a business case to get the tools you need to improve your technical documentationTricia Spayer, STC Rochester Spectrum Conference 23 April 2012 1
  2. 2. Basics of business casesSteps to building a business caseQuestions to ask and answer before presentingbusiness cases © 2012 Tricia Spayer STC Rochester Spectrum Conference 2
  3. 3. Justification plan for business project◦ Show current pains/ limitations◦ Show evaluations of several options◦ Show your recommended option◦ Show examples of how option improves your process◦ Show total costsNOT Business Plan © 2012 Tricia Spayer STC Rochester Spectrum Conference 3
  4. 4. Do you need to change?Do you currently have limitations?Will new solutions benefit the company/ client?What’s in it for you?Who’s your audience? © 2012 Tricia Spayer STC Rochester Spectrum Conference 4
  5. 5. Be proactiveAttend conferencesAsk questions and participate in listservs, onlinegroupsNetwork – find out what other companies/consultants are doingRead – find out what future trends are – how canyou get there © 2012 Tricia Spayer STC Rochester Spectrum Conference 5
  6. 6. From immediate managerFrom other departments (key stakeholders)Involve them in your decision-making process © 2012 Tricia Spayer STC Rochester Spectrum Conference 6
  7. 7. 1. Reason2. Requirements3. Options4. Costs5. Recommended Solution © 2012 Tricia Spayer STC Rochester Spectrum Conference 7
  8. 8. Executive SummaryWhat is your current process?◦ What are limitations?◦ Current pains?Can you improve process?◦ Hardware◦ Software◦ Training◦ PeopleGoal/ Scope of project © 2012 Tricia Spayer STC Rochester Spectrum Conference 8
  9. 9. Better use of our documentation resources◦ Training department currently copies & pastes information from manuals and other presentations, but only when time permitsMake our documentation more useful, consistent © 2012 Tricia Spayer STC Rochester Spectrum Conference 9
  10. 10. Too much information◦ Huge, overwhelming manuals◦ Not all customers need all informationOur audience isn’t receiving the most effectiveinformation◦ Different levels of users need different types of information◦ Different applications require different information © 2012 Tricia Spayer STC Rochester Spectrum Conference 10
  11. 11. In an ideal world, you would:◦ Create X◦ Output X, Y and ZYour clients require A, B, CCompany business needHow are translations handled? © 2012 Tricia Spayer STC Rochester Spectrum Conference 11
  12. 12. Usable by multiple departments◦ Manuals◦ Training◦ Marketing◦ OthersShort learning curveAbility to re-use content efficientlyAbility to import legacy documentation © 2012 Tricia Spayer STC Rochester Spectrum Conference 12
  13. 13. Translations are EXPENSIVE◦ Using XML, only send translator what has been changed since last time something was translated◦ Once a piece of information has been translated, it can be used anywhere we want (in training materials, in sales presentations, etc.)Our current software solutions do not supportefficient use of translation memory◦ XML is used in translation memory tools. These tools do not touch format, only content. © 2012 Tricia Spayer STC Rochester Spectrum Conference 13
  14. 14. Evaluate each option◦ If new tool, create sample deliverablesGet demonstrations for your groupGet feedback from key stakeholdersHow does each option improve your currentprocess?◦ Limitations of each option◦ Costs for each option © 2012 Tricia Spayer STC Rochester Spectrum Conference 14
  15. 15. Feature/ Current Method Option A Option B Option CObjectivePrint docs Print, PDF Print, PDF Print, FrameMaker, MS Print, PDF WordWeb/ Help docs none HTML, DHTML, Cross-browser, cross- HTML help 1.x, WinHelp, JavaHelp, platform Help, Web, Winhelp, Microsoft OracleHelp, CD-ROM Help 2.0, XML, HTMLHelp, XML, DITA Browser-based help, e-BooksLocalizations Send manual file for Unicode support. ISO Unicode 10646 Unicode enabled, translation/ DTP Add-on module. Localization Extended language manager. support, localized WebHelp SkinsUser Training n/a 5 days (in quote) Varies from 2-4 days AvailableComments Quote includes: Would not benefit Designed for Template creation, Training department. organizations with Implementation, More of a lateral move medium to large Workflow analysis, from what we have volumes of complex training, and now. information, multiple installation. languages, and many We had a demo. types of authors and Concept seemed Contributors logical to multiple departments. © 2012 Tricia Spayer STC Rochester Spectrum Conference 15
  16. 16. YouOther departmentsHow will they benefit/ save time or money/collaborate? © 2012 Tricia Spayer STC Rochester Spectrum Conference 16
  17. 17. For youFor your teamFor IT departmentWhat is the learning curve?Will you self-learn? How much time?Who will train people who will be onboard later? © 2012 Tricia Spayer STC Rochester Spectrum Conference 17
  18. 18. How long will implementation take?How will you make transition?What project(s) will transition?Will you/ your team perform implementation, orhire someone?Who will “own” this tool? © 2012 Tricia Spayer STC Rochester Spectrum Conference 18
  19. 19. Access from internetAdding usersWill users be able to see work from otherdepartments? © 2012 Tricia Spayer STC Rochester Spectrum Conference 19
  20. 20. Tools, licensesTime commitmentTrainingConsultingImplementation © 2012 Tricia Spayer STC Rochester Spectrum Conference 20
  21. 21. Licenses/ seatsYearly maintenanceTechnical supportUpgradesCompatibility with existing softwareBridge software to move existing data into newsystemHardwareSupport from IT © 2012 Tricia Spayer STC Rochester Spectrum Conference 21
  22. 22. How long will it take company to see expectedresults?Do you translate?Will customer support costs decrease? © 2012 Tricia Spayer STC Rochester Spectrum Conference 22
  23. 23. How does this option benefit your company/client?What can you do with new option that you couldn’tbefore?What is ROI?Does it save time? Money?How does your proposed solution tie into yourcompany’s business plan or strategic goals? © 2012 Tricia Spayer STC Rochester Spectrum Conference 23
  24. 24. The Library (database) will store information,pictures, and videos in one location (decreasesnetwork storage)Multiple departments can access this library(library has access control)Each department will be able to re-use informationmore efficientlyAdding HTML help to our software interface will bea competitive advantageUser manuals will be more user-friendly, modular,more application-specific © 2012 Tricia Spayer STC Rochester Spectrum Conference 24
  25. 25. Ties in with Modularity concept within ourcompanyTranslation costs & time will be dramaticallyreduced, using XML technology & translationmemory toolsReview time in-house will be reducedFuture expansion built-in © 2012 Tricia Spayer STC Rochester Spectrum Conference 25
  26. 26. Be confident, excitedShow your initiativePrepare handout matrix of evaluated optionsHave a purchase requisition completed, ready tobe signedClose the deal! © 2012 Tricia Spayer STC Rochester Spectrum Conference 26
  27. 27. Kemp, Al. Business Case Primer. 2006.http://www.impactonthenet.com/bc-oae.html(includes example business cases, more references)Molisani, Jack and Graham, Bonni. How to Builda Business Case. STC Intercom magazineJuly/August 2008.Rockley, Ann and Cooper, Charles. ManagingEnterprise Content: A Unified Strategy. 2002(2012 Second Edition available). © 2012 Tricia Spayer STC Rochester Spectrum Conference 27
  28. 28. Contact me via email: tspayer@yahoo.com © 2012 Tricia Spayer STC Rochester Spectrum Conference 28

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