Content workflow amber_swope_submitted

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  • Content workflow amber_swope_submitted

    1. 1. Content Workflow Design: How much is too much? Amber Swope
    2. 2. Overview <ul><li>Introduction </li></ul><ul><li>Content development workflow </li></ul><ul><li>Prepare </li></ul><ul><li>Explore </li></ul><ul><li>Review </li></ul><ul><li>Refine </li></ul><ul><li>Discussion/Questions </li></ul>
    3. 3. Introduction <ul><li>Amber Swope </li></ul><ul><ul><li>Senior Consultant, Earley & Associates </li></ul></ul><ul><ul><li>Over 20 years of experience in the industry at multiple companies of varying sizes and industries </li></ul></ul><ul><ul><li>Supported information developers producing DITA content in Rational group at IBM </li></ul></ul><ul><ul><li>Author of numerous papers/presentations on information development and information architecture, including the DITA Maturity Model (with Michael Priestley) </li></ul></ul>
    4. 4. Content development workflow <ul><li>A workflow consists of a sequence of connected steps. It is a depiction of a sequence of operations, declared as work of a person, a group of persons. (Wikipedia) </li></ul><ul><li>Workflow components </li></ul><ul><ul><li>Input </li></ul></ul><ul><ul><li>Transition </li></ul></ul><ul><ul><li>Output </li></ul></ul>
    5. 5. How much is too much? <ul><li>Goal = Balance </li></ul><ul><li>Control content </li></ul><ul><ul><li>Who can create files </li></ul></ul><ul><ul><li>Who can edit files </li></ul></ul><ul><ul><li>Who can version files </li></ul></ul><ul><ul><li>Who can release files </li></ul></ul><ul><li>Support stakeholders </li></ul><ul><ul><li>Track file status </li></ul></ul><ul><ul><li>Generate reports </li></ul></ul><ul><ul><li>Find content quickly </li></ul></ul><ul><ul><li>Reuse content easily </li></ul></ul><ul><ul><li>Provide multiple file versions </li></ul></ul>
    6. 6. Process: Prepare Prepare Explore Review Refine Research current processes Review processes Identify stakeholders Specify requirements
    7. 7. Prepare: Research current process <ul><li>Is it documented? </li></ul><ul><li>Can you find it? </li></ul><ul><li>Do stakeholders follow it? </li></ul><ul><li>Is it voluntary or mandatory? </li></ul><ul><li>Is there more than one? </li></ul>
    8. 8. Prepare: Review processes <ul><li>Do they work? </li></ul><ul><li>What do they do well? </li></ul><ul><li>Can they be improved? </li></ul>
    9. 9. Prepare: Identify stakeholders <ul><li>What roles are involved? </li></ul><ul><li>Who needs access to the system? </li></ul><ul><li>What does each role do? </li></ul>
    10. 10. Prepare: Specify requirements <ul><li>What workflows do you need by file type? </li></ul><ul><li>What standards do you need to support? </li></ul><ul><li>How much control is required? </li></ul><ul><li>What metadata is required? </li></ul>
    11. 11. Process: Explore Prepare Explore Review Refine Meet together Ask questions Negotiate transitions Identify input/output
    12. 12. Explore: Meet together <ul><li>Be in the same room </li></ul><ul><li>Use white board, flip charts or post-its on a wall </li></ul><ul><li>Brainstorm and discuss </li></ul>
    13. 13. Explore: Ask questions <ul><li>What are the roles? </li></ul><ul><li>What are their responsibilities? </li></ul><ul><li>When does content start? </li></ul><ul><li>Who determines when content changes? </li></ul>
    14. 14. Explore: Negotiate transitions <ul><li>When do transitions occur? </li></ul><ul><li>What are the constraints? </li></ul><ul><li>Are they optional or mandatory? </li></ul>
    15. 15. Explore: Identify input/output <ul><li>What is the input for each action? </li></ul><ul><li>What is the output for each action? </li></ul><ul><li>How do items enter the system? </li></ul><ul><li>Does it remain in the system? </li></ul>
    16. 16. Guidelines <ul><li>Standardize actions for each role </li></ul><ul><li>If it’s hard to diagram, it will be hard to follow </li></ul><ul><li>You must agree on a standard workflow for the entire group </li></ul><ul><li>Remember that a person must perform each of the actions!!! </li></ul>
    17. 17. Process: Review Prepare Explore Review Refine Identify reviewers Create workflows Submit for review
    18. 18. Review: Identify reviewers <ul><li>Same as stakeholders? </li></ul><ul><li>Which are required for approval? </li></ul><ul><li>Which are optional for approval? </li></ul>
    19. 19. Review: Create workflows <ul><li>Use software to capture </li></ul><ul><li>Create one workflow for each file type </li></ul><ul><li>Name file with version number </li></ul><ul><li>Use colors consistently </li></ul>
    20. 20. Topic workflow example
    21. 21. Review: Submit for review <ul><li>Present workflows in meeting </li></ul><ul><li>Lead discussion on each workflow </li></ul><ul><li>Specify feedback deadline </li></ul>
    22. 22. Process: Refine Prepare Explore Review Refine Analyze feedback Update workflows Summarize process
    23. 23. Refine: Analyze feedback <ul><li>Determine if it conflicts with requirements </li></ul><ul><li>Identify who provided it and their role in the process </li></ul><ul><li>Review in context of all workflows </li></ul>
    24. 24. Refine: Update workflows <ul><li>Again…and again until they are: </li></ul><ul><ul><li>Concise </li></ul></ul><ul><ul><li>Clear </li></ul></ul><ul><ul><li>Useful </li></ul></ul><ul><li>Don’t let them become works of art! </li></ul>
    25. 25. Refine: Summarize process <ul><li>Provide summary by role and file type </li></ul>
    26. 26. Discussion/Questions <ul><li>??? </li></ul>

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