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Getting Your Specs in a Row – Confab EDU – Atlanta GA, 2014-11-14

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Your college is getting a new CMS and they want your input. Best day ever!

But here’s the thing: Most large, modern CMSes have hugely overlapping feature sets. Vendors will take one look at any list of feature requirements and tell you that their system can handle all of them with its eyes closed. So when making your recommendations, nuance is critical.

The good news? You don’t need to be a CMS expert to give meaningful input. You DO need to know how to identify your key content management needs and communicate them to decision-makers in an effective way.

Published in: Marketing, Technology

Getting Your Specs in a Row – Confab EDU – Atlanta GA, 2014-11-14

  1. Your role in CMS selection Kerry-Anne Gilowey Confab Higher Ed · Atlanta · 14 November 2014 Getting Your Specs In a Row @kerry_anne
  2. O frabjous day! Callooh! Callay!
  3. This is Myra
  4. This is Myra She’s excited.
  5. This is Myra Her university is getting a new CMS.
  6. This is Myra Her university is getting a new CMS.
  7. This is Myra They want her input!
  8. This is Myra They want her input!
  9. Myra’s rollercoaster ride
  10. Myra’s rollercoaster ride Despair
  11. Myra’s rollercoaster ride Despair Excitement
  12. Myra’s rollercoaster ride Despair Excitement Uncertainty
  13. Myra’s rollercoaster ride Despair Excitement Uncertainty Fear
  14. Myra’s rollercoaster ride Despair Excitement Uncertainty Fear Self-doubt
  15. Myra’s rollercoaster ride Despair Excitement Uncertainty Fear Self-doubt Confusion
  16. Myra’s rollercoaster ride Despair Excitement Uncertainty Blind panic Fear Self-doubt Confusion
  17. “Ideally, a content strategist is on board at the very start of a CMS project.” Paula Land Strategic Content LLC
  18. CONTENT STRATEGIST ^
  19. Imagecredit:www.flickr.com/photos/dey
  20. The PROCESS seems intimidating.
  21. You’re not a CMS expert. So what?
  22. Content management is the systematic planning, development, organisation, distribution, evaluation, and preservation of all information within an organisation. Erik M. Hartman @erikmhartman
  23. Content management is the SYSTEMATIC PLANNING, development, organisation, distribution, evaluation, and preservation of all information within an organisation. Erik M. Hartman @erikmhartman
  24. Content management is the systematic planning, DEVELOPMENT, organisation, distribution, evaluation, and preservation of all information within an organisation. Erik M. Hartman @erikmhartman
  25. Content management is the systematic planning, development, ORGANISATION, distribution, evaluation, and preservation of all information within an organisation. Erik M. Hartman @erikmhartman
  26. Content management is the systematic planning, development, organisation, DISTRIBUTION, evaluation, and preservation of all information within an organisation. Erik M. Hartman @erikmhartman
  27. Content management is the systematic planning, development, organisation, distribution, EVALUATION, and preservation of all information within an organisation. Erik M. Hartman @erikmhartman
  28. Content management is the systematic planning, development, organisation, distribution, evaluation, and PRESERVATION of all information within an organisation. Erik M. Hartman @erikmhartman
  29. Content management is the systematic planning, development, organisation, distribution, evaluation, and preservation OF ALL INFORMATION within an organisation. Erik M. Hartman @erikmhartman
  30. CONTENT MANAGEMENT is the systematic planning, development, organisation, distribution, evaluation, and preservation of all information within an organisation. Erik M. Hartman @erikmhartman
  31. You’ve got this.
  32. GATHER Your role is to... content requirements
  33. UNDERSTAND Your role is to... content requirements
  34. PRIORITISE Your role is to... content requirements
  35. COMMUNICATE Your role is to... content requirements
  36. Your role is NOT to... know the feature set of every CMS in existence, be able to recommend the best system, know all the technical ins and outs of CMS integration, know what Gartner thinks about all these CMSes, know how your CMS will integrate with the other platforms your institution is using, understand what hardware is required to run
  37. What should you focus on?
  38. Information architecture What should you focus on?
  39. Information architecture Metadata What should you focus on?
  40. Information architecture Metadata Authoring and review What should you focus on?
  41. Information architecture Metadata Authoring and review Governance What should you focus on?
  42. Information architecture Metadata Authoring and review Governance Analytics and reporting What should you focus on?
  43. Information architecture Metadata Authoring and review Governance Analytics and reporting Publishing and distribution What should you focus on?
  44. 1. INFORMATION ARCHITECTURE
  45. Information architecture
  46. Information architecture
  47. Information architecture
  48. Information architecture
  49. Information architecture
  50. Information architecture
  51. 2. METADATA
  52. Metadata
  53. Metadata
  54. Metadata
  55. Metadata
  56. Metadata
  57. 3. AUTHORING AND REVIEW
  58. Authoring and review
  59. Authoring and review
  60. Authoring and review
  61. Authoring and review
  62. Authoring and review
  63. Authoring and review
  64. 4. GOVERNANCE
  65. Governance
  66. Governance
  67. Governance
  68. Governance
  69. Governance
  70. Governance
  71. 5. ANALYTICS AND REPORTING
  72. Analytics and reporting
  73. Analytics and reporting
  74. Analytics and reporting
  75. Analytics and reporting
  76. 6. PUBLISHING AND DISTRIBUTION
  77. Publishing and distribution
  78. Publishing and distribution
  79. Publishing and distribution
  80. Publishing and distribution
  81. Three words: nuance, nuance, nuance
  82. Image from www.cmswire.com
  83. Gartner Magic Quadrant
  84. “Do not simply select vendors in the Leaders quadrant; vendors from the Challengers, Niche Players or Visionaries quadrants may better match your business goals and requirements.” Magic Quadrant for Web Content Management, August 2010
  85. CMS 5 CMS 2 CMS 3 CMS 6 CMS 7 CMS 9 CMS 10 CMS 1 CMS 4 CMS 8
  86. “Dear CMS vendor, can your CMS do XYZ?”
  87. “Dear CMS vendor, can your CMS do XYZ?”
  88. “DEAR CMS VENDOR, CAN your CMS do XYZ?”
  89. “DEAR CMS VENDOR, HOW DOES your CMS do XYZ?”
  90. Traditional requirements- gathering PROCESSES are problematic.
  91. Identify and prioritise
  92. Discovery Getting at the information you need.
  93. Run group workshops Image credit: www.flickr.com/photos/australianshepherds
  94. Do one-on-one sessions Image credit: www.flickr.com/photos/levendis
  95. The questions How to get the most out of your workshop and interview sessions.
  96. Process and workflow Who are the authors? Who are the reviewers? What are the workflow paths? Where are the bottlenecks? What tools are being used now?
  97. Other existing systems Are we going to keep using them? What content needs to be pulled in? What content needs to be pushed? In what format? Who is responsible?
  98. Other new systems What new systems need to be integrated? What content needs to be pulled in? What content needs to be pushed? In what format?
  99. Prioritising needs CMS selection is a series of trade-offs.
  100. How does this feed into our overall business and content strategy? Image credit: www.flickr.com/photos/tambako
  101. What happens if we don’t have this feature/ functionality? Image credit: www.flickr.com/photos/photolibrarian
  102. What are we prepared to give up to have this feature/ functionality? Image credit: www.flickr.com/photos/annabelb
  103. Do you speak technology?
  104. Pretty up your spreadsheet Charlie Peverett (@cpev) quoting a colleague Dare Conference 2014
  105. Explain WHY Image credit: www.flickr.com/photos/worldbank
  106. Discuss compromises
  107. Reasons to compromise
  108. LACK OF INTERNAL SKILLS Reasons to compromise
  109. LEGACY SYSTEMS LACK OF INTERNAL SKILLS Reasons to compromise
  110. TECHNOLOGY STACK LEGACY SYSTEMS LACK OF INTERNAL SKILLS Reasons to compromise
  111. SYSTEM DEPENDENCIES TECHNOLOGY STACK LEGACY SYSTEMS LACK OF INTERNAL SKILLS Reasons to compromise
  112. SYSTEM DEPENDENCIES TECHNOLOGY STACK LEGACY SYSTEMS PLATFORM CHOICE LACK OF INTERNAL SKILLS Reasons to compromise
  113. SYSTEM DEPENDENCIES TECHNOLOGY STACK INTEGRATION EFFORT LEGACY SYSTEMS PLATFORM CHOICE LACK OF INTERNAL SKILLS Reasons to compromise
  114. SYSTEM DEPENDENCIES TECHNOLOGY STACK INTEGRATION EFFORT LEGACY SYSTEMS PLATFORM CHOICE LACK OF INTERNAL SKILLS LICENSING COSTS Reasons to compromise
  115. SYSTEM DEPENDENCIES TECHNOLOGY STACK INTEGRATION EFFORT LEGACY SYSTEMS PLATFORM CHOICE LACK OF INTERNAL SKILLS POLITICAL REASONS LICENSING COSTS Reasons to compromise
  116. Don’t be IDEALISTIC. You’ll end up miserable.
  117. Be willing to ask questions Image credit: www.flickr.com/photos/audiolucistore
  118. Devise use cases Image credit: www.flickr.com/photos/vegard
  119. Putting it in writing A spreadsheet the whole team will love.
  120. ID* Category Weighting/100 Short name* The CMS should... Priority Explanation and extra notes Columns
  121. Category and ID
  122. Sample requirement Short name The CMS should... Explanation and further notes Reviewer role Offer a specialised reviewer role, with commenting/ annotation capability, but no editing capability. This is distinct from an editor role - an editor can edit content inline; a reviewer can't edit inline, but can annotate content with comments.
  123. Priority Medium High Essential
  124. Putting it all together
  125. Let’s go over that again...
  126. YOU DON’T HAVE TO BE A CMS EXPERT.
  127. SPEAK TO AS MANY PEOPLE AS YOU CAN.
  128. IDENTIFY, UNDERSTAND, AND PRIORITISE CONTENT NEEDS.
  129. COMMUNICATE REQUIREMENTS EFFECTIVELY.
  130. BE PREPARED TO COMPROMISE.
  131. ASK QUESTIONS.
  132. Image credit: www.flickr.com/photos/dougbrown47
  133. Image credit: www.flickr.com/photos/mtsofan
  134. Thanks for listening! Kerry-Anne Gilowey kerryanne@augustsun.co.za http://augustsun.co.za · http://about.me/kerryanne @kerry_anne

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