The Goldilocks Approach: Finding the Right Project and the Right Team at the Right Size

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Kaplan Publishing has engaged in several efforts to develop an end-to-end digital workflow focused on digital product innovation, to varying degrees of success. This session will cover: -Lessons learned from three separate digital product/workflow development projects -The importance of team size and composition to project success -Real-world pitfalls of sizing a team or a project too large or too small

Transcript of The Goldilocks Approach: Finding the Right Project and the Right Team at the Right Size

  • 1. THE GOLDILOCKS APPROACHFINDING THE RIGHT PROJECT AND THERIGHT TEAM AT THE RIGHT SIZEEDWINA LUIINFORMATION ARCHITECTKAPLAN PUBLISHING

2. THIS IS KAPLAN.Kaplan, Inc.Kaplan Higher EdKHEC KU KPEKIKUKKaplan Test PrepGrad Health Pre-College BarKaplan PublishingAnd this is KPUB. 3. TRADITIONAL PRINT & LMSWORKFLOWLANContentCreation(Word)Editing(Word/InDesign)Typesetting(InDesign)DigitalPublication(EPUB)PrintPublicationGoogleDocsTemplateLMS Authoring ToolLMS StudentHomepageLegacyContent(InDesign) 4. ADAPTING TO CHANGE physical classrooms toonline courses printed materials to print-and-digital bundles comprehensive courses tocustomizable, mix-and-matchofferings paper-and-pencil toubiquitous mobile devices 5. TOO BIG: THE ECMS + UCM 6. ECMS + UCM: THE GOAL+ =CCMS+ UCMDAMCurrentContentModelKPUBContentKHE KTP 7. PHASE I PHASE II 8. PHASE I1. sunrise CCMS, DAM, andauthoring tools2. develop UCM v1.03. research (confirm assumptionsabout) current systems current models legacy content volumes4. research workflowrequirementsPHASE II 9. PHASE I1. sunrise CCMS, DAM, andauthoring tools2. develop UCM v1.03. research (confirm assumptionsabout) current systems current models legacy content volumes4. research workflowrequirementsPHASE II1. ingest legacy content2. update UCM v1.0+3. develop publishing pipelines4. train users on new workflow(s) 10. ECMS: THE PLANPower UserAuthoringToolDaily UserAuthoringToolCCMSDAMPub.Pipe-linesLMSAu.Tool StudentLMSAu.Tool StudentInDD, PDF,EPUB, etc.Legacy ContentLLMMSSLMSLANLMSAu.Tool StudentHome-pageLMSHome-pageLMSHome-pageLMS 11. ECMS: END OF PHASE ILMSAu.Tool StudentLMSAu.Tool StudentHome-pageLMSLegacy ContentLLMLMLMMSSSS LMSAu.Tool StudentHome-pageLMSHome-pageLMSPower UserAuthoringToolDaily UserAuthoringToolCCMSDAMPub.Pipe-linesLMSAu.Tool StudentHome-pageLMSInDD, PDF,LMSLAN EPUB, etc. 12. ECMS + UCM: OUTCOMEPhase I 90% completed (except for deployment offully integrated daily user authoring tool)Phase II scaled back to a single business unit only 13. PROJECT FOCUS1.2. 14. UCM: FROM PROPOSAL TO V1.0KPUB ModelKTP ModelKHE Model 15. UCM: FROM PROPOSAL TO V1.0becameKPUB ModelKTP ModelKHE ModelKPUB Model KTP ModelNew StuffKHE Model 16. SURVEYING THE CURRENTLANDSCAPEbreadth depth 17. A CLEAR BUSINESS NEED 18. A CLEAR BUSINESS NEEDQ: Do you have a businessneed to facilitate easiersharing of content withother Kaplan business units?KINC: Yes!KTP: No.KHE: No.KPUB: Maybe? 19. ECMS + UCM:TOP-DOWN CHANGEKINCKHEKHEC KUKTPGrad Health PC BarKPUB 20. TEAM MAKEUP 21. PRIORITY LEVELS 22. PRIORITY LEVELS1. differing levels of expertise byparticipants 23. PRIORITY LEVELS1. differing levels of expertise byparticipants2. unclear participant roles:consultation vs. activedevelopment 24. PRIORITY LEVELS1. differing levels of expertise byparticipants2. unclear participant roles:consultation vs. activedevelopment3. lack of empowerment withinrespective BUs 25. PRIORITY LEVELS1. differing levels of expertise byparticipants2. unclear participant roles:consultation vs. activedevelopment3. lack of empowerment withinrespective BUs4. inability to accurately anticipateimpact of next phase 26. (DONT) BOIL THE OCEAN 27. TOO SMALL: INTERACTIVE IBOOKS 28. INTERACTIVE IBOOKS: THE GOALdesign developbrainstormreleaseLegacyContentUserFeedback 29. INTERACTIVE IBOOKS: THE PLANLANContentCreation(Word)Editing(Word/InDesign)Typesetting(iBooksAuthor)WidgetDev(Javascript)PrintPublication(PDF)DigitalPublication(iBooks)Typesetting(InDesign)ContentConversion(DITA)DigitalPublication(EPUB) 30. PROJECT FOCUS 31. INTERACTIVE IBOOKS:ISOLATING CHANGEKINCKHEKHEC KUKTPGrad Health PC BarKPUB 32. INTERACTIVE IBOOKS: OUTCOME3 interactive iBook products brought to market5 additional titles 80% developed, but not releasedProject discontinued 33. A CLEAR BUSINESS NEED 34. A CLEAR BUSINESS NEEDQ: Do you have a businessneed to develop interactiveeBooks?KPUB: Yes!KTP: No. 35. DISCOVERING PAIN POINTSContentCreation(Word)Editing(Word/InDesign)Typesetting(InDesign)ContentConversion(DITA)Typesetting(iBooksAuthor)WidgetDev(Javascript)DigitalPublication(EPUB)PrintPublication(PDF)DigitalPublication(iBooks) 36. Terje Rakke, Female Hurdler Bislet Stadium, NorwayTEAM MAKEUP= 37. Deborah Parkin, isolationTEAM MAKEUP= 38. TEAM MAKEUP= 39. TEAM MAKEUP= 40. JUST RIGHT (?): HTML AUTHORING 41. HTML AUTHORING: THE GOALLegacy ContentNewly AuthoredContentHTML AuthoringToolPrint HTMLBookseBooks XMLPDFs 42. HTML AUTHORING: THE PLANLMSAu. ToolLMS StudentLANContentCreationContentEditingHTML Authoring ToolEPUBCreationInDDTypesettingPrintPublicationHomepageLegacy ContentLMSLAN 43. PROJECT FOCUS+ 44. ADDRESSING REAL PAIN POINTSv1v2v3WYSIWYG 45. TEAM MAKE-UP 46. TEAM MAKE-UP 47. PROS & CONS OF ADOPTING ANEVOLVING TOOL 48. PROS & CONS OF ADOPTING ANEVOLVING TOOL users may expect a defined end, or have higherexpectations sooner 49. PROS & CONS OF ADOPTING ANEVOLVING TOOL users may expect a defined end, or have higherexpectations sooner frustration with an unfinished tool or workflow 50. PROS & CONS OF ADOPTING ANEVOLVING TOOL users may expect a defined end, or have higherexpectations sooner frustration with an unfinished tool or workflow+ issues uncovered early in the tools evolution canbe addressed iteratively 51. PROS & CONS OF ADOPTING ANEVOLVING TOOL users may expect a defined end, or have higherexpectations sooner frustration with an unfinished tool or workflow+ issues uncovered early in the tools evolution canbe addressed iteratively+ users feel empowered to guide pace and directionof change 52. HTML AUTHORING:TURNING USERS INTO CHANGE AGENTSKINCKHEKHEC KUKTPGrad Health PC BarKPUB 53. REGULAR COMMUNICATIONWITH USERS & STAKEHOLDERS 54. REGULAR COMMUNICATIONWITH USERS & STAKEHOLDERSdaily office hoursweekly remote & in-personstand-upsmonthly demosquarterly stakeholder updatesongoing chats & documentationUser Guide 55. HTML AUTHORING: OUTCOME6-month pilot completed with 40 titles worth ofcontent ingested to the platform30+ users trained3 major output formats tested and provenShortened timeline for digital-only productPlatform licensed for 3 years with additional contentteams being on-boarded each quarter 56. WHAT DID WE LEARN? 57. WHAT DID WE LEARN?Do Dont 58. WHAT DID WE LEARN?Do DontAlign project goals to actual businessneedsBuild towards an aspirationalrequirement only 59. WHAT DID WE LEARN?Do DontAlign project goals to actual businessneedsBuild towards an aspirationalrequirement onlyConduct regular and targeted two-waycommunications with all stakeholdersDeliver information and updates as acoda 60. WHAT DID WE LEARN?Do DontAlign project goals to actual businessneedsBuild towards an aspirationalrequirement onlyConduct regular and targeted two-waycommunications with all stakeholdersDeliver information and updates as acodaPut users first! Design around a technology, no matterhow cool it might be 61. WHAT DID WE LEARN?Do DontAlign project goals to actual businessneedsBuild towards an aspirationalrequirement onlyConduct regular and targeted two-waycommunications with all stakeholdersDeliver information and updates as acodaPut users first! Design around a technology, no matterhow cool it might beContinually address user pain points,no matter how trivialPlace all newly-raised issues in aparking lot to avoid changes in scope 62. WHAT DID WE LEARN?Do DontAlign project goals to actual businessneedsBuild towards an aspirationalrequirement onlyConduct regular and targeted two-waycommunications with all stakeholdersDeliver information and updates as acodaPut users first! Design around a technology, no matterhow cool it might beContinually address user pain points,no matter how trivialPlace all newly-raised issues in aparking lot to avoid changes in scopePromote change agents from withingroups of end usersManage change from above 63. WHAT DID WE LEARN?Do DontAlign project goals to actual businessneedsBuild towards an aspirationalrequirement onlyConduct regular and targeted two-waycommunications with all stakeholdersDeliver information and updates as acodaPut users first! Design around a technology, no matterhow cool it might beContinually address user pain points,no matter how trivialPlace all newly-raised issues in aparking lot to avoid changes in scopePromote change agents from withingroups of end usersManage change from aboveHave internal users roll up their sleevesand get hands-on soonerOutsource development and supporttasks to avoid disrupting internalresourcesresources 64. Edwina Luiedwina.lui@kaplan.com