Webcast: Calculating the ROI for XML and DITA topic-based authoring
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Transcript of Webcast: Calculating the ROI for XML and DITA topic-based authoring
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Calculating the ROI forXML and DITA
Topic-Based Authoring
Sarah O’Keefe, Scriptorium Publishing
background imageflickr: thelastminute
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Sarah O’Keefe
! Founder and president, Scriptorium Publishing
! Content strategy fortech comm
! Interested in collision ofcontent, publishing, andtechnology
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! My ID: @sarahokeefe
! Scriptorium: @ScriptoriumTech
! #techcomm or #dita may be appropriate
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Housekeeping notes
! Everyone is muted except for the presenter
! Please ask your questions through the Questions area in the webcast interface
! The presentation is being recorded; attendees do not appear in the recording
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Overview
! Business case examples (with numbers)
! YMMV
! IANAL
! WYSIOO
! Big-picture musings on other issues (without numbers)
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Localization provides aneasy cost justification.
Flickr: iancarroll
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Localization cost
! Estimate 30–50 percent of total localization cost is desktop publishing
! With XML-based publishing, you can squeeze that cost to under 10 percent
! Cost savings: $20K–$40K per $100K in localization cost
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Increased content reuse
Flickr: a-m-photo
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Content reuse
! Baseline assumption:
! DITA = increased content reuse!
! 10,000 topics
! Development cost: $200 per topic (4!hours x $50)
! 5% more content reuse = $100,000 in savings (and additional savings in localization)
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Are you copying andpasting?! Calculate cost of updates in multiple
documents
! Consider error rates
! Don’t forget the mental health toll
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External content reusefor increased ROI! Software error messages
! Product specifications in product database and datasheets
! Product descriptions
! Training
! Tech support
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Non-DITA problems forcontent reuse! Improve collaboration among writers
! Develop and enforce consistent style standards
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A wise man once toldme…
“You should not implement XML as a substitute for creating a style guide.”
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Also…
“Structure is no substitute for management.”
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ROI depends on team(dys)function.
Flickr: kevenlaw
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A high-functioning teamis a prerequisite to…! Share topics
! Communicate updates
! Minimize content “ownership” issues
! Smooth out inevitable conflicts
! Cooperate on assignments
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Complex conditionalcontent may require XML.
Photo: www.christianholmer.com
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XML can help with…
! Multiple conditional dimensions (platform, customer, audience, product)
! Huge number of possible variations
! Dynamic versioning instead of static publishing of a limited number of variations
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Quality justification forcomplex conditional text! Eliminate redundancy
! More targeted information
! Meet customer requirement for personalized documentation
! Enable more versioning than supported in current toolset
! Enable dynamic publishing
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Complex conditionalexample! 40 variations of a deliverable
! Configure and publish one at a time:
! 1 hour per variant
! 40 hours of work per deliverable, per release ($2,000)
! Dynamic publishing: publish once
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Assumptions
! Tagging work does not change for static versus dynamic publishing
! Programming effort to enable dynamic publishing included in implementation cost
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Complex conditionsrequire careful design.
Photo: Rachel Houghton
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Yesterday’s content…
flickr: uhop
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Time to market
Flickr: chris_radcliff
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Time to market
! If product revenue is $1M per year, then each week of availability is worth about $20K in revenue.
! Accelerate delivery of first language
! Reduce delays in shipping localized versions
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Newpublishing
architectures
Flickr: ccharmon
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“One of the greatpowers of XML is tofree information
from being merelytext on a page, and
to give it otherkinds of roles.”
www.scriptorium.com/blog/2010/09/the-promise-of-xml-publishing.html
David KellySenior Technical Consultant
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Integrating with user-generated content! Source content in XML
! Transform to accommodate user-generated content
! Use metadata to support unified search
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Just-in-time publishing
! Topic-based rather than deliverable-based publishing
! Incremental deliveries for localization
! Content deliveries decoupled from software deliveries
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Analytics
! Measure how topics are used
! Act on information about:
! Popular topics
! Unpopular topics
! Unsuccessful searches
! Topics with lots of comments
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DITA implementationcost averages $106K.! Source: “The state of structure in
technical communication,” 2009. www.scriptorium.com/blog/2010/05/the-state-of-structure-in-technical-communication.html
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Your business case needsto show more than $106K.! Localization
! Increased reuse
! Support for complex conditionality
! Faster time to market
! Support for new publishing architecture
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Factors that increaseimplementation cost! Software integration issues
! Complex output/formatting requirements
! Inconsistent source files
! Source files that are not topic-based
! Content management system
! People
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Change management iscritical
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A few of my (not) favoritethings! Dysfunctional teams
! Information hoarding during implementation
! Tool-specific blinders
! Using XML/DITA to clone an existing, problematic workflow
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Dysfunctional teams
! Improve communication
! Improve collaboration
! Build trust
! Provide project roadmap early
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Information hoarding
! Do not reward this behavior
! Implicitly
! Explicitly
! Avoid communication bottlenecks
! Document project decisions
! Distribute project information
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Tool-specific view of theworld! Ask for open minds
! Consider new features, not just cloning old features
! Try out a variety of XML tools
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Cloning an existingworkflow! Identify best and worst features of
current workflow
! Identify new requirements that can’t be met with current workflow
! Understand how new workflow affects authors
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Match any two forinstant XML justification
Topics 2,000+Writers 10+Supported languages 3+Deliverable formats 2+
flickr: booleansplit
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Structured authoringsurvey! Researching adoption rates, issues, tools
! Open until March 1
! Participants get free results
! http://www.surveymonkey.com/s/structure
! Please participate, and tell your friends!
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Coming attractions
! February 8: Attractive DITA output (it IS possible)!
! March: Trends in technical communication, 2011
! April: Structured authoring survey results
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Questions? Comments?