Docstoc

Product Spec Sheet Template

Document Sample
Product Spec Sheet Template Powered By Docstoc
					                       Content Management and the
                           Technical Communicator




Content Management
It’s a whole new ball game

Rita Warren        Margie Coles




November 9, 2002
Content Management and Your Job

When you hear about content
management, do you feel like it’s taking
technical communication field and changing
all the rules of the game?

We’re here to tell you it is!

But the good news is, you already have
the skills you need to play. All you need
is learn a new set of rules.

        Content Management and the Technical Communicator
Agenda
•   A few words about content
•   What is content management?
•   Content management “flavors”
•   Key content management concepts
•   How technical communication skills fit in
•   Questions




         Content Management and the Technical Communicator
The Content “Buzz”
• Content has long since been
  crowned “king”
• There are overwhelming demands to publish
  more content in more places
but…
• Good content is time-consuming and expensive
  to create
• It’s hard to publish content across multiple
  publications and media types
• The answer?
  Content Management

        Content Management and the Technical Communicator
What is Content?
• Content is
  information that
  is “published”


• Content can be
  text, graphics,
  media—or a
  combination
  thereof


       Content Management and the Technical Communicator
What is Content Management?
                                                Create
Content management
is the infrastructure            Archive                     Edit
needed to support
the creation, storage,                         Central
access, and publishing                        Repository

of content—in a                 Expire                       Approve
collaborative
environment.                                    Publish

Think of content management as a set of processes
and tools for efficiently creating and maintaining
content throughout its lifecycle.
         Content Management and the Technical Communicator
Content Management Alphabet Soup
                                         Document
                                         Management
                                         Content Management
                                         Digital Asset
                                         Management
                                         Portal
                                         Digital Rights
                                         Management
                                         Web Content
                                         Management
                                         Enterprise Content
                                         Management
                                         Others…



      Content Management and the Technical Communicator
   Content Management Continuum
   A key differentiator between the different
   “flavors” of content management is the
   degree of emphasis placed on building
   publications from separate pieces of
   content versus finding files within an
   organized system.
                                                                Building
Storing and                                                   Composite
Finding Files                                               Publications
for Later Reuse                                            from “Chunks”




                  Content Management and the Technical Communicator
Content Management for Publishing
The basic principle of content management
for publications is to separate content from
its presentation.
This requires…
• Templates              • Standard processes for
• Discrete segments of     “tagging” content
  content (“components”) • Workflow roles and
• Repository for storing   processes
  content                • Guidelines
                         • Discipline!

        Content Management and the Technical Communicator
Templates
• A template is a structured way of
  gathering and/or presenting information
  according to a predetermined set of
  requirements and constraints.
• Publishing templates fall into two major
  types:
   — collection templates (for input) and
   — presentation templates (for output)


       Content Management and the Technical Communicator
Types of Templates
Collection                    Presentation
(Forms for input)             (Layouts for output)




          Content Management and the Technical Communicator
Components & Elements
• A component is a content
  “chunk” that moves through
  a workflow
  as a unit.
• An element is the smallest
  unit within each content
  component.
• An element can appear
  on a page (real content)
  or help with tracking
  (metadata).

       Content Management and the Technical Communicator
Examples

Components                       Elements
•   article                      •   title
•   press release                •   subtitle
•   tech note                    •   author
•   feature story                •   body text
•   news item                    •   publish date
•   product spec                 •   article type
    sheet                        •   target audience


         Content Management and the Technical Communicator
The Repository (Database)
• Check-in/check-out
                                                  Central
                                             Content Repository
• Metadata (tagging)
                                                              DM
• Secure access
  (permissions-based)
                                                              DAM
• Version control
• Workflow routing and                                        WCM
  notification

Different “flavored” databases and tools
often require integration for a total solution.

        Content Management and the Technical Communicator
Workflows
• A workflow is a set predefined steps
  completed according to business rules
  and a schedule (similar to a project).
• A specific instance of a workflow is a job.
• Each step is comprised of multiple tasks
  to be completed by a single role.
• Each step has a turn-around time.




       Content Management and the Technical Communicator
Anatomy of a Workflow

                Step 2a
                 Step 4             Step 3a
                                     Step 4

Step 1
Step 4                                                       Step 4

                Step 2b
                 Step 4             Step 3b
                                     Step 4



                  Step
              Turn-around
                 Time


          Job Timeline or Schedule


         Content Management and the Technical Communicator
Anatomy of a Step

  Step Name
  Turn-Around Time:
  Step Guidelines:
  Tasks:
     Task 1:____________________
     Task 2:____________________
     Task 3:____________________
  Step Owner (Role):




        Content Management and the Technical Communicator
Workflow and Roles
• A role is a specific function, not necessarily
  a single person.
• Determining approval steps and who will
  perform them is key.
• New publishing processes generally require
  new workflow processes, tracking
  procedures, and roles.
• Many content management projects are
  implemented without workflows or business
  rules in place to support collaboration.

        Content Management and the Technical Communicator
Content Management In Action

  Components                  Central          Population of       Publications
(Building Blocks)        Content Repository     Templates
                                                                  Online Publications


     Text




                                                                   Print Publications
             Documents


Images & /Media




                         Common Business Processes


                    Content Management and the Technical Communicator
Key Take-Aways
• “Content management” can mean many things
  to many people. Clarify the purpose— storing
  and finding versus publishing.
• Key concepts
      Guidelines and standards
      Templates
      Components and elements
      Repository
      Workflows




           Content Management and the Technical Communicator
CM and the Technical Communicator

• How your skills apply to CM
     Communication principles
     Information architecture and design
     Project and publications management
• The CM opportunity
     For technical communicators working in
      a company implementing a CMS
     For career advancement


         Content Management and the Technical Communicator
TC Skill
Communication Strategies
•   Interviewing stakeholders
•   Identifying target audiences
•   Analyzing user information needs
•   Understanding publication purpose and goals
•   Defining publication voice, style, tone

CM Need
• Content Strategy
• Publication Design
• User-centered design of CMS interfaces

           Content Management and the Technical Communicator
TC Skill
Categorization Schemes
• Structuring Information
  Creating a logical outline (TOC) for organizing a
  publication and/or classifying types of content

• Indexing
  Defining the various attributes that allow the
  audience to find the information they need

CM Need
• Taxonomy/Hierarchy Development
• Metadata Modeling

           Content Management and the Technical Communicator
TC Skill
Style Guidelines
• Creating copy style guides
• Creating visual style guides
• Company-wide and per publication

CM Need
• Content authoring guidelines
• Content tagging guidelines
• Template design



           Content Management and the Technical Communicator
TC Skill
Information “Chunking”

• Breaking content into
  smaller, reusable pieces
• Often encountered when doing
      Help Files
      Single-Sourcing

CM Need
• Content component/element analysis
• XML schema development


           Content Management and the Technical Communicator
TC Skill
Information Design

•   Layout
•   Visual design
•   Navigation design
•   Cross linking

CM Need
• Template Design
• Defining Content Access Structures
• User interface design for CMS


           Content Management and the Technical Communicator
TC Skill
Managing Publication Projects
•   Publication planning
•   Project management
•   Resource scheduling
•   Dealing with large
    volumes of content
CM Need
• Workflow definitions
• Project management during
  implementation
• Ongoing production management
           Content Management and the Technical Communicator
The Opportunity
Your Company Is Implementing a CMS
• Familiar CMS product names
      Documentum
      Interwoven
      Microsoft CMS
      Stellent
      Many others
• Your role in the implementation
      Help with content strategy
      Perform content analysis
      Do the workflow analysis
      Offer your project management skills
      Keep IT where they belong—in the back room!


            Content Management and the Technical Communicator
The Opportunity
You’re Looking to Advance Your Career

• Demand for technical writers and editors
  has slowed with the downturn of the
  high-tech sector.
• Demand for content management
  systems is growing—especially among
  very large companies.
• Companies are starting to recognize that
  CM is not just about the technology—it’s
  about the content!
• Who knows content best? You do!



         Content Management and the Technical Communicator
Key Take-Aways
• If your company is implementing content
  management—don’t get worried, get involved!
  You have exactly the skills they need for a
  successful project.
• If you’re looking to further your career, consider
  becoming a content management expert.
• Learn as much as you can about this new
  discipline called “content management”—
  the demand for your skills is growing stronger
  every day.



          Content Management and the Technical Communicator
Resources
•Books
•Web sites
•List servs
•Newsletters
•Classes

See hand-out and visit www.ziacontent.com
for a copy of this presentation.



       Content Management and the Technical Communicator
Questions?
• About content management?
• About CMS products
• About careers in content management?

Thank you!




 Margie Coles                            Rita Warren
 margie@pgsolutions.net                  rita@ziacontent.com

          Content Management and the Technical Communicator

				
DOCUMENT INFO
Description: Product Spec Sheet Template document sample