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