Topic-based Authoring and Reuse
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The document discusses topic-based authoring and reuse, emphasizing single sourcing and modular writing as techniques for developing reusable content organized into independent modules. It highlights the benefits of structured topics, such as reduced development costs, increased content consistency, and enhanced reusability across different publications. The document also outlines the challenges and guidelines necessary for effective implementation of topic-based authoring.
Topic-based Authoring and Reuse
- 1. Topic-Based Authoring and Reuse Mollye Barrett
- 2. Terms • • • Single sourcing is a method of developing reusable content that can be assembled to create publications; different combinations of topic modules result in separate publications Modular writing is a technique that makes single-sourcing possible. Modular, or topic-based, writing is a type of document design and architecture where content is structured into independent small modules (topics) which can be assembled into one or many larger texts, such as a books, Web sites and Help systems Content life cycle is a process that includes every content state and the tasks associated with that state from discovery to delivery
- 4. Why Topic-Based Authoring? Authoring in structured topics decreases development costs and time to market, Topics: • Contain only the information needed to understand one concept, perform one procedure, or find one set of reference information • Increase consistency in the presentation of similar information • May be reviewed by subject-matter experts when ready • Assembled into multiple deliverables can be automated, reducing production time and costs • May be reused in multiple deliverables if consistently structured • May be updated immediately: no need to wait for the next release of an entire library of documents
- 5. Who Does Topic-Based Authoring? • • Technical communicators deliver information that transmits a useful, accurate message that is easy to understand, and helps non-expert's get through the material Communicate useable information, not pleasure reading • Topic-based content does not always read well • Unlike a novel, users search for and read only the topic needed
- 6. About Topic-Based Authoring 1 • • A topic is a unit of information with a title and content, short enough to be specific to a single subject. The smallest amount of content that allows for the successful completion of a task, or that provides basic knowledge of a concept. • Online help topics: goal-based not pleasure reading
- 7. Topics, Reuse and Publishing 7
- 8. About Topic-Based Authoring 2 • • • • • Remove context from the content for reuse Assemble topic from a repository into different publications for delivery in different reading formats. • Critical for managing large documentation suites with substantial common content When executed well, topic based authoring and publishing does not decrease quality; requires substantial discipline Writers don’t “own” content, content is a business asset reused by everyone Writers have less control over look and feel when published
- 9. About Topic-Based Authoring 3 • • • • • • Topics are standard units of information based on type Topics require only navigational reference for context and may be read in any order Topics are a single unit of work for an author The number of topics required to create a deliverable increases substantially over linear document-centric narratives Must be able to track topics, name and version Store content in an indexed repository; avoid folders use standardized naming convention
- 10. What Prevents Content Reuse? • • • Format • Incompatibility Poor structure • Structure provides a framework, or set of fixed “buckets” into which writers can drop content. Deviation produces errors…structure enforces compliance. Hard to do outside structure. Inconsistency • Content varies in terms, grammar, tone, style, diction, voice, tense 10
- 11. Making Topic Based Authoring and Reuse Happen Creating useful topics for effective reuse must be planned! • Adopt a model to define structure and indicate reuse • Create writing guidelines that define how to write to structure • Create modular content – easily accessed, assembled, updated, consistent • Follow standards – all writers, all the time, no exceptions • Make content usable – no filler • Design content and structure to accommodate differences 11
- 12. Writing Guidelines Define how to write for user: • Reading level • Expertise • Where read • Publication Producing one publication for the same reader is easy. Managing multiple publications from the same source is a challenge and a single style guide is essential. 12
- 13. How Structure Helps • • • Does not help with voice, word choice, tone, etc., but can help with: • Required parts of topic (e.g. prereq, example, result) • Acronym/term definition (e.g. conref, keys, abbreviatedform) Using structure relieves writers of need to remember mechanics like: • End each task with a result • Add a caption to each figure Writers are free to concentrate on writing 13
- 14. Topic-Based Authoring Tools Author • • • XML XMetal oXygen Author and publish • • • • FrameMaker MadCap Flare RoboHelp Word Content Management System • • • Author Publish Manage Manage • • • • Folders Excel SQL, Access, Oracle, RCS, SCCM, Subversion
- 15. References • • • Ament, Kurt. Single Sourcing: Building Modular Documentation. Norwich, NY: William Andrew Pub., 2003 Bazerman, Charles. "The Production of Technology and the Production of Human Meaning." Journal of Business and Technical Communication 12.3 (1998) Hargis, Gretchen. Developing Quality Technical Information: A Handbook for Writers and Editors. Upper Saddle River, NJ: Prentice Hall Professional Technical Reference, 2004
- 16. Thank You Mollye Barrett ClearPath, LLC mollye@clearpath.cc 16
Editor's Notes
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