writing for reuse: learning how to write modular content for reuse
Post on 05-Dec-2014
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Pamela KosturPartner
Parallax Communications
Writing for Reuse
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Welcome
Issues with structure and inconsistent content
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How to resolve issuesDefining structure, identifying reuse
Writing to the structure
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Let’s think aboutreusable content
Should we reuse content?Why? Why not?How?What makes content reusable?
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Why reuse content?
Writing for reuse is efficientReused content is consistent; no discrepanciesReused content is based on standards, which can improve usabilityReusable content is written in modules that help users to navigateReuse provides continuity
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Issues with content reuse
In theory, it’s greatNot always easy to do
Authoring is different; topic-basedNeed to be able to find reusable contentPlanning and standards are criticalPlanning takes time
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Discussion
What are your concerns about writing for reuse, or using content others have created?
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Planning for reuse
Reuse doesn’t just happen—you need to plan for itFirst, analyze content to determine where it can be reusedThen, determine a structure to allow reuse
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Scenario
You work for a wireless communications company and produce documentation for several audiencesThere is significant overlap and you want to reuse content
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Your reuse plan
Your reuse plan might look like this:
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Structure & content reuse
How content is structured affects its reuse
If you are reusing a product description, it must be structured to support reuse
Reuse must be transparent to both users and to authorsConsistent structure is key
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What is structure?
Refers to how information products are put togetherAlso refers to how content is written within that structureEnsures consistency whoever writes the information product or a part of it
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What are content models?
Document the structure of your information products
The components they containHow components are structuredWhere components are used
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Structure of info products
Follow a standard order:OverviewProduct featuresProduct specsInstallation procedures
Order depends on type of document
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Structure and format
Structure and format are not the sameStructure refers to how info products and content are put togetherIdentical structures can have different formatsFormat refers to how content appears in its “published” form
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Consistency is key
Similar types of information products should follow similar structuresSets user expectationsHelps them to find info more quicklyWhen structures differ:
Users have to relearnWriters have to create “on the fly”
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On consistency inonline applications
“For every knob, button and widget on your computer screen, there’s a complex set of behaviours that we’ve become so accustomed to that we barely even notice them. It’s only when that consistency is gone, and we find ourselves clicking angrily at a scroll bar that’s not behaving like we expect it to, that we realize something’s amiss.”Ivor Tossell, “Think you know how to use a simple scroll bar? Think again.” The Globe and Mail, Friday, Oct. 12, 2007
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My consistency pet peeve
Finding content in magazines!Why is this so hard?
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I’m looking for pretty spring dresses in the TOC, but this article advertised on the cover is nowhere to be seen!
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Some magazines have a different approach…
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They identify cover stories in the TOC so you can find them.But, there’s still something wrong…
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Some magazines are getting it right
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Title on the cover differs from title here, but does it matter?
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How to resolve?
Create a standard structure for that information typeIdentify where components are usedIdentify where content can be reusedSpecify how to write content
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Differencesresolved through structure
Here’s what a structure for the magazine cover and TOC might look like:
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Guidelines help even more
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Similar content,different structure
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What’s similar here?
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Exercise
Let’s figure out a structure for theDie-Off examples we looked at earlier.
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Writing modular content
Modular writing allows you to reuse content more easilyModules are based on a standard for the type of content they containModules can be updated easilyModules can be arranged to accommodate differences
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Defining modules
Defining modules is like creating a spec for all writers to followSpecifies what pieces of content an info product contains and in what orderSpecified where content is reused
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Looks like this:
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Writing to a structure
Think of your structure as an outlineThe structure defines what you need to includeBut, you still have to put content into it
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Creating writing guidelines
You need writing guidelines to support your structureWriting guidelines provide further assistance to writersTells them specifically how to write a piece of contentWriting guidelines help to make content reusable
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Looks like this:
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Another way ofdescribing structure
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Structure and usability
Unstructured content is:Difficult for readers to followDifficult for writers to createDifficult to reuse
Structure helps you to:Create modular pieces of content you can easily reuse (with or without CM)Create consistent contentThink about usability when determining structure
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Content reuse and usability
Reusing content alone doesn’t ensure usabilityReusing unusable content makes it consistently unusableNeed to determine what is usable and base standards on that
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Apply principles ofclear communication
ChunkingLabellingRelevanceAccessible detailIntegrated graphicsConsistency
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Common understanding
Having a common understanding of standards is criticalAll writers need to understand such things as:
What constitutes a chunkHow are procedures structuredWhat terminology is appropriate
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Exercise: Putting it all together
Create structure and writing guidelines for diet dos and don’tsConsider usabilityConsider principles of clear communication
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Accommodatingdifferences through chunking
Reusable content can still accommodate differencesUsage indicates what is mandatory and what is optionalComponents can contain as much or as little as required and can be broken into subsections
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Examples
Eligibility
Application process
Eligibility:Eligible businessesIneligible businesses
Application process:Filling out the formSubmitting itGetting helpWhat happens next
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Accommodatingdifferences through metadata
Components within reusable content can be tagged with metadata to indicate where they belong
Which information productWhich productWhich user
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Reuse and Web 2.0
In Web 2.0, apparently the user rules:User-generated contentBlogs, wikis, social networking sites
Users generate and distribute content, often with a view to reuse and shareThis is great, but…
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Is reuse always OK?
There’s lots of bad content out thereIn social networking, can’t always control how your content is usedBut, even if you can’t control what people do with your content, you can:
Make your reuse strategy solidBase your content on standards
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Summary
Effective reuse doesn’t just happenHave to plan to reuse contentModels define structure and indicate reuseWriting guidelines tell authors how to write to the structureReusable content is modular so it can be easily accessed, assembled, updatedModules must be consistent
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Summary, continued
Reusable content is based on standards that all writers followStandards are useful only if everyone follows themReusable content must be usablecontentReusable content and structures can accommodate differences
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For more information
Contact us at Parallax CommunicationsPamela Kostur
pkostur@parallax.ca416.850.0636
Download slides at www.parallax.ca
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