Topic-based authoring: The undiscovered country

NT Live Hamlet Many software companies, when they start out, provide user documentation as downloadable PDFs or as web pages. As they develop more products and versions, and as they expand into countries that use different English spellings, the amount of documents can grow until it becomes hard to keep all of these documents up to date.

It’s at this point that they tend to call a specialist technical writing company (such as Cherryleaf) to see if they can fix the problem for them. We find they’ve usually had a brief look at a Help Authoring tool, such as Flare or RoboHelp, and can see that it would solve a lot of their problems. However, they’re often not really sure how to use these tools in the best way.

Although topic-based authoring has been around for over twenty years, for many people it’s a completely new concept. It is, to quote from either Hamlet or Star Trek VI, an undiscovered country. Our meetings with them often end up focusing on the benefits of topic-based authoring.

Topic-based writing is an approach where you write a piece of text (or topics) that typically contains a paragraph or two about a single topic. These topics can be combined to create a page in a PDF document, and they can be organised in a sequence to create an online Help system ( See topic-based authoring page in Wikipedia). It’s a modular approach to creating content. The main advantage of this approach is the topics are often reusable; you can save time by reusing topics across different documents, and you can publish the same content to different media. For example, you could use a topic in training courseware, in a user guide and in marketing information.

As each topic is usually about a specific subject, and has an identifiable purpose, it can also help the writer write more clearly. If you need longer articles, you can build these up from the topics you’ve created.

It’s easy for professional Technical Authors to forget sometimes that many people have never come across this approach to writing before.

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