Assessing the potential savings from single sourcing

One of the main benefits from single sourcing is the ability to reuse existing content. Different departments can avoid duplicating work, which means they can save time and money.

Unfortunately, it can be difficult to quantify these savings before you move to an authoring or content management system that enables you to single source. Analysing all the existing documents in a business can be overwhelming, which means often organisations only quantify the savings after the single sourcing content management system has been implemented.

There are a few software applications that can help you analyse your existing content and determine how much duplication exists. You get a sense of how much time and effort was wasted in the past, which is a pretty good indication of how much waste you’d avoid in the future.

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Changing times in technical communication

Deepak Chopra quotation Flickr image  Celestine ChuaWe’ve been on the road in recent days and weeks, visiting different documentation teams, and we’ve found there are distinct signs of change.

In previous years, most documentation managers have effectively been saying to us their organisations weren’t really clear about the value of documentation. As the Technical Publications team usually amounts to less than 5% of the IT budget, the successful companies have, in the past, not worried about this and left the documentation team to work out for themselves what they should be doing. However, for organisations that have been watching every percent in the budget, they’ve reduced the spend on technical documentation to the bare minimum. Of course, in a recession that’s been quite a few companies.

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The hidden cost of technical writing – localisation

I met up with a Technical Author at the Technical Communications UK 2013 conference whom I’ve been talking to on the phone over recent months. She’s been trying to convince her bosses that they should take a less chaotic approach to producing user documentation.

I’d previously suggested she look at how much it was costing them to translate their user documentation, so they could build a business case around that. She thought they were translating the user documentation into eight languages, but, at the conference, she told me that she’d discovered it was actually 24.

With that amount of localisation, there’s an opportunity for some significant savings if they could re-use content from one Help system in another.

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Proving your technical content is the most important content on your website

In yesterday’s post, How technical content on the Web is turning traditional marketing strategy on its head, we discussed the importance of technical content to today’s marketing funnel. You might be thinking, show me more evidence.

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How technical content on the Web is turning traditional marketing strategy on its head

Kathy Sierra famously summed up most marketing departments’ approach to content in this slide:
kathy sierra - How we treat customers

To paraphrase her, the website and brochure are a thing of beauty, while the user manual is a thing of boredom.

Today, the way people use the Internet means this approach to marketing needs to change

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Write and own your content, or someone will write and own it for you

Don't ignore your customers. flickr image by Ron PloofAdrian Baniak has written an article (3 Ways to Engage with Today’s Empowered Consumer) about how brands can “cut through the clutter” and communicate with their customers and prospect. He states one of the key ways to do this is “Write Your Own Tale, Or Someone Else Will Do It First”.

This mantra was originally made by Lisa Shalett, a partner at Goldman Sachs, and the global head of brand marketing and digital strategy. Continue reading

Our March newsletter contains news and stories for you on creating clear and simple information your users will love

Today, we’ll be sending out the Cherryleaf newsletter for March 2013, containing news and stories on creating clear and simple information your users will love.

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