Implementing a Content Management System  

Before you begin a pilot project using a CMS, you must understand how it will work. Read on to learn how to define your information model, set up your folder structure, create a metadata scheme, assign roles and responsibilities, define your workflow, and measure results.

Hackos, JoAnn T. Intercom (2007). Articles>Content Management>Project Management

Implementing a Document Control System  

Document control is a major component of any quality system. To implement a document control system, first establish Policies/procedures for generating, approving, issuing, and revising documents. The next step is to design and implement forms and a filing system/data base for managing quality documents. Teamwork and established guidelines can help ease the complexities of implementing a document control system.

Matthews, Diane L. STC Proceedings (1994). Articles>Documentation>Content Management

Implementing Single Sourcing in Your Organization  

Single sourcing is more complex than buying a new software application. To ensure a successful migration, you must carefully understand the documentation development processes in your organization, what single sourcing is, and what software is available to facilitate it. Because you must change the way your organization creates and maintains documentation, you must sell your organization on the changes and their cost. Finally, you must develop training to help transition writers to your single sourcing methodology.

Sukach, Rebecca, Robert Kennedy and Marie Devine. STC Proceedings (2002). Design>Content Management>Single Sourcing

Implementing Strategic Plans  

Strategic planning is a process that enables organizations to determine where they intend to be and how to get there. Independent businesses must plan ahead to survive. Many internal organizations, threatened by corporate downsizing and outsourcing, must do the same. But what do you do after you've developed your strategic plan? Committing yourself and your organization to implementing your plan is a long-term challenge.

Hansen, Lauren Y., Mary C. Boyd and LeeAnne G. Kryder. STC Proceedings (1998). Careers>Management

The Implications for Technical Writers of the Movement Toward Open Systems  

The movement toward open systems is gaining momentum. Those technical writers in the computer and software industries who have been accustomed to working in the world of proprietary systems will have to adjust to working in this new world of open systems. This paper briefly describes the open systems movement and then discusses in detail the implications of that movement for technical writers. This includes the challenges they will face and the skills they will need to develop. A brief case study of the involvement of technical writers in the Open Software Foundation’s DCE project is included.

Abbott, John J. STC Proceedings (1993). Articles>Knowledge Management>Open Source>Technical Writing

The Implications of Single Sourcing for Technical Communicators    

Surveys four books that examine methods of single sourcing, including publishing tools, XML, and content management systems. Reviews articles describing the roles of writers and editors, the tool set and its implementation, and ways to make dynamic content more effective

Williams, Joe D. Technical Communication Online (2003). Articles>Content Management>Single Sourcing>XML

The Implications of Single Sourcing for Writers and Writing    

Argues that single sourcing puts pressures on the workforce and the very conception of 'writer' and 'document. Examines literature on change management for clues into managing the impacts of single sourcing on writers.

Carter, Locke. Technical Communication Online (2003). Articles>Content Management>Single Sourcing>Rhetoric

The Importance of Content Management System Usability

The rollout of a content management system (CMS) has the potential to impact on more users than any other system since e-mail. More crucially, the success of a CMS depends entirely on how much it is used, whether it is authors creating content, or users accessing the published site. It is these two challenges that place usability as a central issue to be raised and addressed.

Robertson, James. Step Two (2003). Design>Content Management>Usability

The Importance of Leadership

Members of an educational community, business, or agency can all have the best intentions when it comes to creating a Web presence that is accessible to those with disabilities. Too often, however, these individuals with good intentions wait for someone to come and help lead them. Change is a difficult path. It is common to be told to acquire new skills because change is going to happen. So you do just that...you obtain the skills you were asked...you wait for some new policy, some new set of procedures, someone who will support what you were implicitly asked to do...yet nothing happens. This scenario occurs frequently when nobody takes a leadership role. Even when leadership will occur within a group, the group will be more effective if someone takes the responsibility of 'carrying the flag' to it’s intended destination. You probably remember the famous line, 'If not you, who? If not now, When? If you truly believe that accessibility to your Web site is important (or required) for your organization, then I ask you to answer this question for yourself. Your own actions or inactions will speak louder than any voice you give to this effort. You should not assume that someone else would take this role. You should not assume that it would happen in the near future. The only way you can assure that Web accessibility will become a part of the path of change in your organization is if you consider taking the lead, now.

WebAIM (2003). Articles>Accessibility>Management

Improving Management of Your Business

All companies have business processes that can be improved. Most companies can benefit from automation or further automation of solutions.

Pires, Halstatt. Ezine Articles (2006). Careers>Management>Project Management>Workflow

Improving Publication Quality Through Project Management  

A methodology for developing high-quality software developed by the Software Engineering Institute at Carnegie-Mellon University can also be applied to developing technical publications. This workshop addresses several aspects of this methodology using various project management techniques. By bringing your development process under better control, these techniques will ensure a more uniform quality in your publications.

Firman, Anthony H. STC Proceedings (1995). Articles>Project Management>Documentation

In Defense of Scope Creep

Web developers are a tough lot, willing to brave constantly changing technologies, competing “standards,” and tools that are often clumsy and dull. Yet brave as we are, two little words strike fear in the hearts of even the boldest of us, making us consider a change to a less stressful job-air traffic control, perhaps. Scope creep threatens to undermine all our hard work, causing rewrite after rewrite of carefully crafted markup and code. In short, scope creep is evil. That’s the prevailing wisdom. But consider the results of four studies done over the last five years that show that as little as 20% of corporate software projects are successful. Prevailing, it may be, but is it wisdom?

Helms, Hal. List Apart, A (2002). Design>Project Management>Web Design

In Search of Subtlety    

What is the role of contradiction in organizational rhetoric? This article argues that existing research tends to focus on contradiction at an institutional level and then develop a distinct but complementary perspective that views contradictory rhetoric at an interactional level and as a practical concern, especially when routine is disrupted and repair tactics are required. Drawing on data from a study of a quality improvement initiative in the United Kingdom, the authors examine the contradictions that were constructed when a 'change champion' attempted to deal with resistance to change. They conclude by depicting how contradiction can emerge when actors reflexively shift their identifications to portray themselves and their actions in a contextually appropriate manner.

Whittle, Andrea, Frank Mueller and Anita Mangan. Management Communication Quarterly (2008). Articles>Management>Organizational Communication>Rhetoric

In, Out or Somewhere In Between

When considering possible staffing models for structuring your corporate communication function, your choices typically range from the extremes of establishing an all in-house staff to totally outsourcing the function by enlisting the services of a PR agency (or agencies) to do it all for you. More common is the combination that takes advantage of the benefits of the two previous options, while hopefully minimizing their disadvantages.

Eschbach, Peter A. Communication World Bulletin (2008). Articles>Management>Outsourcing>Public Relations

Incorporating Usability into Content Management

This article describes the importance of incorporating usability into all stages of implementing content management, including assessing your needs, assessing your users (of both the content and the content management system), and assessing your content. It questions the emphasis of technology in many of the current discussions about content management, and instead, advocates looking to the field of usability to form the basis of a content management implementation.

Rockley, Ann. Rockley Bulletin (2004). Articles>Content Management>Usability

Indexer Wants to Retrain

With such a considerable portion of our collective mindshare devoted to information management products these days, it's no wonder that you're lost in terminology and technology. And it's no wonder that so many of us are confused.

Byrne, Tony. CMSworks (2004). Careers>Content Management>Indexing

Industry Takes Up The Challenge Of Sustainability  

Around the world, especially in Europe, companies are discovering that they have much to gain by employing the techniques of environmental management. They find that they are helping themselves, while improving the world we live in at the same time. By reviewing the effect on the environment caused by products and production methods, companies save money, improve their image, motivate employees and expand their influence, while often gaining new market shares because of better and more sustainable products. The stories of some of these companies are followed by guidelines for involving employees in environmental management to improve results and motivation.

Yelverton, Bonnie. STC Proceedings (2003). Articles>Management>Workplace

Influencing the Uncooperative

Even when the other side in a conflict seems unwilling to change, you can still exert a positive influence. Kenneth Kaye, author of Workplace Wars and How to End Them (AMACOM, 1994), assesses stalemates realistically: 'You're the only one you can change--and even that guy, you don't have all that much control over.' But to the extent that you're able to overcome the frustration of dealing with an uncooperative opponent, Kaye suggests several steps for improving the situation.

Hard at Work. Careers>Management

Information Architects and Their Central Role in Content Management

The process of content management begins when an organization comes to the realization that it needs a system to manage content. While the interpretation of the term content management (CM) can be as simple as a set of guidelines for organizing and maintaining content, more typically today it means a sophisticated software-based system. A full-featured content management system (CMS) takes content from inception to publication and does so in a way that provides for maximum content accessibility and reuse and easy, timely, accurate maintenance of the content base.

Warren, Rita. ASIST (2001). Articles>Content Management>Information Design>Content Strategy

Information Architecture and Business Strategy

Information architects need a good understanding of business strategy and its relationship to information architecture.

Morville, Peter. Argus Center (2000). Articles>Information Design>Management

Information Architecture and Ulcers

Being an information architect can be stressful. There are certain points in the design process that are more stress-inducing than others.

Morville, Peter. Argus Center (2000). Articles>Information Design>Project Management

Information Architecture of Content Management

When people think about content management, they generally think about it from a systems perspective, focusing primarily on tools and technology. While it is true that content management usually requires a technological solution, it also requires that content be designed for reuse, retrieval, and delivery to meet your authors' and customers' needs. Content management requires that tools be configured to support authoring, reviewing, and publishing tasks, but first, those tasks must be designed. Designing content and the processes to create, review, and publish it is what information architecture is all about. The Information Architecture section of The Rockley Report will focus on the different aspects of information architecture for content management. This article introduces you to some of the components of information architecture that we will cover in The Rockley Report over time.

Rockley, Ann. Rockley Bulletin (2004). Articles>Content Management>Information Design>Content Strategy

Information Delivery: Single Source Documentation for Multiple Delivery Mechanisms  

Information for a software product is often presented in multiple places and in multiple formats, including printed manuals, quick-reference cards, online Help, online tutorials, online product information, and training materials. Delivery formats can include Acrobat Portable Document (.pdj files, he&n ( hlp) Jiles, HTML ( htm) files, PostScript Jiles, Write (wri) files, text files, and document book$les. Delivery media can include CD-ROM, floppy diskettes, magnetic tape, Web pages, and paper.

Flanders, Melanie G. and Nicole Y. Smart-Wycislo. STC Proceedings (1997). Articles>Content Management>Single Sourcing

Information Development Organizations Evolving to Keep Pace with Change: A Collaborative Conversation of Information Development Managers     

This article reports on an online discussion of the Advisory Council for Information Development Management (CIDM), which is composed of directors, managers, and CEOs from corporations and a consulting firm. The conversation, conducted over 3 weeks in January 2000, covered several key themes: The expectation of greater productivity while budgets are flat or decreasing Meeting this expectation means a considerable rethinking, doing more with less, improving processes, and understanding total cost. The need for higher quality and improved usability This important need leads some organizations back to traditional editing, to embracing different development techniques (such as single sourcing, structured documents, and standard English), and to more robust interfaces. Innovative leadership and effective organization Strong leadership in a supportive and flexible organization is ultimately the cornerstone for success.

Rosenquist, Deborah J. Technical Communication Online (2001). Articles>Management>Collaboration

The Information Management Model  

Our grasp of single-sourcing has come a long way in the past few years. This is thanks in part to technology that makes it easier to reuse content and in part to our pundits that introduce new ideas into our community. However the practice of single-sourcing is not new. For decades other industries, such as manufacturing and software engineering, have been producing components designed to be reused in products across their companies and their industries. What we lack that has made single-sourcing successful in other domains is a common standard for the components. To reach any real measure of success, we must seek to standardize how we manage information. The Information Management Model is an idea that aims to take a step in that direction.

Hanna, Rob. STC Proceedings (2005). Articles>Knowledge Management>Information Design