Content-Management Readiness: Assessment Tool

Content-Management Readiness: Assessment Tool

Analyze your readiness for XML-based content management. Answer the questions below that address five areas of organizational readiness. Check the boxes that describe your organization. Check only the boxes that represent a regularly performed process.

Organizational Structure

Although it is not necessary for rudimentary content management, a central organization that can take responsibility for developing a comprehensive information model is essential. Individual contributors may be able to implement personal solutions, but enterprise-wide content management requires centralized organizational structures to be successful.

Are authors dispersed throughout your organization, reporting to different managers?
Are you able to create a team able to take responsibility for a content-management solution?
If the team already exists, does it represent most of the authoring groups in your organization?
Do your authors share a common vision of the value of an XML-based content-management solution?
Does your organization have centralized oversight of the development and dissemination of content?
Does your publication staff report to a unified management team?
Do you have a centralized organization capable of obtaining funding for the acquisition and continued maintenance of a content-management solution?

Structured Document Design

A structured document design facilitates the move into an XML-based content-management solution. In a structured environment, staff members use standard templates and style guides to create documents, and the standards are reinforced through editorial reviews. Staff members have a strong commitment to standards.

Do you have standard templates in place for each type of information you develop?
Do templates provide guidance to authors about the content they should include, not just the format?
Does your staff use common authoring tools?
Do you have a standard style guide in place?
Do you use standard naming conventions for files and folders?
Do you perform editorial reviews on the use of templates and conformance to a style guide?

User Experience

A key to developing effective information is a thorough understanding of your users' experience with your print and Web delivery of information. To best meet your users' needs, you need to design information for accessibility and usability.

Have you developed comprehensive profiles of representative members of your user community?
Do you have feedback from users about their experience in finding information on your organization's Web site or in print documents?
Does your customer support organization report that users can find what they need to answer questions or reach their goals using your current information resources?
Have you visited customers' sites to better understand their information needs?

Organizational Commitment

Before you embark upon an XML-based solution, be certain that you have the strong commitment of others in your organization, especially your staff and your managers. Without a commitment to change, you may find it difficult to achieve a timely and seamless implementation.

Have you invested in a thorough stakeholder analysis and found ways to discuss an XML-based content-management solution with key stakeholders?
Do you have a champion for a structured approach among your senior management?
Does your staff welcome the opportunity to find better ways of developing content?
Is your staff excited about using new document-development tools and technologies?
Have you developed a business case for an XML-based content-management solution?
Do you have strong support for your business case from your management?

Reuse Model

Many organizations win acceptance for an XML-based content-management solution because they can promise a significant percentage of information reuse across a wide variety of deliverables. For example, they may find opportunities to reuse modules of information across variations of a product line or between technical documentation and technical training. Managing content in multiple languages, a key part of a reuse model, may also yield a high return on investment.

Do you have many variations on a product line or subject matter that could lead to the reuse of information?
Are you currently reusing content using cut-and-paste or conditional text in a desktop publishing system?
Is similar content shared among documentation, training, marketing, customer support, and other groups involved in the creation and dissemination of information?
Do you translate the same content into multiple languages today but want to reduce costs by implementing a reuse model?
Have you conducted an analysis of your content and found ways to reduce redundancy and inconsistency?

Dynamic Content Delivery

Content management makes use of XML technologies to integrate information from multiple sources, including databases, within an organization. Information developers use dynamic content to add information to specifications, product descriptions, error message and codes manuals, and other publications that benefit from updated information. However, planning for dynamic content delivery requires a level of sophistication in information design that most often occurs in more mature organizations.

Is your organization publishing information that includes changing content?
Have you researched the potential for integrating information from diverse databases into final publications?
Have you ever automated the production of content in which key information changed frequently?
Are departments within your organization interested in developing shared content that is updated automatically?
Are you developing Web delivery in which information is pushed to the users?

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