writing reusable content to support information models

Pamela KosturPartner

Parallax Communications

Writing Reusable Content to Support Information Models

© Parallax Communications 2007

Introduction

Information models and reusable content

What’s the relationship?How do models define structure?Where does reusable content fit?


What are information models?

Document the structure of your information products

Indicate which components they contain, how the components are structured, and where they are usedIndicate common structures and content across information productsDocument how to write content consistently


What is structure?

The way information products are put togetherThe way content is written within that structureStructure ensures consistency whoever writes the information product or apart of it


Structure of info products

Typically follow a standard order:OverviewProduct featuresProduct specsInstallation proceduresConfiguration proceduresTroubleshooting procedures

Varies depending on type of info product


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 don’t have a standard


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


Compare this structure…


With this one…


And this one…all similar content types


Some of the issues

Programs described differentlyDifferent amounts and types of content throughoutRedundant content within and across program contentInconsistencies in similar content


How to resolve?

Create a standard structure for that information typeIdentify where components are usedIdentify where content can be reusedSpecify how to write content


Sample structure

At a very basic level, it looks like this:


Indicating reuse

Usage information shows other places a component is used:


Annotated sample


Structure and content reuse

Structure helps you toCreate modular pieces of content you can easily reuse (even without CM), e.g., identical application proceduresCreate consistent content so the modules will fit wherever you want to use them


How does structure helpto write reusable content?

It tells you what an information product containsIt tells you where components are usedIt tells you how to write the components so they are consistentIt increases usability

Unstructured content is difficult for readers to follow, for authors to create and reuse


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


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


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


Could this be reusable content?


What about this?


Planning for reuse

Reuse doesn’t just happen—you need to plan for itFirst, analyze content to determine where it can be reusedThen, determine structure to allow reuse


Sample structurewith writing guidelines


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


Apply principles ofclear communication

ChunkingLabellingRelevanceAccessible detailIntegrated graphicsConsistency


Common understanding

Having a common understanding of the standards is criticalAll writers need to understand such things as:

What constitutes a chunkHow are procedures structuredWhat terminology is appropriate


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


Examples

Eligibility

Application process

Eligibility:Eligible businessesIneligible businesses

Application process:Filling out the formSubmitting itGetting helpWhat happens next


Accommodatingdifferences through metadata

Components within reusable content can be tagged with metadata to indicate where they belong

Which information productWhich productWhich user


Summary

Information models define structure, they describe modules, what they contain, and where they are usedModules must be consistentReusable content is based on standards that all writers followReusable content must be usable contentReusable content and structures can accommodate differences


For more information

Contact us at Parallax Communications:Pamela Kostur

[email protected]

Download slides at www.parallax.ca

writing reusable content to support information models

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