Our previous TechCom article introduced the Content Solution Equation and the primary variables:

SOLUTION = Content Types + Authoring Tools + Repository + Roles + Processes + People + Governance

This article is a deeper dive on the Content Types, which can be described as the required and optional unique document sections and/or topic types such as chapters, sections, subsections – the content outlines – all tailored to meet consumers’ usage models.

A key concept here is that the term ‘document’ is a carry-over from the print era, and is a somewhat random collection of ‘content types’. Many companies who provide all content online have virtually eliminated the concept of “document”, and simply provide the unique content types, typically aligned to the product’s physical, functional, performance, and procedural considerations. However, surprising as it may seem, many companies still aggregate their content into printable ‘document types’, even in the online content era. Eventually, we will think in terms of content types, and documents will become obsolete. That said, this article further explains the logic behind document types.

Historically, the primary document types for many product types were user guide, reference guide, getting started guide, and performance data – often called datasheet. Document names and content outlines vary, yet their intent is basically the same as it has been for decades:

• User Guide: describes the ‘static’ content such as functional and procedural information that typically does not change significantly over time, even from one product revision to the next.
• Datasheet: describes the ‘dynamic’ content such as physical and performance characteristics, which are subject to change with each product revision.
• Reference Guide: often an alphabetic list of the various physical, functional, performance, and procedural aspects of a product, designed for quick access to the desired bit of content and/or knowledge. Most Knowledge Bases are examples of such alphabetic listings of topics.
• Getting Started Guide: procedural content that guides you through initial product setup, installation, configuration, addressing error messages, and initial usage.

When content experts are involved early in product planning, they can work with the product development team on planning the development of the product’s physical, functional, performance, and procedural content. By prescribing relatively easy ways for subject matter experts (SMEs) to provide this content, the overall product cycle time can be reduced by creating content ‘right the first time’, which reduces subject matter expert (SME) time on content development, and minimizes post-processing time on tasks such as edit/review/resolve.

This type of content definition and re-architecture is in line with XML and DITA logic. Our consultants have experience with mapping content from the old document model into the new XML DITA concepts of topics and maps. Many companies realize the benefits to User Experience (UX), content reuse, reduction of engineering/SME time on content roles and asks, and localization.

If you are considering improvements to your content plan, develop, reuse, localize, and publish goals, contact us for more information!