bookmark_borderDITA is not the answer

Single sourcing is good, I’m sure most of us can agree on that, but I’ve recently been wondering if perhaps DITA isn’t quite good enough?

The thing is, I’ve been looking at DITA as a solution for our single sources needs for a while now. I’ve attended conferences, read whitepapers, listened to vendors and everything else that goes with it and I’ve got a pretty good handle on things. If applied correctly the benefits you can gain are very large, although the same can be said of any other single source project, yet what seems to be consistently missing during all of these wonderfully theoretical discussions is the cost and impact of getting such a solution “applied correctly”.

A key part of planning to move to single source, of which DITA is only a part, is understanding the business needs and technological requirements of all of the content producers in your organisation. Traditionally that means Technical Communications, Training, Pre-Sales and Marketing, with perhaps other flavours to be considered depending on how your company is structured.

However, if those parts of your organisation aren’t yet ready to move, then the business case changes. At present this is the situation I’m in, so I find myself looking for a short-term (2-3 year) solution that won’t lock us in to a proprietary format and that can give us benefits as soon as possible.

Re-use is our main reason for moving to single source. We don’t (yet) localise, and there is only one other team that has any interest in re-using our content (and even then, they are likely to use it as an source of verification, not a source of content). With that in mind, and with the proviso that I’ve used it previously, we are looking at AuthorIT.

Yes it does mean we forego a lot of the power of DITA but as it will allow us to tag topics accordingly (in keeping with the DITA model) and it does have an XML DITA output option, then it shouldn’t lock us in. I’m willing to put up with a little pain further down the road to get the benefits now.

I’m still not entirely sure what else we are missing. We publish PDFs, HTML and Javahelp, all of which AuthorIT handles, and as yet we don’t have a need to dynamically publish information based on metadata. If that changes in the near future then we’ll handle it appropriately but it isn’t on anyone’s radar.

I am concerned about the versioning capabilities of AuthorIT as we maintain the last 3 versions of all our publications, but I know there are ways to achieve this in AuthorIT. I doubt it will work as well as our current system (FrameMaker files in an SVN repository) but, as is always the case, I do expect we may need to make some compromises to get ourselves moving towards single sourcing our publications. This is our main pain point and so becomes the focus for any possible solution.

DITA remains the long-term goal but, and I’ve said this before, until there is an all in one solution that is easy to rollout it remains marginalised as a viable option. Most of us need to produce some form of business case to justify such purchases and, at present, DITA is still too costly an option. I’m always happy to learn new things, and whilst I would love to be able to invest time and resource into creating and maintaining a DITA based solution, I just can’t justify it.

All of my research suggests that, rather than being a simple installation and conversion process, creating a DITA solution requires a lot of technical know-how and a not insubstantial amount of time and resource. We can handle the first, the latter is (I believe) not yet at a level which makes it cost-effective.

Ultimately, for the moment, DITA costs too much.

Do you agree? Can you prove me wrong? I’d love to hear your thoughts on this, particularly if you have implemented DITA already. I’m keen to hear just how more productive a DITA solution can be if you aren’t involved in localisation. Have you recouped your costs yet?

Perhaps DITA is only really applicable for those with large budgets and the chance to invest heavily upfront. Alas I’m not in such a position. For the moment.

bookmark_borderFree Software

Just in case you’ve missed these, TechSmith are giving away free versions of their software. Admittedly they are older versions but you can upgrade them for less than the full price of the newer versions.

Obviously they are hoping people will try them and like them enough to pay for the latest version:

TechSmith have another product, which will capture images and video as well; Jing is available for both Windows and OSX, but it seems to be primarily aimed at sharing the content online.

What I’d really like is Skitch for the PC.

bookmark_borderThis is not a video

As I mentioned previously, the opening presentation at TICAD was by Adobe and featured their vision of the future of Technical Communications and information development. Apparently that future includes video.

Video has been available to many for a few years now, yet it is never really the main focus of a documentation team. Tom has questioned this as well:

“For too long I’ve minimized the importance of the audiovisual. Captivate — the industry standard tool for creating screen demos — is actually a relatively simple application. Mastering it and integrating audiovisual into user help will take it to the next level.”

This echoes what Adobe suggest, no big surprise there, but I have to admit that I don’t fully agree.

As a quick learning tool, I’m sure videos (screen demos) are useful, but I wouldn’t really know as I’ve never used one as a primary source for learning about a product and I’m not sure I know anyone who has. Of course that’s not to say they don’t have value and with some research into the intended audience I’m sure it can be proven that they have a valid place in the product documentation set.

However my initial thoughts on the matter are hard to shake.

It may be one of the unwritten rules of documentation, the rules that few people question and may well be inaccurately applied, but I’ve always operated under the assumption that people only use the documentation when they are stuck.

Of course this is a broad sweeping statement but I believe that it is true for the majority of software users. So, if that is the case, what is their mindset when they finally give in (having asked a co-worker and searched Google to no avail) and fire up the online help or open the user guide? Typically they will be annoyed and want an answer or fix pretty damn sharpish.

Why, in that case, would they even consider sitting through a 2 minute video that explains how to use the functionality with which they are currently battling?

To be fair, Tom isn’t suggesting this approach but I think it’s wise to counsel against this trend lest it be used too heavily. A few short demos of how to complete core tasks, accompanied by a comprehensive help system or user guide is the best balance.

My fear is that the “cool” effect will override sensibilities and we’ll be plagued by popup videos and worse in the future.

The written word certainly isn’t the only way to effectively communicate information, and as technology progresses we will all need to carefully match the available delivery mechanisms with the information we need to deliver. The key word here is “carefully”.

I’d love to hear from anyone who is already doing something like this, I’ve not used Captivate, nor offered any form of video as part of a documentation set before as they didn’t match the audience profile but I’d be interested in hearing how successful they were.

bookmark_border[insert large cat themed title]

That is a “large cat” not a “large title” that is “cat themed”. Although that would work too I guess…

Mac owners the world over know that tomorrow sees the release of the most important new piece of software for sometime. Just after Apple have released record figures which see them now positioned as the largest PC hardware manufacturer on the planet, tomorrow should add to the current buzz.

Yes, that’s right, tomorrow will see millions of fans flocking to stores to get their grubby hands on Pro Evolution Soccer 7!!

I can’t wait. I’ve read all the reviews and it looks good… Sure it will look better if you are playing it on a PS3 or XBox 360 but hey, my little PS2’s doing fine thankewevewymuch.

OK. I confess, I too am intriguingly excited about the new version of Apples OSX. Codenamed Leopard the Mac websites have been banging on about this for a while now and, frankly, I’m glad it’s almost here because it is getting a little boring. For sure there are plenty of posts about preparing for an upgrade, what will be in the upgrade, what’s good about the upgrade, what’s bad about the upgrade, and so on, but geez give it a break!

In saying that, despite the wealth of information that has been published about Leopard there is one thing which hasn’t really been taken into account, at least not that I’ve seen. There are a large number of people who will be updating their version of OSX for the first time. Like me, there are a lot of new ‘switchers’ who have probably only recently gotten to grips with OSX, and got it all tweaked as they want. What of us ohh hallowed fanboy website?

From what I can tell, you can upgrade in situ, and nothing much should break. Or you can do a fresh install which will take you back to the default settings. I’m not sure if that wipes out user accounts as well, I guess it does.

I do have a list of the apps that I’ve installed, and kept, on my MacBook and we don’t keep files on it so, other than the odd file or two, there isn’t anything on it that either of us is particularly bothered about. A clean install is the mostly likely option. However I’ll probably hold off until later on, as I don’t really need any of the new functionality… mind you, I do have a trip towards the end of November, an ideal time to play with a new OS… hmmmm.

And, of course, there is no small amount of curiosity on my part. I’ve upgraded Windows machines all way through from 3.1.1 to Windows 95 (BETA), from 95 to 2000 (thankfully never from Windows Me), and from 2000 to XP. I don’t think I’ll ever be bothering with Vista. I’m keen to see how different the process is with the Mac OS as my experience with it suggests that it will be much smoother.

What about you, fellow Mac user, are you going to be upgrading? Have you upgraded before? If so, any hints or tips for us newbies? I

bookmark_borderGoogle Docs

Make my living writing software documentation. There is, of course, much more to it than that, but that remains the bulk of the job. I also write as a hobby, both on this blog and on my other more personal blog. I also maintain a third website although that has been somewhat neglected recently (note to self: get the finger out!).

Suffice to say I write a lot.

In addition to that I have also adopted what is increasingly known as ‘web worker’ tendencies. As I work with, and on, computers it is simple enough to switch between different tasks, and the web is a key part of that working practise.

And the key part of that practise, for me, is Google Docs. The ability to import and export to Word, to easily maintain the content in relevant folders, and of course the ability to access and edit the content from any PC… well it’s almost a no-brainer.

But one thing that I’ve recently found useful, is the ability to share the documents, allowing others to view and edit them. Admittedly it was only between two people, but if you have a small team, or are working on a project that spans the globe (something that is increasingly common these days) then it’s worth having a look at Google Docs.

bookmark_borderA few days of misc

OK, a conscious decision to not think about this blog has meant a fair amount of stuff is getting ‘done’. But I won’t bore you with the minutiae of the past few days as it mainly consisted of shuffling stuff about (mainly into loft), a fair amount of tidying up, a large amount of throwing crap out, and a growing pile of stuff to be “put in car to take to charity shop”. You know how it is.

Aside from that a few things have floated to the top of the pool of things “to be considered”, whilst others have merely skimmed the surface leaving only minor ripples in … yeah, enough of that..

Some thoughts from the past few days:

  1. I am really REALLY beginning to miss running, starting physio on knee next week, and dieting has started (ish). Hoping to lose weight, tone up, and whatnot before I start pounding the pavement again. Considering not running until next year to give me a chance to improve other areas first. Thoughts?
  2. Hard drive enclosures – I have two large hard drives sitting dormant in my old PC. Whilst looking for enclosures I spotted some ‘media capable’ ones with various outputs and gubbins. Anyone got something like this? Is it worth it? I’m thinking: download TV episode in HD, copy to media enclosure, watch on HD TV. Yay or nay?
  3. Bluetooth mouse – I am still loving the MacBook (alas I can’t make it my main machine) but have never enjoyed using a trackpad. So I’m in the market for a bluetooth mouse. A quick Google found me the Logitech V270 which looks OK but, of course, I’d love to hear your suggestions. No cables please (duh), and I need two buttons!
  4. Leopard – new version of the Apple operating system out on 26th of this month. £80 from Amazon.
  5. Speaking of paying, after downloading In Rainbows for £0.00, I’ve since been back to offer the princely sum of £7.43. I think that’s fair.
  6. Ohh yeah, I’m now, as of Wednesday, 34. Birthdays are becoming increasingly pointless, I think my 35th may be the last I acknowledge (more on this later).
  7. Cape Apple and Mango juice is delicious. Alas the packaging is cack and it’s impossible to pour it without “glugging” and splashing juice all over the place. Me does not like wiping up in the morning (wait, that sounds worse than it is…).
  8. Linux – old PC lying dormant (see point 1), so maybe a chance to play with.. Ubuntu? No idea where to start though, pointers welcomed.
  9. This weekend will continue the decluttering and should see me finally finished with ripping all my CDs to MP3 and most of them will be stashed in the loft. That means I’ll have 6 Benno CD towers (from IKEA) which I would like to find a use for… creative suggestions welcomed.

Normal service will be resumed at some point, although I do have another blog you know, and I am still twittering away like an idiot.