The future is here and it’s spelled DITA

If you are considering moving to an XML implementation of your content, DITA is the way to go whether or not you're using a Content Management System. When I first started playing with structured content, I had a dilemma as to whether to move toward DITA or DocBook. DITA is proving to be the winner of this contest. DITA is not just a DTD or XML schema in which to provide information; it is a true architecture that allows for unlimited extensibility. That said, extending a DITA implementation is not that simple, but to a seasoned XML jockey, not hard at all. It requires creating some new XML that inherits from a piece of the existing DTD. Once the extension is created properly, it fits right into the architecture and should work with the existing tools.

Both DITA and DocBook have wide adoption and lots of already developed tools and processes. DITA is quickly being adopted by more and more mainstream applications. The most prominent evidence of this is Adobe Framemaker. Framemaker has become a real XML WYSIWYG editor, allowing users to edit DITA topics without having to convert back and forth between file formats. The latest version wraps a full DITA implementation, allowing users to develop DITA topics and maps using a familiar and powerful interface. Other applications which have adopted DITA include XMetal, Arbortext Author, and several Content Management Systems, like SiberLogic, and Vasont, and Astoria.

John Sturman, Senior Consultant Documentation Strategies, Inc.

Hello? Is Anybody Listening?

Communications happens on a consistent basis throughout much of our waking hours. For as 'natural' as communicating can be, why is it that in when communicating should be happening the most, we seem to stall in the middle of the road?

Especially in the world of business, every type of communication has an outcome within the work environment. Whether it is done as part of the normal work day or is enveloped into a small to large project, poor communications can impact the success of a project, as well as the parties involved.

Proper, solid communication is the foundation of any good business. How a company communicates with other companies, customers and their staff will have a direct impact on the successes or failures. In today's world of information technology, pretty much any type of communication can be used and re-used in a variety of ways.

A few different ways of purporting good business communication are:

• Establish communication plan(s) as necessary business-wide or project-wide.
  
• Educate employees in communication techniques and protocols.
  
• Use a variety of tools. Putting all your eggs in one basket may leave you with an empty basket.
  
• Would you rather do business with a company that is progressive and flexible or one that has tunnel vision and is outdated?
  

Today, many businesses use the Internet for communicating. Even though electronic communications is considered state-of-the-art communication, it can also be a challenge to make it work positively and effectively because of the lack of body language in the communication. The receiver of the communication can only make interpretations based on the words alone. On the other hand, when written with professionalism, expertise and proper business etiquette, it can be a very successful tool.

Not all communication is written so don't forget body language! Body language works like a 2-way street. Your body language in conveying your information will weigh heavily on the listeners' approval or disapproval of what you are trying to accomplish. In the same respect, watch your audience as your speak. Are they alert and responsive to what you are saying? Are they yawning and rolling their eyes, playing with their pen or drawing pictures on a piece of paper? Remember to pay attention to yourself as well as your audience.

Business communication will only be as good as Management allows it to be. This can only be done by leading by example. Management needs to provide the communications plan, provide the tools, educate all parties involved and keep in mind that good communication will be only as good as the investment that is made into it on a continuous basis.

Susan Combs, Project Office Manager, Documentation Strategies

A Content Management System is only as good as the organization implementing it

I recently attended the DocTrain East conference. Writers, managers, localizers, and vendors converged on Lowell, MA for this four day event. At DocTrain, people from all parts of the tech writing world come together to discuss and learn about technologies and methods relevant to their industry. One of the most important lessons I learned is that people play a greater role in a successful Content Management System project than the technology used.

"What Content Management System should we adopt?" is a regular question that many documentation organizations ask. This is a simple question with no simple answer. There are many Content Management System vendors, but more importantly, every organization has different needs and ways of working. It quickly becomes clear that choosing a vendor should be one of the last decisions made in the long process of adopting a system. As one of the presenters said, "it's not a how-to but a who-to". In other words, it's not what system you're using but who is using the system. You can have the best Content Management System but if people are resistant to the process you'll end with up with disaster. At the same time you can give a mediocre system to a dedicated group of people and be very successful.

John Sturman, Senior Consultant, Documentation Strategies