Struggling with an ever-growing backlog of technical content to be updated? Always saying, “there has to be a better way”? Topic-based authoring could be what you’re looking for.
This key feature of modern authoring tools is a shortcut to easy content reuse, storage, search and composition. Our guide goes into detail on the advantages of using this game-changing technique for more effective technical content production.
What is Topic-based Authoring?
Topic-based authoring is a specific technique within structured authoring, which is the general idea of organizing content components in a modular, reusable way. Topic-based authoring is the aspect of identifying discrete ideas (“topics”) within a subject or theme, and cataloguing each one with distinct metadata. A useful analogy is to think of the main subject as a ‘book’ while a topic would correspond to a ‘chapter’ within that book.
Within the context of the overall subject each topic can stand alone, meaning it can be inserted anywhere in the content or combined in countless ways, without the need for additional explanation. If a topic touches on another aspect of the subject, this can be dealt with by incorporating links and cross-references. That way, related topics are interconnected, allowing users to navigate between them and build a better understanding.
Working in parallel with topic-based authoring are other structured authoring techniques, like content models (to ensure consistent formatting across each piece of content) and metadata schemas (to optimize the components for findability).
Benefits of Topic-based Technical Writing Tools
Technical writers need to produce large quantities of content that has to be up-to-date, easily navigable and informative. They must also do this within commercial timelines guiding product development and launches, meaning they are often against the clock.
Topic-based authoring helps writers with this because it’s a technique for creating, managing and updating content more easily and more effectively. These are the four key areas where it makes a difference:
- Reusability: Topics can be reused so that the same information can be included in different contexts, platforms and formats–such as user manuals, online help, training materials, and knowledge bases.
- Flexibility: A body of content can be easily reorganized and updated by adding, removing, or rearranging topics.
- Improved findability: Writers can quickly find the topic they need for any content project, which is the underlying functionality contributing to the previous point.
- Consistency: Since each topic has a predefined language, structure and style, writers know that all pieces across the entire content set will have consistent tone and terminology.
- Improved user experience: By using proven modules, writers can ensure that each topic is easy to understand and follow.
- Reduced support costs: Consistent documentation reduces user errors and confusion, leading to fewer support requests.
- Enhanced brand image: All the above points lead to trustworthy documentation, which gives an air of professionalism to all content representing your brand.
Why is Topic-based Authoring Suited to Technical Writing in Particular?
The benefits of this authoring technique resonate especially with technical writing because its goal is to clearly explain complex concepts and procedures so that users can understand and follow instructions.The same information often needs to be adapted for audiences that can range from schoolchildren to product developers, and for a variety of platforms and formats, like user manuals, training courses and online help systems.Another major point is that technical writing is subject to frequent updates because technology itself evolves rapidly. Topic-based authoring enables writers to easily adapt content by adding, removing, or rearranging topics in line with changes in the product they’re describing.Finally, brand identity is closely tied to the quality of advisory materials accompanying products and services, and consistent content obviously plays a role in this area, reflecting the brand’s authority.
Examples of Topic-based Authoring
The modular structure of topic-based authoring is apparent in most manuals today. Each page has identical formatting, with paragraphs strictly covering details implied by the section title, and advisory notes or secondary information are often color-coded the same way throughout the booklet.Page references for related information are easy to spot, and in online formats these are always displayed as hyperlinks. The content is usually concise and focused, avoiding unnecessary repetition or digressions.Solution providers like Heretto.com feature client case studies showing how organizations use structured authoring to facilitate a number of content management tasks, like scaling production or centralizing content for use by departments in different countries. A good example is the case of the American Joint Committee on Cancer (AJCC), which is the prime source of information specialists use to define cancer stages.The AJCC needed to transfer information from its traditional, 1000-page, bound guide on cancer staging to a digital platform that would be accessible by hospitals’ information systems. Heretto’s Component Content Management System (CCMS), powered by DITA authoring, provided the AJCC with an authoring and review process that was easy to learn and implement, allowing over 400 contributors to author and edit information through a single, online repository.
Best Practices for Technical Writing Software with Topic-based Authoring Capability
Getting the best results from structured authoring software requires some degree of analysis and strategic thinking prior to building the repository. Here are some basics that will help you get the most out of this technique when authoring technical content:
1. Make a Content Reuse Plan
Start by identifying the information that can be reused across different documents or contexts. This could include descriptions of features, processes, or common tasks. Visualize a title for each topic, noting whether it correctly summarizes the purpose of each section.
2. Structure Your Content
Group topics together so that they can be organized as headings and subheadings, which improves readability and navigation. Apply consistent formatting throughout your content, including font styles, spacing, and use of lists or bullet points. Add metadata to your topics to provide context and improve searchability.
3. Use Clear Language
Avoid jargon and technical terms whenever possible. Write from the perspective of the user, addressing their needs and questions. Incorporate diagrams, screenshots, and other visuals to enhance understanding.
4. Optimize for Findability
Incorporate relevant keywords in your titles, headings, and body text, so a basic search will show readers which sections address their query. This can be supported by jump links in the table of contents. Use cross-references to link related topics. This provides context and encourages further exploration of the material.
5. Collaborate Effectively
Define roles, responsibilities and timelines for content creation and review so all participants have a good understanding of the expected workflow. Version control is a useful tool in this context, tracking changes and revisions so that team members can rapidly assess the status of each piece. A real-time chat service like Slack ensures open communication, keeping everyone on the same page.
How to Choose the Best Topic-based Authoring Tool
A good choice of tools goes a long way to enabling these best practices. So what should you look for in a suitable ally for structured authoring? Here are five facets to consider, and the details they entail:
Features and Functionality
Top of the list is the ability to function as a central repository for topics, supporting content modules and single-sourcing. During the content creation phase, you will need to be able to edit various content types (text, images, video), and upon publishing be sure you can cater to multiple output formats, such as HTML, PDF and mobile, ideally with the possibility of customization. Collaboration features can prove their worth at all stages of content planning and production, at a minimum allowing workflow planning and review, as well as version control for each project.
User Experience
Your authoring tool should be intuitive and easy to navigate, with a user-friendly interface that supports your writing process. That goes for the self-help documentation guiding the use of the platform too, or any training resources that are provided. Today, it’s also common for online systems to link directly to the vendor’s customer support system, which is a bonus.
Integration and Compatibility
Seamless integration with your existing tools is essential. Consult the vendor to be sure that the tool integrates with your current content production systems, source code repositories, and other relevant platforms your content depends on. Verify that the solution supports your preferred content formats (e.g., DITA XML, Markdown) and adheres to industry standards (e.g., DITA, SCORM) to guarantee smooth content exchange and future-proofing.
Scalability and Performance
Check that the tool will be able to handle your existing content volume as well as scaling correctly as your content grows. Scalability primarily implies increased demand in terms of repository volume, but could also be affected by the number of people accessing the system and the tool's agility in handling content updates, publishing workflows or user requests. Cloud-based solutions offer particularly consistent performance as demand increases.
Cost and Value
Factor in the total cost of ownership (TCO), including licensing fees, implementation costs, and ongoing maintenance, to decide whether the pricing model promises a return on investment (ROI). Will the tool help you save time, reduce costs, and improve content quality? You may wish to raise your budget to ensure such benefits.
Vendor Reputation and Support
Choose a vendor with a proven track record and a strong reputation in content authoring. Look for a vendor that provides excellent customer support and maintains an active user community for knowledge sharing and assistance.
A New Way of Authoring Technical Content
Looking to jump-start your content production process? A CCMS featuring topic-based authoring tools could be just what you need to create high-quality, user-friendly technical documentation at volume. Request a demo today to see how content authoring has evolved.
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