Harry Porthouse

1. The Many Faces ofThe Many Faces of
Content ReuseContent Reuse
Presented by:Presented by:
Harry PorthouseHarry Porthouse

2. VASONT SYSTEMS 2
– Provider of content management
software and data services backed by
60 years in the information management
industry
– The Vasont CMS manages multilingual
content as a single source for maximum
component-level reuse and multi-
channel delivery for publications,
including:
• Technical documentation
• Training materials and online knowledge
centers
• Reference manuals
• Catalogs
www.vasont.com
Harry Porthouse
Eastern Regional Manager

3. VASONT SYSTEMS 3
Topics to Cover:Topics to Cover:
• What is content reuse?
• Why is it important?
• Content reuse techniques
• Best practices for reusing content
• Chunking and organizing content for maximum
reuse
• Pitfalls to avoid

4. VASONT SYSTEMS 4
Content reuse: Recycle,Content reuse: Recycle,
consolidate, conserveconsolidate, conserve

5. VASONT SYSTEMS 5
Copy and paste vs.Copy and paste vs.
content reusecontent reuse
Content
WARNING:
Don’t stick your finger
in the electrical outlet.
Website
Help File
User ManualContent
WARNING:
Don’t stick your finger
in the electrical outlet.
Website
Help File
User Manual
Content
WARNING:
Don’t stick your finger
in the electrical outlet.
Content
WARNING:
Don’t stick your finger
in the electrical outlet.

6. VASONT SYSTEMS 6
Tools for reusing contentTools for reusing content
Content management systems provide effective
features for reusing content

7. VASONT SYSTEMS 7
AgendaAgenda
• What is content reuse?
• Why is it important?
• Content reuse techniques
• Best practices for reusing content
• Chunking and organizing content for maximum
reuse
• Pitfalls to avoid

8. VASONT SYSTEMS 8VASONT SYSTEMS 8
Benefit #1:Benefit #1:
Content reuse reducesContent reuse reduces
the workloadthe workload

9. VASONT SYSTEMS 9
Benefit #1:Benefit #1:
Content reuse reducesContent reuse reduces
the workloadthe workload

10. VASONT SYSTEMS 10
Benefit #2:Benefit #2:
Content reuse cuts down onContent reuse cuts down on
creation timecreation time

11. VASONT SYSTEMS 11
Benefit #2:Benefit #2:
Content reuse cuts down onContent reuse cuts down on
creation timecreation time
The author is assigned 10 topics to create.
Scenario A: The writer creates each topic from scratch.
10 topics X 2 hours/topic = 20 hours creation time
Scenario B: 8 of the 10 topics can be reused from existing
content:
2 topics X 2 hours/topic = 4 hours creation time
8 topics X 5 minutes/topic = 40 minutes searching & reuse time
4.7 hours total creation time
20 hours – 4.7 hours = 15.3 hours saved with reuse =
77% less creation time

12. VASONT SYSTEMS 12
Benefit #3:Benefit #3:
Content reuse keeps messagesContent reuse keeps messages
in syncin sync

13. VASONT SYSTEMS 13
Benefit #4:Benefit #4:
Content reuse reduces revisionContent reuse reduces revision
effortsefforts

14. VASONT SYSTEMS 14
Benefit #4:Benefit #4:
Content reuse reduces revisionContent reuse reduces revision
effortsefforts
A writer must revise a topic that is used in 10
documents.
Scenario A: The topic was copied and pasted in each document.
10 documents X 1 hour/document = 10 hours
Scenario B: The topic was reused in each document.
1 document X 1 hour/document = 1 hour
9 documents X 0 hours/document = 0 hours
1 hour total revision time
10 hours – 1 hour = 9 hours saved with reuse =
90% less revision time

15. VASONT SYSTEMS 15
Benefit #5:Benefit #5:
Content reuse trims translationContent reuse trims translation
costscosts

16. VASONT SYSTEMS 16
AgendaAgenda
• What is content reuse?
• Why is it important?
• Content reuse techniques
• Best practices for reusing content
• Chunking and organizing content for maximum
reuse
• Pitfalls to avoid

17. VASONT SYSTEMS 17
Technique #1:Technique #1:
Explicit ReuseExplicit Reuse
– Utilizing the same component in multiple locations as
identified by the user
Manual Model
C
Manual Model
B
Content
To turn on the phone:
1. Press and hold the ON button for
three seconds.
2, The display will light up.

18. VASONT SYSTEMS 18
Technique #2:Technique #2:
Clone ReuseClone Reuse
– Taking existing content and using it as a starting point
to branch in a different direction
Manual Model A Model AManual Model B

19. VASONT SYSTEMS 19
Technique #3:Technique #3:
Variable ReuseVariable Reuse
– Explicit reuse where some conditionality is built in
through use of entities and metadata
Content
Your cell phone uses ________
batteries.
Manual Model A
Your cell phone uses AA
batteries.
Manual Model B
Your cell phone uses
rechargeable batteries.

20. VASONT SYSTEMS 20
Technique #4:Technique #4:
Implicit ReuseImplicit Reuse
– System automatically identifies common content to
eliminate re-creation
Content
WARNING:
Don’t use the phone at a refueling
point.
Manual Model A

21. VASONT SYSTEMS 21
Technique #5:Technique #5:
Alias RepurposingAlias Repurposing
– Taking a unit of content and reapplying it in a different
tag set for use in a different context
Manual Model A
<p>Your cell phone uses AA
batteries.</p>
Web site
<faq>Your cell phone uses AA
batteries.</faq>
Content
Your cell phone uses AA batteries.

22. VASONT SYSTEMS 22
Technique #6:Technique #6:
NormalizationNormalization
– Identifying all the similar content and easily spotting
reuse opportunities (and sometimes mistakes) through
our unique pure content view
Manual Model A
WARNING:
Don’t use the phone at a
refueling point.
Manual Model B
WARNING:
Switch off the phone at a
refueling point.
Normalized
WARNING:
Switch off the phone at a
refueling point.

23. VASONT SYSTEMS 23
Technique #7:Technique #7:
Reuse of Unstructured ContentReuse of Unstructured Content
– Mix and match structured and unstructured content in
the database
Content
Manual Model B
Manual Model C

24. VASONT SYSTEMS 24
Technique #8:Technique #8:
Translation ReuseTranslation Reuse
– Automatic reuse of multilingual content when base
language content is reused
Manual
Model A
Manual
Model B
Manual
Model A
Spanish
Manual
Model A
German
Manual
Model A
French
Manual
Model B
Spanish
Manual
Model B
Chinese
Manual
Model B
French

25. VASONT SYSTEMS 25
AgendaAgenda
• What is content reuse?
• Why is it important?
• Content reuse techniques
• Best practices for reusing content
• Chunking and organizing content for maximum
reuse
• Pitfalls to avoid

26. VASONT SYSTEMS 26
Best Practice #1:Best Practice #1:
Search before you writeSearch before you write

27. VASONT SYSTEMS 27VASONT SYSTEMS 27
Best Practice #1:Best Practice #1:
Search before you writeSearch before you write
Search A
Search B

28. VASONT SYSTEMS 28
Best Practice #2:Best Practice #2:
Write genericallyWrite generically
Too specific for reuse:
“With the back of the Blackberry facing you, press and hold
the back cover release button. Slide the cover off to remove
the battery.”
Reusable!
“With the back of the phone facing you, press and hold the
back cover release button. Slide the cover off to remove the
battery.”

29. VASONT SYSTEMS 29
Best Practice #3:Best Practice #3:
Use basic languageUse basic language
Don’t try to be “clever:”
“Nothing sucks like an Electrolux.”
“Turn it loose” → “Suffer from diarrhea”
Avoid clichés and jargon:
“Thin skin” → “Thick-skinned hippopotamus”
Avoid abbreviations:
“GPT” → “I’ve farted”

30. VASONT SYSTEMS 30
Best Practice #4:Best Practice #4:
Use writing guidelinesUse writing guidelines
Determine editorial style guidelines:
“Replacing the battery” vs. “Batteries” for section/topic titles
Manage terminology:
Acceptable: “software”
Not acceptable: “program” or “application”

31. VASONT SYSTEMS 31
Best Practice #5:Best Practice #5:
Store your content in one formatStore your content in one format
W
EBSITE
USER
M
ANUAL
HELP
FILE
PARTS
CATALOG
BULLETIN

32. VASONT SYSTEMS 32
AgendaAgenda
• What is content reuse?
• Why is it important?
• Content reuse techniques
• Best practices for reusing content
• Chunking and organizing content for maximum
reuse
• Pitfalls to avoid

33. VASONT SYSTEMS 33
Analyze documents toAnalyze documents to
identify potential reuseidentify potential reuse

34. VASONT SYSTEMS 34
Identify sensitive contentIdentify sensitive content

35. VASONT SYSTEMS 35
Determine a logicalDetermine a logical
granularity levelgranularity level

36. VASONT SYSTEMS 36
Organize content intoOrganize content into
“parts bins”“parts bins”

37. VASONT SYSTEMS 37
AgendaAgenda
• What is content reuse?
• Why is it important?
• Content reuse techniques
• Best practices for reusing content
• Chunking and organizing content for maximum
reuse
• Pitfalls to avoid

38. VASONT SYSTEMS 38
Pitfall #1:Pitfall #1:
Not chunking enoughNot chunking enough

39. VASONT SYSTEMS 39
Pitfall #2:Pitfall #2:
Chunking everythingChunking everything

40. VASONT SYSTEMS 40
Pitfall #3:Pitfall #3:
Inadequately securing reusableInadequately securing reusable
contentcontent

41. VASONT SYSTEMS 41
Pitfall #4:Pitfall #4:
Reusing content withReusing content with
cross-referencescross-references
Model A Manual Model B Manual
Section 1
- Refer to Section 7
Section 2
Section 3
Section 4
Section 5
Section 6
Section 7 ??????
Section 1
- Refer to Section 7
Section 2
Section 3
Section 4
Section 5
REUSE

42. VASONT SYSTEMS 42
RecapRecap
• What is content reuse?
• Why is it important?
• Content reuse techniques
• Best practices for reusing content
• Chunking and organizing content for maximum
reuse
• Pitfalls to avoid

43. More informationMore information
www.vasont.com
Go to our Events page on our website at
http://www.vasont.com/vasont/news/events.asp
for upcoming events and recordings of previous
webinars
For more tips on content management, read our blog
at http://cmtips.wordpress.com/