Content Reuse can Reduce your Documentation Costs
It can be expensive to create and maintain documentation for your products. The user guides I create cost at least £5000 to write from scratch, and I’m not the most expensive technical writer out there. But there are features in modern technical writing tools that can help to keep your costs down. One of the most important features is generally referred to as content reuse.
Here, I’m going to explain what content reuse is and how it can save you money. I’ll also explain why it is important to hire a technical writer who understands content reuse and knows how to plan for it.
Brace yourself, because this is a long article. You can use the links below to jump to sections if you prefer.
What is Content Reuse?
Content reuse is a way of using the same (or similar) pieces of content in several places. It allows us technical writers to create ‘common’ pieces of information once, in one place. They can then be used in lots of different documents or topics. This means that when content needs to be updated, it can be changed in one place and that change will apply everywhere that the content is used.
For example, let’s say you have user guides for a range of three cameras. The cameras have some features that are common to all three models, so instead of writing the content three times, I would create it once, in one topic. I would then use that topic in each of the three user guides.
And if content is mostly the same, but not identical, there are usually conditon features to allow for alterations. This is better than duplicating similar content.
Now that you know what content reuse is, let’s look at how it can save you time, effort, and money.
Benefits of Content Reuse in Technical Writing
When used correctly, content reuse can:
- Speed up the document creation process.
- Make it easier and quicker to update your documentation.
- Make your documents more consistent, especially if lots of writers work on the same project.
- Help you to avoid duplicating work.
- Help you to avoid extensive copying and pasting (where mistakes often happen).
To take advantage, you need an authoring tool that has content reuse features. My favourite tools are Paligo and Flare, and both have powerful content reuse capabilities. They handle it differently, as Flare is file-based, whereas Paligo uses a database (which gives it extra versatility). If you’re tied to Word, that’s not a problem, as there is a SmartDocs solution that provides a level of content reuse.
You also need a technical writer who understands how to implement content reuse effectively. As an experienced topic-based writer, I know how to use these features and write content so that it is suitable for reuse.
Types of Content Reuse
There are two different types of content reuse, which I think of as ‘topic reuse’ and ‘chunk reuse’. I’m going to explain both, so that you can see how they could make it easier to write and update your documentation. (I’m using the term ‘chunk’ here instead of ‘snippet’, but they mean the same thing).
Many modern technical authoring tools use a topic-based approach, which means that the content is written in lots of individual files (topics) rather than one big file. This modular approach means it is easy to reuse an entire topic in more than one user guide.
Of course, ‘common’ information doesn’t always fit into nice, topic-sized packages. Sometimes, you need to share a smaller amount of information, such as a simple explanation, an example, or a step in a process. Can it be done? Of course. Lots of technical authoring tools have features for creating smaller pieces of reusable information. For simplicity, I will call these ‘snippets’, as that’s what they are called in Flare. Paligo and other tools use different terminology, but the basic principle is the same.
The idea is that you create your reusable content in a snippet, and then you include it in the topics that need it. For example, in Flare, I often create the individual steps of procedures as snippets, as steps tend to be repeated in lots of different procedures. When I’m writing a procedure, I can then embed the ‘common’ steps into place, rather than having to write them separately each time.
In the image below, you can see how ‘snippets’ of information can be written separately to topics, and then inserted into the topics as and when needed.
What If Content Needs to be Similar, but Not Identical?
When you have a set of user guides for similar products, it’s likely that they will have some content that is similar but not exactly the same. For example, you might have introductions that are the same except that the product name is different in each user guide. Authoring tools often have features for handling this, and the two most common are:
- Conditional Text – With conditional text, you can mark content to be included or excluded from your finished publication. This is useful when you need different variants of content, such as different images for different products.
- Variables – Variables allow you to set values for text. These are great for things like product names, where you can set the value to a different product name, depending on which manual you are creating.
For people who aren’t technical writers, content reuse can quickly become frustrating and confusing, especially if there isn’t a clear reuse strategy in place. So when I’m working on a new project, one of the things I always ask is: who will be contributing to the content?
Because if you have a hands-on team, where people will be expected to add to the content themselves, there is a decision that needs to be made – are they going to be trained to use content reuse features, or should content reuse be avoided from the start?
I’ve found that software engineers ‘get it’ very easily, whereas people with different skills sometimes struggle.
The most common problems I see are:
- People changing reused content to suit their purposes, without considering the other places where that content may appear.
- There being no clear content reuse strategy in place, so the whole thing is disorganised. If people can’t find the reusable content, they will recreate it, which goes against the whole purpose of content reuse.
- People including links in the reusable content. It’s fine to include links if you are certain that the target of the link will always be included in the finished document, but that’s not always the case.
It takes some writing skill to create reusable snippets that will work in lots of different topics. Quite often, the content needs to be slightly more generic than you’d normally write, and the writer needs to have an appreciation of how the documentation works as a whole, so that they know the impact of any changes they make.
Content Reuse Strategy
In the wrong hands, content reuse can get really messy, really quickly. I’ve implemented content reuse plans on several projects now, and from experience, I can say that it is really important to make a plan at the start and try to stick to it as much as possible.
Reusable content needs to be planned, written, and organised so that it:
- Is easy to find
- Is generic enough to be used in different topics, but contains all the details that an end user needs
- Only includes links to content that is 100% definitely going to be included in any project that uses the reusable ‘snippet’
- Is consistent.
Every project is different, so there’s no clear-cut right and wrong way of planning for content reuse. But on the projects I’ve worked on, there are definitely some patterns in terms of what content is set for reuse and what is standalone, regular content.
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