Scoping Level of Effort and Getting the Right Resources for the Job
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In this session, you will learn proven methods used for scoping the level of effort involved in achieving successful content project outcomes. You will also learn how to leverage this data to strengthen the case for the resources needed to successfully deliver on project goals.
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Scoping Level of Effort and Getting the Right Resources for the Job
- 1. Scoping Level of Effort and Getting the Right Resources for the Job Jason Kaufman President & CEO, Irrevo LavaCon Conference October 18–21, 2015 New Orleans, LA
- 3. Knowledge Management Consultancy Would we work more? Source: http://www.huffingtonpost.com/2013/08/02/extra-hour-a-day_n_3697387.html 1 in 20 Americans said they would do more office work if given an extra hour in the day…
- 4. Knowledge Management Consultancy The business question Can I get this the project done on time with the staff I already have or do I need to get some outside help? To answer this we need two things: • Determine the Level of Effort (LOE) • Determine the best resources who can finish the work on time
- 5. Knowledge Management Consultancy Content projects take time… • Standardization (voice, style & quality revisions) • Consolidation (systems A, B♭, and Cm to system E) • Migration (automated, manual, or both) • Parsing Information (aka “Chunking”) • Validity Audits & Archival • Conversion (pdf > docx > html > pdf) …and they aren't easy.
- 6. Knowledge Management Consultancy Our average workday • Working & related activities: 8.7 hours • Average commute time: 25 minutes (~50 minutes daily) Puts us around the 8 hours per day we’d expect. Travel Time: https://www.census.gov/prod/2004pubs/c2kbr-33.pdf http://www.bls.gov/tus/charts/ NOTE: Data include employed persons on days they worked, ages 25 to 54, who lived in households with children under 18. Data include non-holiday weekdays and are annual averages for 2013. Data include related travel for each activity
- 7. Knowledge Management Consultancy What we’re working on Workfront / Harris Poll 10/2014: The State of Enterprise Work Perception: Full time employees have 8 hours a day to perform core job duties. Reality: We only spend 44.5% performing our Primary Job Duties. Everything else “Wasteful” meetings Interruptions for non-essential tasks Useful and/or productive meetings Administrative tasks Sending, responding to, and sorting email Performing the primary duties of your job
- 8. Knowledge Management Consultancy Job description fine print Candidate must be comfortable performing tasks that are not listed above as well as assuming responsibilities of others within and outside of your immediate department. Further, you may be performing work that is perceived by your boss and peers as low priority where you are unlikely to get recognition. These tasks are likely to take time away from other "mission critical" deliverables but they just need to get done, so… “ “
- 9. Knowledge Management Consultancy Scoping the Level of Effort (LOE) Perform a Content Inventory Perform a Content Analysis Identify your Subject Matter Experts Narrow your focus Create Work streams Create Workflows Calculate the Time per Task Calculate FTE Hours (Level of Effort) 1 2 3 4 5 6 7 8
- 10. Knowledge Management Consultancy Perform a Content Inventory Understand the depth and breadth of the body of content • Content Location (Access, Data, and Export) • File Types (HTML, PDF, Word, PPT, etc) • Content Topics Areas (Categorization / Taxonomy) • Prevalence of Links, Graphics, Tables, Templates • Titles, Tags, and any other metadata • File paths, hyperlinks, filenames 1
- 11. Knowledge Management Consultancy Perform a Content Inventory Metadata Types 1 Collect as much Metadata as you can: • Filenames are sometimes clues to the titles. • File folder paths are sometimes clues to which category of information it falls under, which may provide clues to which Subject Matter Experts might help. • URLs will help access the pages more quickly, but also may provide clues to the Content Topic areas. • File Extensions can be used to give you a count by file type, including images and other multimedia. • Last Accessed, Modified, or Created dates can help discern what may qualify for Archival. • File Size may prove useful data as well.
- 12. Knowledge Management Consultancy Perform a Content Inventory Metadata Data Capture 1 Data capture in a pinch: TreeSize Pro can index file folders and export meta data to various file types including an Excel spreadsheet. SnagIt by TechSmith: Try a Scrolling Window Text Capture and create a text file for pasting into Excel. Viewing the sitemap or search results list in a browser, copy the page into Excel, then NotePad, back to a new Excel worksheet, and then filter out the empty rows.
- 13. Knowledge Management Consultancy Content Inventory Analysis & Metrics Generate the following high-level metrics: 2 • Total Count of Articles • Count of Articles by File Types • Count of Articles by Content Topic Areas Perform a review of a random sample of articles Note: In Excel, create a new column, use the “=RAND()” function and then sort the rows by the random column. Choose a representative sample size for the number of articles you’re working with. • Average # of Images per Article o Rough estimate: Divide the number of Images by the Count of Articles • Average # of Hyperlinks per Article • General observations on content consistency or inconsistencies
- 14. Knowledge Management Consultancy ID your SMEs3 Identify Subject Matter Experts for each Content Area and add their names and contact information to your Inventory list. • Providing a list of topic areas to your various SMEs and ask them to let you know in which areas they are experts. • Or generate a list to the best of your knowledge and ask them to validate your assumptions or point you in the right direction. • There will be gaps and areas of overlapping responsibility, continually ask who might know the most about a certain topic area.
- 15. Knowledge Management Consultancy Narrow your focus4 Determine if there are certain files and folders of information that can be archived based on given metadata. Example: Unsupported or discontinued products or services. Older versions of the same document. De-Duplicate: Run a Pivot Table on the File Names and/or Titles Note: Potentially combined with their File Size to help ensure they are the same. Decide whether or not your content will need validation prior to editorial or migration work. Options: Yes/Some/No
- 16. Knowledge Management Consultancy Narrow your focus SME Content Utility Audit 4 Provide a list of active hyperlinks or file paths “file:...” to your SMEs and ask them to determine if each document is Valid and Useful. We use our own proprietary tool to assist in task management and streamlined workflow.
- 17. Knowledge Management Consultancy Create work streams5 Work stream Process Effort A. Optimal Good to go! Medium B. Refine Revise & Validate High C. Refine or Archive Decide whether the item is worth the effort, otherwise Archive Low – High D. Archive Archive Low
- 18. Knowledge Management Consultancy Create workflows • Determine which steps will be necessary for each of your work streams. • Determine who will perform each step. • Anticipate the amount of time each step would take. • Approximate the number of times certain items such as Images, Attachments, Hyperlinks will occur. 6
- 19. Knowledge Management Consultancy Calculate time per task Given the workflow steps determine the approximate time per step to get the total time per completed workflow task. Example: Very manual process 6.61 minutes, assuming no system latency. 1. Locate and open source document (20 seconds) 2. Copy source content (3 seconds) 3. Paste into Notepad to remove formatting (3 seconds) 4. Copy from Notepad (3 seconds) 5. Open destination system and locate the new content category (30 seconds) 6. Create a new article (5 seconds) 7. Paste clipboard contents into article template (3 seconds) 8. Parse Title into Title field (5 seconds) 9. Add proper tags and metadata (15 seconds) 10. Re-insert graphics (60 seconds) 11. Recreate tables and formatting (120 seconds) 12. Re-link hyperlinks (120 seconds) 13. Save New Article (5 seconds) 14. Mark task as complete (5 seconds) 7
- 20. Knowledge Management Consultancy Calculate FTE hours (LOE) Assume the following: • Average Time to Complete Task: 6.61 minutes • Original Article Count via Content Inventory: 25,000 • Revised Article Count based on the Utility Audit: 12,500 • No latency or distractions during allocated time. • System is ready and process works as anticipated. 6.61 min * 12,500 = 82,708 min. (or 1,378 person hrs.) • 4 people @ 100% of their workday: ~8.6 weeks • 4 people @ 44% of their workday (the productive part): ~20 weeks • 4 people @ 20% of their workday: ~43 weeks 8
- 21. Knowledge Management Consultancy Thank you! Jason Kaufman President & CEO Irrevo (888) 878-8908 office (206) 229-1032 direct @irrevo irrevo.com Free 1-hour scoping consultation Latest white paper Knowledge Program Guidebook: How to Build a Knowledge Management Transformation Plan that Wins Executive Support