Streamlining Digital Authoring and Content Management
- Lari
Table of Contents
Background
A leading energy and petrochemical organization required a robust solution to streamline their digital content management processes. With the adoption of Adobe Experience Manager as a Cloud Service (AEMaaCS), the organization aimed to enhance efficiency, meet tight timelines, and ensure seamless publishing across its digital platforms. The project involved managing various types of content tasks, including press releases, newsflash updates, and standard website updates, while maintaining high standards of quality and compliance.
Challenges
1. Dynamic Content Needs: The organization needed to manage and publish content under strict deadlines, including urgent updates and time-sensitive press releases.
2. Compliance Requirements: Ensuring all content adhered to strict industry and regulatory guidelines required multi-level approval workflows.
3. Efficient Task Handling: Managing diverse content tasks ranging from minor updates to creating complex web pages with consistent quality and efficiency.
4. Scalability and Consistency: Establishing reusable templates, maintaining metadata, and standardizing workflows to support future growth.
Objectives
1. Develop a streamlined authoring process for handling diverse content types with clear priority definitions.
2. Enhance content management efficiency with reusable templates, metadata optimization, and automation.
3. Implement robust workflows to ensure timely compliance reviews and approvals.
4. Optimize post-publication testing and monitoring to maintain high-quality content delivery.
Solutions and Implementation
- 1. Comprehensive Authoring Workflows
• Standard Authoring Process: Managed routine updates, ensuring completion within 24 hours, with two rounds of internal testing and client reviews.
• Urgent and Newsflash Tasks: Prioritized tasks with a strict 15-minute turnaround time, providing immediate updates and ETAs when necessary.
• Press Releases: Delivered time-sensitive press releases within a 2-hour SLA, including compliance approvals and post-publishing checks.
2. Task Categorization and Communication
• Asana Integration: Implemented Asana for task tracking, categorizing requests into Standard, Urgent, Newsflash, and Press Release priorities.
• Real-Time Updates: Provided clients with progress updates and clear ETAs to ensure transparency and reduce response times.
3. Content Creation and Publishing
• Experience Fragments (XFs): Handled and created reusable content fragments for consistent page design and faster updates.
• Template Management: Designed reusable templates with optimized metadata for SEO and streamlined content updates.
• Automated Publishing Workflows: Established workflows for automated publishing and unpublishing, reducing manual intervention and errors.
4. Compliance and Review Processes
• Approval Workflows: Implemented a two-step compliance review process, ensuring accuracy and adherence to regulatory standards.
• Automated Screenshots: Enabled screenshot capture within workflows for enhanced clarity during compliance reviews.
5. Testing and Quality Assurance
• Multi-Level Testing: Conducted comprehensive browser and device testing to ensure functionality and visual consistency.
• Post-Publishing Checks: Verified live pages for accuracy and performance, ensuring seamless user experiences.
6. Asset Management and Optimization
• Digital Asset Management (DAM): Maintained assets with proper naming conventions and metadata to optimize searchability.
• Image Adjustments: Resized and optimized image resolutions to align with page requirements and improve load times.
Results
1.Improved Efficiency:
• Achieved 100% adherence to task completion SLAs, with urgent tasks delivered within 15 minutes.
• Reduced time spent on routine updates with reusable templates and automated workflows.
2. Enhanced Compliance:
• Streamlined multi-level compliance reviews ensured content met regulatory standards.
• Automated approval processes reduced review bottlenecks and accelerated publishing timelines.
3. Scalable Content Management:
• Established reusable templates and fragments, enabling faster page creation and consistent designs.
• Metadata and tag management optimized content for better SEO performance.
4. Reliable Content Delivery:
• Comprehensive testing processes ensured error-free live pages, enhancing user experience.
• Proactive monitoring and escalation resolved issues promptly, maintaining uptime and quality.
5. Stronger Collaboration:
• Asana integration improved task visibility and communication, reducing delays and misunderstandings.
• Clear categorization and task definitions enabled better resource allocation and focus.
Key Highlights
1. Managed diverse authoring tasks for a wide range of content, including urgent updates, newsflash announcements, and complex press releases.
2. Enhanced workflows and automation significantly improved task turnaround times and reduced errors.
3. Optimized collaboration and transparency through Asana, ensuring seamless client communication and satisfaction.
Conclusion
By implementing a streamlined authoring process with Adobe Experience Manager as a Cloud Service, the organization transformed its content management capabilities. Clear priorities, efficient workflows, and robust compliance measures ensured high-quality, timely content delivery. This approach not only addressed immediate challenges but also established a scalable foundation for future digital growth.
