Master this essential documentation concept
A documentation approach where content is broken down into small, reusable pieces or topics that can be combined into different publications
Topic-Based Authoring represents a fundamental shift from traditional linear documentation to a modular, component-based approach. Instead of creating monolithic documents, writers develop discrete topics that serve as building blocks for various publications.
When implementing topic-based authoring in your documentation strategy, training sessions and knowledge-sharing meetings often contain valuable insights about structuring modular content. Teams frequently record detailed workshops explaining how to break down complex documentation into self-contained topics that can be reassembled for different audiences and products.
However, these video recordings present a challenge: the valuable topic-based authoring principles and examples remain trapped in long-form media. When a technical writer needs to reference specific guidance on creating reusable topics or understand how other teams have implemented topic-based authoring, they must scrub through hours of footage to find relevant segments.
Converting these video resources into searchable documentation transforms how your team implements topic-based authoring. By automatically extracting and organizing key concepts from training videos, you create a library of digestible, text-based topics that perfectly align with the topic-based authoring methodology itself. Your team can quickly find specific guidance on topic types, content reuse strategies, or metadata tagging without watching entire recordings. This approach creates documentation about topic-based authoring that actually follows topic-based principles – making your reference materials practice what they preach.
A software company with multiple products needs to maintain separate user guides, admin guides, and API documentation while avoiding content duplication for shared features.
Implement Topic-Based Authoring to create reusable topics for common features like authentication, user management, and integrations that appear across all products.
1. Audit existing documentation to identify shared content patterns 2. Create topic templates for different content types (procedures, concepts, references) 3. Develop a taxonomy and metadata schema for topic classification 4. Migrate shared content into standalone topics 5. Build publication maps for each document type 6. Establish governance rules for topic ownership and updates
75% reduction in duplicate content maintenance, 40% faster publication cycles, and improved consistency across all product documentation.
A healthcare technology company must maintain compliance documentation for multiple regulatory bodies (FDA, CE, ISO) with overlapping requirements but different formatting and emphasis.
Structure compliance content as granular topics that can be conditionally published based on regulatory requirements and audience needs.
1. Map regulatory requirements to identify content overlaps 2. Create atomic topics for each compliance requirement 3. Develop conditional publishing rules for different regulatory bodies 4. Implement approval workflows at the topic level 5. Create automated publication pipelines for each regulatory format 6. Establish change control processes for topic updates
Reduced compliance documentation maintenance by 60%, improved audit trail visibility, and faster regulatory submission preparation.
An enterprise software company needs to translate documentation into 12 languages while managing frequent product updates and maintaining translation consistency.
Use Topic-Based Authoring to isolate translatable content units and implement translation memory systems at the topic level.
1. Design topics with translation-friendly structure and minimal embedded formatting 2. Implement topic-level change tracking and translation status indicators 3. Create automated workflows to flag topics requiring translation updates 4. Establish terminology management at the topic level 5. Build publication automation for multi-language outputs 6. Implement quality assurance processes for translated topic assembly
50% reduction in translation costs, 3x faster localization cycles, and improved translation consistency across all languages.
A customer support team struggles to maintain consistent troubleshooting information across their knowledge base, chatbot responses, and training materials.
Create modular troubleshooting topics that can be assembled into different formats for various support channels and training programs.
1. Analyze support ticket patterns to identify common troubleshooting scenarios 2. Create standardized topic templates for problem-solution pairs 3. Develop metadata schema for categorizing issues by product, severity, and audience 4. Build automated content syndication to chatbot and training platforms 5. Implement feedback loops from support metrics to content updates 6. Create role-based publishing for different support tiers
40% reduction in support ticket resolution time, improved first-contact resolution rates, and consistent support experience across all channels.
Each topic should be complete and understandable without requiring readers to reference other topics for essential context. This independence enables true reusability across different publications and contexts.
Standardized templates ensure consistency across all content while making it easier for authors to create new topics and for readers to navigate information predictably.
Comprehensive metadata enables effective content discovery, automated publishing, and sophisticated content reuse strategies across different publications and audiences.
Finding the right level of topic granularity balances reusability with usability. Topics should be focused enough to be reusable but comprehensive enough to be useful.
Even in modular systems, some content relationships are important for user comprehension and content maintenance. Proper relationship management prevents broken references and maintains logical content flows.
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