From Word document to structured editorial process
How JW Froehlich, established structure, reusability and efficient approval workflows, with kothes support
Manual processes slow down quality and efficiency
The three-person technical writing team created product-specific instructions in Word. Similar content had to be created multiple times, making the process time-consuming and error-prone, particularly for foreign-language versions. As a result, information shared across documents was sometimes inconsistent. Approvals were also gathered and incorporated manually, making the process difficult to track and reducing transparency.
Given increasing documentation requirements and limited capacities, it was clear that a professional content management system was needed to ensure continued efficient work with guaranteed quality.
One system. Less complexity.
The aim was to introduce an editorial system that would enable more efficient creation and maintenance of technical documentation and facilitate collaboration. The focus was on a holistic concept for future-proof workflows and tangible relief for the editorial team. The task for kothes: To accompany the editorial team throughout the entire change process – with professional, methodological and technical support.
Enable systematic reuse
Content should be modular and reusable. This would reduce redundancies and improve consistency – a major advantage given the many cross-product similarities.
Develop practical concepts
Everyday-ready concepts were needed for metadata, variants, and variable management. The team also needed to familiarise themselves with the new functions and develop their own solutions for specific content.
Build user competence
To ensure secure use of the system, practical training and workshops tailored to specific requirements by JW Froehlich were essential.
From editorial project to system change
Following a webinar on content management systems, JW Froehlich opted for XR and reviewhub in early 2024.
kothes supported the technical writing team with training courses, workshops and concept development. Modular units enabled step-by-step familiarisation and in-house testing. The focus was on structured content, reuse, and the use of metadata and variants. XR forms the editorial basis, while reviewhub transparently collates feedback from the specialist departments and feeds it into the approval process.
When processes are in place, the editorial team gains time.
With the introduction of XR and reviewhub, supported by kothes, previous workflows have been replaced by a system that supports content reuse and transparent approval processes. Quality assurance has been simplified. The editorial team benefits from robust concepts for metadata and variants. Practical training and workshops have further strengthened the team both professionally and methodologically.
Even after the completion of the project, kothes remains an active point of contact and provides flexible support for technical and professional queries. This ensures that JW Froehlich is now ideally positioned to further develop technical documentation efficiently, save time and respond proactively to new requirements.
“Especially in the initial phase, it was a challenge to develop the right concepts for our products. The combination of individual support, workshops and technical expertise from kothes helped us enormously. I particularly appreciate the open, solution-oriented dialogue at eye level every time.”
Kristina Welch
Head of Technical Documentation and project lead
JW Froehlich
