With selection procedure for the appropriate CCMS

Rychiger AG , an international specialist in high-quality machine solutions headquartered in Steffisburg, Switzerland, was faced with the task of future-proofing their technical writing department. The previous documentation process, which relied on Office tools and external translation management, was increasingly reaching its limits – especially with a growing product range and an increasing number of language versions.

Together with kothes, a structured selection process was initiated: requirements were systematically recorded, suitable CCMS solutions evaluated and, finally, a decision was made in favour of SCHEMA ST4 from Quanos.

The result: a tailor-made system that enables modular content, streamlines translation processes and strengthens tech writing collaboration in the long term. A rollout at other locations is already planned.

Overview

How the challenge was solved

Capture requirements systematically

Structured analysis using questionnaires and individual interviews with technical writers, IT and management, consolidated into prioritiseable user stories.

Evaluate CCMS solutions and derive recommendation

Neutral market overview and assessment according to functionality, licensing model, integration capability and further development with a clear recommendation for SCHEMA ST4.

Test system and preparatory training

Set up a practical test environment using real content and scenarios, supported by training and methodological guidance to inform decision-making.

Involve stakeholders and IT at an early stage, accompany implementation

Create a basis for management decision-making, clarify the technical framework conditions and support implementation through training, layout training and workshops on modularisation and metadata management.

Close-up of trainers at a starting line on a running track, with the legs of other runners blurred in the background.

Initial situation

Higher complexity, more languages and a system that no longer grows

How can technical documentation be created efficiently when the content is becoming increasingly complex and needs to be available in more than 20 languages? This was the challenge facing the technical writing department at Rychiger AG.

Technical information was created manually in Word and Excel and translated externally. As the product range grew, so did the effort required for updates, the number of variants and the need for coordination across national borders – with resources remaining the same.

Although Rychiger had already gained some initial experience with a content management system, the solution was not entirely convincing. What was missing was a system that truly suited the company's own requirements.

Key requirements

A system foundation that simplifies day-to-day work and leaves room for change

The new component content management system was intended not only to simplify everyday work but also to provide a stable basis for further growth and increasing requirements in the long term. The task for kothes was therefore clear: finding the right system solution, involving all stakeholders and guiding Rychiger safely through the selection process as an experienced, independent partner with an eye for detail and an understanding of the bigger picture. Together with kothes, the most important requirements were identified.

Intuitive working without detours

In future, content should be easier to create, manage and translate. At the same time, the system should actively support authors, for example with templates, reuse information or format specifications. After all, good tools reduce the amount of work instead of creating new tasks.

Writing in a structured way, documenting securely

Clear language, defined structures and modular content should help to maintain high quality while strengthening compliance with standards and guidelines. Because where it counts, every piece of information has to be right.

Collaborating – no matter where you are

Rychiger wanted a solution that would enable teams to work together seamlessly across locations: without complicated IT connections, cloud-based and accessible at any time.

Staying flexible, even when things get tight

Project peaks or changing capacities? No problem! The new system should be scalable and easy to adapt to new situations.

Thinking ahead for tomorrow

The future was also taken into account: Rychiger wanted a system that would enable AI-supported functions in the future, for example in text creation or translation – not a requirement from the outset, but an option for when the time is right.

Several runners in motion; in the foreground, legs and blue running shoes; the background is blurred.

Approach

Understanding requirements, preparing selection

At the start of the project, kothes analysed the system landscape and previous experience with content management solutions. A questionnaire and interviews with the technical writing team, IT and management made the requirements clear. This resulted in prioritised user stories.

kothes then evaluated possible systems in an impartial manner based on functionality, licensing model, integration capability and sustainability. The recommendation was Quanos SCHEMA ST4, which optimally supports requirements and goals at Rychiger.

Testing, integration, support

Testing the system, confirming the decision

In order to make an informed decision about the right system, kothes set up a test system. This allowed the Rychiger team to test the recommended solution with their own content, processes and application scenarios in everyday use.
Preliminary training helped easing into the processes and ensured that the system could be tested in a targeted manner. During this phase, kothes also supported the project team with an impartial perspective, technical expertise and the required understanding of internal decision-making processes.

Involving stakeholders, getting IT on board

A key factor for the success of the project was the early and transparent involvement of all stakeholders. To convince management of the investment, kothes developed a sound basis for decision-making, including a comparison of options, a budget overview and a clear presentation of possible development paths, for example with regard to automation or system expansions.

The IT department was also actively involved in the process from the outset. Questions about system architecture, integration into existing environments and the choice between cloud and on-premise models could thus be settled at an early stage.

The result: a joint project with a clear strategy, strong acceptance and broad support.

Supporting implementation, embedding knowledge

But the project did not end with the selection. kothes provided comprehensive support during the implementation, with structured basic and advanced training courses, layout training for designing custom output formats, and practical workshops on topics, such as targeting specific audiences, modularisation and metadata maintenance.

The focus was not only on technical implementation, but above all on building sustainable knowledge within the team. After all, the new system can only deliver its full benefits if it is understood, embraced and further developed.

Red finish line tape with the words "FINISH" written on it above a running track; the finish line is blurred in the background.

Benefits

Stronger technical writing, with rollout already being planned

With the new content management system, Rychiger is further developing its technical writing department not only technically but also structurally and organisationally.

At the same time, the chosen system provides Rychiger with a reliable technological foundation for everything that lies ahead.

The cooperative partnership throughout all phases of the project was particularly memorable.

And it does not stop there: the introduction of the system at other Rychiger locations is already planned to ensure consistent documentation throughout the entire company.

Finding the right component content management system

How kothes supported Rychiger AG in selecting and implementing a future-proof CCMS

With selection procedure for the appropriate CCMS