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 editorial collaboration in the long term. A rollout at other locations is already planned.
The initial situation
How can technical documentation be created efficiently when content is becoming increasingly complex and needs to be available in more than 20 languages? This was the challenge facing the technical editorial team at Rychiger AG.
Until now, classic office programmes, such as Word and Excel, were used – familiar, but also with limitations. Whether operating or assembly instructions, certificates or training documents: everything was created manually and then translated by an external service provider – into an ever-increasing variety of languages.
With increasing product diversity, the requirements also grew: content had to be updated more frequently, variants had to be documented in greater detail and coordination across departments and countries had to be managed. The result: increasing efforts with the same resources.
Although Rychiger had already gained some experience with a content management system, the solution was not entirely satisfactory. What was missing was a system that really met the company's requirements, both technically and editorially.
The task
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. 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. - 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.
- 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.
- 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.
The task for kothes was 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.
The procedure
Understanding requirements, preparing selection
The project kicked off with a structured analysis. Using a questionnaire, kothes gained a thorough overview of the existing system landscape and previous experiences with content management solutions.
In supplementary one-on-one interviews with representatives from the editorial, IT and management teams, requirements from different perspectives were identified. The results were incorporated into practical user stories: a good basis for making requirements tangible and prioritising them internally in a targeted manner.
On this basis, kothes created a neutral overview of possible editorial systems. Each system was evaluated in terms of functionality, licensing model, integration capability and future-proofing.
The end result was a clearly well-founded recommendation: the SCHEMA ST4 editorial system from Quanos, which optimally supports requirements and goals at Rychiger.
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.
The benefits for Rychiger
With the new editorial 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. Susanne Abegglen, Manager Technical Editorial & Qualification, sums it up: ‘We appreciate the open and trusting cooperation with kothes. The support was always professional and on an equal footing. Together, we were able to significantly improve our processes.’
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.
