Successful Documentation Projects Part 3 of 3 Writing
Below is a MRR and PLR article in category Business -> subcategory Management.
Successful Documentation Projects: Part 3 of 3 - Writing
Overview
After defining and planning your user documentation project, you're ready to start writing. This guide provides essential tips to enhance the writing process. We focus on supplementary aspects of writing rather than the writing itself. (For guidance on writing online help, visit [divinewrite.com](http://www.divinewrite.com/helpfulhelp.htm).)
Indexing
Create index keywords while writing each topic. This ensures clarity, as the subject matter is fresh in your mind, allowing for a detailed and accurate index. Some authoring tools might not support this simultaneous approach, but listing keywords at each draft’s end can be useful, nonetheless. For more on indexing, see "The Art of Indexing" by Bonura (1994).
User Documentation Reviews
It's crucial to have your user documentation reviewed for accuracy and readability. For software projects, involve subject matter experts, software architects, project managers, and other writers. Document your reviewers and procedures in your work practices for consistency across drafts.
Testing Your User Documentation
Documentation testing occurs at several levels:
1. Self-testing: Writers test their own work by using the product, though this can be biased.
2. Peer review: Other writers review and test the documentation.
3. Formal testing: Involve the testing department for rigorous scrutiny, although this is less common.
4. Beta testing: Integrate documentation testing during this phase (see "Managing Your Documentation Projects" by Hackos, 1994).
Ensure tests confirm that documented tasks align with the product, and that online help functions properly.
Localizing Your User Documentation
Though often a post-writing process, localization should start during writing. Once drafts stabilize, engage translators?"preferably with sizable sections rather than piecemeal topics. Balance sending documentation early enough for translation without incurring excessive change costs.
Managing Change
Minimize the impacts of product and schedule changes by developing a system to:
1. Identify changes.
2. Estimate impacts using earlier project techniques.
3. Inform the project manager promptly.
Tracking Writing Progress
Writing isn't just about content creation; track your progress throughout. By monitoring steps, drafts, reviews, and turnaround times, you can manage deadlines and refine future projects. Maintain accessible records for ongoing updates and future reference.
Conducting Regular Team Meetings
Keep team members updated with progress through regular meetings. Analyze tracking metrics and discuss completion estimates for ongoing topics. Address any discrepancies between estimated and actual progress promptly to keep the project on track.
Writing Progress Reports
Management needs periodic updates on your project's status. Regularly report on the project's current phase, work completed, upcoming plans, and any issues encountered.
Managing Production
Production varies by documentation type and audience, encompassing tasks like printing, binding, and product builds. Oversee proofing and communicate effectively with production staff to ensure quality outputs.
Evaluating the Project
Evaluate the project by determining:
- Whether it went as planned.
- Reasons for success or failure.
- Team contributions and project manager performance.
- Whether documentation goals were achieved.
Utilize tracking metrics to identify any shortcomings and refer to Hackos' sample evaluation in "Managing Your Documentation Projects" (1994).
Assessing Documentation Success
Post-release, evaluate documentation success through user research. For research methods, refer to reputable sources like Hackos' and Redish's work on task analysis, and other literature on qualitative research and focus group conduct.
Conclusion
This ideal process is yours to tailor. Use what fits your project and discard the rest. Good luck on your documentation journey!
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