5 Ways to Make Your Writing Project Succeed
Creating a documentation plan involves scoping all
aspects of a writing project before you start the actual writing. It sets the guidelines for writers to follow when documenting
their respective parts of a project.
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What is a document plan? It describes how content will be
prepared, delivered and distributed, it captures the file format, page count, tools;
identifies human, software, hardware and writer's requirements; clarifies roles and
responsibilities; prepares schedules and resource allocation. [Download Documentation Plan Template Online]
If you avoid this step, you run the risk of missing a key
deliverable, or assuming that another team will jump in at the last minute and assist you
in completing the documentation. This may work in a small company where things are more
flexible but if you work in a process-driven work environment, this is unlikely to occur.
Also, if you work as a freelance writer or consultant,
you need to get these assumptions clarified before you start. Otherwise this may be
disagreements between what the client expects of you and what you assumed of them. Get it
all down on paper!
Inexperienced Writers
Inexperienced writers make the mistake of starting their
writing without any planning. Very soon they loose their bearings and miss deadlines.
Let's look at how a documentation plan, also known as an information development plan,
can help you manage writing projects, especially those that span several months and
require input from different writers, editors, reviewers and so forth.
Why planning is so important
Use the documentation plan to outline YOUR requirements
and the risks that may arise if these are not met. Highlight the contingencies for each
risk.
Here are some typical requirements:
- 3 copies of Madcap Flare for writing Online Help
- Testers to test the final documents
- Graphic designer to prepare the imagery
- Security clearance and authorization to visit the company
HQ
Other things to consider may include: access to physical
buildings; travel arrangements if the project involves travel.
Unless these are stated up front, your project runs the
risk of missing deliverables, coming in late, producing invalid documents or requiring
additional resources to be completed on time.
Poor planning will not inspire confidence in your manager
and reflect poorly on you as a professional writer.
Purpose of a Documentation Plan
- Prepare cost estimates for the project
duration
- Schedule resources across the project lifecycle
- Ensure requirements are identified in advance of project
kickoff
- Ensure documents are scoped correctly
with the appropriate level of detail
- Understand the relationship to other projects
- Defining the target audience who will use the document
[Download Documentation Plan Template Online]
Preparing Your Documentation Plan
Before starting a large-scale project, ensure that your
documentation plan covers the following areas:
1. Communications - describe how you
will inform the Project Manager, Team Leads and other parties on the status of each
documentation deliverable. Failure to communicate project issues early may lead to your,
and other, deliverables missing their due dates.
Also, by pro-actively communicating the status of your
project, including whatever risks/issues that may arise, your colleagues will feel that
you are in control of this project and have successfully managed each deadline.
2. Schedule - this part of the
documentation plan effects other departments. In here you outline the number of days (man-hours) required to complete this
project. This figure will be used to prepare costs and project estimates.
Illustrate this by showing the number of days for each
writer by week, month and deliverable.
For example, show that you need Jane Royce for 90 work
days; 30 days for each User, Admin and Install guide. If necessary, illustrate where your
project overlaps with another project and the contingencies you have suggested as a
workaround. This may arise if your company shares writers (and other reasons) between
projects.
3. Deliverables - provide exact
details of the actual deliverables. It is not enough to say 'we're writing the guides
for the next 3 months', you need to break out each guide by formal title; estimated page
count, word count, graphics; page size, tools, and delivery format.
Some documents may be delivered in Word, others will be
provided as PDF, XML and Online Help. Make sure YOU understand exactly what is required
and plan accordingly.
For example: "The final deliverables for the release
of the Solution 2.0 are a System Admin Guide, Online Help, Datasheets, and a Quick Start
Guide. These will be delivered in US English in PDF and Online Help format."
Once you have prepared your documentation plan, circulate
it to all reviewers. Request that they review it by a specific date - otherwise they may
just ignore it.
4. Roles and Responsibilities - make
it very clear what you expect from each team member during the course of a writing
project. This means ALL contributors, not just your writing team.
Identify what you expect from the testers, developers,
designers, and most importantly, those who will review the final documents. They have to
agree to this before the documentation plan is signed off, otherwise your project is
already at risk.
5. Resource - outline all the
resources you require; this includes human (writers etc), software, hardware and others as
necessary.
For example, you may need Adobe Framemaker for writing
long documents.
If so, what are the licensing costs? Can the budget
afford this?
You cannot proceed unless you have received confirmation
that funds will be allocated. Otherwise, you need to look at alternatives.
Getting your plan signed off
Examine the feedback you get back and discuss whatever
issues that have arisen.
Confirm with them that they understand what's expected of them, especially if they are
new to the company and may be used to different work practices.
Once all are in agreement, update the final plan and
circulate it. You may want to publish it to the Intranet so it's easy to access.
Finally, always leave some contingency for items you may
have overlooked. No one will be upset if you come in before schedule but there will be
little sympathy if you come in late. Give your project every chance to succeed.
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