1. Preparing a First Draft
Step 1 - write your
inputs according to the outline established during the prewriting stage. To help manage
the documentation process, print out your writing objectives and audience definition.
Leave a placeholder in the draft document for every required component (e.g. summary,
introduction, distribution list, etc.)
If you discover your outline is faulty,
consult with the writing team before you change it. Start wherever you want to. You
don’t have to start at the beginning. Build your document as you go along.
Keep the introduction, summary, and
abstract for last. Write swiftly. Concentrate on getting the ideas down. Don't stop to
correct your material. You can edit the words, phrases and punctuation later: that's
editing, not drafting.
Look for areas where you can
clarify information with graphics or tables. For all references, record the complete
reference information.
To write for maximum effect, and be as
productive as possible, concentrate first on content and meaning. Attention to spelling,
grammar, and other details can wait for later. Document production is more effective if
you use a simple format for drafting. You'll save time and money if you wait until one of
the final production steps to format the document.
Step 2 - Identify the
graphics required for the documentation; inform the Senior Technical Writer and/or Graphic
Designer.
Step 3 - The Senior
Technical Writer ensures that the graphics are designed. If you decide to generate the
graphics yourself, be sure that the graphics files are compatible with the software used
to produce the end product.
Step 4 - The Senior
Technical Writer assembles the first draft with graphics. It can save time in the drafting
phase to place figures and tables together at the end of a document. There they can be
renumbered easily as the draft matures, with no time spent positioning and repositioning
them in the shifting text.
2. Reviewing and Rewriting the First Draft
When the reviewing and rewriting phase
starts, the emphasis shifts from the content (i.e. what's communicated) to the clarity of
your message (i.e. how it's communicated).
Step 1 — Review
the draft for incompleteness, gaps, and overlaps in topics. Reorganize, if needed. If
multiple reviewers are involved, the lead author should prepare the review schedule and
supply instructions that define the scope of the reviews.
Step 2 — Review the draft as regards writing issues, e.g. clarity,
conciseness, and cohesiveness.
Step 3 — Ensure that that the product complies with corporate and
legal guidance requirements for specific content.
Step 4 — Rewrite the draft.
Step 5 — Confirm that the draft, as presented, meets the objective
established for the product.
Step 6 — If a distribution list is required, discuss it with
your client and generate the distribution list.
3. Editing the Next Drafts
Technical editing determines if the
words convey the intended message to your target audience. [more on technical editing]
Editing assesses how well your
documentation conforms to style guides and client-specified formats.
Before beginning an edit, consult the
Senior Technical Writer on how editorial changes/comments will be noted in the document
file (e.g. redline).
Before beginning a hard-copy edit,
agree with the Senior Technical Writer on the use of standard editing marks.
If you opt to edit the document
yourself, several helpful tools are available: your word processing program's
spell-checking function provides word counts as well as verifying correct spelling of
words written.
Caution about spell checkers: There
subject to miss takes of a different kind.
Revising the document usually means
reviewing, evaluating, and incorporating (as appropriate) the changes resulting from the
editing function.
Preparing the Final Draft
Final draft preparation may include
formatting the document as it will appear when issued; finalizing the graphic
illustrations and the tables; double-checking to ensure that all the components are
included and in the proper order.
When preparing the final draft,
consider the following:
Also, consider how the final document
is to be produced. The end reproduction process will determine how you embed/handle photo
illustrations for your draft document.
Your Thoughts?
What are your thoughts on this? Drop me a line at ivan
at klariti dot com |
