8 Steps to Successfully Managing your Documentation Projects
by Jan Johansen
Regardless of what type of document you plan to write – operating instructions for a piece of equipment or a consumer product, office procedures, a training program for new employees, software or hardware user guides – the process is the same. And smart project management is the key to your success.
Most of us know a successful project team when we see one – work is completed on time, within budget, & to spec... There is a minimum of confusion, backtracking, & reworking. Morale is reasonably high. Do they have some secret knowledge or techniques? Not really. They just follow these time-tested, commonsense steps:
1. Scope the project
Interview the people requesting the project. Learn as much as you can about their expectations for the content, deadlines, & costs.
Identify the audience for the document or training program, and define the purpose it is intended to fulfill.
Agree on exactly what materials will be developed.
For example, does the User Manual need a companion Quick Reference Guide?
Does the training program need a slide presentation, video, participant workbook, or instructor guide?
2. Estimate realistically
Don’t make promises on the spot. Evaluate the availability of information & resources before you commit to any schedules or budgets.
Look at industry standards for developing a page of documentation or an hour of training.
Build in assumptions that, if they change, could change the project scope.
