writing and editing modular documentation: some best practices

Writing and Editing Modular Documentation: Some Best PracticesYoel Strimling (Comverse)

Based on a joint presentation with Michelle Corbin (IBM) at the 55th Annual STC Technical Communication Summit, Philadelphia (May 2008)

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The Mechanics of Modular Documentation

Some Best Practices for Writing and Editing Modular Documentation

The Editor’s Role in Creating Modular Documentation

The Mechanics of Modular Documentation

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The Mechanics of Modular Documentation Modularization is the act of splitting text

into discrete, standalone units of information, called topics.

Writing in a modular way helps writers better organize, construct, and write their documentation.

Writing in a modular way helps readers better find, use, and follow what is written.

Writing in a modular way makes information:

Easier to find Easier to understand Easier to use

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Principles to Remember

Labeling

Linking

Chunking

The logic behind modular documentation is quite straightforward – just remember three simple principles:

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Chunking

Information must be categorized into logical, independent, standalone topics based on content type – concept, task, or reference.

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Labeling

Topic titles must be unique, clear, accurate, and meaningful, with each topic type having its own specific heading syntax.

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Linking

Topics must be connected to other related or relevant topics so readers can easily find the information they need.

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The Three Topic Types

Provide background information that readers need to know, and explain or describe concepts in a descriptive format

Provide sequential step-by-step instructions in a procedural format

Provide detailed explanatory information in a structured lookup table or list format

Concept Topics

Task Topics

Reference Topics

Some Best Practices for Writing and Editing Modular Documentation

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Some Best Practices for Writing and

Editing Modular Documentation Topic types must not be mixed (Chunking) Topics must be standalone (Chunking) Titles

must be unique and descriptive (Labeling) Related topic links must be meaningful (Link

ing) Topic collections must be meaningful and

user-focused (all three)

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Topic Types Must Not Be Mixed

Focus on separating descriptive information (concept and reference topics) from task-oriented information (task topics).

Keep the information clear and to the point.

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Before…

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… and After (Concept Topic)

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… and After (Task Topic)

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Topics Must Be Standalone

Readers should be able to read one section without having to read another.

Do not assume that readers read something you wrote previously.

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Example

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Titles Must Be Unique and Descriptive Topic titles must be unique, clear,

concise, and descriptive, correctly identifying the content included in a topic.

Topic titles provide immediate visual clues to readers, enabling them to easily locate, understand, and use the information they need.

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Before…

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… and After (Concept Topic)

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… and After (Task Topic)

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Related Topic Links Must Be Meaningful The more complex the document or the

information is, the more critical it becomes to provide readers with a way to successfully navigate between different topics.

Linking enables readers to easily navigate between related subject matter in a document and find the information they need.

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Example (Concept Topic)

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Example (Task Topic)

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Topic Collections Must Be Meaningful and User-Focused There must be an information hierarchy

or “story” that connects the topics in your document.

Sometimes you need to force readers to read sequentially, even in modular documentation (for example, procedures that must be done in a particular order).

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Example

The Editor’s Role in Creating Modular Documentation

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The Editor’s Role in Creating Modular Documentation Expert Educator User Advocate (“First Reader”)

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Editor As Expert

Information models Usability research Templates and style guides

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Editor As Educator

Continuous education Implementation-level education Frequent consultations with writers

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Editor As User Advocate

Edit for one voice, consistency across writers

Edit “in context” as user will see it Edit for usability, not reusability

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Summary

Writing and editing modular documentation is similar to, and yet different from, writing and editing linear documentation.

Writers and editors must learn more about information models to ensure topics are chunked properly, labeled correctly, and linked appropriately.

Editors must become experts and educators, working collaboratively with architects and writers.

In modular documentation, our role as reader advocate is even more critical than in linear documentation.

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Any Questions?

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For More Details…

The full text of this paper can be found at the Writers UA site:http://www.writersua.com/articles/modular/index.html

An abridged version can be found in the May 2009 issue of Intercom.

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Yoel Strimling, YoelAaron.Strimling@comverse.com