technical comms planning nf

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Technical Communications: Technical Communications: Planning Planning

General Project PlanningGeneral Project Planning

• PurposePurpose• ObjectiveObjective• Reader ProfileReader Profile• Scope of SubjectScope of Subject• Project ScheduleProject Schedule



AnalysisAnalysis

• Required Information and DocumentsRequired Information and Documents• Document Total Product and How It is UsedDocument Total Product and How It is Used• Integrate Software, Marketing Material, Integrate Software, Marketing Material,

Technical Technical Documentation, Training Material, Documentation, Training Material, and Customer and Customer Support Information—No Info Support Information—No Info Gaps or ConflictsGaps or Conflicts

• E.g., Training Needs Analysis Performed at E.g., Training Needs Analysis Performed at Same Same Time as Documentation PlanningTime as Documentation Planning



TasksTasks

• Compose a List of User TasksCompose a List of User Tasks• Determine the Task Purpose and Sequence Determine the Task Purpose and Sequence • Task Prerequisites Task Prerequisites • Task Schedule and FrequencyTask Schedule and Frequency• Required Sub-TasksRequired Sub-Tasks



Learning StagesLearning Stages

• How Users Learn About the ProductHow Users Learn About the Product• How Does the Information Interface and How Does the Information Interface and

Information Components Evolve Information Components Evolve • What Information Becomes More/Less What Information Becomes More/Less

Important Important and Useful over Timeand Useful over Time • Provide Suitable and Consistent Provide Suitable and Consistent

Documentation Documentation for All Phases of the User’s for All Phases of the User’s Learning CurveLearning Curve



Collect User DetailsCollect User Details

• Define Product Users and Their TasksDefine Product Users and Their Tasks• Work with Product Developers, Product Work with Product Developers, Product

Managers, Managers, Marketing, Training, Customer Marketing, Training, Customer Service People, and Service People, and Actual Users, if Actual Users, if Possible, to Agree on a Unified Possible, to Agree on a Unified User User Profile Profile

• Group Users for Each Document in a Set Group Users for Each Document in a Set • Determine the Knowledge Level for Each Determine the Knowledge Level for Each

User User Profile (Computers, Task at Hand, Similar Profile (Computers, Task at Hand, Similar Products, Language and Culture)Products, Language and Culture)



Environments and Documentation ErgonomicsEnvironments and Documentation Ergonomics

• Plan the ‘Physicality’ of the Info Interface and Plan the ‘Physicality’ of the Info Interface and DeliveryDelivery

• Analyze the User’s Physical Working Analyze the User’s Physical Working EnvironmentEnvironment

• Determine the Need for Print, Binding, Online Determine the Need for Print, Binding, Online Documentation, and Multimedia Documentation, and Multimedia

• Determine the Need for Direct User Access Determine the Need for Direct User Access (Pull) or (Pull) or Delivery (Push) and Process Trigger Delivery (Push) and Process Trigger Points for More Points for More InformationInformation



Environments and Documentation Environments and Documentation ErgonomicsErgonomics

• Is There a Need for User Input?Is There a Need for User Input?• What About Notification Methods and What About Notification Methods and

Schedules?Schedules?• Documentation Should Complement, Be Documentation Should Complement, Be

Consistent Consistent with, and Refer to User Information with, and Refer to User Information Available in the Available in the Graphical User Interface Graphical User Interface (GUI)(GUI)



Documentation PlanDocumentation Plan

• Essential Part of Quality Control Essential Part of Quality Control • Describes Scheduling, Developing, and Describes Scheduling, Developing, and

Testing Testing Documentation (Product Documentation (Product SupportSupport Information)Information)

• Provides a Project Roadmap That May Change Provides a Project Roadmap That May Change as as Project EvolvesProject Evolves

• Keeps Documentation Team Members In-StepKeeps Documentation Team Members In-Step



Documentation Plan (Documentation Services)Documentation Plan (Documentation Services)

• Research Research • Interviewing Interviewing • Testing (e.g., Software with a GUI Interface)Testing (e.g., Software with a GUI Interface)• EditingEditing• WritingWriting• Formatting, Layout, Graphics, and Formatting, Layout, Graphics, and

MultimediaMultimedia• Draft Review Preparation, Coordination, Draft Review Preparation, Coordination,

and and Administration Administration



Documentation Plan (Documentation Services)Documentation Plan (Documentation Services)

• Document Validation (Content and Version)Document Validation (Content and Version)

• Documentation Control and StandardsDocumentation Control and Standards• Production Editing and CoordinationProduction Editing and Coordination• Vendor Coordination (if Applicable)Vendor Coordination (if Applicable)• Project Management (for Documentation Project Management (for Documentation

Tasks)Tasks)• Document Packaging and DistributionDocument Packaging and Distribution



Documentation Plan HeadingsDocumentation Plan Headings

• Product BackgroundProduct Background• Product DescriptionProduct Description• Business CaseBusiness Case• PurposePurpose




• ScopeScope• Intended AudienceIntended Audience• Related DocumentationRelated Documentation• Documentation Producers and Documentation Producers and

AdministratorsAdministrators




• Information SourcesInformation Sources• Product Development ResourceProduct Development Resource• Customer Input ResourceCustomer Input Resource




• Draft ReviewDraft Review• Conflict ResolutionConflict Resolution




• List of ReviewersList of Reviewers• Document PreparationDocument Preparation




• Packaging and FormatPackaging and Format• Information StrategyInformation Strategy




• Documentation ScheduleDocumentation Schedule• Documentation ContentsDocumentation Contents• Definitions, Acronyms, and AbbreviationsDefinitions, Acronyms, and Abbreviations




• Document Control and DistributionDocument Control and Distribution




• Knowledge Transfer RequirementsKnowledge Transfer Requirements




AssumptionsAssumptions

1) The writing effort for this project depends on 1) The writing effort for this project depends on adherence to the published software development adherence to the published software development schedule, availability of technical schedule, availability of technical input to the writer, input to the writer, and thorough and timely reviews of all drafts. and thorough and timely reviews of all drafts.



Documentation Plan (Assumptions)Documentation Plan (Assumptions)

2) Information sources allocate an appropriate amount 2) Information sources allocate an appropriate amount of time of time within the software development schedule within the software development schedule to meet with the to meet with the writer for thorough and accurate writer for thorough and accurate information gathering during information gathering during the initial stages, the initial stages, and confirm the thoroughness and accuracy and confirm the thoroughness and accuracy of of information on a timely basis throughout the draft information on a timely basis throughout the draft review review process. Conflicts regarding draft process. Conflicts regarding draft documentation content are documentation content are resolved in a timely and resolved in a timely and professional mannerprofessional manner..




3) Any changes to the software development schedule or 3) Any changes to the software development schedule or scope scope of the project will mean a change in the of the project will mean a change in the documentation documentation schedule.schedule.

4) The main sources of information for the documentation 4) The main sources of information for the documentation are are design and functional specifications, access to design and functional specifications, access to engineers, engineers, developers, operations staff, managers, developers, operations staff, managers, marketing marketing representatives, customer representatives representatives, customer representatives (including external (including external customers), testing results, existing customers), testing results, existing documentation, the documentation, the hardware and software, and so forth.hardware and software, and so forth.



Documentation Plan (Assumptions)Documentation Plan (Assumptions)5) The writer will interview the appropriate people for 5) The writer will interview the appropriate people for relevant relevant information, and will have regular access to information, and will have regular access to them on an ‘as-them on an ‘as- needed’ basis.needed’ basis.

6) The writer agrees to provide, for review: a rough draft, 6) The writer agrees to provide, for review: a rough draft, a a first draft, and a signoff draft of the document. To first draft, and a signoff draft of the document. To facilitate the facilitate the draft review process, and to minimize extensive draft review process, and to minimize extensive changes changes during review and production, management and during review and production, management and staff agree to staff agree to the followingthe following::

Managers will delegate members of their group to review and to provide comments regarding the draft document.




Once management has signed off on the final version Once management has signed off on the final version of the document, they will not see the document again of the document, they will not see the document again until the document is copied and distributed (that is, until the document is copied and distributed (that is, they agree not to submit changes to the document they agree not to submit changes to the document during the production cycle). This minimizes changes during the production cycle). This minimizes changes made to the reproduction-quality copy.made to the reproduction-quality copy.

Any changes to these assumptions, contents of the Any changes to these assumptions, contents of the documentation, and/or delays in draft review response documentation, and/or delays in draft review response time, may necessitate a revision to this documentation time, may necessitate a revision to this documentation plan.plan.

technical comms planning nf

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documentation planning

technical communications

documentation ergonomics

documentation aredesign

planning tasks

planning analysis

planning environments

draft documentation