Many Project Managers and Subject Matter Experts fail to understand the challenges posed by documentation projects. To lead such a project, you need to know what is important and how you will achieve the goal. What preparations should you make to ensure you complete the project within budget?
Here follows the best advice on the documentation projects, before, during and after.
There are many types of technical and process documentation. If the project is compliance based (PCI, GDPR) concentrate resources on the documentation. Consider hiring a Technical Writer quickly for advice.
Capture the data/content
- Check the availability of the Subject Matter Experts as well as other team members critical to the project
- Consider the audience for the documents as that will determine the level and detail of the material.
- Remember the level of content and information is only as useful as its source and the ability of non-technical audiences to use and follow the instructions/processes
Organise the document and content
Create a standard template with Heading and instructions regarding the level and type of material the TWs need to gather. As a guide use the following headings:
- Work History
- Versioning control
- Scope/Out of Scope
- Document Purpose
- Document ObjectiveIntegrate Level 1 to 3 Headings to outline the topics.
- You can base these decisions according to prerequisite documentation knowledge to provide the master plan for all future written work.
- Does it require VISIOs/Screenshots?
Do NOT waste time creating project timelines to write and produce the documentation.
Until the information and gathering phase begins, do not even consider a guess about how long it will take to complete the documentation.
As the list of titles grows, Management may need to consider extending the budget to finance the project. Abandoning the documentation when it is ‘Nearly there’ will be waste of money, time and resources.
Decide the output format
When the Technical Writer has written the documents, consider which of the following formats will suit the company’s requirements.
- MS Word stored in a Document Management System
- PDF stored in a Document Management System
- *.CHM files created by using such application as RoboHelp
- Wiki formats: A Wiki provides the user community with the opportunity to provide documentation feedback
Future Review Requirements
Do not overlook the future requirements of any project. All documentation is an ongoing project. Establish a workflow between the IT teams/Process teams and the documentation department to update documentation.
- Update the documentation when:
- the IT teams upgrade or modify the Server/Application/technology
- document all changes, using a change management process to prevent any repeat the configuration
- align the documentation and the project
Revise the Project
On completion of the project Use the documentation to:
- reflect the changes and updates
- test to ensure instructions are clear, concise and correct
- Avoid considerable time, frustration, and future expense by correctly applying documentation strategies to:
- . . . ensure that users can follow the instructions
- . . . provide a historical record of the changes made during the project