 Techniques > Planning
a Document
Developing the Specification for a Document
Between 25-30 percent of the overall writing time
is typically devoted to developing the document specification,
meaning how the document will be formatted and actually present the
information.
This is true even when the organization has a style
guide with a prescribed format, but no “standard” for documentation
overall. Although this may seem an inordinate amount of time and effort
on the front
end, before getting any information onto the paper,
it is far more cost-effective than spending unplanned time rewriting
and reformatting
the document late in the production process. Developing
and implementing a documentation standard essentially eliminates this
pre-writing step,
but requires decisions in three key areas:
-
Conceptual
- What
are the documentation tasks?
- What
is the purpose of the document?
- What/Who
is the audience?
- How
should the documentation be organized?
- How
must it appear to the readers?
- Layout and Format (physical)
- The appropriate form for the documentation types.
- What
page layout will be appropriate?
- Appropriate
strategy for efficient/effective update?
- Schedule and Milestones
- What
are the specific phases for development?
- What
are the milestones?
- What
are the times required for each phases?
- When
must the document be delivered?
The Document
Specification is the plan for an individual document, and
goes far beyond the traditional outline in both function
and role. Ultimately, it becomes a detailed plan encompassing the
life cycle of the document.
Four steps are identified below.
Step 1: Document Design
The first step in developing the document specification
is defining the mechanics and understanding the requirements to
be satisfied.
This step includes consideration of:
- Document layout (format) and design,
- Purpose,
- Audience,
- Priority and schedule, and
- Updating and revision.
Step
2: Document Objectives
- Audience and users,
- Purpose and role
Step 3: Content and Input Requirements
The second step defines the organization and content of the finished document,
and the subject matter experts who will provide technical information
and input. This is the point where the tradition outlines are developed.
- Develop outline and content requirements
- Identify developers and or subject matter experts for
input
Step 4: Pre-Draft Stage
This step is a “proof” of the proposed format of
the document, various parts and features, and preliminary representation
of the graphics.
Generally, in lieu of a standard, management review will be
required.
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