Through researches it is clear that readers find communications to be useful and usable when

1)They are complete from a reader’s perspective
2)The communications are task-oriented
3)The information is easily accessible
Follow these simple guidelines to identify strategies and resources to plan a complete, task-oriented, accesible communication.

Rule 1 – Identify information that a reader needs
Rule 2 – Organize content and communication around the readers’ tasks
Rule 3 – Easy to Find, Give readers what they want
Rule 4 - Modular communication
Rule 5 – Adopt technical writing superstructure (Manuals of Style will be great to start with)
Rule 6 – Plan the graphics (Even if you are not a designer, make an impact)
Rule 7 – Outline the communication, that will help
Rule 8 – Check the plans with a group of reader (Don’t feel you have wasted time after everything is done, precaution is the key)

Consider that all these sentences are actually wrong or erratic

1. There were above a dozen people in the meeting.
   
2. We can’t accept a chemical factory to be built in this village.

3. Internet give us an easier access to information.
4. She refused to accept responsibility for her acts.
5. I adore meeting new people.
6. I adviced him to tell the police.
7. I asked my doctor for her advise.
8. Only the driver was wounded in the accident.
9. His wife goes to work outside the house.
10. Working outside my city has given me a wide view of life.
    

And here are the right ones -

1. There were over a dozen people in the meeting.
   
2. We can’t allow a chemical factory to be built in this village.

3. Internet give us easier access to information.
4. She refused to accept responsibility for her actions.
5. I love meeting new people.
6. I advised him to tell the police.
7. I asked my doctor for her advice.
8. Only the driver was injured in the accident.
9. His wife goes to out to work.
10. Working outside my city has given me a wide broad view of life.
    

Yes surely it can. “Full Stop” is actually a British term. In America “period” is the most common term.

So what? what difference does it make? A rose by any other name would smell as sweet! well, not in case of full stop.

In British English, abbreviations of titles often omit the full stop, for example – Mr, Dr, Prof, which in American English would be given as Mr., Dr., Prof. is actually without any full stop in British writing.

The rule is – If the abbreviation includes both the first and last letter of the abbreviated word, as in mister , doctor, miss, a full stop is not used. This does not include “Professor”.

In this use, the full stop is also occasionally known as a suspension mark.

So Mr. Dr. Prof. in American English

and Mr, Dr, Prof. in British English

So what is the best screen shot editor for a technical writer? According to my opinion thank heavens there was Snag It. Let me describe why photoshop, paint and others are not so cute and smart for me.

So once we install snag it. It makes itself available in the task bar, we forget everything. Let’s see I have a User manual to create, well lets say I need to describe a authentication form. So here I go:

I jot out the main navigation of the system

I get in for a hardcore UAT of the developed system / software

Throughout the UAT, I just keep pressing Print Screen and keep saving the shots serially for each module

Nifty huh ?

What do you use for screen shots?

Word documents are editable. Sometimes we need a PDF format for online documents and transfers. Adobe PDF creator is a great but costly option. So what is the alternative?

How about a PDF printer for free? Sounds good?

There is a free MS Word add on called CutePDF Writer. Download the setup from:
http://www.download.com/CutePDF-Writer/3000-6675_4-10724321.html

• Double click on the setup icon to initiate setup
  

CutePDF Writer Setup

• Click on “Next” to continue with setup

CutePDF Writer Setup

• Accept the agreement and follow the setup screen to complete setup

CutePDF Writer Setup

• Navigate to “Printers and Faxes” from the Start Menu

Printer and Faxes

• Right click on “CutePDF Writer” and set it as the default printer

Default Printer Setup

• Open up the word document you need a PDF format of
• Navigate to Files –> Print

Default Printer Setup

[ Note: The default print mode is CutePDFW Writer, this mode will always let you turn the document to PDF. If a hard print copy is needed please select the appropriate printer from drop down]

Name and Save the PDF

• Provide a suitable name for the PDF file and click on Save

Save your word documents from unauthorised edits by converting them to PDF with this cheap option.

Adobe FrameMaker is a powerful authoring and publishing solution for technical communicators. The present version of FrameMaker is version 8. Adobe FrameMaker 8 software is a powerful tool for technical communicators that combines word processing and XML-based structured authoring with template-based publishing.

So why should you use it?
Well, here are the features listed which might help in decision-making:

Unicode support – Language flexibility

Edit and create content in multiple languages, author content for global audiences with built in dictionary and hyphenation support for most of the languages.

Rich Media support – Interactivity

Flexibility to incorporate 3D models and rich Adobe Flash Player compatible animations or simulations created with Adobe Captivate software. Flexibility to generate Adobe PDF files with live 3D models.

DITA support

Integrated DITA application to author, publish, and distribute topic-oriented information in XML and create DITA maps.

Integrated authoring tools

Features for automatic numbering, cross-references, tables of contents, indexes etc.

Microsoft office compatibility

Import contents easily created in MS Office 2007 or MS Excel 2007

To know more visit Adobe Framemaker Features Page.

A Business Plan does not have to be full of jargons. It can be simple with effective measurements to chalk out the basics of an idea in a effective form. Here’s a slide show on the main points.

While reviewing some software for the Information Developers, I was amazed to see Open Source initialized it’s presence in field of Technical Communication too. Some free software is also available to help you in technical documentation jobs.

Often there is a need for a Help file for some software you review. Let’s see if we can do this for free

So on my search for a Help authoring file, what I found satisfied me completely because along with Help authoring I got a software combined with ImageMaker, ButtonMaker, IconMaker, Batch Image Conveter, PDF Merge, PDF Manual Designer and SHG editor, WOW!

Helpmaker from Vizacc (http://www.vizacc.com/) is a RTF-based, page-layout Help Authoring tool. It generates WinHelp, HTML_Help, Website-Help and PDF. It comes with a great price tag a Freeware for commercial and non-commercial usage with free support at no additional charge.

The User Interface of this software is easy to understand. The whole screen is divided into left document map area and right editing area. The editing area is divided into top-right Header editing area and bottom-right Main editing area.

Initial Screen allows opening an existing or creating a new document. Let us see how we can make a simple help file.

After Install, you will get the initial screen which will be like this:

• You can create a start a fresh HelpMaker project by clicking on the New… button
• Select Create a New HelpMaker Project from the popup screen that opens up

• Click on Next. This will open a popup where you should enter the details of your new project.

For this example I have created a Test Project

• Click Next for starting with the project. You will get the document editor for editing your document. I will prefer to have my notes / drafts ready for the Help file

You can edit / stylize / format your document, headlines and matter of the Help File.

Once done you are ready to compile the Help file.

• You can export the document to RTF, HTML or PDF format from the File Menu

• Select your project from the Document Map panel

• You can choose the Compilation format as you require (WinHelp, HTML Help, HTML-Website Help or Word / RTF based help file
• Compile the help file by selecting the Compile button or by pressing F9

Once compiled you get your Help file.

You can copy and paste this help file to integrate with the software developed by checking the Help Directory of HelpMaker.

In the age of Adobe Robohelp, HelpMaker is software which enables small and middle sized companies to provide value added service to developed software and websites.

Happy Helping Folks!

So how does it matter, British English or American English…Is it really that important ?

It is for sure !

Did you know that a Britisher’s Billion is actually an American’s Trillion ??

Check out for yourself:

http://www.askoxford.com/asktheexperts/faq/aboutwords/billion

Well…Now you know !!

Have you ever been shabby? Did you like to draw on your maths book? Did you ever try mnemonics? If yes, then you’d love transforming ideas through ideas of communicating…differently

I asked whether you are shabby because that will be needed (pretty obvious not on the research documentation or

manuals you create). Try post-it notes, great invention to be shabby, note down, Capture ideas, and small diagrams understandable by you. Post it around you, on your laptop, over your desk, CPU, coffee mug, telephone. Let your whole office cubicle stand out with post it’s.

Did you love to draw? Did you create your maths book into a drawing canvas…..Wonderful!

Start an exercise, study about VOIP and ask a non technical friend by explaining him once, if he got it right.

No worries. Next day draw the whole thing as you visualized on a chart paper. Get it pasted in your cubicle.

Now call another non-technical person and ask him without any explanation – Can he understand what you meant?

That’s successful communication, technically.

Mnemonics is for you. I hated studies. Man! I hate to study the whole book on JBOSS too (because I know tomorrow I have to give my ideas on some new technology if the requirement is so, but mostly because I hate studies). To help me there is Mnemonics… I prefer to visualize over studying. Till the project is on, I use Mnemonics to memorize important points of the book. I also prepare short one liner in my diary.

Innovate, Think, Visualize and help yourself through ways that can transform knowledge faster. They said well – Ideas! Sure can make you the King of Creation. Till the next post, keep thinking.