Goals when Planning for Usability May 10, 2009
Posted by Amal in Usability.Tags: Communication, Guidelines, Rules, technical writing, Usability
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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)
“Effective” – The Must Behind Software Documentation August 6, 2008
Posted by Amal in Editing, Software Documentation, Technical Writing Basics.Tags: Design Documents, Software Documentation, Style, technical writing
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In most mediocre IT firms the key responsibility of software documentation remains in hand of developers. Technical Design Documents, User manuals, Help References are all involved as a part of the software development phase. In bigger houses however, the idea is changing. Technical Documentation and information development is a process throughout. So where do we start when we have the responsibility? Let us check out -
The main reasons for user documentation are as follows
* Helping users with the developed software
* Reducing support costs
* Powerful business and marketing tool
* Improving a software firms reputation and brand identity
* Helping with QA, Process and Management with technical stuffs explained.
Before documentation we should identify the reason behind that particular process. For example a document with marketing aspect would be different than that targeting the QA team who should test the software.
Analyze your audience
“It’s very good looking”, “It’s very attractive” are not what a Technical Communicator needs to listen. The only phrase that should matter for each document is “It’s helpful”. Yes, you should style it, publish it with enough details and attention, but never forget the target audience.
The easiest way is to analyze users by designation or job responsibilities. Whether the documentation is for:
1. Users of software
2. Quality Testing guys
3. Administrative professionals
4. System Professionals
You would know by the roles who is a novice and who is a techie. Who needs validations, database structures and who needs less than that.
By analyzing audiences you will provide:
1. Information as needed
2. Easy, helpful and Handy document
Analyze Tasks
How often should you write? Whenever. Make it your hobby.
How often then should you communicate? As much as you breathe, make it your need.
You should analyze tasks, tasks performed by members of QA team, System team, Project Managers, coordinators, and Data Entry Operators. By communicating you will know where they lack, what they expect, how can they be helped with information. Communication makes your job easier; in process you make their job easier. That is what the main responsibility of a Technical Communicator is.
Structure, Styles and Information
How a Technical Communicator use styles, structures and document the information depends on what each document should address to. All documents should answer particular questions. Here is an explanation, On a very macro level:
| Document drafted for | Should answer to the Question |
| Client (Business Documents) | Why should your service be better, how good is your understanding about the requirement, how capable are you to provide solutions for the requirement. |
| QA, Analysts (Design Documents) | Validations, How Should the interface works. What should be the ideal conditions for software to work? |
| Developers (Logical / Technical Documents) | What should we keep in mind while developing? What was planned? How was it planned? Why was it planned? |
| Users (End user documents and help manuals) | How does the system work? How should a particular thing happen through software? |
| Novice Users (documents for primary end users and internal novice users who use the software for example, data entry operators) | How should the software help? How is it easier to use? How should a particular task be achieved in the simplest manner? |
Software Documentation is as fun as you can make it, but never make your documentation funny. Make them effective.
Tools For The Information Developers July 28, 2008
Posted by Amal in Tools and Softwares.Tags: information development, software, technical writing, tools
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Information development is a job yet an art. The best part of being an information developer is you have the power to utilize your knowledge, experiences with your visualization and logical power.
Analysis of your target user is not just another rule, but an obligation. The best explanation might be purchasing a laptop. Suppose you need to guide three different persons an, IT professional, a businessman and a teenage girl on the same laptop, would you prefer the same style of transferring information to all? Preferable Not!!
I don’t use the same tone and style for blogging and for test case manuals, both are intended for different sets of audiences.
For technical documentation sometimes we need flowchart, sometimes UML designing and sometimes just pure art. Some great software that information developers would love to use:
• Adobe Framemaker [http://www.adobe.com/products/framemaker/] – Powerful WYSIWYG Editor with XML capabilities
• Adobe Robohelp [http://www.adobe.com/products/robohelp/] – Help System, Help authoring tool
• Microsoft Word – The best and most popular drafting editor available.
• Techsmith’s SnagIt [http://www.techsmith.com/screen-capture.asp] – Screen capturing Software with possible editing capabilities.
• WordWeb [http://www.wordweb.info] – English dictionary and thesaurus software.
• Editplus [http://www.editplus.com] – A pure coder’s favorite text based editor.
• Microsoft Visio – The best tool for Flowchart diagrams, UML designing, Database model diagrams, Block Plans and Layouts, Project Planning.
• Adobe Acrobat [http://www.adobe.com/products/acrobatproextended/] – PDF creator. (also check out cutepdf, if the requirement is just publishing pdf files from MS Word)
For an HTML editor some use Frontpage, while maximum designers prefer Dreamweaver. For a bit technically adapted person who has minimum requirements of HTML / XML to broadcast his information, Editplus is still trusted application.
Adobe recently launched Adobe Technical Communication Suite for technical writers and instructional designers. The suite consists of all tools required by an information developer – Adobe Framemaker, Adobe RoboHelp, Adobe Captivate and Adobe Acrobat. The suite is priced at US $ 1599 and every Information Architect’s dream suite.
Check out: http://www.adobe.com/products/technicalcommunicationsuite
Till my next post – deliver information in the best possible way, Take care.
Importance of technical writing June 29, 2008
Posted by Amal in Technical Writing Basics.Tags: business, interpersonal communication, technical writing
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Why is Technical Writing important ? Is it rocket science ? – No, it is not a Rocket Science. But yes, it is Important. Technical Documentation and Communication through writings have the following important aspects behind them :
- Conducts Business - by maintaining good relation with customers / Clients, providing documentation, help guides and status report of completed work, generate income through instructions, inform others about the product you are knowledgeable about.
- Technical Writing needs Time – While on average technical professional spends 20% of their time on documentation, information and preparing memos. Corporates and managers spend more time on reviewing and editing the documentation. Technical Writing is important because it is Time consuming. Good technical writing, instruction and manuals generate more sales and proper maintenance of the work process.
- Interpersonal Communication Extended by Technical Writing – Good technical writing an accomplish more than just GETTING THE JOB DONE, A well constructed memo, letter or report reveals that not only you are technically adapted and knowledgeable in the product and in your field of expertise, but you can also communicate knowledge accurately, clearly and concisely to others. Good technical writing reveals that you can tell people what to do ? and motivate them to do it.
