More than a Document

Jump starting your documentation project

You may find yourself in the enviable position of having money allocated for critical documentation to support the launch of a new product or software application, but then realize you have no in-house resources with the time or skills to actually complete the work.  Or, you may be facing budget season and are being asked to provide documentation to support next year’s product launch but have no people to make it happen.

Looking for help beyond the company walls can be a smart strategic move.  You can quickly provide the required documentation while freeing up time for you and your team to focus on core business needs that drive revenue.  However, it can be difficult to find the right partner and get the process rolling when your days are already filled.  Making a small investment of time to find an experienced partner and working with them to establish a plan will save you time and frustration in the long run.

It’s worth the time investment up front

The most successful documentation projects invest quality time at the front end and are rewarded with effective documentation that is clear and easy-to-use, and enhances the perceived value of your company’s product, process or software application.  Additionally, your customers are rewarded by having quick answers to questions or access to important product information.

Experience matters.  Look for a company that has successfully scoped, planned and delivered literally thousands of projects. One that understands the nuances and internal challenges that comes along with the process. The good ones can step you through planning, provide guidance on how to overcome internal bottlenecks and generate the critical buy-in from key departments and players.

The plan

Awe inspiring buildings, great journeys and successful products start with a detailed plan. Effective documentation is the same. Only by having a clear understanding of what you want to create in the end can you ensure success.

Tips to creating the right plan for your project and maximize success:

• Define the audience and objectives of the documentation: Technical documentation is most impactful and cost-effective when it is designed to meet the needs of a specific audience. General, one-size-fits-all documentation ends up being ill fitting for everyone and largely ignored. The right partner can help identify the technical sophistication and usage preferences of the intended audience. In addition, they will help you separate key information from non-essential details, saving you time and money by only developing and maintaining the required information.
• Define technical requirements and development tools: Technical writers are at their best when they are intimately familiar with the product, process or software about which they are writing. An experienced documentation provider can help you identify what is needed to replicate your product environment; such as hands on product experience, onsite observation, or knowledge transfer through subject matter expert interviews. Additionally, it is important to identify the authoring tools and standards that will be used in developing the project deliverables. Ask for recommendations and help with understanding the trade-offs involved with the various available tools.
• Define project team roles and responsibilities: Success is tied directly to how well the project team works together and whether there is a common understanding of the goals and the roles and responsibilities of each team member. People operate most efficiently when they know what is expected of them and to what they will be held accountable. Ask your documentation provider for help suggesting what roles you may want represented on the team and generating buy-in from key departments and players. Also, insist that the partner assigns an experienced project manager and ask for a defined list of specific resources that will be assigned to the project.
• Identify and establish buy-in from subject matter experts (SMEs): The best documentation relies on input from associated SMEs throughout the entire process. It is vital that internal SMEs are part of the team from concept to information collection, review and approval of technical details. Technical writers are only as good as the information they receive from respective SMEs. Make sure the outsourced documentation provider will work to maximize the information provided by the SMEs and minimize their time commitment, thereby enhancing their buy-in.
• Define realistic review and approval cycles: A successful plan clearly establishes document reviewers and a timeline for approval in order to meet deadlines. It helps to have a clear and concise description of the document acceptance criteria at the front end in order to significantly reduce ambiguity and uncertainty during the review process.
• Understanding the budget in the context of the expectations and requirements of the finished document: The elements of any effective documentation plan flow through to an appropriate budget. Make sure your budget is consistent with your expectations and the realities of your documentation project. Is it a simple revision of an existing mature document, or are you building a suite of documentation for a new product? Are you expecting a graphic-intensive document, or documents with little or no source material? An experienced documentation provider can help you understand how these situations impact the bottom line.

An experienced outsourced documentation provider can help you quickly get your project off the ground. The best providers know the questions to ask, understand your business requirements as well as your time and budget pressures and can make it possible for you to deliver the critical documentation your business requires on time and on budget. However, a good plan will only take you so far. Once the plan is created, you need a partner that can assemble the team, generate excitement and complete the journey.

Effective project management is the key to successful project completion. InfoPros provides the critical leadership and knows what it takes to manage your projects no matter the size and scope, or if work is done onsite or remotely. InfoPros assigns a project manager who will take responsibility for managing all aspects of the budget, schedule and deliverables, keeping you informed all along the way to eliminate the need for you to micro manage the project. You can spend time on core business needs and leave the documentation to InfoPros. We make it simple!

The InfoPros Advantage

At InfoPros, our team of professionals is experienced in developing and maintaining technical content across a variety of industries, from software and technology to consumer, industrial and medical.  InfoPros can provide the skills and experience required to meet your specific needs, whether for a short-term project or a long-term engagement.

Contact us today, and learn more about the InfoPros Advantage.