My Approach to writing

Approach to Writing/Editing Projects

By: Mike Gemmell

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The following paragraphs are a generic guide, or checklist, for writing and editing projects. Certain sections apply only to specific types of writing projects, (e.g., product user manuals).

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Planning

Establish the mission of the project

• Establish purpose/goal of the project (remember there may be different perspectives to consider, e.g., sales, engineering, buyer / user, etc.)

• Contact key subject matter experts to explain information needs/issues

Gather information for projects

• Review previous editions or similar documents, if available (e.g., system designs, flowcharts, specifications, user specifications, etc.)

• Interview subject matter experts

• Use product -- if writing project is for product documentation

Establish type of document(s) needed to fulfill mission of the project

Perform user-task analysis (for user manual documents only)

• Identify user types and typical tasks: planning, decision making, etc.

• Develop user interview questionnaire

• Interview users to discover:

•      Tasks to be performed

•      Informational needs to perform tasks

•      Range of users' experience with product

• Construct matrix showing tasks or goal and description of topic needed to address

• Perform user tasks to understand what user manual should be providing user

• Write summary document presenting conclusion fro user-task analysis

Develop schedule for writing project

• Develop summary document describing deliverables

• Estimate time/cost for key items including:

•      personnel and resources needed to complete project

•      detailed outline development

•      writing drafts

•      development of document design

•      editorial review

•      graphics support

•      proofing and copyediting

Writing

• Outline via the table of contents

• Use informative introductory material

• Write procedures for selected tasks (primarily for user manuals)

• Write reference material (as needed)

Revising and Editing

Early Reviews

• Review purpose / goal of document - has it been achieved?

• Review of document structure and organization

• Review overall readability, consistency, and accuracy

• Develop reviewer guidelines for subject matter experts

• State what looking for from each tpe of reviewer

• Distill comments (look for recurring issues)

Final Review

• Simplify text and phrases (use active voice, watch fog index, etc.)

• Check document against style guide

• Check spelling and grammar

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