If you are a Technical Writer and have just completed creating a document from scratch, then read on.
Always complete this checklist before submitting any document as your first draft.
1. Spelling and grammar: Run it through a spell-check, check for punctuation, Avoid using passive voice unless it is unavoidable. Make sure that the word processor you are using is set by default to the Client language, US English or UK English for example.
2. Clarity: Avoid using ambiguous words and phrases.
3. Consistency: Use same type of words and sentence constructions for similar tasks. Check if all headings have a consistent structure. For example, if you are using –ing form be consistent in its use.
4.Completeness: Check if all links, cross-references, etc are working. TOC is updated, all sections are completed, etc. Some tools allow you to mark the completeness of a topic. Use this feature to effectively manage completeness of topics.
5. Conciseness: use small and shorter words and phrases instead of long ones.
6. Organization: Organize your sections, subsections, topics, and subtopics carefully. Spend some quality time, creating and editing the first TOC you come up with. Remember, the bigger picture and its clarity adds to the logical flow of a reader.
7. Accuracy: Run the application or the software reading your document. Make sure there are no gaps. Get the doc reviewed by Testing/Functional/Subject Matter Experts for functionality and conceptual accuracy. Always remember you can only bring as much clarity to the document as your own understanding of the software. It is essential that you thoroughly understand the software to present it to the user in the simplest way.
8. Screenshots: If you have used screenshots, check all screenshots to make sure that the right screenshots are embedded in right places.
9. Document Properties: Check इफ Headers and Footers, Page numbers, document properties, Page Properties, etc are done well. This is very important, because the users should not have trouble reading your help in any format they like. एक्साम्प्ले: online, print, etc.
10। Finally, go through the whole document once looking carefully at the structure to rule out any extra page breaks, line breaks, formatting issues, etc। This saves paper when printed, and will also make the document ready for conversion into other formats.
These steps are not in any logical order but sooner than later you will realize that all these steps are mandatory। I am sure you can come with the order that suits you best when you run several documents through this list।
The lesser the users seek help, the more the product’s success. It is, therefore, in our hands to make these few visits of users more fulfilling. Let us not distract the users with flowery language and excess formatting.
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