Planning and Preparation
- Defining the target audience and identifying their needs
- Outlining the structure and content of the documentation
- Gathering necessary information and resources
Example: A software development team is creating user documentation for a new project management tool. They begin by identifying the target audience (project managers and team members) and determining their specific needs for using the tool. They then outline the structure of the documentation, including sections on how to navigate the tool, create and assign tasks, and track progress. They gather necessary information and resources by interviewing the development team and testing the tool themselves.
Writing and Designing
- Creating clear and concise content
- Using visuals and other multimedia to supplement the text
- Ensuring the documentation is easy to navigate and search
Example: Using the information and resources gathered in the planning phase, the software development team begins writing the user documentation for their project management tool. They strive to create clear and concise content that is easy to understand and follow. They also include visuals such as screenshots and videos to supplement the text and make the tool easier to use. The team also designs the documentation to be easy to navigate and search, with a clear table of contents and an index.
Testing and Reviewing
- Testing the documentation with the target audience
- Gathering feedback and making revisions
- Ensuring the documentation is up to date and accurate
Example: Before releasing the user documentation for their project management tool, the software development team tests it with a group of project managers and team members. They gather feedback on the documentation’s clarity and usefulness, and make revisions accordingly. They also periodically review and update the documentation to ensure it remains accurate and up to date with any changes to the tool.
Distribution and Maintenance
- Deciding how to distribute the documentation (e.g. online, print)
- Providing a means for users to ask questions and provide feedback
- Regularly reviewing and updating the documentation
Example: The software development team decides to distribute the user documentation for their project management tool online, in the form of a PDF and on a web page, to be easily accessible to users. They also provide a means for users to ask questions and provide feedback through an online forum or email address. The team also commits to regularly reviewing and updating the documentation to ensure that it remains accurate and useful to users.
Other Documentations
Other types of documentation within IT include technical documentation, which provides detailed information on the technical specifications and functionality of a product or service, and administrative documentation, which provides instructions on setting up and maintaining a product or service. All of these types of documentation work together to ensure that users have the necessary information and resources to effectively use and maintain IT products and services.
