This is the next part of the article, "Planning User Documentation". This part proceeds with the structuring and writing the user manual.
Structuring Manuals
While structuring a manual, writers got to have a Style Guide, Language Standard Paper, and a Template designed according to the style guide. A style guide is a document that has all the required information how the manual will look like in written form.
A language standard paper tells you what the manual has to avoid and what to take care about. It mostly consists of the rules. For example,
- Active voice is used in the manual.
- Avoid He and She. Use You only.
- Do not over use articles, passive voice etc
A template is a designed document that shows everything planned in the style guide. Style guide gives the smallest information on what the font will be, its color, size and identation.
Gathering Information
Here we come to gathering information about what to write down in the manual. You know
- What product you are about to write
- Who are your readers
- When you are to deliver the manual
- What are the other outputs of your manual
- How you are going to structure your manual
Now you have to know the product details. You have to know
- Which screen does what for the users
- How can the readers perform a task?
- What are the functions of the controls used?
- When is a function useful to use and when to avoid a function?
The writer’s get their information from the SMEs like developers who have developed the software mostly. Also, the Functional specification is a great help in this perspective, but not always available to use.
Manage Deadlines
Sit down and set your deadlines, if you are given the opportunity. Many times you are given deadlines and you have to arrange your work within the dates given. Arrange a meeting with your boss. Discuss the pros and cons about the manual you have gathered during the above steps. Don’t argue! After all boss is a man handling the most sensitive issues in the company. Maybe what dates the boss has fixed are important and in favor of the benefit of the company.
Start Writing
Hey! You are almost there, great! You have everything you should have to start a manual. Keep in mind this is the first draft you are going to write. And you can have lots of errors and mistakes in it. Keep in contact with the people you are getting the information from.
References:
Cunningham, Donald, H., Cohen, Gerald. 1984. Creating Technical Manuals: A Step-by-step Approach to Writing User-friendly Instructions. Published by McGraw Hill. ISBN 0894950517, 9780894950513
Bremer, Michael. 1999. The User Manual Manual: How to research, write, test, edit and produce a software manual. Published by Untechnical Press. ISBN 0966994914, 9780966994919
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