Plan technical information as usable documentation
Instructions, online help and internal procedures serve different tasks. A useful project defines who needs which information for which product version. This makes research, technical review and later updates easier to plan.
Define the product and information task
Specify the product type, development stage and audience. Explain the tasks readers should complete: install, operate, maintain or understand a process. Documentation writing and technical product development are separate activities.
Clarify whether you need new content, an update or migration to another system. Existing versions and variants form part of the starting point.
Choose document types and outputs
Plan documents around their use and access to information. A standalone PDF and maintained online help differ in structure, search and publication.
| Document | Scope to specify |
|---|---|
| Operating instructions | Audience, tasks and product version |
| Installation or maintenance | Procedures, prerequisites and technical review |
| Software help | Functions, tasks and version links |
| Internal documentation | Process, roles and updates |
Prepare reliable technical inputs
Identify available drawings, functional descriptions, existing text and subject experts. Interviews and agreed research can fill information gaps. Arrange suitable exchange of required materials later.
Statements need to match the correct product version. Identify who checks functionality, data, risks and procedures. Clear writing does not replace technical review.
Check applicable languages and requirements
Product information may have requirements for content, language and output. Applicable rules depend on the product, its use and any specific provisions. Clarify these with responsible specialists before writing.
Specify languages and intended markets. Approved source text, consistent terminology and verifiable illustrations support translation. Translation alone does not establish the technical suitability of instructions.
Explain actions clearly
Arrange information around tasks and a logical sequence. Describe prerequisites, steps and expected results. Warnings and guidance need to match the actual context rather than rely on a collection of generic text.
Agree terminology, illustration style and recurring representations. Check images against the product version and text. A sample chapter helps assess detail and language early.
Organise approval, versions and handover
Plan technical and editorial feedback, corrections and final approval. Documents should identify their product version. Product changes need to be tracked through affected text and illustrations.
Agree working files, output formats and the authoring system. Reusable content and clear handover support additions. Identify who maintains and publishes subsequent versions.
Compare scope and ongoing effort
Page count rarely explains all the work: research, variants, illustrations and approvals matter too. Compare the same document types and product versions. Define included revisions and additional tasks.
| Item | What to compare |
|---|---|
| Information gathering | Interviews, existing sources and gaps |
| Writing | Structure, text and terminology |
| Media and languages | Illustrations, translations and outputs |
| Review | Technical checks, corrections and approval |
| Upkeep | Working files, variants and changes |
Frequently asked questions
Do we need the exact page count?
No. Document types, product variants and planned scope help initially. Final development is agreed after reviewing the inputs.
Can existing documentation be updated?
Yes. Explain product changes, existing file formats and whether content, structure or presentation needs work.
Who checks technical statements?
A responsible subject expert needs to be identified. Agree which checks belong to the provider and which to the client.
Must every document be in three languages?
There is no universal answer. Product type, intended use and specific rules determine needs and requirements.
Are illustrations and translation included?
Only within the agreed scope. Specify existing images, new diagrams and required languages.
How can documentation stay current?
Agree version links, editable inputs, responsibility and a process for product changes.
