Home Library Translate
A A A
Share »
Follow us on Facebook Follow us on Twitter Follow us on LinkedIn
Connect »

Blog: Business Communications

Menu

  • This Blog's Home
  • Guest Writer Submissions
  • Policies
  • To Subscribe to a Blog
  • About
  • Feedback

Documentation Types

By Theresa Pojuner on July 14, 2011

A Technical Writer creates and compiles a range of documents. This is especially true when the product involves multiple divisions, departments, or projects. By working across these multiple channels all knowledge gained will be incorporated within several documents. Product specifications, deployment manuals, instructional material, operational manuals, forms manuals, brochures, etc., may need to be written. Within each document, the Technical Writer will communicate what is relevant and be able to present it in a creative manner. Creativity is important when constructing tables, charts, graphics, or diagrams to simplify and enhance details of procedures, processes, business reports, etc. Besides relevancy and creativity, there are other core requirements for specific types of documents. Below are some standard forms of documentation frequently generated during a product’s life cycle. Under each type of document are some fundamental elements.

Requirement Documents (created at the initiation of a project) contain:

  • Date and authorization,
  • Project scope/overview,
  • Task proposal,
  • Proposal validation,
  • Business goals,
  • Specifications,
  • Time and expenses,
  • Resources and support.

Software and Functional Specification Documents (created for Developers and Analysts) contain:

  • Technical details of the product,
  • Detailed tasks,
  • Database design and  schema location,
  • Client needs,
  • Program functionality,
  • System platforms ,
  • User Interface,
  • Security,
  • Error messages.

User /Operations /Training Documents (created for guidance and instruction) contain:

  • Guide description,
  • Product description,
  • Installation and/or log-on procedures,
  • Program functionality,
  • Required information,
  • Prompts and error messages,
  • Trouble-shooting section,
  • Glossary,
  • Reference sheet.

Reference/Cheat Sheets (created as a quick look-up) contain:

  • Brief program overview,
  • Brief explanation of each functionality,
  • Quick ways to accomplish a task,
  • Brief trouble-shooting section,
  • Index and cross reference sheets.

Quality Assurance/ Test Plan Documents (created for testing) contain:

  • Program description and client needs,
  • System requirements,
  • Program accessibility,
  • Functionality,
  • Tasks and scenarios,
  • Expectations,
  • Regression testing,
  • Problems and resolution.

SOP (Standard Operating Procedures) Documents (created for routine tasks) contain:

  • Purpose,
  • People involved/affected,
  • Guidelines,
  • Revision instructions.
  • Procedures,
  • Appendix,
  • Glossary.

Each of the above documents will be elaborated on in future posts. There are many other types of documents that a Technical Writer produces. The above were selected because they are generally the most common. If there are others that you wish more information on, please leave a comment.

« Previous Next »

Search Our Site

Meet This Blog’s Host

Gail Zack Anderson, President of Applause, Inc., has nearly 20 years experience in training and coaching. She provides individual presentation coaching, and leads effective presentation workshops and effective trainer workshops. [Read more ...]


Theresa Pojuner is a Documentation Specialist with over 20 years of writing experience and is skilled in many areas of documentation, for example, Style Guides, Training Manuals and Test Cases, wth a specialty n Technical Writing and Procedures. [Read more ...]

Recent Blog Posts
Alternate Recent Posts Widget

  • Becoming A Technical Writer-Communicator Review
  • Creating A Knowledge Community
  • Tips for Handling Technical Writer Stress
  • Likeminded Communication
  • A Technical Writer Is Different From Other Writers
  • Involve and Engage Your Audience 20 Ways
  • Tips On Documenting Processes
  • Communicating Technical Writing Review
  • Communicating Via Visual Designs
  • Special Tips for Laptop Presentations

Related Library Topics

  • Body Language
  • Netiquette

Categories of Posts

  • Basics and Overviews
  • Body Language
  • Communicating Change
  • Communication Best Practices
  • Feedback (Sharing)
  • Humor in speaking
  • images
  • Listening
  • Netiquette
  • Presenting
  • slide shows
  • Speaking Skills
  • Team Presentations
  • technical writing
  • Telephone Skills
  • Uncategorized
  • Visual Aids
  • Voice and Vocal Habits
  • Writing

Library's Blogs

  • Boards of Directors
  • Building a Business
  • Business Communications
  • Business Ethics, Culture and Performance
  • Business Planning
  • Career Management
  • Coaching and Action Learning
  • Consulting and Organizational Development
  • Crisis Management
  • Customer Service
  • Facilitation
  • Free Management Library Blogs
  • Fundraising for Nonprofits
  • Human Resources
  • Leadership
  • Marketing and Social Media
  • Nonprofit Capacity Building
  • Project Management
  • Quality Management
  • Social Enterprise
  • Spirituality
  • Strategic Planning
  • Supervision
  • Team Building and Performance
  • Training and Development
About Feedback Legal Privacy Policy Contact Us
Free Management Library, © Copyright Authenticity Consulting, LLC ®; All rights reserved.
  • Graphics by Wylde Hare LLC
  • Website maintained by Caitlin Cahill

By continuing to use this site, you agree to our Privacy Policy.X