Question – Is the document clear and concise? – How do you know? Has it been written for your target audience? Most importantly, is all the information correct? We can write and write, but when do we stop and how much is enough? Here are some checks to ensure that you’ve written and checked all aspects of the document you’re delivering so that it is ready for your audience.
Plan it out
For specific documents, make sure that the most important items have been included. Prepare a list of must haves for each document you are preparing. Here are some simple examples:
- For requirements documents, did you insert the project scope and essential items outlined and prioritized?
- For user guides, did you review each step, provide enough images,, and did it meet stakeholder’s needs?
- For specifications, did you provide all necessary data and figures/images and ensure that all pointers refer to the correct items?
- For test plans, did you include location of objects and every scenario to be tested?
- For marketing, was there enough data and information for sales engagement and revenue generation?
- For RFPs did you include all the correct figures and terms?
From your research, you will know what has to be included in your work. Use the examples above and customize and create your own personal list of checks for each document Once each item on your list has been checked off and validated, then move on to the next steps below for reviewing the document further.
Check for Clarity
Make sure that you have included every description and explanation that is necessary. Did you use your simplest words to be as precise as possible without ambiguity? That is, make sure you have included all the right steps and diagrams and that all instructions, explanations, and relationships are in the right order thereby validating your content. Double check and make sure you have an answer for every possible question.
Check the Flow of Words
Once you have included all the key factors in your document, you have to make sure that it is readable. Take a break and then read the material as if it’s the first time you are reading and seeing it. Make sure there’s a natural flow or rhythm in the words as you read. Reading as if you are speaking is a good indication of whether or not the sentences are readable and clear.
Do Your Editing
- For spelling, the best method I use for checking is to read the text backwards.
- For grammar, check sentence structures.
- For repeating words, use your thesaurus to use another phrase
End Goal
Meeting the end goal is no easy matter. Making sure you understand and can present the end objective easily and in an organized fashion is the prime intention of a document. Communication is key in technical writing. Did you get the information across to the target audience? If so, then with the above points checked off, your document is complete.
Leave a comment to share your knowledge on how you know your document is complete and ready to be delivered.
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.
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.