You are at a meeting to help set up a project plan for a new undertaking. You have been asked to estimate the time needed for your documentation role in this particular project. How will you know how long it will take to complete the writing project? You could have researched before the meeting and studied previous project timelines, reviewed them, and then apply the same length of time (or you can adjust the timeline accordingly). If you were really organized, you could have created your own timetable and therefore be able to give a more accurate account when replying.
To create your own timetable:
- Make sure you have kept a schedule of events and tasks and how long it took to complete previous projects; include benchmarks or target points as check points to see if you are on schedule.
- Be sure to also indicate any resources that aided in the development.
- Note any interruptions such as changes, updates, deadline movements, etc. that would affect deliverables.
- Check availability of subject experts to gather information from.
- Ensure the right tools are available to you.
- Verify certain key dates with team members; such as when requirements, technical, training, etc. documents have to be done.
Also ask the following questions before replying as the responses might affect your schedule:
- What is the purpose of the documents you are creating?
- What types of documents are needed?
- Has a pre-arranged date been set already? – Or do they just need a date from you.
- Who are the stakeholders and will they need to approve the final documents?
- Will any previous training be required?
- Will translation be needed if this will also be a global document?
- Who is your audience?
- What format is required or can the standard organization style guide be used?
- Will images, videos, etc. – any medium other than text be required for the project?
Creating a set timeline is not an easy task. Too many factors can affect the final deliverable date. So what should you do to try to avoid a missed date? Ask others at the meeting their opinion; what do they think of the timeline? Do they see anything that might affect what has been determined? Even though you are experienced, there may be other events in the works that you are not aware of and that might affect your outcome. So ask.
Also, as a final statement, create contingency plans. Even though you may have all your key elements in order and approved, you never know what else might pop up to interfere with your schedule. So make fall back plans for those ‘what if’ cases. Oh and one more item. Stay focused and monitor the workload and schedule. If either of them are out of line, then be prepared for unforeseen events to occur.
Good Luck on pin-pointing your project date.
If you have had problems setting project dates and keeping to them, please leave a comment.
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.