Library
Home
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

De-cluttering Documents

By Theresa Pojuner on March 17, 2015

To be a good communicator, a technical writer provides accurate, reliable, valuable information within documents. Once all information has been gathered, how do you begin to organize it all? You have been jotting down all your notes into a book or a document. How do you de-clutter and pick only the most relevant information that needs to be communicated? Here are some ideas.

Classify It

Arrange the data into groupings or categories.

  • Within all your information, if there is one subject that constantly stands out, make that a category, and group all appropriate notes into that category.
  • Simple examples of categories could be ‘Procedures’, ‘Graphics’, ‘Reports’, etc. You could also just group all your ‘Red flags’ into one category and add it to an Appendix.
  • If no topic stands out, then take one piece of information and see if you can build upon it with related notes that have been taken. In other words, start small and build upon it. Put a category name to this group of information, such as ‘Background Information’ or ‘Must Know Information’ and create an Addendum section.
  • For information that you cannot group within any category, create a Miscellaneous grouping. You can add this information to the end of the document as an Appendix or Supplemental section, or it may not be needed at all. But in any case, do not automatically delete it as it may become useful later.

Organize It

Consolidate and organize the categories.

  • Arrange and organize the above categories by topic or subject matter into a logical sequence. These can be your paragraph lead-ins or your section headings.
  • Build your content within the groupings to create the document.
  • Analyze your content to make sure it is valuable and beneficial.
  • Create more than one document, i.e., one for managers, one for users, and/or one for developers, marketing, etc., if needed.

Manage It

Ensure that there are no ‘oops’ in your information.

  • Delete any out-of-date or obsolete data. Ensure that your data is accurate and precise.
  • Collaborate to ensure notification of any pending or possible changes. Hence, be flexible and monitor all your incoming information for updates.
  • More importantly, make sure you are more than familiar with the product or application you are writing about to ensure continuous accuracy.
  • Create a reference sheet (a useful collection of convenient and relevant information on one page) to direct readers to the appropriate document and its location. Manage and organize it for easy accessibility for all those that will need the completed document.

Notes:

  • Readability – ensure that the document reads clearly, smoothly, meaningfully and without any inconsistencies or ambiguities.
  • Document the procedure used to de-clutter your notes for future usage.

If you use other methods to de-clutter your notes, please leave a comment. Thank you.

« 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

Free Management Library, © Copyright Authenticity Consulting, LLC; All rights reserved
Wordpress supported by Caitlin Cahill

Provided by

Authenticity Consulting, LLC
  • Contact Info
  • Legal
  • Privacy