Documentation Process Technical Communication
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The document discusses the documentation process, which consists of 4 main phases: planning, drafting, revising, and delivery. In the planning phase, the purpose and audience are determined, information is gathered, and an outline is created. During drafting, a draft is written according to the outline and formatting is added. In the revising phase, the draft is reviewed, feedback is incorporated, editing for grammar/style is done, and approval is obtained. Finally, in the delivery phase, the document is printed, distributed to the intended audience, and evaluated.
Documentation Process Technical Communication
- 1. Presented by : Koshish Jung Lamichhane Mamata Thapaliya Nabin Sapkota Prasanna Adhikari A Presentation On Documentation Process
- 2. Content of the Presentation Introduction to documentation Process Phases of documentation Process Planning Drafting Revising Delivery Conclusion
- 3. Documentation Process A major portion in the technical communication deals with the preparation of the Documents which includes SMS (text message) , Email , websites etc. Most work place documents are Memos , Reports and Proposals We have to follow the steps of Planning ,Drafting and Revising and Delivery to prepare a technical document.
- 4. Phases of documentation Process Planning Drafting Revising Delivery
- 5. Phases of documentation Process(Con’td) Planning •Determine Purpose •Analyze Audience •Gather Information •Outline Content Drafting •Write the draft organize and format Revising •Get the Draft Approved •Edit and check for errors •Get Expert Audience Feedback •Review and Adjust Content Delivery •Print Produce and check quality •Distribute and disseminate
- 6. Planning Preparation of Anything needs plan and planning It is also known as pre-writing Stage. It involves Four Stages: Determine Purpose For this we have to identify what is the aim of our Presentation The content of the document depends upon its purpose
- 7. Planning (Con’td) Analyze your Audience We have to identify the nature of the audience Understandability of audience depends on the their nature. Gather Information It involves in setting the deadline and cost factors and logistics .etc which affects the quality of the document It serves as the foundation for the development of the Content
- 8. Planning (Con’td) Gather Information(Con’td) It involves with the generation of the ideas through the interaction between the team members Some techniques used are Asking 5W and 5H Questions, Mind-mapping, Brain-Storming ,Free writing and Flowcharts Create a Outline Preparation of the rough sketch of the document using the data obtained in the gathering information It becomes easy to organize the content and is preferred for longer document
- 9. Planning (Con’td) Create a Outline (Con’td) It involves in creating a sketch of the document and layout of document using the ideas obtained form team members. We even have to consider graphics while preparing outline
- 10. Drafting It is the process of the writing the document Writing is not the one shot task and we have to consider all things that is discussed in the planning We have to consider the concept of the audience analysis and outline while drafting We have to adjust the draft prepared organizing the thoughts and ideas logically. We have select the best content form outline and prepare draft
- 11. Drafting(Con’td) A Good technical writing is always audience centered. So, We should be simple , clear , accurate , concise and concrete in writing the technical document Adopt appropriate approach , format , style and tone and make the communication accessible, relevant and easy to use. While organizing the content we can use the techniques like Chronological , spatial , classification and partition , list of items
- 12. Drafting(Cont.) It also involves in formatting the document in order to make it user friendly and have to check for the appropriateness of reference. Avoid Monotony to enhance variety and interest
- 13. Revising It is the process of rewriting It involves in the process to meet our communication purpose and readers needs Other steps have no value if revising is not done It is the one step for the perfection of the document eliminating all potential errors in the document It involves four basis steps:
- 14. Revising(Cont.) Review and adjust content It involves in the identification of the errors in the document. Adding some details and removing the unnecessary details and contracting and expanding the sections if required Well drafted documents requires less revision where the poorly drafted document requires more revision
- 15. Revising(Cont.) Get the feedback It is crucial process in writing a document we can get feedback form colleagues friends and family members Based on the audience reaction to the document we can improve the quality of the document Edit for Grammar ,style and mechanics We have to check for typographical errors and review the document to identify grammatical errors Mechanics involves the convention in punctuation , capitalization, spelling etc. It also involves in proof-reading
- 16. Revising(Cont.) Get the draft approved We have to make the backup of the document in the hard drive to prevent data loss Before submission at least read the document once If the document satisfies the purpose for which it created then submit it to your superior or contractor But we have to remain open for suggestions We may have to incorporate new corrections and insights
- 17. Delivery This is the final step in the document process The document which is prepared such as fliers , user manuals etc are distributed to the public or consumer. A writer job is incomplete until the document is printed and evaluated for the quality in terms of the organization Affter the document is disseminated or distributed to the targeted audience, documenter should remain open to the feedbacks so that the quality of his works can be improved in future