"Fraud protection?"
"Frog protection?"
….
"We're totally on the same page!"
This is one of my favorite commercials. Unfortunately, we all have these moments and often don't realize until it's too late.
I see this all the time with clients working on collaborative writing projects. Technical writing is hard enough, but writing as a group multiplies the complexities. And without proper communication and planning, the project can fall flat. Most recently I saw this when a team took a "divide and conquer" approach to a report and ended up with disparate chunks of content that resisted being pieced back together. Not only were there overlaps and gaps, but the writing had a different style, voice and tone.
This is where the first core area of technical communication comes into play: Project Planning.
Planning a document project involves more than just outlining your content. A good plan also incorporates a strong understanding of the reader/audience, a strategy for consistent writing, and takes a cue from traditional project management by making clear assignments and considering constraints such as resources, time and budget.
Here are some key items to discuss in your document planning to make sure you're 'totally on the same page.' 🐸
What are your constraints (timeline, budget, resources)?
What is your end product (document, presentation, brochure, etc.)?
Who is your audience/reader? What do they need to accomplish? How/where will they interact with your product?
Who’s doing what? Think beyond headings or topics for other ways to break up the project. Are there team members who are better suited for writing some parts versus others?
How will your team write consistently? Do you have a style guide?
Still struggling? Contact a certified technical communicator—I’m here to help!