Technical Writing for a Software Project

What is Technical Writing?

The purpose of technical writing is to transfer the information from a source to the users in such a way that they can use it.

In the case of software documentation, you can say it is to take the information from the developers and give it to the end-user users of the software or any other developer.

A good technical writer makes complex things look simple. It is a bit common that people are already doing technical writing, but they do not think of it that way.

Phases of Technical Writing

Good technical documents speak about the effort a technical writer has put into it. As in the case of any product development, the documentation for any software products is carried out in the following five phases:

1. Plan
2. Research
3. Write
4. Review and Edit
5. Publish

1.    Plan

Identify the Purpose and Audience of the Document

The overall writing process starts with a plan. In this stage, determine the purpose and audience of the document. For a given documentation project, you can have multiple different numbers of documents. Each of these documents may be serving its purposes and the audience.

For example, the purpose of the requirement document is for the development team to understand what they are building as a team. Similarly, the purpose of end-user documentation is to make the end-users understand how to use the software.

2.    Research

Start with Existing Documentation Review &

SME Interviews

Once you are aware of the requirement of documentations and their audience, look forward to the research phase. This phase is all about gathering the information. The best way to approach the research is by reviewing the existing documentation or any other resources, if available. You can also review a few existing software of similar utilities. The next immediate and most reliable source of input for any software product is by interviewing the subject matter expert or SMEs.

An SME can help with the demo or walkthrough of the software, or can even help with a similar product catalog to strengthen your knowledge about the product.

3.    Write

Draft, Organize, and Self-Review

After you are good with your research, the next phase is about putting all the information on the paper. It starts with creating a framework for the document. Organize the information, and write the first draft. At this point, it is okay if your document is still not in the correct shape.

Start self-reviewing your content, trim the not required, and add the missing links. The basic rule of technical writing is all about read, and refine it until you are sure of what you have written. Be sure to go ahead, only when you feel that your content is making sense for the audience.

4.    Review / Edit

Get it Peer-Reviewed

Run the Usability Testing

When you are good with the final content, it is important to get it reviewed by someone else as well. Evaluate the input from the reviewer, and edit your content as per requirement. Further, ensure that the document passes the usability testing to ensure that the instructions are correct and complete. 

5.    Publish

Translate, Sync with Package, and Publish

Finally, we move into the last stage of the documentation that is Publication. This phase includes the translation of the final document, packaging with other project artifacts, and adding release notes. If all requisites are met, release them to the users. This phase is typically completed in coordination with the development team so that everyone is in sync.

The approach discussed here is with the reference of a software project, though the basic remains similar in almost any industry.