Category: Work

If there is one phrase which should set off alarms in the mind of a technical writer it’s when a developer says “Ohhh but they wouldn’t use it like that…”.

Because, as I’m sure you all know, they will.

I am currently working with a few people to try and pull together a solid set of product usage recommendations. We provide an SDK and a feature rich application built using our own technology, and that application is extended and configured for specific uses. There are plenty of hook points in there and, for the most part, usage follows accepted patterns. However there is always the time when a certain component is bent and twisted and used in a way we hadn’t expected and it’s these instances that we are trying to understand and capture.

We get a view of them by exploring edge cases when testing, but it occurred to me that there is still one thing that can catch us out. Our old nemesis, ‘presumption’ (which is usually coupled with it’s friend ‘common sense’).

So now I’m on red alert for any statements which are based on presumption. Sometimes they are right, but it’s the times when they are wrong that we need to explore them, capture them and help our customers by giving them some frame of acceptable usage. It’s not an exact science, but even just pausing to have those short conversations seems to be helping.

I was doing some research last night, aimed at providing some real life examples of social media being used by a technical communications team. I’ve found a couple of places so far (Atlassian, I’m looking at you) but I need more.

It’s easy enough to find companies which have a “presence” on Twitter, or a company blog or suchlike, but they are mostly fairly static and little used. My fear is that, despite all the talk, and I include the team I’m part of in the following statement, we just aren’t using social media all that effectively yet.

Prove me wrong please!

If you, or your team have a blog, run a forum, push information updates to Twitter, host your documentation on a Wiki, or anything else along those lines, please let me know.

One of the reasons I started this blog was as a way of exploring my thoughts about our profession, from specific issues to wider themes. It’s only been going a few years, but I’ve learned a lot since then both writing here, and reading the thoughts of other bloggers in this industry.

I live and work in Scotland, far from the thriving centre of capitalism that is London and the surrounding areas, M4 corridor and the like. There aren’t all that many Technical Communicators in this neck of the woods so blogging helps me keep up to speed with the latest trends, and with fellow technical communicators.

I don’t really have much other motive than that, to be honest, so I was more than a little surprised to find out that I’ve been included in a list of the 25 Most Influential Technical Communicator Bloggers and, looking at some of the names on the list, I’m hugely flattered to be there.

What do you call your documents? What is the first thing you do when you start writing? What is the last?

All these things that you do without thinking about, the basic automation that your brain easily handles, over and over again, these things are, to you, so basic as to be forgettable. You don’t tell anyone else to do them (they must know, right?) and you probably don’t remember where you learned how to do them.

You bulid your own mental checklist and that takes care of that.

Need to provide a PDF of a document for someone? No problem, generate it this way, name it in this manner to keep it sensible and consistent and put it THERE (as you know everyone has access to it that way). And so on and so forth. All these things locked away in your head.

That mental checklist is made up of many things, from coping other people, reading books, and learned from mistakes. Without it you’d be lost, and with it you retain value as you are the person who knows how to do those things.

But that also means you are the bottleneck, the only person who knows X and Y, and can help with Z.

Better to share that information, let others learn and improve it (and they will). It allows them to do more, and lets you do other things. More power to the team, and a better service to the rest of the company, further cementing the value you bring to your organisation.

It’s a simple enough question really, and one I’m trying to answer at the moment, how do we know what we don’t know?

Part of the work I’m doing with our Information Pyramid (which I’ve mentioned here before) is to try and map the content we do have into some sensible groupings. That will allows to see where there are gaps within the content set we already have, for example if group A has a whitepaper and data sheet, but group B only has a whitepaper, but it still doesn’t tell us what we don’t know.

The obvious answer is to ask our audience, which we do, but there comes a point that even they don’t know what they need to know until they need it.

There are a couple of avenues we are looking at to try and find some answers. One is to analyse our support calls, try to get to the root of the problem and whether or not they are information based. Another will be focussed around a new addition to our community website, a Q&A style forum which we hope will let us see which area of the product generates the most questions and hopefully allow us to use that data to improve the documentation.

The latter is a couple of months away but I think will make the biggest difference. So much so there is probably a case for dedicating a resource to monitoring the forums and likely acting as a community manager of sorts, not something I’d anticipated although maybe I should’ve as it was only in January of this year that I said:

“even if you don’t think social media will impact your own professional circumstances, I have no doubts that it will change the way our profession is perceived.”

What about you? Have you looked to social media to help solve a problem or improve your service?