Project Management for Technical Writers
Before we dive into project management for technical writers, let's quickly review what a project is.
- A project is temporary and has a defined beginning and end in time.
- It also has a defined scope and resources.
- A project is unique and is designed to achieve a single goal.
- People from different organizations, countries, and/or departments often work together to achieve the project goal.
- You can use different types of methodologies, e.g. Agile (iterative and flexible, focuses on collaboration, customer feedback, and the ability to respond to changes quickly), Waterfall (linear and sequential approach; it follows a structured flow where each phase must be completed before the next one begins), Scrum (Agile framework that emphasizes delivering a potentially shippable product at the end of each iteration), etc.
- For more information on project management, visit PMI.org.
What Is a Project in Tech Writing?
When we talk about a TW project, it is, for example, planning, designing, and developing a user guide.
What Is Not a Project in Tech Writing?
A project is NOT the continuous improvement, updating, and maintenance of current documentation content.
Project management for technical writers involves the application of project management principles and methodologies to the planning, execution, and delivery of technical writing projects. Here are some key aspects to consider:
Project Scope Definition
Clearly define the scope of the technical writing project. Understand the objectives, target audience, and the specific deliverables expected.
Project Planning
Develop a comprehensive project plan that includes timelines, milestones, and dependencies.
Identify the resources required, including writers, editors, subject matter experts (SMEs), and any necessary tools or software.
Ask yourself if the deliverable needs to be translated into other languages.
Task Breakdown
Break down the project into smaller tasks and if needed, assign responsibilities to team members. This could include tasks such as research, drafting, editing, and reviewing.
Timeline and Scheduling
Create a realistic timeline for the entire project and individual tasks. Consider the dependencies between tasks to avoid bottlenecks.
Communication Plan
Establish a communication plan to ensure effective collaboration among team members. Define how and when updates will be provided, and identify the preferred communication channels.
Version Control
Implement a version control system to manage document revisions and track changes. This is crucial for maintaining document integrity and ensuring that everyone is working with the latest version.
Risk Management
Identify potential risks that could impact the project, such as delays in receiving information from SMEs or changes in project requirements. Develop strategies to mitigate these risks.
Quality Assurance
Implement a quality assurance process to ensure that the technical documents meet the required standards. This may involve peer reviews, editing, and proofreading.
Collaboration with SMEs
Establish a strong working relationship with subject matter experts. Clearly communicate expectations, timelines, and the level of involvement required from them.
Documentation Tools
Choose and standardize on documentation tools that facilitate collaboration and version control, such as version control systems, content management systems, or collaborative writing platforms.
Feedback and Iteration
Incorporate a feedback loop into the project plan to allow for revisions based on feedback from stakeholders. Be prepared to iterate on the documentation as needed.
Documentation Delivery
Plan the delivery of the final documentation, ensuring that it meets the agreed-upon specifications and is accessible to the intended audience.
By applying project management principles to technical writing projects, you can enhance efficiency, improve collaboration, and ensure the successful completion of high-quality technical documentation.
Bonus: Project Management Apps
There are numerous task and project management apps available, catering to different needs and preferences. Here are some popular ones that offer various features to help you track tasks and projects:
Trello
- Key Features: Kanban-style boards, customizable lists, cards, attachments, and labels.
- Trello is known for its user-friendly interface and flexibility, making it suitable for both personal and team-based project management. More information about Trello is available on this page: https://trello.com/.
Asana
- Key Features: Task lists, boards, due dates, dependencies, and project timelines.
- Asana is a versatile project management tool that offers a range of features to help teams organize and track their work. For information about Asana go to the following page: https://asana.com/.
Jira
- Key Features: Agile boards, customizable workflows, sprint planning, and detailed reporting.
- Jira is widely used in software development for its robust features, including support for Agile methodologies like Scrum and Kanban. Visit this page for more info: https://www.atlassian.com/software/jira.
Microsoft Planner
- Key Features: Task boards, charts, file attachments, and integration with other Microsoft 365 apps.
- Microsoft Planner is integrated with the Microsoft 365 suite, making it a seamless choice for teams already using Microsoft's ecosystem. To get Microsoft Planner, go to https://tasks.office.com/.
Todoist
- Key Features: Task lists, due dates, priorities, projects, and collaboration.
- Todoist is a simple and intuitive task management app suitable for individuals and small teams, offering both free and premium plans. Go to https://todoist.com/ for more information.
ClickUp
- Key Features: Customizable views, goals, time tracking, integrations, and collaboration.
- ClickUp is a comprehensive project management platform that caters to a wide range of project management needs with a high level of customization. Visit the https://clickup.com/download page for more info on ClickUp.
Wrike
- Key Features: Task lists, Gantt charts, time tracking, document sharing, and reporting.
- Wrike is a robust project management tool suitable for teams of various sizes, offering features for planning, collaboration, and reporting. Here's the link - https://www.wrike.com/.
Notion
- Key Features: Collaborative documents, databases, boards, and task management.
- Notion is an all-in-one workspace that combines note-taking, documentation, and project management in a collaborative environment. For more information, visit the https://www.notion.so/ page.
Basecamp
- Key Features: To-do lists, file storage, message boards, schedules, and team collaboration.
- Basecamp provides a centralized platform for team communication and project organization, with a focus on simplicity and ease of use. Visit the https://basecamp.com/via page for more info.
Smartsheet
- Key Features: Grids, Gantt charts, forms, automation, and collaboration.
- Smartsheet is a work execution platform that combines the familiarity of spreadsheet software with project management capabilities. Go to https://www.smartsheet.com/platform/desktop-app for more information.
The choice of the best app depends on your specific requirements, team size, and preferred workflow. Many of these tools offer free trials, so you can experiment and find the one that best suits your needs before committing.
I have personally worked at Jira, Smartsheet, and Notion. In my experience, all apps have their pros and cons and it's best to try the app out. I use Notion for my projects, and I've come across Jira in almost every bigger company.
And what project management apps do you use?