Making Every Page Page One

By Kourtney Short, STC Member

The ideas that Mark Baker shared in his Every Page is Page One presentation on February 13 are at once practical and exciting. He brings together ideas from usability, e-commerce, computer science, psychology, and his own extensive experience as a technical writer to suggest a better way to structure topics and documents.

When I write, I carefully sequence books and online help so that each topic builds on the last. When I use software, cook, renovate, or do almost any other task you can think of, I google until I can get what I want to done. Finding EPPO topics in my search results would certainly encourage me to look to the official documentation more often.

It’s never easy to convince a documentation team or organization to restructure its documents. Mark Baker’s presentation gave lots of reasons why it’s worth the effort. I liked that he didn’t gloss over the difficulties of bringing about the change on tight deadlines and in resistant organizations. (And reading his book gave me even more ideas.)

I look forward to writing some Every Page is Page One topics of my own.

You can see the slides from a presentation similar to the one that Mark Baker gave on February 13 on Slideshare.


About the author
Mark Baker is a Content Strategist and Structured Writing expert, and author of Every Page is Page One: Topic-based Writing for Technical Communication and the Web.

Linear Versus Agile Documentation Lifecycles & Best Practices

By Anuradha Satish

As a technical documentation specialist, I have created documents for a variety of business purposes – procedure writing, requirements and specifications for system enhancements, training and development, use and test cases, release notes, white papers, and so on.

In my experience, every documentation project needs a customized workflow, depending on time, budget, and team constraints. In general, project workflows can be classified into one of two types: the Linear and Agile models.

Linear Model

Traditional linear workflows tend to include processes that follow what is commonly known as the ADDIE principle:

• (A) Analysis – Preliminary discussion and deciding the project scope
• (D) Design – Preparing a detailed documentation plan
• (D) Development – Devising the template, style guide, and keywords
• (I) Implementation – Producing content
• (E) Evaluation – Review and approval

The following flowchart is an overview of a linear documentation workflow:

(Click to enlarge the image)

While the time-tested ADDIE methodology has many clear advantages, it has one distinct weakness: the potential for last-minute ugly surprises.

For example, if limitations of the documentation plan or template are discovered during the Implementation phase, the content creator is left with little choice but to go back and pretty much start over from scratch. The Review phase only begins after the entire content is produced, which requires the reviewer/approver to allocate a large chunk of time and effort to go through the entire document at one go. If the reviewer is not satisfied with the product, the entire process has to be repeated to identify the problem areas.

Agile Model

The limitations of a linear model can be overcome using an agile approach, where development occurs in phases after periodic review and feedback. It is an iterative process and the document is constantly evolving.

Many product development lifecycles have switched to an agile methodology. Modern software applications are often created using this iterative process where the client is equally responsible for providing effective and timely feedback to ensure that the end result is user-friendly and meets business objectives.

When product documentation follows an agile life cycle, it could result in effective communication that is churned out in a regular and timely manner.

A high-level process workflow in an agile environment would look something like this:

(Click to enlarge the image)

As the flowchart illustrates, more versions of a single document are created as compared to an ADDIE approach. The agile method ensures that new product functionality is documented and updated over time. Assessment and feedback are on-going processes, so it eliminates the need to review all content at once and ensures a thorough check.

However, if content producers jump into the writing stage expecting the best results to come only from review or client feedback, there are bound to be more iterations and document versions, thereby increasing time and cost for the company. With no tangible target to achieve, edits and revisions can simply go on and on, delaying SLAs and project completion dates.

Best Practices – A Hybrid Approach

Neither the ADDIE model nor the agile workflow on their own can be ideal in all situations. Analyzing the business need will drive the most suitable methodology. Consider two crucial questions when deciding on the workflow method:

1. Is the company prepared to invest money, time, effort, and resources on revisions?
2. Can the deadline be stretched?

The nature of the document or product could also point at the best-suited development method.

For example, when developing a new document from scratch, following an agile method allows the product to evolve as required over time. But when the end product is an update to an existing version, the linear method is more suitable as the proof of concept is ready to guide Implementation and Review phases.

Applying one critical stage of an ADDIE approach to any agile environment can make the latter as accurate and flawless as practically possible: Pre-development planning. A comprehensive document plan detailing possible topics, reviewers, approvers and target dates can help speed up the documentation process and result in fewer revisions.

A pre-planned agile workflow can bring out the best of both models as follows:

(Click to enlarge the image)

Getting a Foothold in Canada's Technical Communication Field

By Anuradha Satish

As I write this blog post for the Southwestern Ontario chapter of the STC, I have a feeling of achievement and contentment. From being a new immigrant to Canada who experienced the initial hardships of settling down with two young kids, to getting enrolled in Seneca’s technical communication program, to developing a growing network of professionals – it’s been a terrific roller coaster ride!

Thanks to Rob Cundari, the STC Southwestern Ontario Chapter president and my professor at Seneca, I am using this platform to share thoughts on my adventurous journey so far.
 
I started my career in 2004 in the field of communication — I dabbled in journalism and corporate communication before becoming an Instructional Designer. Having six years of experience writing and editing technical documents and training manuals mostly for North American clients, I presumed my move to Canada would be a step towards my passion – being a technical communicator.

Immigration comes with its share of ups and downs, and if you’re 30, it surely comes with a whole lot more! While I enjoyed the new lifestyle, I missed my work! There were a couple of consultation projects but nothing consistent came along my way. It took two years of frustration, introspection (and a trip back home!) to make me realize that I wanted to do nothing else but write and edit. But with no contacts or mentors, I was at a dead-end, or seemingly so...

The proverbial light at the end of the tunnel came in the form of Seneca College’s technical communication program at York University. There are other universities offering similar programs; I chose Seneca because of the mandatory co-op term, which promised to fill the ‘Canadian-experience’ gap in my resume. Getting through the entrance test, the orientation process and the entire ‘going-back-to-school’ feeling surely excited me, but I was equally nervous – what if I don’t enjoy the program? What if I don’t learn anything new? What if I just don’t like it?

The answers came in the first week of September 2013, when I began my life as a student. The subjects were extremely interesting – Technical Writing, Editing, Programming and Coding, Information Technology, and software tools such as MS Word, Adobe Frame Maker and RoboHelp — I enjoyed every class! 

The professors are experienced professionals who are well-versed with industry practices and share much more than bookish knowledge. They opened doors to the STC – more networking opportunities! And the classroom is full of enthusiastic and eager learners like me – and before I knew it, I was already learning so much from everyone.

The program has sharpened my writing and editing and helped me upgrade my technical skills. For someone who only drafted in MS Word, learning the benefits of Adobe Frame Maker, Adobe RoboHelp, VBA and HTML was a great confidence boost. And it showed during my interview for the co-op placement — I got hired by the first company who interviewed me!

As I write this blog entry, it has been a month into my co-op. I am putting to practice the skills I learned at Seneca and sharing useful tips with my colleagues. The positive feedback I receive is heartening – it makes the entire journey worthwhile!

I would love to hear how and why you got in to the technical communications field yourself, and any advice you have for new writers looking to join our profession. Perhaps you can encourage more people like me who are looking forward to a challenging and successful career ahead.

Thank you!

A Day with Award-Winning Author, John Hedtke

By Bo Vandenberg, STC Member

John Hedtke came to speak to our Southwestern Ontario STC chapter on Saturday, October 5th, and over the course of a full day, he gave us a series of presentations on writing, estimating, and publishing.

When you're just getting started in the field of technical communication, it's really inspiring to hear from someone who has already climbed the mountain -- In this case, the great book-writing mountain!

How many finished books have you seen someone complete in your life?

How many people do you know who want to write a book but never do?

Have you ever thought about writing a book yourself but felt too intimidated to try?

I believe we internalize some very negative expectations from the incomplete projects in our lives. Incomplete work never goes away and can take up too much brain space.

Listening to John talk about his work, with tremendous honesty, helped me see the big picture again.

John presented us with great advice, links to his website, and something I found really important - a conviction that writing a book is far from impossible. After all, he has written 26 of them.

He led us through an actual book proposal, presenting both sides of the book writing business. I really appreciated the length of time we spent inside his writing process. Many speakers don't have the experience or commitment to speak all day as he did.

John also offered us a very frank and useful presentation on estimating the time requirements on writing a book. Did you know that 70% of all books are late? I really appreciated hearing the entire end-to-end work flow straight from the writer's mouth!

I left the day with a vicarious perspective on John's work process. I really want to thank the STC and John Hedtke for such an inspiring view of confident success.

AGM In Review

By Rob Cundari, President - STC Southwestern Ontario

Looking Back At The Year That Was

One year gone. As my first year as President of the STC SOC council comes to an end, I was given the opportunity this past weekend to provide some reflection on the year that had past, as well as generate some insight on where I see things going in near future. 

We are not without our challenges. In the same breath, we are not without our fighters...our planners...our braintrust: our volunteer council.

I look back now and see that the role I assumed is not an easy one. I liken it to a freshly graduated pilot expected to fly the 747 from Toronto to Paris. Lots of responsibility, but with the talented and qualified crew supporting me, I couldn't imagine flying "this" plane alone.  There is experience and love for this profession that I see in all of our volunteers and I couldn't be more happy to lead a better group of individuals into the next year.
 

AGM 2013 - Progress to Success

Our AGM turned out to be a fascinating and engaging affair.  

Carol and Pauline - Coming home for a surprise visit and more than a few laughs

Nancy Halverson and Kathryn Bender thinking big thoughts

With five knowledgeable, accommodating, and engaging speakers to enlighten and educate the attentive group, it was inevitable that this year's final council offering would turn out to be a success.

But don't just take my word for it! Here's what others have to say about this year's AGM event:

Bill Scott

Starting off with the local networking guru - Bill Scott - the group was inundated with advice and expert recommendations on a topic that many in our profession have a tough time adapting to: networking. We are communicators by trade, but many of us have a tough time communicating about ourselves and Bill promptly showed us the way.

Bill Scott - Always Be Networking

Rosanne Burdett

Following Bill was a familiar face. Rosanne Burdett - a local HR professional and career transition consultant - engaged the group in an interactive discussion about the Dos and Don'ts of resume preparation and interviewing.  

Rob Introducing Rosanne

Martha Jack

Changing direction, Martha Jack - a local social media expert and consultant - shared her knowledge and global experience on the ever-changing maelstrom of Tweeting and Facebooking. She provided solid insight and advice on how to enter the social media realm and not get swallowed whole.

Martha Jack - Pick 1 or 2 Social Media Platforms and Do Them Well

John Rose

With wit and hard-nosed storytelling, John Rose engaged the audience with tales of real life global workplace happenings and challenged those in attendence to question "why" when faced with difficult decisions and situations. 

John Rose Introducing the Concept of "The Agreeable Why"

Rob Cundari

I had the pleasure and the honour to close out the proceedings with a brief and light-hearted talk on consulting and how important it is to have discipline and perseverence when entering the world of the "lone wolf".

Rob Cundari: Find Time to Fold the Laundry

 
I'm proud of this community. I'm proud of their commitment. I'm proud of the way we communicate with each other. It's now time to celebrate our achievements.

Messages from the Town Hall

By Fei Min Lorente

A number of local chapter members recently enjoyed an intimate chat with two members of the STC Board of Directors:  Ray Gallon and Bernard Aschwanden.

 

Bernard Aschwanden (top), Ray Gallon (bottom)

Ray and Bernard were pumped after attending The Summit, especially the Board of Directors meeting and Leadership Day. 

They’re very impressed with the new CEO, Chris Lyons. He’d been on the job for three days before the conference, and he’d hit the ground running. They see a bright future ahead for the Society of Technical Communication with him in charge of the business.

Although we have just finished an election, and the new members of the board were very recently welcomed at the conference, Ray and Bernard are already thinking about the next election. 

They’d like everyone to know that as STC members, we should:

1. Vote.
2. Be careful who we vote for because it can take just 3 members of the STC board to make major changes to the Society. Of the 9 members, only 5 have to show up to make quorum. If only 5 show up, it only takes 3 to carry a motion.
3. Vote for best business practices, not popularity.
4. Think about volunteering to be on the nominating committee. These people provide a critical service by ensuring that we have top-notch candidates to choose from at election time.

They also explained some little-known facts:

• The STC is a tax-exempt organization, not a non-profit organization. The difference is that the STC is allowed to make a profit, as long as the profits are invested in furthering the organization’s vision.
• The current vision of the STC is to promote the profession of technical communication. Its primary purpose is not to serve the members (although by promoting the profession, it does help the members). The STC could be doing a better job of promoting the profession.
• The staff at head office all report to the CEO; they don’t work for the members. The CEO reports to the STC board of directors, and STC members elect the board of directors.
• Unlike politicians who run for re-election on the strength of their record in office, STC board members cannot talk about their achievements as individuals. All decisions and actions taken by the board are taken as a single entity.
• Finally, STC board members are happy to be operating in a more transparent manner. Any member who would like to know what the STC board of directors is discussing can read a summary of the meeting minutes online. You must log in with valid STC member credentials to access the page. 
• You can also access meeting minutes details via the main STC website: log in, hover over My STC, and click on the word Governance - it will take you to the same page as the previous link.

Chocolate Lovers Express Themselves

Submitted by Fei Min Lorente

At the Southwestern Ontario chapter’s chocolate tasting party, attendees were educated about how chocolate is made and guided through the procedure to properly taste fine chocolates. They began with tasting chocolate from single countries of origin: Santo Domingo, Ecuador and Tanzania. Then they were let loose to taste samples from Reid Chocolates, Rheo Thompson, and Chocolate Barr’s, all of whom were generous enough to donate door prizes. The resulting ecstasy inspired people to communicate their love of chocolate, in any way that could be put on paper, including stories, poetry and drawings. Here is a sample of their expressions:

Chocolate assessment:
Too sweet, too bitter, just right.
Food for Goldilocks.
    - Laura Zinn

Man cannot live on chocolate alone.

But women can!

    - Sharon Tucker

Every moment of the day had been a wonder to Giselle, and now her husband had one more surprise for her: chocolate. He was amazed to discover that she had never tried it before—but her poor family sometimes couldn’t even put food on the table.

That was a distant memory now though, as her husband had rescued her. How, on the first day of their honeymoon in Switzerland, he handed her a piece of chocolate.

Timidly, she took a bite. She dared not chew and waste the experience, so she carefully let it rest on her tongue. As it started to melt, she moved it around in her mouth. She swirled her tongue, letting the creaminess overtake her senses. The flavour was earthy, yet exquisite. She savoured the experience until the last of it disappeared.

The gratitude she felt toward her new husband for introducing her to chocolate was overwhelming. She felt intense joy and hope as she looked toward their future.
    - Stephanie Steffler

Nancy Halverson, selecting a tasty treat

Chocolate tasting is to happiness
As technical communication is to understanding.
    - anonymous


If there’s no chocolate in heaven, I’m not going.
    - Rhiannon Melvin

Karen Fair, Chocolate Expert Extraordinaire

Fei Min Lorente, holding a door prize, mmm