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There is no recipe to tell you exactly
what specific documentation deliverable should be made up of. But it's a good idea to
start out by defining a few types of documentation deliverables and
built around them. You can make your life easier by making
decisions about what type of information go into what document. Then, avoid copying information
from one document into another. Tempting as it may be, to assist your
user by including key information in every place, in every section,
where you think it can be helpful, it can cause problems with maintenance and
consistency. It's a sure thing that you'll update
information in one place, but not another. It is embarrassing when you discover
that one of your documents contains outdated information while
it's correct in another. No matter what your final output, this is a good time to start thinking
about the fact that you will probably plan to use a great deal of your
content in multiple output forms. Single-sourcing refers to the development
of content with the intent of producing all of the parts of
the document in multiple formats, instead of copying content into
different files and formats, and maintaining it in more than one place. The content exists in one place only. Typically, this means that you have
many files stored in one location, and you use all of them in
each individual deliverable. Content reuse refers to the management of
content by breaking it into small enough components or topics so that each topic
can be used in the appropriate place. Topic-oriented writing is writing
that is intended for use. Each topic is a unit of
information that stands out and can be mixed out and
matched with other units. If you're accustomed to writing
in a linear narrative style, topic oriented writing may
require some effort to learn. Single-sourcing can be as simple
as creating a single file of content that you'll then generate for
print PDF or HTML. Or it can involve the creation of many
small modular topics and conditional content files that a tag mix and
match to build different types of output. In all cases, changes are made
only to one file, the source file. For example, the help and user guide for an application are likely to
share most of the content. In fact, if you are creating a user guide,
online help, a data sheet, and help for a mobile device for the same product, they
are very likely to share some content. There are many decisions to make about how
you present the documentation content. These decisions depend on what
your users need to know, and how they will use the documentation. It may also be based on how much time
you have to work on the project and how many different deliverables
are produced from the same content. In addition to those decisions,
you need to decide whether your documentation is
task-based or reference-based. Choosing one of these forms depends
not only on what the user needs, but also on how much time you
have to work on the project, and how much content we use is involved? Task-based documentation is
about what the user does, with instructions on how to operate the product
to accomplish the task the user performs. This could involve moving back and forth between different screens,
different manuals, and perhaps, combining a number of shorter
processes to accomplish the goal. As you develop task-based documentation,
make sure that you clearly define the starting and
the stopping points for each task. In other words, what is the first step
the user does to start the procedure, and what is the final step
that indicates success? Use a consistent format to present each
task, a description of the task, and its purpose, a lead-in heading, and
a set of numbered steps are typical. As you write these tasks,
you may realize that the software and hardware has functionality and
features that you never mentioned at all. Many products have a lot more
features than are commonly used. Think of how many things your phone and camera can do that you have
never even tried yourself. Some products have legacy functionality
that isn't used in any workflow. Those little used functions can be
saved for a reference manual, or a more detailed version of the user guide. You will have to document them somewhere
because customers of older versions, who use those functions will want to
know where they are in this version. In the reference-based approach,
the focus is on, what the product does, what does it look like,
what does each menu, item, and button do? What information goes into a text field? It's up to the users to decide how
to put all these components together to accomplish their goals. Because of that, it's not always the right
way to provide user information. But reference-based
documentation has its place. There are many types of documentation
in which this is the only way to build, glossaries, descriptive documentation of
all types, and release notes for example. If what your user is looking for is a straightforward information,
that's what you should provide. It also takes less time to develop
than task-based documentation, because there is less thinking and
planning. When you're short on time, and you have the budget to produce only
a single piece of documentation for your product, you may choose to provide
reference-based user documentation. You can plan to go back later and
expand it to a task-based approach. To create reference-based
user documentation, go through the application's or
device's user interface, and describe each single component
accurately and consistently. Scenario-based information is
information that is designed and written to support user's progress
through scenarios to achieve goals. When you write scenario-based information
instead of thinking of a scenario as one topic that you write,
you think of a scenario as the basis for everything you write. You identify the key goals for
users of the product and then for each goal and create a scenario, or path,
or how users will accomplish the goal. Know the goals of your users, and follow
the path through the products yourself. The path might involve several large,
medium or small tasks, and you need to learn how to do all of them. By following the path yourself, you can ensure that the embedded
assistance is clear and supports the goal. And you can learn and
document the necessary steps to get users from the beginning
of the scenario to the end.

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