2   Development Process

Planning the Manual

Would you construct a new house without planning it first? Probably not, yet many people begin writing a manual without a plan. The desire to start showing tangible progress immediately can be tempting, but don’t let it get you going on your project before you have a clear picture of what you are going to produce. The results can be disastrous. Start by developing a document plan. Planning your manual before you start writing helps ensure that the manual will meet its objectives, and that everyone agrees with the design of the manual and how it will be prepared.

You’ll also save money, because you’ll do less rewriting later on. Early interaction among writers, managers, reviewers, and readers helps prevent costly and time-consuming disagreements and problems. You’ll establish a common set of expectations among participants, so that everyone is working towards the same goal and no one is surprised when it’s finished.

Planning ahead also avoids false starts, and greatly diminishes writer’s block. It’s much easier to write if you know exactly what you are writing about, which writing style you will use, and how your information will be organized.

Planning the manual also helps to coordinate the activities of multiple writers or editors. If everyone is aware of their roles and responsibilities, you’ll avoid confusion, and tasks will be completed on time.

To prepare a good document plan:

• analyze information needs
• specify the manual
• plan the project

As you complete each part, have it reviewed by team members to make sure everyone is in agreement. Don’t wait until the plan is finished before showing it to others—significant differences of opinion need to be ironed out before you advance to the next part.

Who Should Do the Planning?

A manual can be planned by one person in consultation with others, or by a small team. What’s important is that key staff have a chance to contribute their ideas to the plan. You can get input by either interviewing them or having them review the plan before it’s finalized. Make sure the intended readers are part of the process. Sometimes managers think they know what information their staff need and may not see the need to involve the staff who actually do the work. This often leads to manuals that fail to meet the needs of their readers.