Whether it might be a proposal for a prospective client or a training program or content development for user assistance or preparation of company policies and procedures, document development is mandatory irrespective of the document form and features. Does document development adheres to the set standards and processes, is a million dollar question...
How is DDLC looked upon?
DDLC is a process in which a particular document is built employing a set of functional parameters—analysis, document designing, writing, reviewing, usability testing, releasing and maintaining—in a sequential order to achieve the desired, quality deliverable.
Analysis
This is of course the first phase of DDLC. The prime focus of this phase is audience analysis and definition. Research is undertaken on the audience, their education level, technical understanding level etc. After careful analysis of the target audience the technical communicator will be comfortable in audience definition. The type of resources that can be involved, resource requirement and the budgetary factors are also analysed.
Document Design
Once the audience definition is completed, the actual planning phase begins. Here the technical communicators plan the the document design, look and feel, size, number of pages, header & footer, multi-media, illustrations, output types etc.
Write
After making decisions on the design factors of the document the technical communicators play around with the software or the hardware to enlighten themselves with the features of the product or project. On getting adequate inputs about the product, the technical communicators sit for preparing the draft document.
Review
Once the draft document is ready it is proof read and edited for spelling, grammar and consistency. The document is submitted to the Subject Matter Experts (SMEs) or the concerned technical person for reviewing the document for technical accuracy.
Usability Test
The document undergoes usability testing to check whether it satisfies the user objectives and needs or not.
Release and Maintenance
The completed document is released in the format as required by the clients or users. The copy of the released document is maintained in a secured repository after being assigned with a unique document ID and Version number.
Harmony with Software Development Life Cycle (SDLC)
In some of the organizations the technical communicators are involved in the earlier phases of SDLC. Often the technical communicator's role is felt when the product reaches the testing zone. From there the DDLC starts its journey of excellence.
It is necessary for the organizations to realise the need of enforcing DDLC along with SDLC for attaining customer satisfaction.
What's the reality? Is DDLC a least travelled road?
Of course the answer is yes.
Except a very few organizations, others are least worried of the document process and standards. In professionally managed organizations the standards are well set and duly implemented and hence the DDLC is inevitable to sustain client satisfaction. In organizations, where the standards are unknown or present in a dull, diminished form, the DDLC will be a matter of theory.
Some organizations only after receiving feedback on poorly constructed documents realize the need for DDLC. Mostly organizations are worried about the deadlines and not on the quality of the documents.
To achieve complete customer satisfaction and to win universal reputation the organizations should focus on DDLC.
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