Starting a New Technical Writing Project

They picked you. You get to be on the new documentation project. You might even be leading it. This may be a new duty at an existing job or a whole new job. You need to get up and running and prove that they made the right choice when they decided on you. Here are a few things that you should do at the beginning to make the rest of the project easier.

Put the past behind you

Projects create things like paper files, computer files, sticky notes, white board entries and the like. When you are starting a new project, you want to put any dead projects behind you. Whether you throw your old files away or just put them aside for safe keeping, now is the time to purge. You’ll want plenty of space (physical and mental) for the new project to occupy. This is also a good time to remind yourself that any personal conflicts you had in the past with potential teammates and other working relationships need to be put in the past. A fresh project needs a fresh outlook.

Create a project file

A new project requires new files, whether they are on your computer or in your file cabinet. Create a space to store all of the documents that inevitably come in as a project moves forward. This includes previous documentation attempts, specifications and business reviews, emails, notes, project tracking, graphics and anything else that needs to be captured.

Set up a tracking system

There are more ways to track a project than you can count. People use to-do lists, milestones, Gantt charts, daily calendars, workweek calendars, personal organizers, Blackberries, Microsoft Outlook, Lotus Notes, color coding, severity levels, Harvey Balls and a variety of other systems. Use what your company wants or whatever works for you, but take the time to track your progress on the project. Not knowing where you are makes it hard to decide where you are going.

Make a contact list

New projects often come with new people. You need to remember who does what and how to contact people when you need to. Even if you are working with the same group you always work with, it doesn’t hurt to make sure everyone has the same email addresses, phone numbers and job roles that you think you remember. Additionally, you need to record information about file locations, websites, logins, teleconference phone numbers, meeting room phone numbers and any other key information that you’ll need at your fingertips. I recommend programming this information into your mobile phone so that it is with you all the time, but make sure you have another version you can access from your computer.

Remind yourself to relax

New projects can be tense, especially at the beginning and near the end. At the beginning people are struggling to find their roles and define their needs. Towards the end people are under the pressure of deadlines, especially if a project has fallen behind. It is easy to get overstressed. When you feel yourself starting to lose perspective and get tense, find a way to relax. Tense people tend to make bad decisions, and then they have to scramble even more to correct them. Find a way to constructively release the pressure. Tools include meditation, stretching, walks or other exercise, and friends. Take the time to deal with your stress and relax. In the long run you will be more effective.

The Organized Blogger

My adventures in organization have had a few rough days as I have been battling both a cold and a ruthlessly time-consuming new project at work. After performing the big purge on my home office, I have had to be content with small moments dedicated to the overall task pf putting everything in its place, especially all of the unfulfilled mental loops that come from 40+ years of living on this planet. There are many things I want to do, many things I need to do, and many things I need to decide I am never going to do. This is all part of the organizational process. You cannot get a handle on all the tasks that lie before you until you make an accurate list of them and decide what you are going to do about them.

Because I am using the Getting Things Done organizational system, I am obliged to make a complete and accessible collection of these unfinished projets. At minimum I need to list each project, the desired outcome, and the next action step towards achieving that outcome. Projects may be as minor as transferring data from my wife’s old notebook computer or as major as publishing a book of poetry or taking a trip to New Zealand. Once this information is collected, I need to track my progress on each item. This is no small task, but it is certainly achievable.

My first major hurdle was to decide what system to use to track these projects. Getting Things Done proposes several systems, but none of them suited me particularly well. Paper files were exactly what I didn’t want. The idea behind getting organized was to free up both my mental and physical space. I want to dispose of every piece of paper I can possibly be rid of, so having a file cabinet full of them was not a pleasant thought. I tried it, but I just had no enthusiasm for the idea. If I have too many papers to keep in an inbox, it is time to purge.

The alternative to paper was electronic organizers, but the problem with most of them is convenience. I want to be able to access my tasks from anywhere, but I don’t want them tied to a particular device because then I am out of luck if something happens to it. I needed something that I could access from my Blackberry, my iTouch, my personal computer and my work computer. In fact, the best solution would be something that I could use even if I didn’t have access to any of these. I thought about using some of the Google tools or some other online package, but I wasn’t sure I could have access to them from work. An organizational system would do me no good if I couldn’t use it in the main place that I needed it.

It took me an embarrassingly long time to realize that the answer was right in front of my face. What I needed was a blog! I’m a blogger. I know Wordpress better than almost any other tool at my disposal, and it is perfect for capturing individual items that require notes and updates. I can write as much as I want about each task and even attach files if I need to. The list is searchable and can be filtered using both categories and tags. More importantly, I can access the blog from every one of my key devices or from any open computer. I know enough about WordPress and file protection to keep the new site secure and invisible so that nobody needs to see it but me. I can even use the scheduling feature to move items into future cues so I see them on certain dates and not before. In essence, WordPress is my new organizational tool and it meets every one of my needs. Blogging has scored another brownie point in my life,

Of course, there is theory and then there is practice. I am still imputing all of my loops, but I’ll keep you updated on how things go and at some point I’ll give the details behind setting an organizational blog up for yourself.

LiveBlogging: Getting Organized

In an effort to get some blogging in while I’m getting organized, I am going to Liveblog my organization efforts.

Day 1: 12:00 noon to 5:00 PM

The story to date:

I bought Getting Things Done: The Art of Stress-Free Productivity both in print and on Mp3. This weekend’s project is to organize my home office. The first step was to go to the store and buy the items on the GTD list. Those included:

• Three Paper Holding Trays
• Plain letter sixed paper
• Pens
• Post-its
• Paper clips
• Binder clips
• Stapler and staples (Red Swingline of course)
• Scotch tape
• Rubber bands
• An automatic labler (i fudged on this because I have one at the office)
• File folders
• A calender
• Waste basket

I also bought a new desk and two Ottomans that open up for storage. My wife went along and bought here own things. Total bill, about $600. So far, a pricey proposition, but we do what we have to.

Day 1: 5:40 PM

Opening packages up I cut my fingers twice.

Day 1: 5:55 PM

Found cool stapler graphic. Now I have to get some work done.

Day 1: 6:10 PM

My In/Out/Pend boxes need some assembly. It is taking longer than I would have thought. Also, I am having an internal debate. Should I set up my desk before I gather my stuff, or get everything organized and then set up my desk last. I’ll let you know what I decide.

Day 1: 6:27 PM

The baskets are finally together. My thumbs are sore. I have decided to wait until everything else is organized before switching desks. That is the first project I will put into my basket.

Day 1: 6:55 PM

I have decided that the smaller of the two Ottomans will hold games related items such as my Dungeons and Dragons books while the larger will hold books that i don’t intend to read in the near future but still want to keep. I am getting rid of most of my books, however, because I have discovered that I prefer books on audio for pleasure and the Internet for most reference needs. This will help me create a less cluttered, more “zen” office. I will still have a small bookshelf for books that I use frequently or intend to read soon.

Day 1: 7:47 PM

I’m about halfway through my books now. I had already purged a bunch of them earlier this week. It looks like I am going to keep even less of them than I expected. Most of the books I am keeping are poetry and author-signed books with just a few references.

Day 1: 9:00

Finished sorting through my books. Moved old bookshelf to the garage. I had to adjust the new bookshelf to the two different general book heights, which leaves a small shelf in the middle. I’m sure something on my overflowing table (in box) will fit there.

Day 1: 10:17

I’ve begun to make progress on my desk, which I had piled with all of my items to process except for the ones in the closet. I’m about halfway through the pile. Most of the items have been thrown away, a few are filed and others have been put back in their place. I’ve also identified about 5 projects (things that will take more than a couple minutes) that I will have to tackle based on what I have found. I still have a long way to go, but it is a start.

Day 2: 1:37 PM

Back at it. The table is clear enough to see most of the items now. So many things that have been left untended.

Day 2: 4:42 PM

I am halfway through the closet now. There were a lot ofpapers to go through, mostly three-year old bills and such that needed shredding.

Day 2: 6:36 PM

The closet has been cleaned out and then repopulated. Most of the space will hold my office supplies, so that they don’t need to be seen unless I am using them.