Document Hack (A Technical Writer’s Journal): When a Project Ends

March 8, 2005 by John Hewitt

As I noted in my last entry, the project I have been working on is almost finished. My two accomplices and I are proofreading our two thousand pages of documentation and soon it will be out the door and so will I. This is the nature of contract employment. You spend the length of a project with a client and then you move on. You sometimes get lucky and manage to find another project with the same client (which I have already done twice here). If not, you look for work elsewhere.
When you leave a client, especially if you leave amicably, there are some things you should do:

Put Yourself Back On the Market
As soon as you know a project is nearing completion, you should start the process of looking for the next project. Update your resume. Make some phone calls. Get the ball rolling. For more information, read How to Find Technical Writing Jobs.

Make a Contacts List
The people you work for, and with, at a company can come in handy later. You may need them as references. You may want to ask them a question about a technical issue. You may want them to send you a copy of the documentation when it comes out. You never know what you will want in the future and it is good to be prepared. I am terrible with names and in cases where I did not make a contact list I have had a hard time finding the information I needed.

Make a Copy of the Documentation You Worked On
Unless your employer specifically instructs you not to keep a copy of the documentation, you should make sure to get a copy for your portfolio. In most cases, you can simply put the documents on a CD-ROM, a jump disk, or e-mail them. Whenever possible, get electronic copies. Electronic copies will allow you more options than print copies. If you can, get both electronic and print copies.

Thank People
It is a good idea to thank the people you have worked with, and to do it in writing. Give them thank you cards or write a short email. Always include your phone number and/or email address so that they can contact you in the future. People sometimes have questions even months after you have moved on. More importantly, having your contact information makes it easy for clients to find you if they want to give you more work.

Clean Out Your Desk and Your Computer
People generally remember to take the personal items from their desk, but they often forget to take the ones on their computer. If you have any personal files on the computer, save a copy and then erase the files. You do not want your employer reading old love letters when they are looking for your documentation.

Celebrate
When a project ends, it can be a little scary, but you should always remember that the successful completion of a project is a great accomplishment. Take the time to celebrate.

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