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.