The drafting process is the initial phase of creating documentation. It involves gathering information, organising content, and writing the first version of the document. This stage sets the foundation for the subsequent review and approval steps.
Planning and Research:
- Define the purpose and audience: Begin by clearly defining the purpose of the document and identifying the target audience. Understanding the audience’s needs, technical expertise, and expectations will guide the tone, complexity, and level of detail required. Example: A user guide for beginners should use simpler language and provide more context than an API reference for developers.
- Gather and organise information: Collect all relevant information, including technical details, product specifications, and any existing documentation. Organise this information into a logical structure that flows naturally and supports the document’s objectives. Use outlines, mind maps, or flowcharts to help structure the content.
Creating the First Draft:
- Follow the style guide: Adhere to the organisation’s style guide, such as the one developed for WriteTech Hub, to ensure consistency in language, formatting, terminology, and tone. This includes using British English, active voice, clear headings, and standardised templates.
- Write clearly and concisely: Focus on clarity and conciseness in the initial draft. Avoid jargon, redundant phrases, and overly complex sentences. Ensure each section serves a specific purpose and contributes to the overall objectives of the document.
- Use placeholders where necessary: If certain information is not yet available, use placeholders (e.g., “TBD” for “to be determined”) to mark sections that need further input or confirmation. This keeps the drafting process moving while highlighting areas that require attention.
Self-Review and Revision:
- Perform a self-review before submission: Review the draft for grammar, spelling, punctuation, and adherence to the style guide. Check for logical flow, clarity, and completeness of the content. Make necessary revisions to improve readability and accuracy.
- Use tools for quality checks: Utilise tools like spell checkers, grammar checkers, and style guides to catch errors and improve the quality of the draft. Consider readability tools to ensure the content matches the intended audience’s reading level.
Dos:
- Define the purpose and audience before drafting: Example: “Create a comprehensive user guide for novice users.”
- Use an outline to organise content: Example: “Introduction, Requirements, Installation, Usage, Troubleshooting.”
Don’ts:
- Don’t skip the self-review step: This can result in avoidable errors being passed on to the next review stage.
- Avoid rushing the first draft: A well-thought-out draft saves time during subsequent reviews.