The final approval and publication stage involves ensuring that the document is ready for distribution. This step is critical for maintaining the quality and consistency of all documentation published by WriteTech Hub.
Final Approval:
- Conduct a final review: Before publication, conduct a final review of the document. This review should focus on ensuring that all feedback has been incorporated, the content is free of errors, and all elements adhere to the style guide. This step may involve a senior technical writer, documentation manager, or other designated approver.
- Verify all links, images, and references: Check that all hyperlinks are functional, images are correctly placed and formatted, and references and citations are accurate and complete.
- Check for compliance with accessibility standards: Ensure the document meets accessibility guidelines, such as providing alt text for images, using adequate colour contrast, and ensuring content is navigable by screen readers.
Approval Sign-off:
- Obtain formal approval: The document should be formally approved by a designated approver, such as a documentation manager or project lead, before publication. This may involve a sign-off form or an email confirmation.
- Document the approval process: Maintain a record of the review and approval process, including feedback received, changes made, and final approval. This helps with accountability and traceability for future revisions.
Publication:
- Publish to the appropriate platform: Ensure the document is published on the correct platform or repository, whether it’s a knowledge base, website, internal wiki, or printed manual. Follow any specific guidelines for formatting or metadata required by the platform.
- Communicate the publication to relevant stakeholders: Notify the relevant teams or stakeholders about the publication, including any significant changes or updates to the content. This can be done through email, newsletters, or internal communication channels.
- Archive previous versions: Retain a copy of the previous version of the document for reference and compliance purposes. Clearly mark it as “archived” to avoid confusion.
Post-Publication Review:
- Monitor user feedback and metrics: After publication, monitor user feedback, engagement metrics, and other relevant data to evaluate the document’s effectiveness. This can include comments, support tickets, or analytics data on page views and time spent.
- Schedule periodic reviews: Set a schedule for regular reviews of the document to ensure it remains up-to-date and relevant. Periodic reviews may involve updating content, correcting errors, or reflecting changes in product features or organisational policies.
Dos:
- Ensure final approval is documented: Example: “Use an approval form to document the sign-off process.”
- Verify all elements before publication: Example: “Check that all links are functional and images have alt text.”
Don’ts:
- Don’t publish without formal approval: Ensure all necessary stakeholders have signed off on the document.
- Avoid neglecting post-publication monitoring: Continuous improvement depends on user feedback and regular reviews.