Tech Biz Writing

Once the specification and requirement are known, a first attempt at outlining the whole project can be made. We call the result of this stage the outline design because, while providing the basis for later events, it’s not yet a complete definition of the task. It does, though, anticipate:

* The information the writer will need.
* The synopsis of the document.
* The cost estimate of the work to be done.

The outline design summarizes the content of both specification and requirement, and looks forward to the sources and type of information needed by the author in writing the book. As with previous stages we can put the outline design into a series of questions:

1. What is the purpose of the document? Customer information, sales confidence aid, training, reference or information for internal staff, product description, or maintenance information?
2. What will be the format of the document? Glossy publicity leaflet or descriptive brochure, summary card, reference/user/maintenance handbook, suite of manuals/CD ROMS etc?
3. How many copies are needed?
4. What is the intended readership? Customers — actual or potential, company personnel, management, trainees, fully trained operatives?
5. What are the sources of information? Existing documents, training courses, practical experience, company personnel?
6. How frequently will the publication be updated? Never, occasionally, often?
7. Who will do this, and how? The author, company staff? By complete reissue, replacement of pages or sections, separate sheets for manual amendment?
8. What form of presentation will be used? Binding: 3/4-ring binder (plain or printed), lie-flat plastic (GBC), glued or stitched, multi-hole ring binder, or welded plastic spine? Contents: typed, word processed, typeset, full page or columns, pre-printed sheets (running-head or company logo). Illustrations: full or half page or in-text, half-tones or colour photographs, line drawings, flowcharts, block diagrams. Cover: special artwork?
9. What is the deadline?

The answers to these questions, some of which arise from the specification and requirement, will make up the outline design of the publication. Before writing a full synopsis, however, authors must survey the subject-matter in detail to determine its extent and content. Without a good feel for the topic they will find it very difficult to decide on chapter headings and further subdivisions of the book.

The next stage in the process is to consider in some depth the whole field of information gathering.

Next: 17. Sources of Information.

This entry was posted on Sunday, May 14th, 2006 at 4:54 pm and is filed under Technical Writing, Business Writing, Publishing, TechBiz Writing, Documentation, Design. You can follow any responses to this entry through the RSS 2.0 feed. Responses are currently closed, but you can trackback from your own site.