Creating Your User’s Guide Step-by-Step
M. Reber
© 4/12/2020
The Document Assignment
Flowchart of the Deliverables
Proposal
Functional Specifications
Blueprint
Drafts
Reviews
Final User Guide
2
The Document Assignment
Flowchart of the Deliverables
Proposal
Functional Specifications
Blueprint
Drafts
Reviews
Final User Guide
3
The culminating product of the assignment is a
35-50 page camera-ready, portfolio-quality user’s guide
Research, analyze, plan, schedule, design, write, and evaluate a 35-50 page manual
You function in two capacities in the creation of user’s guides:
Content Expert.
Select a topic you are an “expert” on and this topic will be assigned to a writer in the class
Writer.
You are assigned a topic you are unfamiliar with and a content expert to help you create a guide
4
The Document Assignment
Flowchart of the Deliverables
Proposal
Functional Specifications
Blueprint
Drafts
Reviews
Final User Guide
5
Proposal Functional
Specification
Blue Print
Draft – 1
Reviewed by
Content Expert
Draft – 2
Reviewed by
Content Expert &
Peer
Final User
Guide
Draft - 3
Reviewed by
Instructor
6
The Document Assignment
Flowchart of the Deliverables
Proposal
Functional Specifications
Blueprint
Drafts
Reviews
Final User Guide
7
In the proposal you:
Specify your content area of expertise and the scope
Identify the end objectives, audience profile, and key tasks
The proposal ensures:
You know your topic
The topic is of appropriate depth and complexity
Do not be intimidated by the page count
Focus on the content and the assignment requirements
The page count is impossible to predict and is wildly inflated by graphics, TOC, Index, etc.
8
Title of proposal
Give a short title of your proposal
Statement of proposal
State in 2-4 sentences the subject you propose to be a content expert for
Define the scope of your proposal indicating what parts of the process you will cover and what parts fall beyond the scope of the guide
Explain in detail your familiarity with the subject and how you have gained your expertise in this area
9
Processes involved
Identify at least 5 separate tasks that are required for your subject (each task must have 3 or more steps)
Definition of Main Concepts and Terms
Ensure your topic is sufficiently complex
Identify at least 8 key terms or concepts not obvious to the average reader that would need to be explained regarding your project
Troubleshooting
Describe any common problems that occur with your topic and how they are resolved
10
11
The Document Assignment
Flowchart of the Deliverables
Proposal
Functional Specifications
Blueprint
Drafts
Reviews
Final User Guide
12
As a content expert, you:
Create a functional specification to give a clear understanding of your subject matter
Explain in detail all that you know about your subject
Provide the writer with an “organized brain dump” to get them started
This functional specification allows the writer to start learning about their new subject matter
It forms the basis of subsequent conversations and informational interviewing
13
Purpose
State in 1-2 sentences the purpose of the user guide
Scope
State clearly what the guide will cover and what it will not cover
Prerequisites/Requirements
Identify who the audience for the guide is and their prior knowledge on the subject
State the expected knowledge and experience assumed, if you are writing for an advanced learner profile
List any tools or supplies that will be required for an individual to complete the tasks outlined in the guide
14
Processes
Identify what separate processes will need to be covered in the guide to maintain sufficient complexity
Must have a minimum of 5 separate processes, each with distinct steps
Troubleshooting
Anticipate common problems a user may encounter that will need to be addressed
Glossary
List and define key terms that will be used and are essential for accomplishing the purpose
15
16
The Document Assignment
Flowchart of the Deliverables
Proposal
Functional Specifications
Blueprint
Drafts
Reviews
Final User Guide
17
The blueprint outlines the structure of the user’s guide you plan to write
It details every section of your guide. It includes:
Every heading of every section at every level
A brief description of the information that will be documented in each section (not the information itself)
The structure of your guide may change as you begin drafting, but designing a blueprint helps you develop a solid initial plan
You can diverge from your blueprint as you become more familiar with your subject
You do NOT need to go back and revise the blueprint
18
Follow the Blueprint format
Be sure to:
Identify the people who will be involved as a writer, a content expert, and as a peer reviewer
Identify the timeline associated with each activity until project completion
Maintain parallelism in the headings
Find the best balance of headings with text
Too many headings will fragment your content and disrupt flow
Too few headings will make it difficult to access information
Do not have an H1 without an H2
Do not have an H1 with only a single H2 (applies to subsequent levels)
Explain briefly what will be covered in each section but do not write the actual content
19
20
The Document Assignment
Flowchart of the Deliverables
Proposal
Functional Specifications
Blueprint
Drafts
Reviews
Final User Guide
21
You will create three drafts during the documentation process
For the first draft:
Ensure your document contains all the content
Ensure you document is technically accurate at the macro level
Ensure comprehensiveness of the guide by defining all terms, writing all steps, and giving all explanations
Ensure the basic formatting elements are in place
Most students find it is easier to set the design early
You should focus on content over design, however, at this stage
This draft will be reviewed by your content expert
22
23
For the second draft:
Ensure the information is technically accurate at the micro level
Ensure the document is reader-focused (usability)
Finalize the design/format
This draft will be reviewed by your content expert and by a peer reviewer
24
25
For the third draft:
Ensure the guide contains all the relevant graphics
Make a document that is perfect in all aspects by your estimation
Ensure the document is of camera-ready quality
Create a mock-up version of the manual including print, binding, cover, and over-all presentation
You learn many critical lessons prior to final printing by creating a mock-up
The third draft will be reviewed by the instructor
26
27
The Document Assignment
Flowchart of the Deliverables
Proposal
Functional Specifications
Blueprint
Drafts
Reviews
Final User Guide
28
As a content expert, you review the first two drafts created by the writer assigned to your topic
You ensure technical accuracy of the content and improve the overall usability of the document
Your job is NOT to focus on grammar or writing details, rather you are the technical expert and should focus on the subject matter and presentation of the subject matter
Remember that the writer is not bound to use your suggestions, but if they are wise they will honor all content-based recommendations
You will be graded based on the quality of the comments you make to your writer
Use the User Guide Style Guide checklist for review when appropriate
29
Look for:
Technical accuracy of content
Adequacy of the technical content
Whether the content meets the objective of the topic
End-user pre-requisite knowledge and difficulty level in performing the tasks
30
You will review the guide of another classmate in addition to the guide you review as a content expert
You will function as a potential user by conducting a usability test
As the target audience, you will provide valuable feedback to the writer to help communicate effectively
Only after you have reviewed the guide many times as an
“average Joe” should you go through it again as an “informed classmate”
Use two different color pens: one for “average Joe” and one for
“informed classmate”
You will be graded on the quality of the comments you make
Use the User Guide Style Guide checklist for review when you comment as an informed classmate
31
Look for:
Parallelism in headings
Adequate white spaces
Consistent formatting
Run-on / incomplete sentences
Active voice
Correct punctuation marks
Grammatically incorrect sentences, such as subjectverb match
End-user focused
Adequacy of technical content
Clarity of tasks
32
Look for:
End-user focus
Clarity of tasks and information
An appropriate and helpful style
Adequacy of technical content
Solid overall organization
Parallelism in headings
Adequate white spaces
Consistent formatting
Run-on / incomplete sentences
Active voice
Correct grammar and punctuation
33
The Document Assignment
Flowchart of the Deliverables
Proposal
Functional Specifications
Blueprint
Drafts
Reviews
Final User Guide
34
The guide will be graded on:
Overall usability
Style
Presentation
Graphics
Accuracy
Fit to audience
Correct application of format, grammar, and punctuation
35
Print at least two copies of your final guide:
One (or more) for your professional portfolio
One you will donate to the TWRT department
You may use department printers to save cost
One color printer outside and one inside Prof. Reber’s office are options (please coordinate with her)
Be sure to print in advance
Use good quality paper and binding
You may choose to purchase paper with a classmate
36