05 Use existing resources

If you're tasked with documenting procedures on a limited budget or with tight deadlines, it's in your interest to use existing resources and materials. The most expensive move you can make is to write in isolation.

As much as possible, you want to:

Build on what others have done before you

There's no point in duplicating effort if you don't have to: recycle existing documentation and piggyback on the work of others.

• Were there earlier efforts to document procedures?
• Have other departments (such as human resources or training) or teams produced procedures manuals you can use as models?
• Are the people who worked on that project or similar projects still on staff and available for input or help in other ways?
• Does useful information exist elsewhere such as emails or faxes?
• Even manuals or other documents from software and hardware vendors may be used under certain circumstances.
• Is there a corporate, institutional or departmental documentation style guide? If not, consider The Chicago Manual of Style (Chicago: University Press) or other published guide.
• There are many writers' guides on the market – check your your collection, or talk to your local bookstore.

 Use current, familiar software

Unless you are given a specific mandate to use a new or unfamiliar package or format, seriously consider using current well-understood software.

New software often entails significant learning curves, extra time for fixes and conversions, and all-too-often come with bugs which will drive you crazy.

Licenses are required for each workstation using the software – licenses you have to buy.

And your users may require training or special conditions (such as access to the Internet) before they can use the product.

Identify other resources in your organization who can help you identify, document, test and produce or publish

Are there others on staff who have writing experience? Subject Matter Experts (SMEs)? Others who can sign off on accuracy of information (such as supervisors, training department or human resources personnel)? Can you borrow resources from elsewhere in your organization?

If you have tight deadlines and sufficient funds, consider bringing in professional outside resources to help, or outsourcing the project:

• Hire a short-term contract writer through your human resources department
• Contact one of several local colleges that offer student placement or student co-op programs
• Talk to a third-party vendor who specializes in technical documentation? Arrange a contract through an employment agency
• Post a position or contract on the Society for Technical Communications (STC) online job board (http://www.stcwestcoast.ca/)

DOCUMENTING PROCEDURES 05: Use existing resources