06 Negotiate realistic deliverables

Delivering documentation that works is a snap when you've got unlimited time and resources, but delivering workable documentation with limited resources, time and personnel requires careful negotiation and planning.

Negotiating realistic deliverables is critical to the success of a project. Success is not determined by what you can you do, but what you have to do.

Identify the minimum you have to do to:

• Comply with contractual obligations
• Satisfy management's expectations
• Meet users' needs

Identify what has to be released first, and what might be put off to a second or later release

After you know what must be included in your documentation, can you narrow the initial release to a smaller subset? This is particularly important for novice writers, as multiple releases help you iron out the bugs in your documentation, production and distribution.

Consider documenting frequently reported problems, or those things that are most critical for your organization, first (correctly completing timesheets, restarting the system, defining corporate appeal processes, etc.)

If this is your first or second project, don't plan beyond 2-3 months into the future.

Prepare a documentation plan that outlines:

• Contents of the project
• Resources required to deliver this content
• Benchmark deliverables and dates
• (Optional) Information about elements moved to a second or subsequent release

Ensure that all parties with vested interests in the project agree to your documentation plan (signatures may be used to confirm assent)

DOCUMENTING PROCEDURES 06: Negotiate realistic deliverables