Need of the hour: Art of DOCUMENTATION
Is Documentation a form of ART or a SKILL?
Then I being a non-artistic person, can be good at it? Can’t I pitch myself and my project well? I suck at writing too, I wonder how would I write the whole document? 😖😣
I am pretty sure, these kinda questions bump up every time in our mind whenever we sit on to write something, whenever we sit to document our project or to write any final report. Well. these are pretty common and NORMAL. What’s ab-normal is that we still think that good documentation needs a prior background in art and writing, which is (was) not the case!
A document for a child is just a piece of paper with some sort of information in it. For tech people, it is a .doc file. For non-tech staff, it's just a file/folder. Every person, profile, and domain have different viewpoints about a document. But for a designer, it's another piece of design demonstrating the whole journey for any other design.
The document, to be precise Design Document that describes the whole journey of a design from scratch is as important as the final output of the design process is.
And to nail in this, we need the skill, the art of Documentation. It’s a learning by doing process just like any other skill. And the most important thing is it’s not only for professional designers. Every individual nowadays has to have this skill and it is a must needed in every profession. Though the style of documentation may vary a little according to the profile and domain we are in and the project we are working upon but the core meaning and sense behind the documentation and its sub-parts remain the same.
A document is usually divided into the following sections (names of sections may differ according to the profile/domain/project/firm/sector and “Viewer=Consumer=Reader” here):
1. Overview
This part is just for the general overview/ content of the document. It should tell the viewer that what is the document for, what are the sections covered, what conclusion is being drawn. Basically, the reader/viewer should have a “not so clear not so vague” picture of what they are going to encounter within the document.
The main catch in writing this section is- It should positively force the viewer to move down and read the whole document. Make the viewers aware of what would they gain by reading this document. Make them feel positive, empowered, and intelligent. This first impression matters a lot and acts as a deciding factor whether someone is going to read our doc or not.
Tip:
- Leave a surprising element/suspense at the end.
- Either end it with a positive note or a deriving question mark statement
- Use captivating phrases to deliver attention.
2. Introduction
As the name suggests, this section should have an introduction. It can further be divided into sub-parts as and when required.
This is not the only section, where we have to introduce something to the viewer, but as and when a new scientific/legal term/definition/name comes, it's necessary to make the viewers comfortable with that by introducing it. So initially, a general introduction about the project should be provided.
3. Purpose of taking up the project/ Need to cater to the problem
It’s a very important section as it helps the writer to build a connection between him and the reader.
Her, we have to mention the back story related to real-life that connects the viewer/reader. However scientific or legal the doc maybe but the back story, the need originates from real life itself.
For example, while writing a document/paper on gravitation, the story behind the same i.e. falling of the apple on the head is always mentioned. And unknowingly we connect and remember the thing more because of this backstory. The human brain loves stories and telling captivating stories is an art. Let's not dive into yet another important topic. i.e storytelling.
For now, what we should know is “Need to cater = back-story = real-life scenario = builds connect”
4. Future Impact/ Business Impact
The world itself is a small business. Surviving and living is a business and every action has an impact knowingly or unknowingly. If the doc/project has been made keeping in mind the impact it will create, well and good. Otherwise, also, try to find the impact, and by impact here, I mean the positive one. Cons would be there for sure but if 1000 pros dominate 100s, why worry? :)😎
5. Process followed
We have always heard “Journey matters more than the destination itself”. Similarly, the process that is being followed matters along with the end result. The process depicts how the writer/creator has thought of, what his way and process of thinking is, how he/she overcome failures and cater problems. In short, a viewer/reader reads our mind by going through this part.
4. Learnings
As we know that every good project, research, or study brings value, value to both the creator and the consumer. So here, as a creator, we have to mention the learnings that we have gained being a consumer while working.
This section depicts our personalities in a certain way. In a way that how, the writer/creator accepts failures and converts them into opportunities or just over-comes those.
It can further be divide into certain sub-sections as learnings on a personal level, skills learned, or other professional learnings. There is no hard and fast rule as such for the same. For example, for a designer, it can be divided into 3 categories i.e. Design learnings, Personal learnings, and Skills learned.
5. Conclusion
Conclude like it's a do-or-die situation. Conclude like it's your last chance to present and pitch yourself & your mind. 😎
The catch is writing this: It should stick with the reader’s mind. And thus shorter and simpler it is, more the value.
So, these were the sections that are common and must. Otherwise, we can add and subtract according to ur need as and when required.
Concluding my article here, I just wanna make a point that learning this skill of documentation is the need of the hour irrespective of the profile, domain, project, firm, and sector. Documentation is an art evolving into a skill that can be mastered by anyone.
If you have gained some value, leave some claps here. Nevertheless, thanks for adding value to this article by being a consumer and landing till the end :)😁
Let’s connect, share and learn together:)🤝
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