Crafting Documentation with Purpose

広報
Jul 11, 2021
3 min read

Updated: Jul 29

From system design to user manuals,

clear communication is key

Network Solution Department

You have created a variety of documents, haven't you?

Yes, although we refer to it broadly as "document creation," there are actually many different types. These include requirements documents, various design specifications, test specifications, Standard Operating Procedures (SOPs), progress charts, and operation manuals.

When it comes to hardware-related documentation, we always check for the latest versions from each manufacturer and re-edit them according to the specific needs of each project.

In emergencies, the last thing we want is for someone to be unable to find the right document, not know where to look, or not understand what it means. That's why we make it a priority to keep everything consistently updated.

That makes sense. In an emergency, it would be a serious issue if work was delayed because documentation couldn't be found. Keeping information up to date is essential, but it also sounds like a lot of work.

That's true. But in fact, "creating documents" is also about "defining clear guidelines." These documents outline the scope of responsibilities, actions, and tasks for each team or group, and they clearly specify the procedures that should be followed. In other words, they ensure that everyone is working under the same set of rules and speaking the same language.

They can also serve as supplemental materials in contracts, providing a reference point or even legal evidence in case any issues arise.

I see. So every word has to be carefully chosen. That's a big responsibility.

Please tell us about the steps involved in creating documents.

We often begin with a format provided by the client, but we make adjustments to improve usability where needed. Having access to past documents is also very valuable, as they often serve as useful references.

List all necessary items (and confirm the direction with my supervisor)
Review any template rules
Create a draft for early information sharing (especially important when multiple team members are involved)
Create the full document
Submit for revies (by supervisors, team members, clients, etc.)
Revise based on feedback
Finalize the document

It sounds like the initial preparation is particularly important.

Do you have any tips for creating effective documents?

First, it's essential to confirm the overall direction of the document with your supervisor during the initial itemization stage. This ensures that everyone is aligned before the actual writing begins.

Next, make sure your template enforces consistency throughout the document. This includes standardizing chapter titles, body text formatting (such as font style and size, sentence endings, and punctuation usage, etc.)

Finally, clearly defining all terminology used in the document helps prevent misunderstandings, spelling inconsistencies, and reduce rework later on.

We've also learned that it's best not to let someone else make direct edits to the original file without coordination. For example, if someone adjusts page breaks in Excel without noticing, it may result in layout issues that go undetected until the final draft. That's why I prefer to make all modifications myself when a revision request comes in.

For certain documents, like Standard Operating Procedures and test specifications, we also review them from the end-user's perspective. Specifically, we check whether the criteria for evaluating work outcomes are clear and easy to understand.

That was very insightful!

Are there any other challenges you face when creating documents?

Yes, while the specific challenges vary depending on the type of document, one common difficulty is tailoring the content to suit the intended audience, whether they are specialists, clients, engineers, or manufacturers.

For example, the terminology used in manuals for tech-savvy clients will be very different from that used for those with less technical knowledge. It's also important to consider the most effective delivery method, whether printed material, digital formats like PDF, or even videos, depending on what is easiest for the user to understand.

In this sense, document creation isn't just about technical knowledge and writing skills. It also requires a strong understanding of the user's perspective.

I heard that you also handle tasks beyond documentation.

That's right. I'm also involved in implementation work, pre-implementation verification, and summarizing the results of those verifications.

Even for projects I'm not directly assigned to, I still create Standard Operating Procedures and test specifications. To ensure the documents are as accurate as possible, I take part in the actual verification process myself.

That really shows your commitment to accuracy, doing the work firsthand to improve the quality of the documentation.

What are the evaluations from stakeholders?

I always try to submit documents ahead of schedule to give reviewers ample time to check them. When I'm praised for the speed and quality of my deliverables, it really motivates me. Our team is also often recognized for our strong internal review processes.

Thank you very much! It's great to know that there are professionals who care so deeply about creating reliable documents, especially the kind that make a difference in critical situations.