how should you write your procedures based on your user's technical experience course hero

What are policies and procedures?

Policies and procedures are the formal guidelines that prescribe actions, behaviors and processes for members of an organization. These terms are sometimes used interchangeably. Other times, they might be used to describe different types of guidelines.

Benefits of using policies and procedures

Here are some benefits of using policies and procedures in an organization:

How to write polices and procedures

If you want to write policies and procedures for your own organization or team, here are some steps you can use:

Tips for writing policies and procedures

Here are some additional tips for writing successful policies and procedures:

How Do You Write a Procedure?

Procedures should communicate what readers need to know, not just what they want to know. They might need to know how to do the process correctly, faster, or with less waste.

Why is it important to write procedures?

When written clearly and properly, they can help systems and people function better . If your people know what to do, when to do it, how to do it, and how not to get it wrong, you can reduce frustration and save a tremendous amount of time and effort. Writing a procedure that is accurate, brief, and readable isn't always easy.

What Is a Procedure?

Procedures are the workhorses of a company. While policies guide the way people make decisions, procedures show the "how to's" for completing a task or process.

What is the number one rule of procedure?

The number-one rule of procedure writing is to make sure there's a reason to create them: Perhaps people forget to take certain actions, perhaps they keep on getting things wrong, or perhaps tasks are so long and complex that people need a checklist if they're going to get things right.

How to solve a transcription error?

A. First, don't panic. Start with the simplest reasons, and work backward. Recalculate the columns. Then look for transcription errors. If this doesn't solve the problem, go back and look at how you got your figures. If you were unsure of any points, recheck those figures first. Then systematically recheck each figure until you find the error.

What is a well written procedure?

Well-written procedures are typically solid, precise, factual, short, and to the point.

What is a play script?

Play script – This looks like a script for a play with different characters. In this case, though, you list the different staff members with different responsibilities. Scripts can be especially useful when more than one person is involved in a process. Person responsible.

What is the one thing that technical documentation needs to have?

If it’s not clear by now, the one thing your technical documentation has to have is clarity . Ease-of-use is your top priority. But it isn’t your only one. As you put together your technical documentation, aim for these 4 other qualities:

What is technical documentation?

Technical documentation refers to any document that explains the use, functionality, creation, or architecture of a product. Think of it as a nuts-and-bolts “how to” guide for your users, new hires, administrators, and anyone else who needs to know how your product works. But while that sounds pretty straightforward, the results rarely are.

How to write a good writing?

Good writing comes down to editing. With your feedback and revisions in place, break out your style guides and either edit the documentation yourself or take it to a technical editor who can make sure the language has a logical flow and is consistent throughout. Whenever possible, you should try to get a second set of eyes on your content.

Why is technical documentation important?

Technical documentation helps an intended audience use your product, understand your processes, and get unstuck. Whether that audience is end-users, administrators, colleagues, or technicians doesn’t really matter. What does matter is that it’s clear, searchable, and helpful for them. Great technical documentation empowers your users, ...

Why do you want feedback on technical documents?

Along the way, you’ll want to get feedback on your technical documents, both as a gut check to make sure you’re not getting overly complicated as well as to ensure you’re explaining things properly.

What is 30% done?

While at 90% done (your final draft), you’re asking them to go over the documentation with a fine-tooth comb and nit-pick any issues.

What to do if you are not a subject matter expert?

If you’re not the subject matter expert, this might mean doing some internal interviews and building relationships with the technical team to get a stronger grasp on the material (and to avoid what senior technical writer Will Kelly calls “Mission Impossible” technical writing projects ). Or, it might be as simple as going through existing resources and guides and doing a short audit of what you have and what’s missing.