Is documentation a dirty word?

Daryl Colquhoun has written an article in tcWorld about the international standard ISO/IEC/IEEE 26512. He explained the standard is going to be revised and renamed: from “Systems and software engineering – Requirements for managers of user documentation” to “Systems and software engineering – Requirements for managers of information for users”.

The reason for this, he states, is because, in many parts of the world, the term “documentation” is associated with a printed manual only. The neutral term “information for users” refers to all types of content: Online help, audio, video, and Augmented Reality.

The problem with “information” is it can mean many things. Information for users could mean the weather forecast. We may well need to move away from the word documentation, but I’m not sure we’ve yet come up with a suitable alternative.


Documentation as an API – the docsbot

In a recent presentation, Twilio’s Jarod Reyes and Andrew Baker mentioned their plans to make Twilio’s developer documentation available as an API. They plan to start with an API for code samples, stored in a github repository.

Making documentation available as an API means means users can create or remix their own versions of the documentation. For example, they could embed Twilio’s code samples. It also means those embedded code samples will be updated whenever Twilio updates those snippets of code.

Jarod and Andrew suggested something new that we’d not heard before – the API can also be used to create a “bot” in Slack, to help new users. The Twilio bot, currently in development, is called docsbot. If users type “lookup py” in the Slack command line, docsbot will reply with a message containing a code sample for the Python development environment.

Twilio's Slack docsbot

It relies on users knowing the relevant Slack commands, but it’s an interesting way of providing users with documentation when and where they need it.

See also: Advanced technical writing & new trends in technical communication training course 20th October

Documentation as Code

Tom Johnson has written two interesting posts on his blog on the “Documentation as Code” concept:

Documentation as Code can be interpreted in a few ways. Tom describes it as being able to store the documentation with the code:

From a technical angle, Etter argues that one should embrace lightweight markup languages, use static site generators, and store content in version control repositories with engineering code.

An other interpretation associated with this is that documentation should be seen as a design problem; it should be seen as part of the product (and seen in a similar way to the software code), rather than an add-on. If the documentation is stored with the code, it can mean that the requirements for documentation can be more closely linked to the code. When a requirement for a new feature is raised, so can a requirement for the related documentation. It can also mean that content that’s embedded in the UI, presented as on-boarding screens or presented as online Help, can be considered as different potential solutions to each user need.

Documentation as Code is a topic we touch on in our advanced technical writing training course. It’s an approach that we may see growing in popularity.

General Data Protection Regulation – will this affect online Help?

Yesterday, I saw a presentation by Hazel Southwell on the EU’s General Data Protection Regulation (GDPR), which will be implemented on the 25th May 2018. The impact in its data privacy and protection rules seem likely to affect pretty much every website, with the threat of hefty fines for those that do not comply.

Organisations providing personalised Help content, by storing information in cookies or monitoring the behaviour of users living in the EU by tracking their digital activities, will need to comply with the GDPR regulations. In particular:

  • Businesses will have to adopt governance and accountability standards and meet their data privacy obligations.
  • Clear and affirmative consent to the processing of private data must be provided, and the relevant information must be laid out in simple terms.
  • Organisations need to consider the risks of transferring data (such as the storing of cookies or IP addresses) to countries outside of the EU.

One solution is to require users to log in to see information. However, this may be an unpopular and impractical solution for many users.

How technical documentation helps the customer journey

Here is a diagram that shows the different types of User Assistance that can help users as they progress through the customer journey:

how user assistance helps the customer journey

Supporting the user through the customer journey has become more important, partly because the subscription, “try before you buy”, sales model means users can stop being a paying customer at a moment’s notice. Today, all of the information you provide, both pre- and post- sales, needs to provide the same consistent, high quality, experience to the user.

Have we missed anything out? Let us know if you think the image should be changed in any way.

A technical communication user’s hierarchy of needs

At the TCUK 2015 conference, Rachel Johnston mentioned the idea of a content maturity model. We thought we’d take this idea and ask:

Could we develop a model that illustrates a hierarchy of needs for users of technical communication (and in particular, User Assistance)?

A model of what?

We suggest calling this model a technical communication user’s hierarchy of needs. This is because we’re considering the different points where a user interacts with technical communication content, the information they need, and value it gives to them.

It takes a similar approach to the content maturity model Rachel suggested (shown in the photo below), with the least mature organisations providing just the legal minimum, and most mature content systems contributing to branding and evangelism.

content maturity model diagram

A user’s hierarchy of needs also enables us to compare this model to similar models from content marketing and product design. For example, the categories in our model’s hierarchy roughly correspond to Peter Morville’s “User Experience honeycomb”, as well as the key elements in product design.

Continue reading “A technical communication user’s hierarchy of needs”

Stack Overflow is moving into documentation (get the popcorn)

Stack Overflow, a collaboratively edited question and answer site for programmers, has announced its plans to add documentation to the site:

“Lately we’ve been asking ourselves “what else could we do to improve developers’ lives on the internet?”. Jeff’s original announcement of Stack Overflow said this:

There’s far too much great programming information trapped in forums, buried in online help, or hidden away in books that nobody buys any more. We’d like to unlock all that. Let’s create something that makes it easy to participate, and put it online in a form that is trivially easy to find.

Stack Overflow has made all of that a lot better, but there’s one area that is still hanging around: Documentation. Just like Q&A in 2008, Documentation in 2015 is something every developer needs regularly, and something that by most appearances stopped improving in 1996. We think, together, we can make it a lot better….

…We’re hoping we can improve documentation, not just move it under the domain.”

It will be fascinating to see how this project progresses – what issues they encounter, how they tackle these, and if the solutions work.

Continue reading “Stack Overflow is moving into documentation (get the popcorn)”

New date for our advanced technical writing course

Trends in Technical Communication Course – Advanced Technical Writing TechniquesWe’re moving our public classroom course on Trends in Technical Communication Course – Advanced Technical Writing Techniques from the 18th September to Tuesday 22nd September. There are places available if you’d like to book.

We’ve also run this course a number of times during the summer as an “onsite” course for clients, using WebEx and Lync (soon to be called Skype for Business). Using online meeting technologies like these means we can deliver training to authoring teams throughout the world.

We have been asked if individual delegates overseas could use these platforms to participate in our public, classroom, course. I’m afraid we don’t offer this. The “online meeting” courses involve using special lighting and audio equipment that isn’t available in the training rooms we use for the public courses. Also, it would be very difficult for the trainer to manage two different delivery methods simultaneously.