How to document a software application

Do you have a need to document software packages?

Instructions

Difficulty: Challenging

Things You’ll Need:

• A writing utensil and a notepad for research and notes
• A login Id and perhaps password of the application to be documented
• A mind for instructional processes
• A development tool to document the information about the application
• A spreadsheet or project management software for capturing milestones

1. Look through the application to be documented. Try to test through the application as a user would test or use it.
2. Meet with key stakeholders to see what needs to be captured or documented.
3. Determine how the output will look like. Are you training users? Will a simulation of the application be needed? Will any animations be included?
4. Determine the scope of your documentation. Will outside resources be needed along the way? This information in this step by be included in a release plan or project plan. You may be required to add a specific level of detail such as hour estimates, dependencies, and additional resources.
5. Look at the timeline. Create a timeline if necessary. Be clear you understand what the stakeholders expect and by when these are expected. Account for a formal approval process if needed (on behalf of the stakeholders).
6. Assess the needs of your target audience. Does specific content need to be designed or developed for multiple roles?
7. Create a content outline. If you are creating online training, determine the units. If creating a simulation, determine the interactions needed. If creating a manual, determine the chapters, etc.
8. Research documentation approaches. That is, what type of information needs to be covered. Often you can organize your findings into 'buckets.' For instance, if documenting a process software, you make have installation information, overview text, steps to successful completion, and business explanations.
9. Develop the content in an organized fashion according to your timeline or plan.
10. Deploy the information for your target audience.

Tips & Warnings

• Ensure you always have EXCELLENT communication with the project's stakeholders!!!!
• In conflict arises, ensure you have every aspect of the project documented - not just verbal agreements
• Be aware of scope creep - build an extra percentage of hours in case one step takes longer than expected