Skip to content

Testing and Editing the Documentation

A document free of errors instils trust and credibility in the minds of readers for the writers as well as organization. Testing and editing is a crucial phase before the information is released to the user.

Testing and Editing phase can be broadly categorized into further seven steps:

  • Assuring all the information is collected

  • Inspection of the information

  • Reading the information

  • Style of the information

  • Comprehensibility of the information

  • Quality checking of the information

  • Using the information

Assuring all the information is collected

After the proper audience analysis, TW writes all the necessary information in the document. When everything has been put together, the TW sits back and look at the information written altogether.

They will check the information addresses all the things expected from the documentation.

The information is properly categorized into task, conceptual and reference topics.

The information is appropriate for the intended audience. It is checked that the emphasis is given on real tasks or not.

Inspection of the information

After all the information is in place, next task is to make sure that the document contains correct chapters, sections, page numbers, images and a glossary, as required.

It is also determined whether the document includes a table of content, index, list of figures and tables, and copyright information.

The information is relevant to the current version of the product. All the necessary element of the product is in place. The information has been verified. The examples are focused, realistic, accurate, and up to date. The code examples are easy to adapt. Unfamiliar information is related to familiar information.

Reading the information

After inspection, the TW/editor makes sure that the information uses appropriate language and is specific for particular audience. The information is readable or not. They makes sure the information do not contain technical jargons for the end-user; and if used, is appropriately explained. The information is clear and easy to use. The information is free from ambiguity. The information is presented in such a way that the user understands it for the first time.

Style of the information

The TW/editor makes sure that the information follows style conventions according to the organization guidelines. The template design and boilerplate is appropriately utilized. There is no inconsistency and variation throughout the document. All the headings are proper. Figures and list follows the same convention. Words and phrases are used according to the conventions.

Comprehensibility of the information

TW/Editor makes sure that the information is comprehensible. They put themselves in the shoes of the user and try to comprehend the information and checks that the flow of information is correct. The transition between paragraph is properly done. The headings conveys proper meaning. Emphasis and subordination are appropriate. The graphics are meaningful and appropriate. They makes sure the graphics are complementing the text. The visual cues help users find what they need. The presentation of information is in a way that enables users to find specific items quickly and easily.

Quality checking of the information

Quality checking ensures the document is error free grammatically and from typos. They makes sure all the sentences are framed in active voice, and present tense. The sentences used are short, clear and crisp. Appropriate mood is set by the TW. The information is consistent and coherent. The links are working. Appropriate tags are used to facilitate the use of screen readers. Tags are properly nested and will work in various browsers. A document that is formatted for online viewing opens correctly and has correct links.

Using the information

After everything is verified, the information is tested. The TW circulates the information amongst its peers and SME’s, reviewers to seek feedback whether the information is comprehensible to them or not. This phase helps the TW to assess the interaction and flow of information with the product and whether users can get to the needed information. Whether the information helps users complete product tasks?

Summary

References:

Google’s Technical Writing Course

Technical Writing and Editing Guide

IBM’s Developing Quality Technical Information - A Handbook for Writers and Editors