Getting Useful Reviews ITSW 1410 Presentation Media Software Instructor: Glenda H. Easter

Guidelines for Managing Document Reviews 1. Review throughout the documentation process 2. Write up the review plan 3. Review the document objectives from the documentation 4. Determine the type of review needed 5. Write a cover letter with questions for the reviewers Getting Useful Reviews, Chp. 5

Guidelines for Managing Document Reviews 6. Set up a review schedule 7. Prepare feedback materials for reviewers 8. See reviewers as partners 9. Handle conflict diplomatically Getting Useful Reviews, Chp. 5

Documentation Process Review Review throughout the documentation process. User analysis review Technical walkthrough Design Review Draft Review Getting Useful Reviews, Chp. 5

Getting Useful Reviews, Chp. 5 Write the Review Plan Review the document objectives from the documentation plan. Determine the type of review needed. Write a cover letter with questions for the reviewers. Establish a review schedule. Prepare feedback materials for reviewers. Getting Useful Reviews, Chp. 5

Review the Document Objectives from the Plan What are the objectives from the documentation plan? Determine the type of review needed Write a Cover Letter with Questions for Reviewers. Getting Useful Reviews, Chp. 5

Review Planning Checklist Document Objectives List the objectives from the documentation plan that you need to validate through your review. Review product specifications from the client or sponsor for objectives. List management or policy objectives your document must meet. Getting Useful Reviews, Chp. 5

Review Planning Checklist (Continued) Stage of the Document Process User analysis review (review of user descriptions and scenarios for use in tutorials and as user role models) Technical walkthrough (review of the task list) Design review (review or walkthrough of design principles for the project) Draft review (draft 1, draft 2, etc.) Getting Useful Reviews, Chp. 5

Review Planning Checklist (Continued) Type of Review Needed Managerial review (managers, supervisors, team leaders) User review (users, operators, system supervisors) Technical review (programmers, developers) Subject matter review (professionals from representative fields) Getting Useful Reviews, Chp. 5

Review Planning Checklist (Continued) Type of Review Needed (Continued): Editorial review (staff editors, editorial department, team editor) Sponsor review (client, sponsor) Identify any special issues to address or problems encountered with any of the above reviews. Getting Useful Reviews, Chp. 5

Review Planning Checklist (Continued) Cover Letter with Questions for the Reviewers Indicate document objectives and benefits to the reviewer (increased quality, increased communication, increased visibility as team players) Ask for specific advice and comments Getting Useful Reviews, Chp. 5

Review Planning Checklist (Continued) Cover Letter with Questions for the Reviewers (Continued): Provide the necessary background (user, project, product, subject matter) Tell reviewers how to mark or comment Give dates and places for return Thank your reviewers Getting Useful Reviews, Chp. 5

Review Planning Checklist (Continued) Set Up a Review Schedule Sequential circulation (one copy: each reviewer passes the document to the next) Simultaneous circulation (multiple copies: each reviewer returns the document to you) Getting Useful Reviews, Chp. 5

Review Planning Checklist (Continued) Feedback Materials for Reviewers Clean copies showing revisions with specific pages indicated (smaller projects) Copies of pages containing revisions stapled to copies of pages with reviewer's marks (larger projects) Getting Useful Reviews, Chp. 5

Example of a Review Walkthrough Purpose: To demonstrate document in development and gather reactions to it, and to articulate progress toward scheduled document goals (communication and quality assurance functions). Format: Oral presentation with handouts (document outline, document drafts, sample pages, overviews of the documentation project) Getting Useful Reviews, Chp. 5

Example of a Review Walkthrough (Continued) Basic Procedure: Present a meeting agenda, present and discuss your project (going over schedule and goals), identify documentation issues clearly (at least 4 or 5), discuss specific issues (focusing on specific pages), lead the discussion, ask for questions, record results, finish your agenda, summarize the reviewers comments and get a consensus on all the issues, conclude. Getting Useful Reviews, Chp. 5

Example of a Review Walkthrough Time: 15-20 minutes each. Tips for acing the meeting: focus on real issues (what versus what?) give attendees a say listen carefully and record prepare neat, professional materials Getting Useful Reviews, Chp. 5