1. Time Management in Technical Writing By Anupama Manjeshwar By

2. Introduction “Time is life. It is irreversible and irreplaceable. To waste time is to waste your life, but to master time is to master your life and make the most of it.” -Alan Lakein

3. Documentation Life Cycle Documentation Plan Outline 1st Draft (Alpha) 2nd Draft (Beta) Final Draft Production Changes Updates Rewrite Estimate/Bid Gather information Audience profile Product profile Schedule Cost estimate Review/Testing ProofingIndex Front/Back Matter Review/Testing Tech Support Review/Testing

4. Time Management Tools Action PlansAction Plans Brief list of tasks to achieve an objectiveBrief list of tasks to achieve an objective Time EstimatesTime Estimates Duration of time for a projectDuration of time for a project Project PlannersProject Planners To-Do listsTo-Do lists Activity LogActivity Log Monitors the way in which you spend timeMonitors the way in which you spend time

5. Time Management Methodologies Reading Skills: Speed Reading, Effective ReadingReading Skills: Speed Reading, Effective Reading Writing Skills: Clear and focused writing skillsWriting Skills: Clear and focused writing skills Listening and Communication SkillsListening and Communication Skills Waiting TimeWaiting Time Delay Time: Positive and Negative DelayDelay Time: Positive and Negative Delay MeetingsMeetings DelegationDelegation

6. Time Management Principles (Planning Phase)Pareto Principle -The 80/20 Rule (Planning Phase) (Planning and Implementation Phase)Quadrant II Time Management Theory (Planning and Implementation Phase) (Planning)PERT and Critical Path Analysis (Planning) (Planning)Quantum Leap Approach (Planning) (Planning and Implementation)Effectiveness Vs. Efficiency Theory (Planning and Implementation)

7. Pareto Principle: 80/20 Rule “80% of your results are achieved by 20% of the things you do” Concentrate on results, not on being busy Identify activities, prioritize time for them Apply to Planning phase

8. Quadrant II Time Management “Focus on important but not urgent activities” Spend 65-80% of the time in Quadrant II 15% in Quadrant III Apply to complete documentation cycle

9. Quadrant II Time Management … cont. I CrisisCrisis Pressing problemsPressing problems Deadline driven projectsDeadline driven projects MeetingsMeetings PresentationsPresentations Project reportsProject reports II (60-85%) ResearchResearch EstimatesEstimates PlanningPlanning Establishing rapportEstablishing rapport EmpowermentEmpowerment Status reportsStatus reports IV Trivia, busyworkTrivia, busywork Phone callsPhone calls Time wastersTime wasters Escape activitiesEscape activities Irrelevant e-mailsIrrelevant e-mails Unnecessary meetingsUnnecessary meetings III (15%) Interruptions and phone callsInterruptions and phone calls Some e-mails, reportsSome e-mails, reports Some meetingsSome meetings Immediate pressing mattersImmediate pressing matters URGENTNOT URGENT URGENTNOT URGENT NOT IMPORTANT IMPORTANT NOT IMPORTANT IMPORTANT

10. Quantum Leap Approach Goal SettingGoal Setting “Aims at forcing intense activity. Set a goal that will need a quantum leap in activity to achieve it.” Used effectively in Dr. Stephen Covey’s Quadrant II theory Apply to Planning phase stretchbreakGoals that stretch but not break you

11. Critical Path Analysis and PERT Time AssessmentTime Assessment – –Calculate the minimum time required to complete the project (the Critical Path) – –Identify dependent tasks – –Identify independent tasks (tackled simultaneously with dependent tasks)

12. Documentation Life Cycle Documentation Plan Outline 1st Draft (Alpha) 2nd Draft (Beta) Final Draft Production Changes Updates Rewrite Estimate/Bid Gather information Audience profile Product profile Schedule Cost estimate Review/Testing ProofingIndex Front/Back Matter Review/Testing Tech Support Review/Testing

13. Critical Path Analysis and PERT … cont. Week 23541 678910111213 1.Estimate/Bid 9.Second Draft 2.Gathering Information10.Review of Second Draft 3.Documentation Plan11.Final Draft 4.Audience Profile, Product Profile, Schedule, Cost 12.Proofing, Index, Front/Back Matter 5.Outline13.Production 6.Review of Outline 14.Changes/Updates from Tech Support 7.First Draft 15.Rewrites 8.Review of First Draft 1 1 (1) 3 3 (1) 2 2 (1.5) 4 4 (1) 5 5 (1) 6 6 (1) 7 7 (2) 8 8 (1) 9 9 (1) 10 10 (1) 11 11 (1) 12 12 (2) 13 13 (1) 14 14 (1) 15 15 (1) 13 13 (1) No. of weeks to achieve task (1) (1) No. of weeks to achieve task Critical Path Action Non-Critical Path Action

14. Effectiveness And Efficiency “Doing the right thing is more important than doing things right ” Effectiveness - identify what is the right thing to doEffectiveness - identify what is the right thing to do Efficiency - do it rightEfficiency - do it right Apply to Planning and Implementation phaseApply to Planning and Implementation phase

15. SWOT Analysis Build StrengthsBuild Strengths –Excellent Writing and Communication Skills –Good Planning Skills –Good Editing Skills –Good Interpersonal Skills –Attention to Detail –Clear Thinking –Good Computer Tool Skills –Good Learner

16. SWOT Analysis … cont. Overcome WeaknessesOvercome Weaknesses –No academic technical writing courses Recognize and Seize OpportunitiesRecognize and Seize Opportunities –In a corporate environment, technical documentation is considered a part of the software development process Minimize ThreatsMinimize Threats –Labeled as a “support activity” –Dependent on engineers for document information and validity

17. Time Management Tips Organize yourselfOrganize yourself Prepare for the next dayPrepare for the next day Use productivity toolsUse productivity tools Learn to say ‘NO’Learn to say ‘NO’ Reward yourselfReward yourself “If we learn to balance excellence in work with excellence in play, fun, and relaxation, our lives become happier, healthier, and a great deal more creative.”

18. Conclusion Time Management is a skill that may appear intangible, but when practiced diligently can yield highly tangible results in terms of lower project life cycles and project costs.