Hardware and Network Servicing

Level-III
Based on Nov, 2023, Curriculum Version - II

Module Title: Create Technical Documentation

Module code: EIS HNS3 M07 1123
Nominal duration: 20Hour

Prepared by: Ministry of Labor and Skill

Edited by: IT department
November 2023
Addis Ababa, Ethiopia

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 Table of Contents

Acronym
LAP - Local Area Plan
FAQ - Frequently Asked Questions
API - Application Programming Interface
PDF - Portable Document Format
HTML - Hypertext Markup Language
ISTC - Institute of Scientific and Technical Communicators
Module covers the units:
 Identify and analyze documentation needs
 Design documentation
 Develop documentation
 Evaluate and edit documentation
Learning Objective of the Module
 Basic concept of Documentation
 Identifying documentation requirements
 Investigating industry and documentation standards
 Interpreting and evaluating documentation requirements
 Defining and documenting scope of work
 Consulting client to validate and confirm the scope
 Identify information requirements
 Creating document templates
 Conducting the system review
 Extracting content that meets information requirements
 Validating technical documentation structure
 Writing technical documentation
 Translating technical terminology
 Applying content format and style
 Submitting technical documentation for review
 Gathering and analyzing feedback
 Incorporating alternatives to the technical documentation
 Editing technical documentation

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 1.1. Consulting client to identify documentation requirements

Unit One: Documentation Needs

This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:
 Consulting client to identify documentation requirements
 Interpreting and evaluating documentation requirements and confirming with client
 Investigating industry and documentation standards
 Defining and documenting scope of work
 Consulting client to validate and confirm the scope of work

This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Consult client to identify documentation requirements
 Interpret and evaluating documentation requirements and confirm with client
 Investigate industry and documentation standards
 Define and document scope of work
 Consult client to validate and confirm the scope of work

1.1.1. Basic Concept of Documentation

Documentation refers to the process of creating, collecting, and maintaining documents that
provide information, instructions, or evidence. It plays a crucial role in various fields, including
software development, business, education, healthcare, and more. Here are some basic concepts
related to documentation:
 Purpose:
 Communication: Documentation serves as a means of communication,
conveying information to different audiences such as users, developers,
administrators, and stakeholders.
 Reference: It provides a reference point for understanding processes, procedures,
systems, or products.
 Types of Documentation:
 User Documentation: Intended for end-users and includes manuals, guides,
FAQs, and other materials to help users understand and use a product or service.
 Technical Documentation: Aimed at developers, system administrators, or other
technical audiences, providing in-depth details about the inner workings of a
system or software.
 Components of Documentation:
 Instructions: Clear and concise step-by-step guidance on how to perform a task
or use a product.
 Descriptions: Detailed explanations of concepts, processes, or components.

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  Examples: Illustrative cases or scenarios to demonstrate usage or
implementation.
 Visuals: Diagrams, charts, screenshots, or other visual aids to enhance
understanding.
 Technical Documentation
Technical documentation is a type of documentation that provides detailed information about a
technical product, system, or process. It is primarily aimed at a technical audience, including
developers, system administrators, engineers, and other professionals who need in-depth
knowledge to understand, implement, or maintain a technology. Here are key aspects of technical
documentation:
Types of Technical Documentation:
 API Documentation: Describes the Application Programming Interface (API) of
a software, detailing how developers can interact with it.
 System Documentation: Provides an overview of the entire system architecture,
components, and their interactions.
 Code Documentation: Includes inline comments within the source code to
explain the logic, functions, and methods.
 Hardware Documentation: Describes the specifications, configurations, and
usage guidelines for hardware components.
 Network Documentation: Details the network architecture, protocols, and
configurations.
 User Manuals for Technical Users: Manuals that provide detailed instructions
for technical users, often in addition to standard user documentation.
Technical Documentation Content and Structure:
 Overview: A high-level introduction to the product or system, explaining its
purpose and key features.
 Installation: Detailed instructions for installing and setting up the product or
system.
 Configuration: Information about how to configure the system, software, or
hardware for specific requirements.
 Usage Guidelines: Instructions on how to use the product or system effectively,
including command references, workflows, and best practices.
 Troubleshooting: Guidance on identifying and resolving common issues, error
messages, and problems.
 API Reference: Detailed information on all the functions, classes, and methods
exposed by an API, including parameters, return values, and usage examples.
 Release Notes: Information about changes, updates, bug fixes, and new features
introduced in each version.

1.2. Identifying documentation requirements

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  Documentation requirements:
The specific criteria, standards, and guidelines for creating and maintaining documents
in various fields and industries.
 Common aspects:
Regulatory compliance, project documentation, quality management, software
development, product documentation, health and safety, and environmental
management are some common aspects that may have documentation requirements.
 Considerations:
Documentation requirements may vary depending on the context, industry, and
regulatory environment. They are important to ensure consistency, traceability, and
compliance with standards.

1.3. Investigating industry and documentation standards

Documentation standards are guidelines, specifications, or best practices
that provide a framework for creating, formatting, and organizing various
types of documents. These standards ensure consistency, clarity, and quality
in documentation across industries and fields. Here are some common
documentation standards used in different domains:

 ISO (International Organization for Standardization):

 ISO 9001: Quality management system standards that include
requirements for documentation related to quality processes.
 ISO 27001: Information security management system standards
with documentation requirements for managing information
security risks.

1.4. Interpreting and evaluating documentation requirements

The text describes the key steps to understand and assess the needs and standards for
creating effective documentation for different purposes and audiences. The text lists the
following contents:

 Understand the purpose: Know the goal of the documentation.

 Identify the audience: Tailor the content to the target users.
 Review standards and regulations: Comply with industry or regulatory guidelines.
 Clarify content requirements: Determine what information to document.
 Consider format and structure: Follow a consistent and clear format.
 Verify version control and updates: Keep the documentation accurate and current.
 Evaluate accessibility requirements: Make the documentation accessible to all users.
 Feedback and iteration: Use feedback to improve the documentation over time
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  How to investigate technical documentation standards: It gives some steps to research
and understand the standards for creating and maintaining technical documentation in
different industries or fields.
 Factors to consider: It mentions factors such as regulatory requirements, international
standards, industry-specific standards, government regulations, professional
organizations, and documentation examples from leaders in the field.
 Why it matters: It implies that investigating technical documentation standards is
important for ensuring quality, compliance, and best practices in technical documentation

1.5. Defining and documenting scope of work

Defining and documenting the scope of work is essential to ensure that the documentation
project meets its objectives, is well-structured, and aligns with the needs of the audience. Here's a
step-by-step guide specifically tailored for defining and documenting the scope of work in
technical documentation:

1. Project Overview:

 Provide a concise overview of the technical documentation project. Include information

on the purpose of the documentation, target audience, and how it fits into the larger
context of the product or system.

2. Documentation Objectives:
 Clearly articulate the objectives of the documentation. Define what the documentation is
expected to achieve, such as supporting end-users, aiding in troubleshooting, or providing
information for developers.

3. Types of Documentation:
 Specify the types of documentation to be created. This could include user manuals, API
documentation, technical specifications, installation guides, and any other relevant
document types.
4. Audience Analysis:

 Conduct an audience analysis to understand the knowledge level, roles, and expectations
of the target audience. Tailor the documentation to meet the needs of different user
groups.
5. Content Inclusions and Exclusions:

 Clearly outline what content will be included in the documentation and what will be
excluded. This helps manage expectations and avoids unnecessary scope creep.
6. Document Structure and Format:

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  Define the structure and format of the documentation. Specify how information will be
organized, the use of headings and subheadings, the inclusion of visuals, and any style
guide requirements.
7. Collaboration and Review Process:

 Outline the process for collaboration among team members and subject matter experts.
Define how reviews will be conducted, including feedback collection and revision
processes.
8. Tools and Technologies:

 Identify the tools and technologies that will be used for creating and managing
documentation. This could include documentation authoring tools, version control
systems, and collaboration platforms.
9. Versioning and Updates:

 Establish a versioning system for the documentation. Define how updates, revisions, and
new releases will be managed to keep the documentation current
1.5. Consulting client to validate and confirm the scope of work
Consulting with the client to validate and confirm the scope of work for technical documentation
is a critical step to ensure alignment between your understanding and their expectations. Here's a
guide on how to effectively consult with the client for scope validation:
 Schedule a Kickoff Meeting:
 Initiate a kickoff meeting with key stakeholders, including representatives from the
client's side. This meeting provides an opportunity to introduce the documentation team,
clarify objectives, and discuss the scope.
 Review Initial Understanding:
 Present your initial understanding of the scope of work based on your research and
discussions. This serves as a starting point for discussion and ensures that both parties
are on the same page.
 Clarify Client Objectives:
 Allow the client to articulate their objectives and expectations for the technical
documentation. Encourage open communication to capture any additional requirements
or nuances that might not have been initially identified.
 Identify Key Stakeholders:
 Confirm and identify key stakeholders on the client's side who will be involved in the
review and approval process. Understand their roles and expectations regarding the
documentation.
 Discuss Audience and User Needs:
 Review and discuss the identified audience for the documentation. Validate that the
client's expectations align with your understanding of the audience's needs and
knowledge levels.
 Present Document Types and Structure:

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  Share your proposed types of documents and their structure. Discuss whether the
client has additional document types or specific structural preferences that need to be
considered.
Self-Check 1
Part I: True False Questions
1. Technical documentation is essential for users to effectively use products and technologies.
2. Effective technical documentation offers benefits such as increased customer retention,
increased sales, and saved time and effort.
3. Documentation process standards define the process that should be followed for document
production.
4. product technical documents and process technical documents are the two main types of
technical documentation

Part II. Choosing

1. Technical Documentation is information about

A. Application C. architecture of a product or service

B. Purpose D. All

2. _______ Review the scope of work with all stakeholders to ensure that it accurately reflects
the project requirements.

A. Define quality standards C. Define acceptance criteria

B. Identify risks D. Review and finalize

Part III. Short Answer Questions

1. What is Technical Documentation?
2. What is mean by scope of the work?
3. What is technical document evaluation?

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 Unit Two: Design Documentation

This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:
 Identify information requirements
 Creating document templates
 Conducting the system review
 Extracting content that meets information requirements
 Validating technical documentation structure
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Identify information requirements
 Create document templates
 Conduct the system review
 Extract content that meets information requirements
 Validate technical documentation structure

2.1. Identifying information requirements

Designing technical documentation involves careful planning and consideration of various
elements to ensure that the documentation effectively communicates complex technical
information to the intended audience. Here are key pieces of information required for designing
technical documentation:
1. Document Purpose and Objectives:
 Clearly state the purpose of the documentation. Is it for end-users, developers, administrators, or
a combination of audiences?

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  Outline the specific objectives the documentation aims to achieve, such as providing instructions,
explaining concepts, or troubleshooting guidance.
2. Audience Analysis:
 Understand the characteristics of the target audience, including their technical expertise, roles,
and knowledge level.
 Tailor the documentation to meet the needs and expectations of different user groups within the
audience.
3. Document Scope:
 Define the scope of the documentation, specifying what topics will be covered and any
limitations or exclusions.
 Clearly communicate the boundaries of the documentation to manage user expectations.
4. Document Structure:
 Establish a logical and user-friendly structure for the documentation.
 Define the hierarchy of sections, chapters, and subsections to facilitate easy navigation.
5. Visual Design Elements:
 Determine the use of visual elements such as diagrams, charts, screenshots, and illustrations.
 Define a consistent style for visuals to enhance understanding and maintain a professional
appearance.
6. Style Guide:
 Develop a style guide that outlines the preferred writing style, terminology, and formatting
conventions.
 Ensure consistency in language and presentation throughout the documentation.
7. Document Format:
 Choose an appropriate document format, considering factors such as print vs. online, PDF vs.
HTML, or other formats based on user preferences.
 Ensure that the format aligns with the distribution method and accessibility requirements.
8. Interactive Elements:
 Identify opportunities for interactive elements, such as hyperlinks, cross-references, or interactive
tutorials.
 Enhance user engagement and facilitate easy navigation within the documentation.
9. Version Control:
 Establish a version control system for the documentation to track changes and updates.
 Clearly indicate the document version and update history to keep users informed.
2.2. Creating document templates
 Document templates: A practical way to create consistent, efficient, and standardized
documents for various purposes.
 To create Document templates:
 Identify the document type,
 outline key sections and components,
 define document structure,
 consider formatting and styles,
 create header and footer,
 insert placeholder text and images, include tables and graphs,

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  incorporate branding elements.
 Benefits of templates: Streamline the document creation process, facilitate knowledge
transfer, and maintain visual coherence.
2.4. Extracting content that meets information requirements
Extracting content that meets information requirements involves identifying
and retrieving specific information from various sources. Here are general
steps to guide you in this process:

This is a shortened version of the text that captures the main ideas:
 Information Extraction Process: The text describes a general process for extracting
information from various sources. It consists of the following steps:
 Define Requirements: Outline the specific information needed and the scope of
the topic.
 Identify Sources: Determine the potential sources of information, such as
databases, websites, or documents.
 Use Search Strategies: Use effective search methods to locate the required
information, such as keywords, Boolean operators, or filters.
 Evaluate Sources: Assess the credibility, reliability, and relevance of the sources,
considering the author, date, and context.
 Data Extraction Tools: Use tools or software that facilitate data extraction, such
as web scrapers, APIs, or data extraction software.
 Read and Analyze: Read the sources thoroughly and extract relevant
information, paying attention to context, nuances, and biases. Analyze the data to
ensure it meets the requirements.
 Document Findings: Keep detailed notes of the extracted information,
documenting the source, key points, and contextual information.
 Organize Information: Organize the extracted information in a structured
manner, using categories, headings, or a system that aligns with the requirements.
 Verify Information: Cross-verify information from multiple sources to ensure
accuracy and consistency. Identify and resolve any discrepancies or conflicting
data.

2.5. Validating technical documentation structure

Validating the structure of technical documentation is crucial to ensure clarity, completeness, and
effectiveness. Here are steps to validate the structure of technical documentation:
 Define Documentation Objectives:

 Clearly define the objectives of the technical documentation. Understand the purpose,
target audience, and expected outcomes.
 Check for Consistency:
 Ensure consistency in terminology, formatting, and style throughout the document.
Consistency enhances readability and understanding.
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  Review Table of Contents:
 Check the table of contents to verify that it accurately reflects the document's structure.
Ensure all sections are appropriately listed and in the correct order.
 Evaluate Document Flow:
 Assess the logical flow of information. Ensure that topics are organized in a coherent
manner, and the document progresses logically from introduction to conclusion.
 Examine Heading Hierarchy:
 Review the hierarchy of headings and subheadings. Ensure a clear and
hierarchical structure to guide readers through the document.
 Validate Section Introductions:
 Each section should have a clear introduction outlining the purpose and content.
Confirm that introductions provide context and set expectations.
 Verify Consistent Formatting:
 Ensure consistent formatting for headings, bullet points, numbered lists, fonts, and
other elements. Consistency contributes to a professional and polished
appearance.
 Check for Redundancy:
 Eliminate redundant information. Each section should contribute to the overall
understanding without unnecessary repetition.
 Assess Visual Elements:
 Review the placement and relevance of visual elements such as images, diagrams,
charts, and tables. Visuals should enhance understanding and align with the
adjacent text.
Self – Check 2
Part I. True False Questions

1. Organizing your documentation is essential to make it coherent, logical, and comprehensive.

2. You need to organize your documentation according to the goals, tasks, and scenarios of your
audience
3. Formatting your documentation is important to make it easy to read, understand, and
navigate.

Part II: Choosing

1. Before you start designing a document you must know about:

B. who will use the documents
C. what they will use the documents for, and how they will use the documents
D. what they are expected to do with the information in the document
2. Creating _____can help you maintain consistency in your technical documentation.

A. document templates B. style guides

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 C. Format D. A and B

3. The design of technical documents includes deliberate choice of:

A. Genre C. Structure
B. Function D. All
Part III: Short Answer Questions
1. What is Group of Data Elements
2. What is mean by documentation Review
3. By what way you can Share the developed documentation

Unit Three: Develop Documentation

This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:
 Writing technical documentation
 Translating technical terminology
 Applying content format and style
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Write technical documentation
 Translate technical terminology
 Apply content format and style

3.1. Writing technical documentation

Writing technical documentation is a critical skill for effectively communicating complex
information to various audiences. Here's a guide on how to write technical documentation:
1. Understand Your Audience:
 Identify your target audience, whether they are end-users, developers, system
administrators, or a combination. Tailor your language, tone, and level of detail to meet
their needs.
2. Define the Purpose:
 Clearly define the purpose of your documentation. Is it instructional, reference material,
troubleshooting guide, or a combination? Understanding the purpose helps shape the
content and structure.
3. Organize Information Logically:

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  Structure your documentation in a logical and hierarchical manner. Use headings,
subheadings, and bullet points to break down information into manageable sections.
4. Start with an Introduction:
 Begin with an introduction that outlines the scope, objectives, and intended audience.
Provide a brief overview of what the documentation covers.
5. Use Clear and Concise Language:
 Use plain and straightforward language. Avoid jargon and unnecessary technical terms,
or explain them when they are essential. Strive for clarity and simplicity.
6. Provide Context:
 Place technical information in context. Help readers understand the significance of the
information and how it fits into the broader context of a system or process.
7. Include Visuals:
 Use visuals such as diagrams, flowcharts, screenshots, and tables to illustrate concepts.
Visuals enhance understanding and make the documentation more engaging.
8. Write Step-by-Step Instructions:
 If your documentation includes procedures or instructions, present them in a step-by-step
format. Clearly outline each step and use action verbs.
9. Include Examples and Use Cases:
 Provide real-world examples and use cases to demonstrate how the information is
applied. This helps users relate the theoretical knowledge to practical scenarios.

Fig. 3.1. image that shows creating technical documentation

3.2. Translating technical terminology

Translating technical terminology requires a thoughtful and accurate approach to ensure that the
meaning of specialized terms is preserved in the target language. Here are some guidelines for
translating technical terminology

 Translating technical terms: A guide for translating specialized terms in a technical

context.
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  Context: Understand the subject matter, industry, and field of technology.
 Glossary: Create and use a glossary of terms in both languages.
 Industry standards: Follow established terminology in the technical field.
 Research: Read technical publications in the target language.
 Audience: Adjust the translation to suit different levels of expertise.
 Consistency: Use the same translation for the same term throughout the document.
 Transliteration: Use similar sounds in the target language for terms with no equivalent.
 Culture: Consider cultural connotations of terms and avoid inappropriate translations.
 Experts: Consult with technical professionals who are fluent in both languages.

3.3. Applying content format and style

Applying a consistent format and style to technical documentation is essential for clarity,
readability, and overall effectiveness. Here are guidelines to help you apply a cohesive format
and style to your technical documentation:

Use a Clear Document Structure:

 Organize your documentation with a logical and hierarchical structure. Use headings,
subheadings, and a table of contents to guide readers through the content.
Consistent Formatting:

 Maintain consistent formatting throughout the document. Ensure uniformity in font

styles, sizes, and colors. Consistency enhances professionalism and readability.
Headings and Subheadings:

 Structure your document with clear and descriptive headings. Use a hierarchy to
distinguish main sections from subsections. This aids navigation and comprehension.
Bullet Points and Numbered Lists:

 Use bullet points or numbered lists to break down complex information into digestible
points. Lists improve readability and make information more scannable.
Visual Elements:

 Incorporate visuals such as diagrams, charts, screenshots, and illustrations to complement

text. Ensure that visuals are relevant, labeled, and have clear captions.
Consistent Terminology:

 Establish and adhere to a consistent set of technical terms. Create a glossary to ensure
uniformity in terminology usage throughout the documentation.

Emphasize Key Points:

 Use formatting elements like bold, italics, or underline to emphasize key points,

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 important terms, or warnings. Be consistent in how you apply these formatting elements.
Page Layout:

Design a clean and professional page layout. Pay attention to margins, spacing, and
overall aesthetics. A well-organized layout contributes to a positive user experience.
Document Length:

 Consider the optimal length for your document. Long documents should be well-
structured with clear breaks, and shorter documents should still cover essential
information.

Self-Check 3
Part I: True or False Questions

1. An editorial calendar can help you stay organized and ensure your content gets published on
time.
2. Visuals are essential to any content style guide.
3. The final step in creating your own content style guide is to create a template.

Part II : Choosing

1. Among the following one is important to write effective technical documentation.

A. Identify your audience and goals.
B. Create a plan and outline.
C. Build technical documentation templates
D. All
2. every standard technical documentation template includes the following:
A. A table of contents (insert jump-links when applicable) to help readers ascertain the
areas they need help with.
B. A clear title with keywords.
C. A subheading or intro paragraph that highlights the documentation's purpose.
D. D. All
3. All technical documentation should have

A. Goals: What’s your reader’s aim

B. Learning objectives
C. An outline
D. All

Part III: Subjective Questions

1. Write the best practices for managing terminology

2. How to use terminology and glossaries

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 3. Write steps used to create Content Style Guide

Operation Sheet 1
Operation Title: Hard Disk Failure Resolution Technical Documentation
Purpose: To acquire the trainees the skill repairing failed Hard Disk

Equipment, tools and materials required: Maintenance Tool kit, Safety equipment, operating
system soft wares

The Document should consist the following components

I. Introduction
II. Purpose of Documentation
III. Target Audience
IV. Scope of the Document
Procedures we have to follow to resolve the problem.
A. Isolation of the Failing Hard Disk
1. Identify the failing hard disk using system logs or diagnostic tools.
2. Safely power off the system.
B. Backup Data (if not done already)
1. Use appropriate backup tools to copy important data to an external storage device.
2. Verify the integrity of the backup.
C. Replacement of the Hard Disk
1. Follow manufacturer guidelines for physically replacing the hard disk.
2. Ensure proper grounding to prevent electrostatic discharge.
3. Connect the new hard disk according to system specifications.
D. Initialization and Formatting
1. Power on the system.
2. Access the system BIOS/UEFI to detect the new hard disk.
3. Initialize and format the new hard disk.
E. Operating System Installation (if necessary)
1. Install the operating system on the new hard disk.
2. Apply necessary updates and patches.
F. Data Restoration
1. Restore data from the backup to the new hard disk.
2. Verify the integrity of the restored data.
LAP Test 1
Task 1: Identify the failed hard disk and prepare technical documentation that shows the
procedures you follow to solve the problem

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 Unit Four: Evaluate and Edit Documentation
This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:
 Submitting technical documentation
 Gathering and analyzing feedback
 Incorporating alterations into the technical documentation
 Editing technical documentation
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Submit technical documentation
 Gather and analyzing feedback
 Incorporate alterations into the technical documentation
 Edit technical documentation
4.1. Submitting technical documentation for review
Submitting technical documentation for review is a crucial step to ensure accuracy, clarity, and
effectiveness. Here's a guide on how to prepare and submit technical documentation for review
Organizations can do document reviews informally or as part of a formal process.
How to prepare and submit technical documentation for review:
It provides a step-by-step guide on how to finalize, format, and submit technical documentation
for review by reviewers.
 The importance of review: It emphasizes that review is a crucial step to ensure
accuracy, clarity, and effectiveness of technical documentation.
 The components of submission: It lists the components of a submission, such as the
document version, supporting materials, cover letter, and review goals.
 The tools for review: It suggest using a collaborative document review tool that allows
reviewers to add comments directly to the document, such as Google Docs or Microsoft
Word’s Track Changes.

4.2. Gathering and analyzing feedback

Gathering and analyzing feedback on technical documentation is a crucial step in improving the
quality, clarity, and effectiveness of the documentation. Here's a guide on how to gather and
analyze feedback effectively:

 Gathering Feedback: How to identify reviewers, select review tools, provide clear
instructions, encourage specific comments, establish a deadline, consider a review
meeting, and include a feedback form for technical documentation.
 Analyzing Feedback: How to compile, prioritize, identify trends and patterns, and
resolve conflicting feedback for technical documentation.
 Feedback Channels: How to offer multiple channels for feedback, such as email,
comments, or feedback forms.

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 4.3. Incorporating alternatives to the technical documentation
Incorporating alternatives to technical documentation involves providing additional formats,
resources, or methods to enhance accessibility and understanding for a diverse audience. Here
are some strategies for incorporating alternatives into technical documentation:

 Multimodal Documentation:
Offer documentation in multiple formats, such as text, audio, and video. This
accommodates users with different learning preferences and accessibility needs.
 Interactive Guides:
Create interactive guides or tutorials that allow users to actively engage with the content.
This can include clickable elements, simulations, or step-by-step interactive experiences.
 Visual Aids and Diagrams:
Enhance textual information with visual aids, diagrams, charts, and infographics. Visual
elements can improve comprehension, especially for complex technical concepts.
 Video Walkthroughs:
Provide video walkthroughs or demonstrations alongside written documentation. Visual
demonstrations can be particularly helpful for users who prefer a more hands-on learning
approach.
 FAQs and Troubleshooting Guides:
Include Frequently Asked Questions (FAQs) and troubleshooting guides to address
common user queries. This helps users quickly find solutions to issues they may
encounter.
 Use Case Examples:
Incorporate real-world use case examples to illustrate how technical features or processes
can be applied in practical scenarios. Examples make abstract concepts more tangible.
 Visual Mapping:
Use mind maps or visual mapping tools to represent relationships and connections
between different components. Visual representations can aid in understanding complex
systems.
 Accessible Text Formats:
Ensure that text-based documentation is accessible. Use clear headings, bullet points, and
concise language. Provide alternative text for images to accommodate users with visual
impairments.
 Translations:
Offer documentation in multiple languages to cater to a global audience. Ensure that
translations

4.4. Editing technical documentation

Editing documentation based on feedback is important for continuous improvement. The

following possessions are
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  Review feedback: Read all feedback and note common themes and suggestions.
 Categorize feedback: Organize feedback into content, clarity, formatting, accuracy, etc.
 Prioritize changes: Address critical issues first, then minor improvements.
 Address accuracy: Verify information with experts or sources and correct errors.
 Clarify ambiguity: Rephrase unclear sections and add examples or explanations.
 Check consistency: Ensure consistent terminology, formatting, and style throughout the
document.
 Update visuals: Improve visuals and diagrams to align with text and convey information.
 Incorporate examples: Add relevant examples or use cases to make content more
practical.
 Verify references: Check and update cross-references or hyperlinks for easy navigation.
Self-Check 4
Part I: True or False Questions
1. The primary focus of technical document editing is to ensure the accuracy and clarity of the
information presented in the text.
2. Technical editors work with writers to help them produce clear, accurate content.
3. It’s great that you’re gathering feedback on your technical document.
Part II: Choosing
1. Technical document editing is a process of reviewing technical documents, including:
A. user manuals C. instructions, and briefs.
B. Reports D. All

2. _________is an essential part of the engineering process and can help you improve the
quality of your work.

A. Documentation C. Template
B. Feedback D. All

3. If document is inaccurate, and not be used.

A. The document is approved C. The document is voided/rejected
B. The documents need changes

Part III: Subjective Questions

1. Formal document review
2. Informal document reviews
3. Write the typical option in document revision

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 References
Reference Books:
1. “Technical Writing Process: The simple, five-step guide that anyone can use to create
technical documents such as user guides, manuals, and procedures" by Kieran Morgan
2. "Read Me First! A Style Guide for the Computer Industry" by Sun Technical
Publications
3. "The Elements of Technical Writing" by Gary Blake and Robert W. Bly
4. "Microsoft Manual of Style for Technical Publications" by Microsoft Corporation
5. "Every Page Is Page One: Topic-Based Writing for Technical Communication and the
Web" by Mark Baker

Websites:
6. Techwire
7. Write the Docs
8. ISTC
9. Technical Communication Center
10. Read the Docs
11. Google Developer Documentation Style Guide
Developer’s Profile

N Quali Field of Organization/

Name Mobile E-mail
O f Study Institution

1 Zerihun MSc ITM Sebata PTC 091185835 [email protected]

Abate 8 om

2 Abebe MSc ITM Ambo TVETC 092936245 [email protected]

Mintafa 8

3 Endale Bsc Comp.Scienc M/G/M/B/P/ 091543969 [email protected]

Bereket e T/C 4

4 Yinebeb BSC Comp.Scienc APTC 093632518 yinebebtamiru07@gmail.

Tamiru e 2 com

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