When most people think of a tech writer, they think of someone who simply writes technical documents. In reality, however, tech writers play a significant role in helping develop better understanding, agreement and overall alignment among team members, thereby building organizational strength. How, you ask? Well, through document reviews and the facilitation of meetings with subject matter experts (SMEs).
Reviews provide stakeholders an opportunity to ensure the accuracy and validity of a document. The initial review typically involves the immediate SMEs, but the final reviews often include a much broader, and higher, reach. For example, I have had final reviewers at the director, senior vice president and even the C level. Such a broad reach often exposes gaps in understanding and alignment among team members. The discussions that result ultimately help create a stronger organization and clearer path forward for the project, because everyone is in greater alignment.
I remember sending out a draft user guide to six or seven reviewers, including developers, QA, and the head of engineering. While the bulk of the document contained procedures, the introductory section contained a thorough description of the product, its benefits, and descriptions of each product feature. When I got the reviews back, the comments made clear that there were two or three different points of view for what some features were and the benefits they provided. My follow up actions with this group of reviewers brought the team together to discuss, clarify and come to alignment.
Another way a tech writer improves understanding and agreement among team members is by facilitating meetings with SMEs.
I have facilitated meetings with up to 18+ subject matter experts from different countries and (currently) from multiple regions in California, each with different perspectives on product, standards and processes. We have spent anywhere from one to six hours working through each individual’s input, questions, and/or concerns. In these situations, my job is to keep the meeting focused and on track and to make sure that everyone who wants to contribute does.
The process reveals misunderstandings, and apparent and actual disagreements. But in the end, not only do we have a clean and concise document, but also better rapport and alignment among team members.
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