Creating User Documentation Flashcards
Provide reasons why PDF files should be used for distributing electronic documentation.
- Compatibility with more devices and applications.
- Faster to open larger files.
- Can’t be easily edited.
- Looks the same on any device.
Where is online help generally located?
Online help, also known as context sensitive help, are complied html files which can be most generally found packaged with the software it came with.
Distribute w/ internet or private intranet?
- Documentation for free media player
- Documentation for online computer game
- Documentation for new accounting process at ANZ
- Documentation for discussing new features of HTML 5
- Documentation on how to edit the business point-of-sale system
- Unfinished documentation for a new Xbox One game
- Internet
- Internet
- Private Intranet
- Internet
- Private Intranet
- Private Intranet
Provide one reason why organisations should follow a standard when creating user documentation.
So that the documentation is consistent in its structure, content and language depending on the target audience and should be easy to read and understand and also meets the requirements of the organisation.
What’s the order of precedence in an organisation of each standard? (Highest to Lowest)
Industry, Organisational, Project.
Convert the following from a ‘passive voice’ to an ‘active voice’
- The application was closed by the user.
- Text can be set to bold by clicking on the B icon in the menu.
- Shut down the computer by clicking Start > Power > Shut Down
- To make sure the CPU doesn’t overheat, clean the fans.
- When running a virus scan, it’s useful to scan all the hard disk drives in the computer.
- User closed the application.
- Click the B icon in the menu to set text to bold
- Click Start > Power > Shut Down to Shut Down.
- Clean the fans to ensure the CPU doesn’t overheat.
- Scan all hard disks when running a virus scan.
What’s the correct order in creating user documentation?
- Review the current system.
- Create documentation.
- Gather and analyse feedback.
//++++++++++++++++++++++++++++++++++++++++
- Gather information
- Create the documentation
- Have the version reviewed to make any changes
- Submit documentation for approval and sign-off
What are 3 benefits of using a company intranet?
- It’s available to the organisation only and those who have access to it.
- They’re more secure and prevent leaking of information.
- Can share information safely.
How can user documentation be designed for an advanced user?
- Be brief and concise with the wording used.
2. Have quick reference guides or popups of information that helps them on how to complete specific tasks.
How can user documentation be designed for a transfer user?
- Show them how to navigate the new software.
2. Give them information about how the new software differs from the old.
Are ISO standards free for anyone to use?
No you have to pay for them.
What’s a way to keep track of the most current version of a document?
Make use of the version number.
What are some ways to identify the needs of a user?
- Ask them
- See what training they have.
- See what OS they’re using.
- Look at the help desk and see what questions they have.
What are some pros between style guides and templates?
They save time and in particular they create a more professional and consistent look.
What are some cons between style guides and templates?
It’s difficult to make custom changes.
What are the two main types of user documentation?
Provide examples for both types.
Electronic and paper-based.
Manuals, online help, booklets, quick reference guides, podcasts, videos, forums etc.
What’s the difference between style guides and templates?
Style guides set out the requirements for a document and have minimum requirements that need to be fulfilled.
Templates are pre-formatted documents which are based on style guides.
How can user documentation be designed for a novice user?
- Provide information on basic terms and knowledge required to use the software.
- Make use of visuals to assist them with completing certain tasks.
How can user documentation be designed for a intermediate user?
- Provide information on how to use the software/product more efficiently.
- Introduce some more advanced features.
Pros and cons of paper based documentation.
PROS
- Easier to use for novice users.
- Don’t need a device/internet to access.
- Can be annotated.
CONS
- More fragile to damage and loss
- More expensive time and money.
- Difficult to make changes
- Not good for environment
Pros and cons of electronic documentation.
PROS
- Easier to navigate and share.
- Easily adjustable (font etc.)
- Easily editable (content)
- Always available and can be accessed on many devices
- Less fragile
CONS
- Less secure and can be stolen or hacked.
- Don’t need perms to share, copy or edit.
- Videos take up bandwidth.
- Need a device to access.
- Takes up more storage.
What is an instructional manual?
A manual which describes the system, is comprehensive, fully featured, lots of detail, has screenshots and describes how a system might be used.
(Another way of referring to a USER MANUAL)
What’s the most important feature of an instructional manual?
Consistency is key.
What are four common types of user documentation?
- Installation Guides
- Posters
- Quick Reference Guides
- Wall Charts
How can style guides be useful for a software developer?
- Their document will be consistent with its appearance and seem more professional.
- It will save time during the creation of the documentation as they won’t have to design the documentation.
What is an efficient way to change the IP address for 57 users from static to dynamic?
Start a forum that lists the changes, and let the users create threads and supports each other.
List printed documentation that can be commonly found in a Help Desk.
- Contact details
- Opening hours
- User manuals -> digitally
- QRG’s
- SLAs
What are some key features of user manuals?
- Clear navigation/Index
- Menus
- Images
- Glossary
Outline 3 features that documentation should have to make them accessible for people with special needs.
- Braille writing for people with visual impariments.
- Instructions in a variety of languages
- Large font so that it’s clear to read
Who is most likely to need user documentation?
Someone with not a lot of expertise, such as a database input operator.
In other cases it can also be experts who need a QRG to refer to.
When should signing off user documentation take place?
Once alterations are made to the documentation according to the feedback after it’s been reviewed.
What are some standards that may be specified in an organisation for producing documentation?
- Having a version number of a file
- Include explanations of any industry abbreviations
- Having correct punctuation, spelling & grammar
Why do organisation have standards for producing user documentation?
So that it’s consistent and is easy to navigate for any user.
Why does documentation need to be signed off?
To ensure that it’s been approved and that it is ready or not to be published.
What’s the most important feature of a manual for installing an accounting software?
Screenshots, spelling & grammar.
