Yesterday, a good friend of mine created a post about this software program on his Windows blog (called Minty White). Indeed, blogger Rich Robinson is right, we can all get to the point where our machines run really slow and then frustration overshadows us. So, what is the solution? Soluto. That is what Rich recommends. In fact, this software application looks like a keeper. This weekend, I will download this program on both my work and home laptop computers and see what it can do to speed up my machines. I do not know the level of analysis that it provides regarding how it improves speed, but I am going to keep my eye out for this. Special thanks to Rich Robinson for this post at Minty White. Click here to read the full post. Click here to check out Soluto software.

As a Technical Writer, I sometimes ask people (like at a social event) “so, do you really document your internal processes and procedures at your workplace?” Most people say “Oh, sure, I document these things.” But, the truth is, I believe, that people shy away from composing quality documentation because they don’t think it matters or they cannot justify the time spent on writing documentation manuals. It is a little bit like taking a long road trip and not first planning and documenting your trip with Map Quest. Yes, sure, you can get a GPS device for your car and wing it and trust the GPS, however, what if your GPS device fails you? Is it not better to have your trip already printed on paper from Map Quest?

That is my approach to documentation – better safe than sorry. It is better to spend at least SOME time on documentation than none. In business, like the saying goes “things happen”. Documentation can mean the difference between the continuance or demise of a company, especially if they get audited by some accounting company or standards committee, let alone need to consult old computer code for an old version of a program that actually works.

Documentation is an investment in the well-being and future of a company. Over time, it could become the source you consult when you need to make critical changes in your company’s products, internal processes and procedures, or even marketing strategy. My recommendation is that you not ignore the documentation aspect of your business. You will be glad you can say “Oh, yes, I document.”

Cheers,

Keith

So, how does one go about “securing one’s future”? Is this a rhetorical question? I say not. Today, unlike before, it is hard to join a company and remain there securely for several generations. Companies come and go, merge, expand, downsize, and rise and fall through the course of their existence. So, what can one do?

For me, the answer lies in one simple word (or two, if you see this as two words): self-education. Education has always been the backbone of a society. Education is what made the Greeks famous even until today. Education has allowed knowledge from ancient China endure until today (I was watching Andrew Zimmern last night eating strange foods in China, but also took advantage of some natural cures for his back that originate from thousands of years ago in China). This is one reason why I have joined IT (Information Technology) as a Technical Writer. This is an area that is devoted to end-user education as well as in-house training and education for diverse kinds of systems. The learning never ends, take my word for it.

Again, as I have stated in this blog, Wikipedia remains until today as my favorite website on the Internet. It has become an amazing tool for self-education. Sure, Wikipedia has holes and it is not perfect, but it definitely gets an A grade from me. So, if you dedicate part of your time each week to self-education, this will definitely keep you in the market and able to contribute to the market as things unfold. There is no replacement for self-education. Ultimately, you need to spend time asking important questions and finding answers. This is the way to not only personal growth, but ultimately, securing your own future.

All The Best,

Keith

See me at LinkedIn
See me at Facebook
See me at StumbleUpon

If the architect passes misinformation to the programmer, the coding will be off. If the programmer fails to insert meaningful comments in his or her source code, then the technical writer’s documentation will be off. If the architect and programmer both give false parameters to the program tester, then the testing will be inconclusive, that is, not really be able to measure the real performance of the application.

So, it is better, in the end, to have a simpler schema or set of documents, yet these documents accurately reflect the scope and nature of the project and the information is correct and accurate. It is easy to get pulled into wordiness in your documents, but this is just adding fluff.

Quality information need not contain additional elements. Just stick to the basics and others will be able to read your documents with greater success and clarity due to its inherent quality.

All The Best,

Keith

Visit me at LinkedIn
Visit me at Facebook
Visit me at StumbleUpon

It has been an enlightening experience and I feel like I have received an opportunity that perhaps was not necessarily available to others.

I first worked as a computer trainer in Brazil and then when I came back to the states after living overseas for five years, I applied for a position with a small firm in Miami (Rene Perez and Associates) and I became the second technical writer there. In this position, I saw firsthand just how important documentation really was. Documentation for the system was used by literally EVERYONE, even the owner, Mr. Rene Perez himself! That is right. Documentation was used by other employees in sales and marketing, customer service, business development, and of course programming and quality assurance. I am talking about manuals that I was writing for the end-user of the program, the aviation companies themselves that had this software!

There is absolutely nothing that replace a quality end-user manual for a computer software program. In some respects, there is a push to move things to more of an on-demand and online platform where manuals are converted to training presentations or videos that sit on the Internet, and people can watch them when they want, etc. The problem with videos is that the user can potentially miss much critical information that is totally included in a traditional user guide.

So, my “take” on videos is this…they are useful for “short procedures” and marketing type presentations. However, for long operations that require many steps in a software program, I recommend the traditional user-guide, which of course can be re-presented via your web browser as an online manual. This is better than a training video. After all, what is the goal of documentation? Is it not user comprehension? I believe it is. Therefore, if you can see how videos simply cannot cover important steps and how users can get lost in the video, you will again see things from my angle.

Companies should NEVER abandon traditional end-user manuals or online manuals. They are the true foundation of program documentation and many other things, as I explained above. Software today is often complex and if the video-presenter is moving along assuming certain things that bypass regular documentation notes and ideas, then the user will soon be lost. Let’s do our best to truly educate the end-user.

Regards,

Keith

Visit me at LinkedIn
Visit me at Facebook
Visit me at StumbleUpon

BACK UP YOUR MOST IMPORTANT FILES DAILY.

Do you know how hard it is to recreate a document? Let me tell you something, after spending a whole day on a document, and getting a meeting with Subject Matter Experts (SMEs) and then losing the file that you create based on such valuable input is beyond painful. So, there is only one pragmatic solution: be sure to spend the last fifteen minutes of each day backing up your most recent and important files.

You can back up these files either on a network drive or a flash drive depending on your circumstances. But, don’t have just one copy of an important document. If you lose it for any reason, you will suffer immensely. Just a friendly reminder, here. That is it for today.

All The Best,

Keith

http://www.linkedin.com/in/greatdocuments
http://techwriterguy.stumbleupon.com
http://www.facebook.com/techwriterguy

Because of all this, technical writers need to apply creativity to the documentation process. Sure, technical writers can become efficient at programs like Microsoft Word, Adobe Robohelp, among others. Sure, a technical writer can say that he has cranked out hundreds of help systems and nicely formatted PDF documents for his readers and audience. However, has he applied the principle of creativity to his documentation?

Let us not forget that the entire mission of documentation is reader comprehension. People are anxious to get to “what they need” and also want to understand things “now”. I cannot overemphasize this. Many technical writers write a “nice” summary of a system but sometimes, when you really need to find “a specific help” explanation, you simply cannot. So, this is where the principle of creativity needs to be applied.

First and foremost, technical writers need to put themselves into the shoes of their readers. Most importantly, technical writers need to explain a system in a way that is truly helpful to the reader, and not just meeting high-level requirements specified by the software vendor. What is the point of writing a help file and then software users cannot find the help instruction they really need?

Creative documentation is more than just an idea. It is a practice. It is a way of life for the technical writer or whoever is writing about the software system. Creativity is the “glue” that binds standard procedures and explanations with the needs of the reader and user. As much as companies like to standardize the software documentation process, creativity will always be needed. It is truly important for help files to be understandable and for the users of these help files to find what they need. That is quality documentation.

All The Best,

Keith

My LinkedIn Profile
My Facebook Profile
My StumbleUpon Profile

First of all, you have your college degree, right? OK, that is a big plus. Put that on your resume. What have you done during college? Document that on your resume too. Did you lead a club? Did you write for the campus newspaper? That is what I did, incidentally

Put all of these things on your resume.

Secondly, what software programs do you know? This is really important. Today’s world is virtual, and all businesses are becoming e-businesses. So, if you are a total nerd like I was (just study, newspaper and occasional weekend frat party), then it will help to include software you have mastered. Back in the late 1980s, programs like Page Maker were big and also used in businesses for publishing. In fact, when I first contacted the employment agencies after college, they were really happy I knew how to use a computer and also programs like Page Maker. I practically had a job when I shared this information.

The marketplace today is similar, I believe. Software is a major plus, in fact, perhaps bigger than your degree. So, my suggestion is this. Build a portfolio using your favorite applications. Because you are graduating from college and have no formal business experience, then build a portfolio showing employers that you “know your stuff”. So, for me as a writer, I still need to show companies that I know Adobe products like Robohelp and Captivate, not to mention MS-Office 2007.

So, determine the market you are going to enter: communications, finance, education, etc. Then, create a portfolio that will interest employers. Also, before you approach a company, first discover available jobs and the REQUIREMENTS for that job. Biggie here! Employers like prepared people. If you approach them with a resume that answers their questions and concerns, you are close to a job.

Incidentally, the first job I took after college was that of a bartender. I love to mix and mingle with people. I also enjoyed tip-money. I worked in Boston for two years as a bartender before I really switched over to the 9-5 business day. (I worked at the Marriott Hotel at Copley Place bars almost seven days a week, opening and closing and also listening to people and their life challenges. I had lots of fun doing that.)

So, to wrap this up, good luck to all college graduates and congratulations on your degree. Step One is done and now you are at Step Two.

Prepare a good resume and software-skills portfolio and you are on your way.

All The Best,

Keith

In short, the Microsoft Windows System Configuration Utility program has tabs that let you see, firsthand, what is going on with your computer. One tab, in particular, is the “Start Up” tab which shows all the programs that start running as Windows goes through its boot process.

For some of you, this is nothing new. For others, this is a great tip. Why? Because not all programs need to boot with your Windows OS. Why? Well, for starters, you have a limited amount of memory (RAM), even if you have creatively figured ways of expanding your RAM (short term memory). So, the best way to maximize the RAM and then enable your machine to run faster is to disable programs that do not need to be running at the outset.

In this Start Up tab, deselect the programs that you don’t need to have running at the Windows boot. Only select the programs you really need to have start up with Windows. You will soon see your computer running much faster.

This utility program should come with your Windows XP and/or Vista or whatever version you are running. If not, then consult the Microsoft website and search for this program in their downloads section. Once downloaded and installed, you will be glad you did this. Once you figure out the programs you can have run independent of the Windows boot, your PC will suddenly see greater speed and overall agility. Note: the name of the file on your computer is “msconfig.exe” and its location generally speaking is in the Windows\System32 location, unless designated otherwise.

All The Best,

Keith

http://www.google.com/profiles/great.documents
http://www.facebook.com/techwriterguy
http://techwriterguy.stumbleupon.com

The topic of this post is one of those books I had to read, and I believe it was during the summer before my junior year (third year). Brave New World, written by Aldous Huxley, portrays a futuristic vision of man and technology in the not too distant future. It is a relatively easy read and for that reason I have provided this book as the topic of my weekend post here at Great Documents.

For some time now, people in the media and some friends have used the expression “it is brave new world.” But do they really know what they are saying? Perhaps, yes. And, perhaps, no. I believe they know what they mean if they have read this book by Mr. Huxley and so sometimes I stop to wonder if people are really saying things they understand.

Like a previous post I made earlier this week, I am also including a link to the free version of the book that is now online. Here is the URL:

http://www.huxley.net/bnw/

Our world is moving into unprecedented times and I highly recommend this book. It will help you to prepare for things as they change and we move into the future which in many ways is nothing short of going out to see without a sailing map (like Christopher Columbus did, only his maps were incorrect).

Indeed, it is a brave new world