At a recent LinkedIn group discussion, the topic of “documentation checklists” was raised. Is there such a thing as a documentation checklist? Can one silver-bullet documentation checklist be drafted that will ensure successful completion of a documentation guide? Is this really necessary? Here are my thoughts on this.

Yes, you can formulate a basic list of questions that need to be raised and every documentation guide needs to try to answer these questions. Of course, every computer system, process or procedure requires a unique list of questions, but it is possible to draft such a list and make sure these ideas are addressed in the documentation.

Secondly, there must be great flexibility with documentation because no two computer systems are alike. Even within a suite like Microsoft Office or Open Office, word processing and spreadsheet programs, for example, are unique, so a common checklist will not necessarily address all the unique functionalities of each program. Each program must be considered separately.

Finally, who is the reader? Is this an internal document? Is this a document for the end-user? This matters greatly. You cannot disclose proprietary information to end-users. At the same time, not everybody in an organization is entitled to the same level of system access and disclosure. So, be wise and mindful as you write your documentation guides.

That is the best advice of all

Keith Johnson, M.S. Education
Technical Writer, Documentation Specialist
Hallandale Beach, FL, USA.