How do you handle documentation conflicts and feedback?

1 Define documentation standards

Before you start writing or reviewing any documentation, you need to establish some clear and agreed-upon standards for your project. These standards should cover the purpose, scope, format, style, tone, and level of detail of your documentation. You should also define the roles and responsibilities of the documentation team, the review and approval process, and the tools and platforms you will use. Having documentation standards will help you avoid ambiguity, inconsistency, and duplication in your documentation.

2 Communicate documentation expectations

Once you have defined your documentation standards, you need to communicate them clearly and frequently to your stakeholders and team members. You should explain the value and benefits of your documentation, the expectations and requirements for each document type, and the deadlines and deliverables for each documentation phase. You should also solicit feedback and input from your stakeholders and team members on your documentation standards and adjust them if needed. Communicating documentation expectations will help you align your documentation with your project goals and objectives.

4 Respond to documentation feedback

Feedback is an integral part of improving and enhancing your documentation quality and usability. However, not all feedback is equally useful or relevant. To respond to documentation feedback, you need to evaluate and prioritize the feedback based on its source, validity, urgency, and impact. You should also acknowledge and thank the feedback provider, and explain how you will address or incorporate the feedback. You should also track and document the feedback and the changes you make to your documentation based on the feedback.

5 Update documentation regularly

Documentation is not a one-time activity, but a continuous process that reflects the changes and progress of your project. To keep your documentation up to date and accurate, you need to update it regularly and consistently. You should also review and revise your documentation periodically to ensure that it meets your documentation standards and expectations, and that it matches your project scope and status. You should also communicate and share your documentation updates with your stakeholders and team members, and solicit their feedback and input.

6 Use documentation tools

Documentation tools can help streamline and simplify your documentation process and workflow, as well as avoid or reduce conflicts and feedback loops. Such tools include document templates, which are predefined formats and structures for your documentation that ensure consistency and completeness. Document generators create or update documentation from code, data, or other sources. Document collaboration tools enable co-authoring, commenting, editing, and sharing with team members and stakeholders. Document management tools help organize, store, access, and track versions and changes. Lastly, document quality tools check and improve grammar, spelling, readability, and style.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?