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What is the best way to provide feedback on project documentation?

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Project documentation is an essential part of software project management, as it helps to communicate the scope, requirements, design, testing, and delivery of the software product. However, creating and maintaining good project documentation is not enough; it also needs to be reviewed and improved based on feedback from various stakeholders, such as clients, users, developers, testers, and managers. In this article, you will learn what is the best way to provide feedback on project documentation, and how to apply some practical tips and tools to make the process more effective and efficient.

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1 Why feedback matters

Feedback is a vital component of any learning and improvement cycle, and project documentation is no exception. Feedback helps to identify and correct errors, inconsistencies, ambiguities, and gaps in the documentation, as well as to enhance its clarity, readability, and usability. Feedback also helps to align the expectations and perspectives of different stakeholders, and to ensure that the documentation meets the project objectives and standards. By providing constructive and timely feedback on project documentation, you can contribute to the quality and success of the software project.

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Peter Garalde

Strategic Connector | Growth Cultivator | Future Proofer
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Positive feedback in a project documentation is truly important and valuable not only to move the project forward but more so to improve project direction, trajectory, and drive towards the end goal. Clarity in the documentation is important to maintain consistent interpretation of the work at hand that will lay a clear path. Using Plain language is an important approach. Timing is important as project timelines and critical paths are important considerations. If the project is not heavily dependent on regulations, an agile methodology to allow for timely feedback will definitely be helpful.

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Peggy Morris, RHDS

Quality Assurance Specialist/Medical Editor
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I feel that feedback is essential in keeping the project on track and checking to ensure that everything is running smoothly and there are no issues. Providing feedback be it negative or positive can only help improve the project itself and will definitely affect the final outcome. Feedback also helps with documentation and helps for future projects regarding timelines and even participation from people within the project.

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Michelle H.

Senior Project Manager and Project Owner
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When giving feedback on project documents, be specific about what's unclear or needs improvement. Use a friendly and helpful tone, focusing on solutions rather than just pointing out problems. Think about who will read the document, and make sure it's easy for them to understand. If possible, give examples and use track changes or comments for clarity.

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2 How to prepare for feedback

Before you start giving feedback on project documentation, you need to prepare yourself and the document. First, you need to understand the purpose, audience, and format of the document, and what kind of feedback is expected or required. For example, is the document a draft or a final version? Is it a technical specification or a user manual? Is it a formal or an informal document? Is the feedback solicited or unsolicited? Is it a peer review or a client review? Second, you need to read the document carefully and thoroughly, and take notes of any issues, questions, or suggestions you have. Third, you need to organize your feedback into categories, such as content, structure, style, and presentation.

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Peter Garalde

Strategic Connector | Growth Cultivator | Future Proofer
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In a project documentation, a support from a technical writer or a person with a technical writing skill will go a long way. This will allow other project members to focus more on the content while the Technical Writer focuses on the structure, format, organization, and integration of the feedback into the document. An assigned facilitator is also valuable to ensure that during feedback time it is moderated, organized, and that everyone is heard.

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3 How to deliver feedback

Delivering feedback on project documentation effectively is essential for successful outcomes. To ensure that your feedback is received and acted upon, you should practice some best practices and principles, such as using positive and negative feedback in a balanced way, focusing on the document rather than the person, and providing examples and evidence to support your feedback. Additionally, make sure to use clear and polite language, select the appropriate channel for feedback, and provide feedback as soon as possible. Following these guidelines can help you ensure that your feedback is respectful, constructive, specific, and actionable.

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Peter Garalde

Strategic Connector | Growth Cultivator | Future Proofer
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Feedback can be technical and are at most mental. However, delivering the feedback is primarily behavioral. This brings up the point about being human and therefore being respectful. Focus on the purpose of the feedback which is to improve the project through an enhanced documentation and not the persons in the project. Feedback must be backed up as well, clear, concise, and actionable moving forward.

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4 How to receive feedback

Receiving feedback on project documentation can be a difficult experience, especially if it is negative or critical. However, it is important to remember that feedback is an opportunity to learn and grow, not a sign of failure. When receiving feedback, you should maintain an open and positive mindset. Additionally, active listening and thanking the feedback giver for their time and effort is essential. You should evaluate the feedback objectively and decide what is relevant and useful for your document. If you disagree with the feedback, explain why. Seeking additional feedback can also be beneficial in order to compare and contrast different sources and opinions. Finally, track and document the changes made based on the feedback and share them with the feedback giver and other stakeholders.

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5 How to use tools and techniques

In order to provide and receive feedback on project documentation more effectively and efficiently, there are numerous tools and techniques available. Markup and annotation tools, such as comments, highlights, or track changes, can be used to mark and explain feedback directly on the document. Templates, checklists, or rubrics can be used to structure and standardize feedback, as well as ensure all relevant criteria are covered. Feedback platforms, such as Google Docs, Microsoft Word, or GitHub, allow for collaboration on the document and the feedback online while tracking and managing revisions. Additionally, feedback metrics like ratings, scores, or surveys can be used to measure quality and satisfaction of the document and the feedback. Lastly, feedback loops like follow-ups, reviews, or tests can be used to monitor the impact of feedback while identifying any remaining or new issues.

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6 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?

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What is the best way to provide feedback on project documentation?

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6

1 Why feedback matters

2 How to prepare for feedback

3 How to deliver feedback

4 How to receive feedback

5 How to use tools and techniques

6 Here’s what else to consider

Software Project Management

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What is the best way to provide feedback on project documentation?

1

2

3

4

5

6

1 Why feedback matters

2 How to prepare for feedback

3 How to deliver feedback

4 How to receive feedback

5 How to use tools and techniques

6 Here’s what else to consider

Software Project Management

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