How can you make project documentation accessible to stakeholders outside the project team?

1 Choose the right format

The first step to make project documentation accessible is to choose the right format for your documents. Depending on the type and purpose of the document, you may opt for different formats, such as text, images, diagrams, tables, charts, or videos. For example, a user manual may be more effective as a PDF file with screenshots and instructions, while a project charter may be more suitable as a Word document with headings and bullet points. You should also consider the readability, usability, and compatibility of the format for your stakeholders, and use common standards and formats whenever possible.

2 Use clear and consistent language

The second step to make project documentation accessible is to use clear and consistent language throughout your documents. You should avoid jargon, acronyms, and technical terms that may confuse or alienate your stakeholders, and explain any concepts or terms that are specific to your project or domain. You should also use simple and concise sentences, and follow the same style and tone across your documents. Additionally, you should use spell check, grammar check, and proofreading tools to ensure your documents are error-free and professional.

3 Organize and structure your documents

The third step to make project documentation accessible is to organize and structure your documents in a logical and intuitive way. You should use headings, subheadings, sections, paragraphs, and lists to break down your documents into manageable chunks of information, and use transitions, summaries, and highlights to connect and emphasize your main points. You should also use tables of contents, indexes, glossaries, and references to help your stakeholders navigate and locate the information they need within your documents.

4 Incorporate visual aids and examples

The fourth step to make project documentation accessible is to incorporate visual aids and examples into your documents. Visual aids, such as images, diagrams, charts, or videos, can help you illustrate complex or abstract concepts, show relationships or processes, or demonstrate results or outcomes. Examples, such as scenarios, cases, or testimonials, can help you provide context and relevance, show how your software product works or solves a problem, or showcase the benefits or value of your project. You should use visual aids and examples that are relevant, accurate, and consistent with your documents, and provide captions, labels, or descriptions to explain them.

5 Provide feedback and update mechanisms

The fifth step to make project documentation accessible is to provide feedback and update mechanisms for your documents. Feedback mechanisms, such as surveys, reviews, or comments, can help you collect and address the opinions, questions, or concerns of your stakeholders regarding your documents, and improve their quality and usefulness. Update mechanisms, such as version control, change logs, or notifications, can help you track and communicate the changes, revisions, or additions to your documents, and keep your stakeholders informed and updated.

6 Use online platforms and tools

The sixth and final step to make project documentation accessible is to use online platforms and tools to store, share, and collaborate on your documents. Online platforms and tools, such as cloud storage, document management systems, or wikis, can help you store your documents in a secure and centralized location, share your documents with your stakeholders easily and quickly, and collaborate on your documents with your stakeholders in real time. You should use online platforms and tools that are reliable, user-friendly, and compatible with your documents, and set up access rights, permissions, and roles for your stakeholders.

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?