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How do you manage scope creep and change requests in a technical documentation project?

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Scoping a technical documentation project is a crucial step to ensure that you deliver high-quality, relevant, and consistent content to your target audience. But how do you manage scope creep and change requests that may arise during the project lifecycle? In this article, we will share some tips and best practices to help you define, communicate, and control the scope of your technical documentation project.

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1 Define the project goals and scope

The first step to scope a technical documentation project is to clearly define the project goals and scope. What is the purpose and objective of the documentation? Who are the intended users and what are their needs and expectations? What are the deliverables and milestones of the project? What are the quality standards and criteria for the documentation? These are some of the questions that you should answer in the project charter or scope statement, which is a document that outlines the project scope and serves as a reference point for all stakeholders.

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Neeraj T.

Solutions Architect @ Farmer's Business Network, Inc. | Designing Solutions
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In my experience, defining the time and budget for the project defines the scope. “What we want now” needs to be really thought from these two constraints and really help to trim down the requirements with the minimum requirements. Dividing the project in different phases is also recommended if there are deliveries that can wait and need more time and resources.

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2 Identify the project stakeholders and roles

The next step to scope a technical documentation project is to identify the project stakeholders and roles. Who are the people involved in the project and what are their responsibilities and expectations? Who are the subject matter experts, the reviewers, the approvers, and the end-users of the documentation? How will you communicate with them and what are the channels and frequency of communication? How will you manage their feedback and input? These are some of the questions that you should answer in the project communication plan, which is a document that defines the communication strategy and methods for the project.

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Neeraj T.

Solutions Architect @ Farmer's Business Network, Inc. | Designing Solutions
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An example of the importance of a communication plan is if we have outside vendors that are working with on a tight deadline project then we need to know the escalation path of even the external vendors as sometimes we might have radio silence from the vendors on repeated follow-ups.

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3 Estimate the project resources and timeline

The third step to scope a technical documentation project is to estimate the project resources and timeline. How much time, money, and effort will it take to complete the documentation? What are the tools, technologies, and processes that you will use to create, manage, and publish the documentation? How will you allocate and schedule the tasks and activities of the project? What are the risks and assumptions that may affect the project scope and timeline? These are some of the questions that you should answer in the project resource plan and the project schedule, which are documents that detail the resource requirements and the timeline of the project.

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4 Communicate the project scope and expectations

The fourth step to scope a technical documentation project is to communicate the project scope and expectations to all stakeholders. How will you inform them of the project goals, scope, deliverables, milestones, quality standards, roles, responsibilities, and communication methods? How will you ensure that they understand and agree on the project scope and expectations? How will you document and track their approval and sign-off? These are some of the questions that you should answer in the project scope baseline, which is a document that records the agreed-upon project scope and expectations.

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5 Control the project scope and changes

The final step to scope a technical documentation project is to control the project scope and changes. How will you monitor and measure the progress and performance of the project against the scope baseline? How will you identify and manage any deviations or variations from the scope baseline? How will you handle any change requests or scope creep that may occur during the project lifecycle? How will you evaluate and document the impact of any changes on the project scope, quality, resources, and timeline? These are some of the questions that you should answer in the project scope control plan, which is a document that defines the procedures and criteria for managing scope changes.

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How do you manage scope creep and change requests in a technical documentation project?

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1 Define the project goals and scope

2 Identify the project stakeholders and roles

3 Estimate the project resources and timeline

4 Communicate the project scope and expectations

5 Control the project scope and changes

Technical Documentation

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