DOCUMENT DEVELOPMENT LIFE CYCLE (DDLC)

Explained

By Reshmi Gupta

- Document Development Life Cycle as the name suggests is

an out-and-out life cycle of a document.

- It is a process that comprises of various sequential steps involved in the creation of a well-defined, structured technical document.

Why is it inevitable to follow the Document Development Life Cycle?

Document Development Life Cycle:

- Provides a systematic, professional approach.- Ensures structured, well-defined output.- Improves productivity and optimizes results.- Avoids repetition of steps.- Saves on time.

The Process

Requirement Analysis

Design

Write

Revise

Publish

Maintain

1. REQUIREMENT ANALYSIS

Analysis is the foundation of any process.

- Analysis is a one time process which leverages process optimization.- Determine your target audience:

- Who they are? - Their expectations, needs, interest. - Their level of knowledge, education, demographics.

- Information requirement: - Purpose and scope of document. - Visual content requirement - Pictures, videos, screenshots.

- Research: - Collect information through observation, interviewing SMEs, networking, surveys, questionnaires, visiting sites,

case studies, reports, documents. - Brainstorm on collected information. - Categorize and organize information. - Prepare outline for the document.

- Gather visuals to support document:

2. DESIGN

Develop a general and detailed design.- Design template:

- Specify various headings and types, fonts, styles, alignments, indentations etc.

- Design Table of Contents, Headers and Footers. - Zero in on style guide to be referred for document.

- Design is a one time process which leverages process optimization.

3. WRITE

Write for the audience. Information should be put forth keeping the target audience in mind.

- Write section by section: - Expand the outline prepared during analysis.- Follow the style guide decided upon for the document.- Use simple, short sentences and proper tone.- Use visuals liberally:

- Pictorial representation always intrigues readers’ interest, triggers their thinking and attracts their attention. Text

heavy documents are always undesirable to read.

4. REVISE

Review is a value adding process. Proof read document for possible errors and enhancements.

- Check for typo errors.- Check for passive voice:

- Use active voice extensively and passive voice appropriately.- Check style guide is followed throughout the document.- Avoid low information content words and redundant words.- Conduct editorial review:

- Check for grammar and language issues and conciseness in the document.- Conduct a peer review to identify gaps, lapses and missing links.- Conduct technical review to validate technical accuracy of content.

5. PUBLISH

Publish deliverables as per client requirement.

- Documents can be published in a digital or printed format.- Before publishing check document thoroughly for any possible

modifications.- Update the version number of the document.- Generate output from latest source files.- Deliver complete set of files/folders along with images for

documents in digital format.

6. MAINTAIN

Keep documents updated.- Update documents when new version of product is released.- Ensure documents are up-to-date at any point of time.