Why Do You Need a Technical Communicator?
Posted on 01. Jul, 2010 by Jeremy in Building, Burning or Building, Documentation & Training, Writing & Marketing
Often I am asked, “What is it Prima provides?”
When answering the question I have to decide, hmm, do I go with the stock answer and list all the services or does the questioner want to truly engage in a conversation regarding the talent technical communicators bring to the work environment.
In answering the above I would like to share an email I recently received from Stephanie Stamm, a Prima employee for over 10 years, who has worked in a variety of assignments.
From Stephanie:
“I’m struck again by how much of my job—and I’d bet this is true of most Primas—is making sure communication is happening between various clients.
For example, I received an email today from one of the sites asking me to post a number of documents to the HR library on the plant’s SharePoint website.
She also asked me to add a “Safety” folder to the HR library and upload a document there. Well, there is a separate Safety library on each plant’s site and a similar, but not identical, document was already uploaded in that library. So I emailed her the following (copying the Safety Manager):
As far as Safety goes, there is a 1.0 Safety library where Safety documents are located. The “General Safety Work Rules” document you sent is similar to, but not exactly the same as a document that is already uploaded, 1.02 General Plant and Safety Rules. Rather than having two documents that might possibly conflict, I’d suggest you work with [your Safety Manager] to make sure all the relevant items are covered in 1.02. I won’t upload the “General Safety Work Rules” until I hear from you or [him] about that one.
I got a reply back from the Safety Manager, saying he agreed and all safety-related documents should be under the Safety library.
I guess another way to put all this is that a lot of times our job involves NOT doing exactly what we are asked to do, but figuring out what the client really needs instead.”
Technical communications is more than tools and the ability to write. A true technical communicator is going to understand the mission of the organization and the intricacies of their communications tools (both internal and external).
MichBio Expo – Opening Reception Tonight!
Posted on 03. Nov, 2009 by Jeremy in Burning or Building, Business Efficiency, Documentation & Training
Join us at the MichBio Expo in the Radisson Plaza, downtown Kalamazoo.
In addition to providing tons of information about documentation, process mapping, and other technical wizardry, we’ll be offering attendees the opportunity to film a short video resume or personal statement that they can add to their LinkedIn profile or website.
If you’re attending the expo, stop by our booth and say hello, or give us a shout on Twitter @primatweet.
The Importance of Document Templates
Posted on 11. Aug, 2009 by Jeremy in Burning or Building, Business Efficiency, Documentation & Training, Writing & Marketing
Try to imagine a house built without an architect. Now try envisioning a startup business without a business model. Lastly, try imagining a filling line or packaging center running smoothly without operating procedures or processes written, approved, and in place. What is each of these scenarios missing? Planning. Without someone drafting ideas and finalizing clear, written plans, nearly everything becomes impossible.
Documenting plans, procedures, instructions, scientific findings, tests, or simply ideas is crucial to a job well done. The way to ensure that documentation is valuable and correct every time is by designing and using templates. A document template acts as an outline to follow when developing or documenting just about anything. A good template provides many benefits, including:
- Consistency
A template ensures the same points and details are related every time. There’s no need to worry about missing information or what was done or not done previously. - Clarity
Templates remove the guesswork from documentation. Because information and details are outlined for the user, the purpose of the document is clear and concise, streamlining the documentation process. - Form
Rather than reviewing plans or procedures that all look different and contain information in varying order, templates allow for a consistency of form that enables users to know where to find what they’re looking for in every document. - Completeness
Templates ensure that all necessary information is included in a document. Each time the template is used, specific details are required to fill in the page. This makes it hard to erroneously leave something out - Efficiency
Instead of rewriting entire documents each time they’re needed, templates enable a document to be created once and then reused over and over again. The only difference from document to document is the specific information being provided. This saves valuable time and money, because employees no longer have to reinvent the wheel when they work. All they have to do is open the template and start providing the required information.
Templates help make documentation manageable, reliable, and effective, and they do so through planning. By designing a template that fulfills all of the desired needs when documenting a process, procedure, test script, or anything else, a business can realize great savings on resources. And the business itself will run a lot more smoothly.
Simplify documentation by using templates. After all, a house can be built without an architect, but would you want to live in it?
Can You Write a Lick?
Posted on 07. Jul, 2009 by Jeremy in Burning or Building, Documentation & Training, Writing & Marketing
People judge you by the way you write. Whether fair or not, that is true.
For example, I have an interest in woodworking and have done some reading online, including blogs and shorter pieces where readers offer responses. I recall one particularly egregious response to a tool review. The author had some strong opinions, perhaps legitimate, but so poorly stated, with even the simplest words misspelled, that I couldn’t read it. His opinion was instantly downgraded, if not discounted altogether because of his inability to write.
Let’s imagine that this person has good woodworking skills and is trying to make a living running a woodworking business. In our tough economic times, he decides to start a website to attract enough customers to stay afloat. If he writes the text, do you suppose the site will help or hurt his business?
Consider your own business communications. How much information do you have out there, electronic or in print, and how good is it? Is it helping you? As much as it could? Remember that people judge you by the way you write, and because of that, it’s important to double- and triple-check your work.
Prima, Published
Posted on 27. May, 2009 by Jeremy in Burning or Building, Documentation & Training
Larry Elwell, Prima’s Director of Engineering Services, recently authored an article published in Medical Device & Diagnostic Industry magazine’s May 2009 issue. Larry’s article focuses on the documentation piece of quality system compliance and explains how well-developed documentation can be an asset during audits as well as for daily operations use.
Having been through a few audits myself, I can second Larry’s advice on how dedicating energy in document development can pay off during audits or certification evaluations. While your staff may be the experts on the information, having a professional writer assist in document development will not only ensure your documents are developed consistently and concisely, but with the years of experience our staff brings with us, will often enable us to lend additional insight and value.
Larry (or any of our other qualified, talented professionals) is available to discuss your unique documentation needs, audit plans, or how this year’s ISO requirements compare to last year’s.