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More Tools for Tech: Communications Processes

Stack of PapersPartly because they’re team-based, partly because they’re
produced over an extended period of time, and partly because production is iterative, tech writing projects require rock-solid communications processes to ensure completion.

Communications processes refer to the ways that team members provide reviews, comments, revisions, approvals, and updates. Sounds (somewhat) simple, but a typical white paper often includes a client, a project lead, one or two writers, two or three subject-matter experts, and an SME liaison (sometimes affectionately called the “wrangler”). This 7- or 8-person team may start their project on the same page, but when a file is misnamed or misplaced, or an SME interview is missed or mis-scheduled, the project can easily run off track.

Wayward writing projects stretch scope, but they also stretch the patience of participants, which can be even more frustrating.

To help mitigate mishaps associated with files or individual schedules (because they can never be completely avoided), establish a sound communications process while setting the project scope. This means:

  • Making the project lead the communication lead
  • Building weekly team meetings into the project calendar
  • Creating a file-naming system to enable quick and easy referencing
  • Adhering to set schedules (and processes)

Next-level communications processes include ensuring team members cc the communication lead on all emails, putting Zoom or other conferencing info numbers and links in all project-specific emails, and sending out a weekly project calendar with relevant updates.

Implementing and practicing effective communications processes can be arduous, but by helping to navigate the pitfalls that throw projects off track, rock-solid communications ease the load and lead to quicker completion.