Creating a Professional Design
Document
Or,
Efficiently Controlling Collective
Panic
Collaborate Document
Management
? Plan and design up front
? Create a short model section for
information content and order
? Create a layout template
? Create a document control system for
revisions
? Accept individual responsibility and
deadlines
Overall Content: Macro Level
? Introduction: background, motivation,
purpose
? Mission statement
? Client requirements
? Other required sections
? Overview of system (so sections fit into
whole)
? Sub-sections
Sub-systems: Mid-level
? Within each sub-system section:
? Overview of sub-system
? Purpose
? Context (where it fits into whole)
? Visualization (if possible)
? Individual sub-sections
Sub-sections: Micro-level
? Purpose of part
? Context (where it fits into sub-system)
? Overview of options and issues
? Discussion of options/selection criteria
? Summary of options/selection critera (table)
? Visualization (if appropriate)
? Conclusion clearly stated
Design Issues
? Order of sections and sub-sections
? Whole-part strategy possible?
? Logical ordering of parts?
? Connections between sub-systems & parts?
? TARR design
? order of parts shown in context
? given logical order within system/sub-system
? Visualize, visualize, visualize!
Planning Timeline
? Assign team and individual responsibilities for
sections
? Schedule sub-team technical reviews of draft
sections. (Leave time for revisions.)
? Schedule overall draft submission due date
? Assign each team assembly of their section
? Include time for assembly, proofing, printing
? Time for expert editing?
? Proofread in teams!!!!
Planning Micro-Level Content
? Design a “template” for similar sections
? Sub-headings
? Order of information
? Table headings and format
? Create and distribute a model section
for everyone to follow
Designing Micro-level Layout
? Select or design a layout template for
consistency (as for TARR slide layout)
? Heading levels and styles
? Numbering system for headings, figures and
tables
? Figure and table caption style
? Create brief style guidelines
? Describes heading levels to use, etc.
? Create a model section for writers to follow
Document Revision Control
? Create a document “library”
? Folder for entire document
? Folder for each sub-team
? File for each writer/section
? Check-out system possible?
? Dating system for files, including
graphics
? Cut off date for revisions
Tips
? Require each writer to place latest file in
library
? ASSIGN RESPONSIBILITY FOR BACKING UP
FILES!!!!
? Link graphics so that updates are automatic
? Use revision tracking features
? Create short check-list for team assembly of
section (e.g. style, spell-check, proofing)
Style Issues for TEAM docs
? Transitions between sub-sections and
sections
? make connections (as in TARR presentation)
? Create consistency, make up front decisions
? “We,” “our team,” “I”?
? Tense being used: past, present, future?
? Include in style guidelines
Good luck!
Andrea