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