As a manager of technical writers, one of your most important responsibilities is to review all content that your team produces. Proper review allows you to ensure high-quality work is being submitted and helps your writers continue improving. The review process takes time but provides many benefits if done thoroughly.
Technical writing teams produce a wide range of content types, from software documentation and online help to implementation guides, release notes, white papers, and more. As manager, you’ll need to be familiar with best practices for reviewing each type. Some general guidelines:
Review content in its entirety rather than just scanning. Thoroughly read all text, check images/screenshots, verify links, and so on.
Check for consistency in style, formatting, voice and tone, structure, and other style elements defined in your documentation standards. Inconsistencies detract from usability.
Verify all information is accurate and up-to-date. Outdated or incorrect details confuse users and damage credibility.
Ensure content is well-organized with a logical flow. Readers should easily understand relationships between topics.
Evaluate writing style for clarity, conciseness, and appropriate technical level. Content must be readable and understandable by intended audience.
Identify any missing information or gaps readers may find confusing. Ask writers for additional details as needed.
Check spelling, grammar, and punctuation. Even one typo can undermine professional image. Use spelling and grammar checks and proofread carefully.
Verify all UI element names, menu selections, field labels and other specifics exactly match what’s in the product. Accuracy is essential for task-based help.
Review any images, screenshots, or multimedia. Check quality, labels are clear, and assets reinforce text. Confirm sizing for intended mediums.
Validate links work correctly and go to expected destinations. Broken links frustrate users and must be fixed.
Note sections needing improvement or additional review. Provide specific, actionable feedback for writers.
To streamline reviews, some managers implement checklists tailored for each content type. Checklists keep reviews consistent and comprehensive by reminding reviewers of key criteria. They also demonstrate review process to writers.
Review frequency depends on several factors. For mission-critical docs supporting new releases, review drafts of each new or updated topic as soon as available from writers. For reference works not changing frequently, quarterly review of sample sections may suffice. Changes to UI, features, regulations, or company standards also may require ad hoc “refresh” reviews of related help content that assumes prior information.
Schedule adequate review cycles to balance timely publishing with quality control. Rush reviews often miss issues, while excessively long cycles slow productivity. As a guideline, allow one business day of review time for every 5,000 words. For example, review a 20,000-word guide over 4 business days. Account for review of graphics and multimedia as well.
Pair new writers with experienced reviewers for guidance and mentorship. Experienced writers may do peer reviews to further improve skills. Some managers assign primary reviewers, but all staff should understand full review responsibilities. Cross-training reinforces consistency.
Document all review comments and feedback systematically, such as in a tracking tool or document. Clear documentation shows writers exactly what must be addressed and allows reviewers to track status of changes. It also provides an audit trail if questions arise later.
Set review standards high but provide positive reinforcement and praise where merited. Frame feedback constructively and focus on issues rather than personalities. Writers should feel comfortable asking clarifying questions without fear of reprisal or personal criticism.
Formal review doesn’t end with Publication. Continue monitoring analytics, user feedback reports, and other sources for signs content may need refreshing or revising. Select sections for periodic spot-checks as well to proactively identify smaller issues. Customer needs change constantly; documentation must evolve accordingly.
Technical writing managers play a vital gatekeeper role through objective content evaluation. Thorough review is key to delivering documentation users trust as reliable resources. With the right processes, tools, and collaborative team approach, managers empower writers to produce consistently excellent work that actively supports users.