{"id":8440,"date":"2023-07-20T17:16:22","date_gmt":"2023-07-20T11:46:22","guid":{"rendered":"https:\/\/razorpay.com\/learn\/?p=8440"},"modified":"2023-07-20T17:31:47","modified_gmt":"2023-07-20T12:01:47","slug":"project-management-in-technical-writing","status":"publish","type":"post","link":"https:\/\/razorpay.com\/learn\/project-management-in-technical-writing\/","title":{"rendered":"Project Management in Technical Writing"},"content":{"rendered":"<h1><span style=\"font-weight: 400;\">What is Project Management<\/span><\/h1>\n<p><span style=\"font-weight: 400;\">Project Management, by definition, means planning and organisation of resources to complete a task or project successfully. The project may be one-time or recurring, and resources include human resources, tools, systems, licenses, technology, finance and intellectual property.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A project has 5 phases: Initiation, Planning, Execution, Monitoring and Closing.<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><img decoding=\"async\" class=\"alignnone wp-image-8443\" src=\"https:\/\/d6xcmfyh68wv8.cloudfront.net\/learn-content\/uploads\/2023\/07\/project-mgmnt-phases.png\" alt=\"\" width=\"671\" height=\"442\" srcset=\"https:\/\/d6xcmfyh68wv8.cloudfront.net\/learn-content\/uploads\/2023\/07\/project-mgmnt-phases.png 1014w, https:\/\/d6xcmfyh68wv8.cloudfront.net\/learn-content\/uploads\/2023\/07\/project-mgmnt-phases-300x198.png 300w, https:\/\/d6xcmfyh68wv8.cloudfront.net\/learn-content\/uploads\/2023\/07\/project-mgmnt-phases-370x245.png 370w\" sizes=\"(max-width: 671px) 100vw, 671px\" \/>Time, Scope and Cost are called the Triple Constraints, PM Triangle or Iron Triangle in Project Management.<\/span><\/p>\n<p><a href=\"https:\/\/www.pmi.org\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Project Management Institute (PMI)<\/span><\/a>,<span style=\"font-weight: 400;\"> in its Project Management Body of Knowledge (PMBOK) mentions the following ten project management knowledge areas:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Integration Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Scope Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Schedule Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cost Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quality Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Resource Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Communication Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Risk Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Procurement Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Stakeholder Management<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">In the context of technical documentation projects, too, there are deliverables, timelines and constraints. Clearly, Documentation projects, too, require planning, estimation, execution and delivery.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Why Project Management is Important<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Managing projects is essential for the success of the project. Let\u2019s see how.<\/span><a href=\"https:\/\/kissflow.com\/project\/importance-of-project-management\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\"><img decoding=\"async\" class=\"alignnone size-full wp-image-8442\" src=\"https:\/\/d6xcmfyh68wv8.cloudfront.net\/learn-content\/uploads\/2023\/07\/project-mgmnt-kissflow-diagram.png\" alt=\"\" width=\"1676\" height=\"918\" srcset=\"https:\/\/d6xcmfyh68wv8.cloudfront.net\/learn-content\/uploads\/2023\/07\/project-mgmnt-kissflow-diagram.png 1676w, https:\/\/d6xcmfyh68wv8.cloudfront.net\/learn-content\/uploads\/2023\/07\/project-mgmnt-kissflow-diagram-300x164.png 300w, https:\/\/d6xcmfyh68wv8.cloudfront.net\/learn-content\/uploads\/2023\/07\/project-mgmnt-kissflow-diagram-1024x561.png 1024w, https:\/\/d6xcmfyh68wv8.cloudfront.net\/learn-content\/uploads\/2023\/07\/project-mgmnt-kissflow-diagram-1536x841.png 1536w\" sizes=\"(max-width: 1676px) 100vw, 1676px\" \/>https:\/\/kissflow.com\/project\/importance-of-project-management\/<\/span><\/a><\/p>\n<ul>\n<li><b>On-time Delivery: <\/b><span style=\"font-weight: 400;\">When you use Project Management principles, you track the project, report blockers and unblock them. The team works towards a common goal to deliver within a specific timeline. This ensures that you are always on time.<\/span><\/li>\n<li><b>Effective Resource Allocation:<\/b><span style=\"font-weight: 400;\"> An essential step of Project Management is planning and effort estimation. This helps in aligning an appropriate number of human resources, estimating the tools and license requirements and budgeting for all of these needs to ensure project completion.<\/span><\/li>\n<li><b>Improved Productivity:<\/b><span style=\"font-weight: 400;\"> The entire project is tracked end-to-end with contributions from each team member. A few of the tasks also have dependencies. When a project is tracked and managed well, every participant is more accountable towards completing their piece on time.<\/span><\/li>\n<li><b>Clear and Consistent Communication: <\/b><span style=\"font-weight: 400;\">Regular checkpoints and stand-ups, meetings, reports, and email communications keep all the stakeholders and team members on the same page.\u00a0<\/span><\/li>\n<li><b>Keep All Stakeholders Involved and Informed:\u00a0 <\/b><span style=\"font-weight: 400;\">Clear communications and reports ensure all the stakeholders are involved and aware of the progress of the project.<\/span><\/li>\n<li><b>Higher Risk Tolerance: <\/b><span style=\"font-weight: 400;\">All the stakeholders are involved, a project tracker is maintained, and communications are clear, the risk can be easily identified and mitigated.<\/span><\/li>\n<li><b>Quality Control:<\/b><span style=\"font-weight: 400;\"> The project is tracked and monitored closely, involving all the stakeholders, which ensures intense testing, easy bug detection and fixing, resulting in high-quality deliverables.<\/span><\/li>\n<li><b>Improved Customer Satisfaction:<\/b><span style=\"font-weight: 400;\"> Projects that are managed well are on time, meeting high-quality standards which leads to high customer satisfaction.<\/span><\/li>\n<li><b>Learning by Retrospection: <\/b><span style=\"font-weight: 400;\">At the final stage of the project cycle, the project managers review the project to identify the areas of improvement and what went well. These are insightful learnings that can be useful for future projects.<\/span><\/li>\n<\/ul>\n<h2>Managing Documentation Projects<\/h2>\n<p><span style=\"font-weight: 400;\">Managing documentation projects is an essential process that every Tech Writing team should consider doing. More so for long and complex projects.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Say, your client says that one of their products is undergoing a facelift, and all the screens will change. How much time do you need to update the user manual?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How do you arrive at a delivery date? You start by asking these questions:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How many pages of the document are impacted?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do they have screenshots?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How many procedures?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do you have access to the new screens and test environments?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who will review the changes?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Answers to these questions help you to understand the scope of the project.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Decide how many writers and their experience level are required to work on this project.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Divide the project into smaller tasks and assign them to your team members.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track the project and send reports to your client.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Complete the project and hand over the updated manual on the committed delivery date.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">We all do this, right? Doing all this in a phased-out manner, with appropriate planning, effort estimation and resource alignment, keeping all the stakeholders involved with clear communications is Project Management. Easy. Let us understand the different phases of the project life cycle for documentation projects in more detail.<\/span><\/p>\n<p><b>Initiation: <\/b><span style=\"font-weight: 400;\">Concept and initiation phase of the project to understand the goals of the project. Understand the doc requirements with clear objectives, possible risks, planned timelines, key stakeholders and budget allocated for the project.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Read through the Concept Note and Business Case to understand the project requirement in detail.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You should have many discussions, research and analysis, such as a Feasibility study, to understand the problem you are solving and the value you will bring with this project.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Understand the Project Scope.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You may need to do a POC (if needed) to ensure that you are delivering what is expected.<\/span><\/li>\n<\/ul>\n<p><b>Planning: <\/b><span style=\"font-weight: 400;\">Planning and estimation phase of the project.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Plan the Project Schedule &#8211; Effort estimation, resource planning and timelines.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Identify the Dependencies and Risks.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Know who the stakeholders are and their roles in the project.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">List down the Tools. Set up processes if needed. For example, the Document Review and Approval process.<\/span><\/li>\n<\/ul>\n<p><b>Execution: <\/b><span style=\"font-weight: 400;\">Time to put your plans into action. Start with the project.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Start with content creation and come up with draft copies.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Test your content.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Get your document reviewed and incorporate the comments.<\/span><\/li>\n<\/ul>\n<p><b>Monitoring: <\/b><span style=\"font-weight: 400;\">Regular checkpoints and tracking to ensure that the project is on track.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Communicate to all stakeholders about project progress.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Communicate blockers and unblock the team members.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Make changes, prioritise or de-prioritise tasks to the project plan as required.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Identify risks and communicate.<\/span><\/li>\n<\/ul>\n<p><b>Closing: <\/b><span style=\"font-weight: 400;\">Complete and close the project.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Publish the deliverables or share the documents with the client.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Gather user feedback.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Measure the impact of the project.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Retrospect &#8211; what went well and areas of opportunity.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Communicate to all stakeholders about the closure of the project.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Key Points to Consider\u00a0<\/span><\/h2>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Clearly understand the goals of the project &#8211; Is it worth doing it? Evaluate Effort Vs. Value.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Define the project scope &#8211; what all you agree to do.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Effort Estimation, Resource Allocation and Timelines &#8211; This should be done as accurately as possible after factoring in some buffer time.<\/span>\n<ol>\n<li style=\"list-style-type: none;\">\n<ol>\n<li style=\"list-style-type: none;\">\n<ol>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do not overestimate, as you are wasting resources and may even lose the project!<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Don\u2019t underestimate either, as this may require you to work extra hours without being paid, and nobody likes that. The quality of work also takes a hit.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Stakeholders and their Roles &#8211; What is the role of each stakeholder? Who are the decision-makers?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Communication &#8211; Who is responsible for the communications? Frequency\/Medium of Communication. Progress reports.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tools used for tracking the project &#8211; Do you have access and the required expertise to work on the tools?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Call out dependencies and training requirements, if any.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Set the process for doc reviews and approvals before entering the Execution phase.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Risks, if identified, should be communicated to the relevant stakeholders immediately.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Acknowledge the good work of the team time and again to keep them motivated.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Communicate project closure, impact it created and celebrate success!<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Document learnings.<\/span><\/li>\n<\/ol>\n<h2><span style=\"font-weight: 400;\">Conclusion<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A project that is evaluated well even before it starts, carefully planned, executed and monitored is bound to be successful. Pick up any tool &#8211; Jira, Asana, or Excel sheets, anything works. It is a matter of implementing the Project Management best practices. Teams who follow Project Management concepts feel better connected and motivated, and the results are always rewarding.\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>What is Project Management Project Management, by definition, means planning and organisation of resources to complete a task or project successfully. The project may be one-time or recurring, and resources include human resources, tools, systems, licenses, technology, finance and intellectual property. A project has 5 phases: Initiation, Planning, Execution, Monitoring and Closing. Time, Scope and<\/p>\n","protected":false},"author":151156526,"featured_media":8445,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3698,3606],"tags":[3613],"class_list":{"0":"post-8440","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-project-management","8":"category-tech-writing","9":"tag-technical-writing"},"_links":{"self":[{"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/posts\/8440","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/users\/151156526"}],"replies":[{"embeddable":true,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/comments?post=8440"}],"version-history":[{"count":2,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/posts\/8440\/revisions"}],"predecessor-version":[{"id":8446,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/posts\/8440\/revisions\/8446"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/media\/8445"}],"wp:attachment":[{"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/media?parent=8440"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/categories?post=8440"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/learn.razorpay.in\/learn\/wp-json\/wp\/v2\/tags?post=8440"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}