Dojo Masters - Collaborative Writing in Distributed Teams

Collaborative Writing in Distributed TeamsJohn Hedtke, Double Tall Consulting

Fellow, Society for Technical Communication

4/8/2014TC Dojo Open Session 1

Speaker BackgroundJohn Hedtke has worked in high tech for

over 30 years and has written documentation and books for many leading software products. John owns and operates Double Tall Consulting, a company that provides writing, consulting, and training services to private and government clients in all fields. He also runs a blog for people who want to become authors at http://tradebookauthor.com.

When not otherwise occupied, John plays the banjo, writes magazine articles, and writes slogans for a button company. John is a Fellow of the Society for Technical Communication and serves on the STC’s Nominating Committee.

What this presentation covers

• Why you should collaborate

• Why you shouldn’t collaborate

• How to collaborate successfully

• Tools and resources

• Summary

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Why you should collaborate

• You need an entry point.

• You don’t have the expertise.

• You’ll learn something watching your teammates.

• You don’t have the time.

• You don’t have the energy.

• The boss says so!

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Why you shouldn’t collaborate

• If you could do it just as well yourself.

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Collaborating successfully

For whatever reason, you’re going to collaborate on a project. Here’s how to do it without friction.

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Plan the work

• Build a comprehensive documentation plan!

– Scope and purpose

– Project description and list of deliverables

– Detailed outline

• Use a strong documentation plan format. You can download a doc plan template here:http://www.hedtke.com/downloads/!blank_doc_plan.doc

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Assign the work

• Attach someone’s name to every task.

– Content sections in the outline

– Reviewing

– Indexing

– Creating online help

– Releasing

– …and so on

• Tasks don’t have to be sequential.

• Make sure every task is covered!4/8/2014 TC Dojo Master Session 8

Do the work

• Get writing!

• Have regular meetings to report progress to each other.

• Keep copies of everything.

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Avoiding problems

Collaborating can lead to incredible friction even under the best of circumstances. Here are some tips on how to avoid on-the-job mayhem.

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Mind your boundaries

• Boundary violations are the single biggest problem.

• Don’t get frisky!

– If you think you can do something better, discuss it.

– Don’t be a cowboy.

• Don’t be surprised if someone else gets frisky.

– Work it out.

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Identify a decision-making process

• Figure out who makes final decisions.

• Resolve as many issues up front as possible.

• Give everyone the benefit of the doubt.

• Play nice!

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Negotiate changes

• Announce changes to one and all.

– Whiteboard

– Group emails

– Wiki

• Be excruciatingly clear.

• Don’t be afraid to swap assignments, but make sure it’s okay with everyone first.

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Tools and resources

Here are suggestions for a few tools and resources that will help you collaborate.

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Tools for collaborating

• A chat client (even if you’re all together).

– Skype is my fave but there are dozens of others

• Reliable email.

• Safe file-sharing.

– FTP

– Versioning software (such as Perforce)

– Don’t use Google fileshare or DropBox

• Use the same software throughout.

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Resources for collaborating

• Documentation plan template and info are at http://tradebookauthor.com

• Book: “Managing Virtual Teams”

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Summary

We’re about done. Here are your takeaways.

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Key points to remember

• Plan what you’re going to do.

• Don’t get frisky.

• Keep in touch with each other.

• Play nice.

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Master Series: Questions

Contact me at john@hedtke.com

Thank you!

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John HedtkeDouble Tall Consulting2171 Kingfisher WayEugene, OR USA 97401john@hedtke.comhedtke.comtradebookauthor.com

Feel free to email or write if you have questions.