Technical Document Review Process: Tips to Make The Process More Efficient

technical document review process

Any product development process will be incomplete without proper documentation. You might have heard of the technical documentation and its review in the context of the software development life cycle often. It’s a critical step to ensure that the final product meets all standards and specifications.

By conducting a thorough technical document review process, organizations can enhance the effectiveness of their communication, minimize the risk of errors or misunderstandings, and ensure that their outcomes meet the needs of their users. 

In this blog post, we’ll discuss the purpose and benefits of the technical document review process, the different types of reviews, and the steps involved in the review process. We’ll also explore the tools and techniques used to ensure quality review. This write-up will be a guide to an effective technical documentation review process.

What is Technical Documentation?

Technical process documentation involves documenting every piece of information about the design, development, operation, or maintenance of a technical product or system and is essential for ensuring the quality, safety, and effectiveness of technical products and systems.

Technical Documentation Review Defined

The technical documentation review process is performed by a group of experts who evaluate a technical document to ensure it meets a certain set of standards. This review process is essential to verify that the document is accurate, complete, and up-to-date. The review team typically consists of technical writers, editors, and software developers. During the technical document review cycle, the team will look for any inconsistencies or errors in the document. They will also use their expertise to recommend changes or additions to the document. It also makes certain that any information contained in the document is properly communicated, understood, and used. 

The technical document review cycle is an integral part of the software development process. By ensuring accuracy, completeness, and consistency, it confirms that all users have access to the information they need to work with the product correctly. It also helps to identify areas where the document could be improved, as well as providing additional resources to help users better understand the product or process.

Purpose of Technical Documentation Review Process

The purpose of the technical document review process is to ensure that technical documents effectively communicate the necessary information to their intended audience. Tech document review involves a detailed examination of the document to identify errors, inconsistencies, or omissions and to verify that the document is accurate, complete, and compliant with relevant standards and regulations. This sets the seal on the quality and safety of technical products and systems and can help organizations to avoid costly errors and rework. 

Technical process documentation is possible only when the reviewer is aware of the review purpose and possesses domain knowledge.

For example, if the reviewer is reviewing a user manual, it is essential to check whether the document legitly covers every single detail of the product and delivers the information as intended. If it is an internal training document, the reviewer should focus on the knowledge-sharing aspects of the document rather than focusing on style formats.

As we know technical documents are typically created to describe the design, operation, maintenance, or use of a technical product or system, a technical review is what makes it a reality.

A technical documentation review can help you avoid:

  • Incorrect/incomplete information, missing steps in a process, or outdated information. 
  • Inconsistent/ conflicting information that is used inconsistently throughout the document. 
  • Technical ambiguity (review helps to define the industry-specific or technical terminology that may be unfamiliar to reviewers.
  • Compliance issues and formatting or editorial issues.

Technical Document Review Stages

The technical document review requires a high level of expertise and attention to detail. Reviewers must know the purpose of the review and prioritize review stages accordingly to bring out the true intent of the document as planned.

For example, in a safety manual, accuracy, completeness, and compliance may be the top priorities, while in a user manual, clarity, usability, and accessibility may be more important. Reviewers should consider the intended audience and purpose of the document when determining their priorities for review. The relative importance of these priorities may vary depending on the type of document being reviewed.

Here are the stages involved in a technical process documentation review:

1. Self Review:

In any review process, self-review is mandatory and the writer should be held accountable to produce a quality document. Review for sentence clarity, typos, document structure/layout, grammatical errors, and style. Look at the document through the eyes of an end user and structure accordingly.

2. Peer/ Editorial Review:

Peer review of a technical document by colleagues or subject matter experts in the same field. The purpose of peer review is to make sure that the document is accurate, complete, and compliant with applicable standards and guidelines. The editorial review also checks for the required style and format in the document to warrant that it meets the organization’s quality standards.

3. Technical Review:

In this phase of the review, a technical document is checked for clarity, organization, and consistency. The purpose of technical editing is to ensure that the document is easy to read and understand and that the information is presented logically and consistently.

4. Compliance Review:

This is a final review of a technical document review cycle done before publication or distribution. This is a review of a technical document to ensure that it complies with applicable regulations, standards, and guidelines. The purpose of compliance review is to ensure that the document meets all relevant requirements and is legally and ethically sound. The purpose of the final review is to check that the document is error-free, complete, and ready for dissemination.

What to Look for in a Technical Document Review:

The ultimate goal of any review is to enhance the quality of the product or service. Technical documents could include design specifications, user manuals, engineering drawings, project plans, software code, or deployment/requirements documentation related to a technical product or system. Technical process documentation reviewers will enforce the review steps by taking the document type involved into account and prioritizing the review stages accordingly. Apart from this, during a technical document review cycle, there are several things to look for to guarantee that the document is accurate, complete, and compliant.

Here are some key areas to focus on:

1. Content:

Review the document’s content to verify that it is accurate, complete, and relevant to its intended purpose. Look for errors, inconsistencies, or omissions in the information presented.

2. Format:

Review the document’s formatting to make sure that it is consistent and easy to read. Look for issues such as font size, spacing, margins, and page numbering.

3. Structure:

Review the document’s structure to ensure that it is well-organized and easy to follow. Look for issues such as headings, subheadings, and the logical flow of information.

4. Language:

Review the document’s language to ensure that it is clear, concise, and appropriate for the intended audience. Look for issues such as spelling errors, grammar errors, and overly technical language. Making the document easy to read will help improve user engagement in the document.

5. Compliance:

Review the document to confirm that it complies with applicable regulations, standards, and guidelines. Look for issues such as non-compliance with safety standards, environmental regulations, or data protection laws.

6. References:

Review the document’s references to check that they are accurate and up-to-date. Look for issues such as outdated sources or incorrect citations.

7. Consistency:

Review the document for consistency in terminology, formatting, and style. Look for issues such as inconsistent use of abbreviations, inconsistent capitalization, or inconsistent use of headings.

8. Usability:

Make sure that the technical document is user-friendly and easy to navigate. Look for issues such as unclear instructions, difficult-to-read fonts, or poorly labelled tables and figures.

Some Dos and Don’ts to be followed in Technical Documentation Review

Do’s:

  • Read the entire document thoroughly before beginning the review.
  • Have a structured review plan and decide on the reviewer team
  • Use a checklist or review template to make certain all key areas are covered.
  • Verify all facts, figures, and data presented in the document.
  • Ensure that the document is compliant with applicable regulations and standards.
  • Look for consistency in terminology, formatting, and style.
  • Provide constructive feedback and suggestions for improvement.
  • Test the usability of the document, particularly if it is intended for end-users.
  • Take breaks to maintain focus and avoid fatigue.

Don’ts:

  • Never rush through the review process.
  • Don’t assume that the document is accurate without verifying the information presented.
  • Ignorance can be bliss not in technical documentation. Never ignore inconsistencies in terminology, formatting, or style.
  • Don’t overlook compliance issues or legal requirements.
  • Don’t criticize the document without providing constructive feedback or suggestions for improvement.
  • Making changes without consulting the author or stakeholders is a big no.
  • Don’t ignore user feedback or suggestions for improvement.
  • Never fail to follow up or verify that changes have been made.

8 Tips for Making Technical Documentation Review Accurate:

The technical document review requires attention to detail, expertise, and a systematic approach. Though there are many best practices for conducting a successful technical document review, such as involving the right people, using a structured approach, and leveraging automated tools, here are a few tips to make your review process easy and breezy.

1. Understand the Purpose of the Document:

Before reviewing the document, it’s important to understand its intended purpose. This will help you evaluate whether the document is achieving its goals and meeting the needs of its intended audience.

2. Use a Checklist:

Create a checklist of key items to review, including accuracy, completeness, formatting, compliance, consistency, and usability. This will help you stay focused and ensure that you don’t miss anything important. Build a checklist of the reviewers too. This checklist helps you warrant that no document is mishandled or reviewed by an unintended one or who is informed about all the review requisites.

3. Decide Review Stages & Reviewer Team:

Break the review process into manageable stages, focusing on one aspect of the document at a time (such as content, formatting, or compliance). This will help you stay organized and maintain focus. Decide whether the review stage is essential and decide on the reviewer’s team.

4. Use a Style Guide:

The review is efficient only when the work of writer and reviewer goes hand in hand and both should know the tone of the document and organization. If your organization has a style guide, use it as a reference to establish that the document is consistent in its formatting, terminology, and style.

5. Proofread:

A reviewer should know the purpose, and intent, of the document and of course, the tone of your brand/organization and an eagle eye to spot mistakes without fail. A reviewer should know about the functional elements of a document and review it for its proper delivery. Watching out for other mistakes and allocating the right team of reviewers for a particular document is also a part worth building an accurate technical guide. 

6. Seek Input From Subject Matter Experts:

If you are not an expert in the subject matter of the document, seek input from colleagues or subject matter experts to verify that the information presented is accurate and complete. Setting up a collaborative approach with other technical teams/ SMEs is essential when there is a need to document something that is beyond the knowledge of the writer.

7. Verify References and Usability:

Check references cited in the document to ensure that they are accurate and up-to-date. Check for the 4C’s of the document- Clear/ Concise/ Correct/ Complete to improve the usability of the document.

4C’s in the documentation are intact with the technical documentation review process. [ 4C- Clear/ Concise/ Correct/ Complete]

8. Automate:

Look for the best software for technical documentation (automated solution/platform) which can execute the review process more efficiently and transparently. Automation solution helps you with dynamic workflows which allow you to customize the checklist and reviewer team. The reviewer will be notified of the timely review via an email/ message in their inbox and the review can be approved with a click. The documentation is more on track as everything is informed to everyone like what is written by whom, who is to review what etc. 

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Cflow – Best Tool for Technical Document Review Process

Now here is a quick brief about the best tool for technical documentation review, Cflow.

Cflow, a cloud-based workflow management software can help your organization streamline your technical document review process. Cflow provides a platform for teams to collaborate on document review, track progress, and manage approvals in real-time, which can help to confirm that technical documents are thoroughly reviewed and approved efficiently.

Here is how it works:

1. Automated Workflows:

Cflow allows your teams to create automated workflows for technical document review processes, which ensures that the review process is consistent and thorough. Workflows can be customized using rules (defined by you) to meet the specific needs of the organization and can include predefined review stages, review criteria, and review deadlines.

2. Centralized Document Management:

Cflow provides a centralized data storage platform for teams to collaborate on technical document review cycles, allowing multiple reviewers to access and review the document simultaneously. Reviewers can leave comments, track changes, and communicate with each other in real time, which can help to check that all issues are identified and addressed efficiently.

3. Version Control:

Cflow provides version control functionality, which can help to ascertain that all reviewers are working from the same version of the tech document review. You can proactively decide on the reviewer team to work on with Cflow. This can help to prevent confusion and ensure that all changes are tracked and documented.

4. Reporting and Analytics:

Cflow provides reporting and analytics functionality, which can help organizations monitor the progress of the technical document review process and identify areas for improvement. Reports can be customized to meet the specific needs of the organization and can provide insights into review time, reviewer performance, and other key metrics.

Wrapping Up

None other than a newbie knows the importance of a user manual/supporting technical guides more than anyone else. Only when you get hiccups while using a product, you will dust off the technical process documentation for reference.

The technical writer and reviewer strive hard to get the information the end user is looking for to be accurate in that technical document via the technical document review process. But often the efforts and struggle of a technical writer and reviewer go unnoticed, as everyone is busy noticing the product development and testing phases.

Organizations should take the initiative to consider the document review process as an integral phase of product development and involve the technical process documentation and review team in their product development meetings. This can make your technical documentation review process effective as the persons involved will be well-informed about the product.

Additionally, by having a thorough technical document review process in place, you can be sure that your end product is of the highest quality. So, opt for an automation platform like  Cflow, that helps to define your review process with dynamic forms, rule-based workflows, and easy email approvals. Happy technical document reviewing on the go with CflowSign Up now!

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