Start by understanding the project

An existing product has different requirements from a newly developed materiel system, and a modification project differs from both.

Planning should therefore be based on:

• the project’s scope
• the project schedule
• the availability of source material
• when different publications need to be available

The better you understand the project’s conditions, the easier it becomes to plan the documentation work.

Plan for change

Change is a natural part of most development projects.

New requirements emerge, technical solutions evolve and verification activities sometimes lead to technical adjustments.

A good documentation plan therefore assumes that changes will occur. This makes it possible to prioritise the sections where the source material is stable while postponing sections that are still evolving.

Align documentation with the project’s key milestones

The documentation delivery requires its own schedule, aligned with the project’s key activities, such as:

• design reviews
• verification activities
• testing
• training
• phased deliveries

Some publications need to be available for training or testing, while others cannot be completed until the design has been finalised.

By planning the documentation around the project’s milestones, it becomes easier to deliver the right information at the right time.

Review the plan throughout the project

A documentation plan is not static.

As the project evolves, the documentation plan must also be updated. Regular coordination between project management, engineering and documentation teams makes it possible to identify changes early and adjust the plan before they affect the delivery.

This allows the documentation to become an integrated part of the project instead of constantly trying to catch up.

Summary

A well-planned documentation project is built on a clear understanding of the project’s conditions and the expectation that changes are likely to occur.

When documentation work is planned around the availability of source material and aligned with the project’s key milestones, it becomes easier to deliver the right documentation at the right time – with less rework and lower costs.