Reviewing Your Document

Question – Is reviewing your document clear and concise? – How do you know? Has it been written for your target audience? Most importantly, is all the information correct? We can write and write, but when do we stop and how much is enough? Here are some checks to ensure that you’ve written and checked all aspects of the document you’re delivering so that it is ready for your audience.

Plan it out

For specific documents, make sure that the most important items have been included. Prepare a list of must haves for each document you are preparing. Here are some simple examples:

• • For requirements documents, did you insert the project scope and essential items outlined and prioritized?
  • For user guides, did you review each step, provide enough images,, and did it meet stakeholder’s needs?
  • For specifications, did you provide all necessary data and figures/images and ensure that all pointers refer to the correct items?
  • For test plans, did you include location of objects and every scenario to be tested?
  • For marketing, was there enough data and information for sales engagement and revenue generation?
  • For RFPs did you include all the correct figures and terms?

From your research, you will know what has to be included in your work. Use the examples above and customize and create your own personal list of checks for each document Once each item on your list has been checked off and validated, then move on to the next steps below for reviewing the document further.

Check for Clarity

Make sure that you have included every description and explanation that is necessary. Did you use your simplest words to be as precise as possible without ambiguity? That is, make sure you have included all the right steps and diagrams and that all instructions, explanations, and relationships are in the right order thereby validating your content. Double check and make sure you have an answer for every possible question.

Check the Flow of Words

Once you have included all the key factors in your document, you have to make sure that it is readable. Take a break and then read the material as if it’s the first time you are reading and seeing it. Make sure there’s a natural flow or rhythm in the words as you read. Reading as if you are speaking is a good indication of whether or not the sentences are readable and clear.

Do Your Editing

• For spelling, the best method I use for checking is to read the text backwards.
• For grammar, check sentence structures.
• For repeating words, use your thesaurus to use another phrase

End Goal