Category: Sales & Marketing

Once the application/product has been created and before it goes live, a detailed quality check will be conducted. To perform this check and to ensure that all functionality/features/ attributes/ facets of the product perform as intended, a Test Plan is created and used to perform a detailed check on the application/product. A test plan can be created for prototypes, system and data migrations, system designs etc, but what will be posted here is a sample test plan for a simple field within a product. No matter what type of test plan is created, the logic and organization of the test plan created will be similar to what is noted.

To clarify the definition, Test Plans are needed to help the Quality Assurance (QA) tester conduct a series of tests in order to validate an application via functionality, task oriented or even mathematical or data tests.

To present the Test Plan, use an outline format so that a task can be noted and insert sub-tasks to further define the test. This format seems to be the easiest to follow, as Test plans are usually extremely detailed. As a simple example, if a numerical field is to be tested within an entry form, list this as a task. Then below it, list sub-items that need to be checked.

For example:

• does the field accept the maximum length of numbers,
• If more than the maximum length of characters is input:
  • does the field accept it,
  • does an error message occur; if yes, note in bug list
  • does it accept alpha or extraneous characters; if yes, note in bug list
  • does it accept decimals.
• is the data saved when you go to the next screen and return (check previous screen as well)
• check the database
  • is the data saved as entered.

All this may seem tedious, but those are the typse of scenarios that need to be tested. Every situation listed has to be tested step-by-step and verified. Every action that a user might perform has to be noted and checked. Along with verification, the test plan should also check to see if the application is logical or if the flow makes sense. The creator of the test plan needs to have placed them self in the mindset of the user and include different actions that a user might perform.

The beginning of the Test Plan, along with pertinent instructions, should include:

• System requirements denoting the platform under which the program would and/or would not work, who can access the program, and what results should be expected. This precedent should also be verified.
• A set of detailed systematic instructions as to how the application should work and what steps the tester can undertake to validate the authenticity of the program or to invalidate it. In other words, the tester needs to see if the program can be broken or fail or has faults in it; to invalidate it.

Test plans are lengthy, detailed, and have to be part of the team’s project plan. Test plans must consist of a series of test cases or scenarios which will aid in retracing steps whenever problems occur as well as for regression testing.

When problems are encountered, different resolutions should be tried and then listed. If no resolutions are listed, note them as irregularities or anomalies within a Bug List.

We will talk about a Bug List in the next post.

We continue describing effective presentation skills by the alphabet.

C is for

Courage. It takes a certain amount of courage just to get up and speak. It takes even more to be authentic, or to take a risk in front of your peers. Tap in to your courage like the cowardly lion in the Wizard of Oz. if you have something to say, you have the power, and the courage to speak up.

Charisma. Charisma is “unearned charm that makes you attractive to others.” If you–like most of us–don’t have it naturally, compensate with real enthusiasm, passion for your subject matter, and interest in people. Go out of your way to listen well and make genuine connections with people. Don’t forget focused eye contact to charm and attract your audience. Think Bill Clinton.

Confidence. How you walk into a room or take the stage already says volumes about you. Stand tall but with ease. Breathe. Smile. Gesture when you speak. Learn how to project your voice and speak with rhythm and varied vocal inflections. Eliminate hesitancy and questions in your vocal sounds. Act as if you were supremely confident and tell yourself you are.

Curious. Nothing is worse than having a presenter ask a question they clearly don’t care about the answer to. Plan to learn something new in each presentation you give. Engage with your audience with a sense of curiosity. Share the knowledge you have and build an even deeper knowledge by adding what the audience knows.

How have you embodied these attributes to become a more effective presenter? What other words that describe effective presenters start with the letter C? Would love to hear from you!

I am seeing a trend here, where TW=BA=UX. Multitalented Technical Writers are now becoming more involved within organizations. They must know the business as well as a Business Analysts, and they are also becoming our Usability Experts. They are a versatile, adaptable, resourceful group of writers, mainly because their function is in knowledge transfer. They have become so involved in the business processes that they are now our Knowledge Managers with sub-titles of Technical Writer, Business Analyst, and Usability Expert

Let’s first define a Technical Writer (TW), a Business Analyst (BA), and a Usability Expert (UX). Checkout this comparison chart:

The TW translates the business terms and technical information into simple easy to understand terms and guidelines so that the project can be accomplished.

The BA translates business policies, strategies, or regulations into system requirements for a project and takes a course of action to ensure the completion of the project.

The UX translates business requirements into information retrieval by ensuring the right data is captured or presented through an defined process.

All three roles have to:

• Analyze and document the current business processes to ensure that the content is understood by the project stakeholders.
• Create and present process flows, information architecture, site maps and prototypes for complex applications.
• Identify and document future business processes including opportunities for process improvements.
• Understand the features, functions, and capabilities of applications or services or products in order to achieve high performance goals.
• Gather business requirements using different requirements gathering techniques (e.g. interviews, surveys, meetings, etc.).
• Analyze and document business requirements using specific modeling or case tools.
• Partake in tracking changes to the project.
• Work with the business stakeholders, i.e., graphic designers, web developers, business analysts and software engineers.
• Translate business requirements into technical and functional specifications.
• Collaborate with the technical resources or any subject matter expert to gather specific (data or design) information.
• Conduct, coordinate, and perform user acceptance tests, user walk-through sessions, and other ways to test the designs as well as create test plans to ensure adherence to specifications.
• Act as a liaison between the IT project team and the business stakeholders.
• Translating client goals into user-centered designs.
• Write user-friendly text for on-screen instructions, headings, button labels, link text and other matter that have an effect on a user’s experience .
• Create guidelines and sharing best practices.​

The role of the technical writer is ever evolving and becoming more relevant every day.

We have begun to explore the qualities of great presenters, starting with A and going all the way to Z. In each post I will list one or several attributes of great presenters and communicators, and suggest some ways you can build that characteristic in your own speaking.

If you want to play along, suggest your own great words starting with the letter for that week. Better yet, help me out by suggesting a word for the next letter of the alphabet! And let me know how you are using these ideas to build your own habits and characteristics for great speaking.

B is for

Brilliant. Brilliance is original thought, fresh ideas, spoken clearly and uniquely. It is not canned, not wooden, not predictable. It does not rely on canned phrases or routines. Maybe you start with a compelling question, instead of starting with “I am happy to be here.” Maybe you draw on a flip chart instead of showing a slide. Maybe you get the whole room laughing instead of being bored to tears. That’s brilliant!

Beautiful. Beautiful slides and graphics, that is. We all know the dreaded bullet-pointed, over stuffed, predictable slides are just plain ugly. Clean them up. Simplify them. Add a few beautiful photos. If you don’t know how to do this, read Garr Reynold’s terrific book Presentation Zen. Or ask someone with a good eye to help you reinvent yours. There is just no excuse for ugly, boring slides and this is one area where you can succeed where so many speakers fail.

Be there now. This is a key concept often spoken by one of my favorite clients. To them it means to pay attention to customers, and in interactions with colleagues. It also has meaning for us as communicators. It means eliminating the little voice in your head that distracts you. Refusing to think about whether you will make a mistake or not. Not worrying about the outcome. Just being in the presentation, at the present moment.

Brief. At a recent conference, nearly every speaker said they wanted to have an interactive discussion with the audience. But they lectured nearly to the end of their presentation, then lamented not having enough time for questions or discussion. Today, presentations are shorter than ever. I recently heard of a company where most presentations are five minutes long! How brief can you be? Tighten it up, then tighten it up some more. Especially if you tend to “run on.”

What other “B” words come to mind when you think about great presenting? What other words would you like to hear more about starting with any letter?

I’ve come up with the following tips to follow when creating a document. You can think of it as a checklist. Hope you find it helpful.

• Know your SME (Subject Matter Expert) – find them and collaborate; create relationships and work with them and inform them of why you’re there; use any opportunity to gather information. Help them help you-assist them by preparing questions and information that you already know and find out what is relevant. Ask what (is the product or its features, etc.), why (is it done this way, was it created, etc.), where (does this take place or belong, etc.), when (does or did this occur, etc.), how (is a process or procedure done, etc.) and who (is affected or is involved, etc.).
• Know your target audience and their preferences – share and connect; find out what they want and need and in what format, be it video, print matter, charts, or training sessions. Show examples of previous documents to find out what they prefer.
• Make sure your stakeholders are all in sync before any material is created; else you will be rewriting and rewriting.
• Be concise and get to the point, make it simple – less verbiage, No more than 5 sentences per paragraph; use outlines, create quick reference guides and style guides for easy referral.
• Use illustrations, tables, charts, graphics, print screens – let the image do the describing and make sure you note any exceptions to any process. Use icons, bullets, numbers and alphabetize – make it visually appealing and be organized and helpful by separating out data or material.
• More white space – have plenty of white space- great for notes and readability.
• Check your grammar and spelling – get the words right; correct and simple and know your terminology.
• Know your timeline, workload, and prioritize – don’t be late; be organized and ready. Know your goals and schedule deliverables accordingly.
• Get it verified and authorized – make it good to go.
• Create your style guide and check list – list necessities or requirements, and maintain consistency and standardization.
• Listen and learn, be open – be knowledgeable and collaborate.
• Your words are your voice – be a trainer through written material. You are the editor, illustrator, and designer of your information. But most importantly, you translate information in a clear and easy to understand language to your target audience.
• You are the knowledge manager – the gatekeeper; make sure you track and organize your documents.

If you have other tips to share, please leave a comment.

Starting this week, let’s explore the qualities of great presenters, starting with A and going all the way to Z. In each post I will list one or several attributes of great presenters and communicators, and suggest some ways you can build that characteristic in your own speaking.

If you want to play along, suggest your own great words starting with the letter for that week. Better yet, help me out by suggesting a word for the next letter of the alphabet! And let me know how you are using these ideas to build your own habits and characteristics for great speaking.

A is for:

Authentic. Great presenters are real, genuine. They don’t put on an act when they speak. They are with the audience, not performing or speaking at the audience. They are transparent, honest. They are direct, truthful, and kind. They make mistakes and are human. What you see is what you get.

Agile. Great presenters are nimble, quick on their feet. The only way to get that is to know your content backward and forward. To be in the present moment. To prepare for contingencies. And to trust yourself and the audience. To recognize that being with your audience imperfectly is always better than a word-perfect, canned speech.

Adaptable. Great presenters know when to stick to their guns and when to adapt. When you face an audience, you have already prepared your content based on what you want to say and what you think they want to hear. But things change. Your audience may have a different agenda than you. If you stick to your script, you may have a very unhappy experience. Perhaps you can adjust to meet their needs while still getting your point across. A win-win!

Attractive. That is, you attract and hold the attention of the audience by speaking their language, by connecting with them at a personal level. That you are willing to use charm and humor as well as fact and detail to win them over. It also means you believe in what you are saying, and that belief and passion can be very attractive to your listeners.

Your turn: How have you been able to live out these qualities? What other words starting with the letter “a” come to mind when you think of great presenters? What are some words starting with “b” that I can write about in the next installment?