Tips to write project documentation

As a Project Manager, you often have to write lengthy documents that are critical to the success of the project. So it’s important that you do a good job.

Take these top tips to improve your writing skills:

Keep it simple

Great writers can cover whole topics in just a few short paragraphs. To do this, you need to remove any surplus content, clutter and jargon and write in simple, plain terms that everyone understands. That way, your documents will be quick and easy to read.

Make it focused

To create a powerful project document, you need to focus purely on the topic. This will make your document more persuasive and inspiring to read. So think carefully about the content that your readers expect you to cover. Then list your topics and stick to them. Never write off the topic. If you need to go off topic, then put the content in an Appendix at the end and refer to it.

Have a clear structure

You also need to think carefully about your Table of Contents. Your readers need to be able to scan the Table of Contents to get a quick feel for what your document contains. The Table of Contents should be simple and easy to understand. In your document, you should also:

• Use tables to make it easier to read.
• Insert diagrams to explain difficult topics.
• Use short paragraphs to accentuate points.
• Make use of bolding, italics and underlining.
• Use bullets, as they are easily scanned.

Always tell a story

Everyone loves a good story. So write each document as though it was the best story in town. Start with the beginning by introducing your topic and telling them what they are going to learn by reading your document. Then write the main body of the document and end with a conclusion.

Make it flow

Write your document so that each of the sections flow from one topic to the next. This way, the user never has to pause to work out where they are. So before you finish each section, introduce the next section.

Just the right amount

Give your readers “just the right amount of information” needed. Keep it short, but informative and helpful.

Be inspiring

Great writers are passionate about what they are writing. If you are positive and inspirational about your documents, then your reader will catch the excitement and your document will be enjoyable to read.

I will say welcome if you want me to help you in your project documentation. So please contact me.

Waqar Hussain

a project management professional and blogger who write about project management and entrepreneurship in Pakistan

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