Information gathering

This presentation equips you with the essential skills to gather information effectively for your technical documents.

You will learn:

- How to define your audience and purpose to target your research.
- Strategies for identifying the best sources of information.
- Techniques for developing a research plan to stay organized.
- Effective methods for gathering information, including note-taking and active learning.
- How to evaluate and synthesize the information you find to ensure clarity and accuracy.
- Tips for reviewing and revising your information for a polished final product.

Thank you!

Transcript

1. Information gathering Presented By: Love Otudor
2. “If I have seen further, it is by standing on the shoulders of giants.” ~ Sir Isaac Newton
3. Table of contents 01 04 02 03 05 What is Information Gathering? Define Your Audience and Purpose Identify your sources of information Develop a research plan Information Gathering Techniques 06 Evaluate, Synthesis, Review, and Revise
4. Holla! 😊 I am Love, an Android developer and technical writer. I am a WTM Ambassador and GDG co-organizer.
5. What is Information Gathering? 01
6. What is Information Gathering? Information gathering in technical writing is the process of collecting and organizing the information you want to share in your technical document . The process of acquiring specific knowledge about a particular technology , process , or software you want to write about.
7. What is Information Gathering? Information gathering includes the following steps: 1. Defining your Audience 2. Identifying your sources of information 3. Developing a research plan 4. Documenting the information through various techniques and methods. 5. Evaluating and synthesising the information gathered. 6. Reviewing and revising the final document.
8. Define Your Audience and Purpose 02
9. 1. Define Your Audience To help you better define your audience, you should ask questions like: • Who will be reading this document? • What is their technical knowledge and background? • What knowledge gap do I want to fill? Answering these questions will set the foundation for your information gathering process.
10. 2. Determine The Purpose Of Your Document This involves answering the general question: What do I aim to achieve with my technical document?
11. 2. Determine The Purpose Of Your Document 1. Identify the Goal: Are you informing, instructing, or persuading your audience? Your goal will determine the structure and tone of your document.
12. 2. Determine The Purpose Of Your Document 2. Define The Outcome: What should your user be able to do? Would you want them to be able to implement a specific Technology? Or understand a complex concept? Or make an informed decision based on the information gained from your document?
13. 2. Determine The Purpose Of Your Document 3. Draft your Content Scope: What information should your audience already have, and what information do you want them to gain from your document?
14. Knowledge and skills your audience needs to do a task A Good documentatio n According to Google’s Technical Writing course: Your audience's current knowledge and skills
15. Identify your sources of information 03
16. Identify your sources of information The scope of your documentation will determine the sources you can gather information from. There are various information sources, each having its unique strengths and limitations.
17. Some Key Sources of Information
18. 1. Subject Matter Experts (SMEs): A subject-matter expert is a person with deep knowledge , experience , and expertise in a particular field called “the subject ”. They are a valuable and reliable source for: • Accurate and insightful information, • Best practices, • Everyday solutions to real-world problems, etc.
19. You can get information from SMEs through: Interviews, Meetings, and Consultations. SMEs can also help validate the accuracy and relevance of your content.
20. Tips when engaging with an SME: Ask open-ended questions. Follow up the discussion with a summary of your thoughts Build a collaboration with the SMEs to help with future support and review.
21. 2. Technical Documentation: Technical documentation is a document that provides instructions, explanations, and reference materials for a specific technical product, system, or process. It helps you understand how to use, debug, and learn more about the technical subject matter.
22. 2. Technical Documentation: You can refer to already existing technical documentation that is current and relevant to your subject matter, such as: • User guides, • White papers, • API documentation, • Research Papers, • Technical Specifications, • Glossary of Terms, • FAQs, etc.
23. While gathering information from these sources, a good practice is to cross-reference across multiple documents to verify the consistency of information. You can always use Technical documents as a starting point and then complement their information with other sources, such as SMEs, as discussed above.
24. 3. Industry Publications and Blogs: When extracting information from this source, here are a few things to note: • Ensure that the authors of these publications are from reliable sources. • Most blogs and publications reflect the trends and state of the art at the time of publication. • Blogs mostly reflect people's personal opinions and experiences.
25. You should always verify and cross-reference to have a balanced perspective in your writing.
26. 4. Online Forums and Communities: Online forums and communities relating to your Subject matter are great places to get different opinions from fellow community members on real-life experiences, fixes to common challenges, and feedback. You can also get to ask questions and gather insights from community members.
27. 5. Additional Sources of Information: Other sources of information include but are not limited to: • Social Media and Podcasts, • Competitor Analysis, • User Feedback and Reviews, • Tutorial Videos, etc.
28. Always verify the credibility of these information before using it to supplement your document.
29. Develop a research plan 04
30. Develop a research plan A good research plan should include: • The document's objective • Information sources • Timelines and deadlines
31. 1. Set Clear Objectives 1. Your objectives should be SMART : • Specific, • Measurable, • Attainable, • Relevant, and • Time-bound.
32. A SMART objective An unclear objective Example “Write a 25-page user manual for the X software, targeting first-time users. To be completed in four weeks.” “Write a user manual.”
33. 1. Set Clear Objectives 2. Prioritize: Focus your research efforts on areas that will have the greatest impact on your audience.
34. 1. Set Clear Objectives 3. Use the Question-Driven Approach: Create specific questions that your audience should be able to answer after reading your document. This will act as a guide and help your technical document to stay focused and relevant.
35. 2. Time Management • Set Deadlines: Break down your research process into phases with deadlines. • Balance Depth and Breadth: Allocate time based on topic importance and complexity. • Schedule Reviews: Assess your progress against the roadmap and timelines you set and make adjustments when needed.
36. Information Gathering Techniques 05
37. Information Gathering Techniques After creating a research plan, the next step will be to gather information from the various sources you mentioned in your research plan. There are various methods and techniques you can employ when gathering information.
38. 1. Systematic Data Collection: • Follow your research plan. • Adapt to new information. • Choose a documentation strategy and stay consistent.
39. 2. Documentation Strategy: 1. Effective Note-Taking Techniques: Implementing the Cornell method or mind mapping can make your note-taking process more efficient. You can even choose to combine them, whichever works best for you. This will help you in documenting and retrieving information effectively.
40. 2. Documentation Strategy: 1. Categorization and Tagging: Using categories, tags, or labels to organize your notes will make it easier to find information, identify knowledge gaps, and connect information.
41. 3. Cross-verification and Fact-Checking: Cross-verification confirms the accuracy of information obtained from a particular source by comparing it with different sources. It is best practice to cross-verify your information to ensure consistency and highlight inconsistent areas for further research and investigation. When in doubt, you can also contact SMEs for further clarification.
42. 4. Active Learning: When writing about software or a tool, use them yourself and try out different use cases or scenarios with them. This will give you firsthand experience and a deeper understanding of the subject, which will help you to write valuable insights that supersede theoretical research.
43. Active Learning will expose you to questions and challenges your audience might face.
44. Evaluate, Synthesis, Review, and Revise 06
45. Information Evaluation After gathering information for your technical document, you must read through the technical document and critically analyze its: • Accuracy, • Credibility, and • Relevance.
46. Synthesize your Data: • Connect the dots: Identify key themes and concepts. • Organize information logically. • Use storytelling and engagement strategies (e.g., real-world examples).
47. Review and Revise Your Information: • Ensure your document is clear, concise, and based on facts. • Use review techniques like: Self-review, peer review, consistency checks, Practical Testing, and Validation.
48. CREDITS: This presentation template was created by Slidesgo , and includes icons by Flaticon , and infographics & images by Freepik Thanks! Do you have any questions? Please keep this slide for attribution @lamouresparus