A Day in the Life of a Contract Technical Writer in Australia

Today’s post in this month’s series of guest posts is by Swapnil Ogale, a contract technical writer residing in Australia. I follow Swapnil on social media, and find his insights and experiences of the Australian technical writing community interesting and informative. I am so glad he’s here to give us a deeper insight into the Australian Tech Comm culture. Here’s Swapnil’s post:

When Amruta contacted me a couple of weeks back for this guest post, I wasn’t sure how to approach this. As a Technical Writer who contracts, I am often working a couple of jobs most of the days. In addition, I also organise the Write the Docs Australia meetups across a few cities, so I am constantly looking for speakers and thinking of topics that would interest the attendees.

If you are in the fortunate position of working on exciting projects simultaneously, here are some of my experiences on how you could make it work.

The Early Bird

I like starting early (around 5.30am), because the peace and quiet (and a fresh cup of chai) helps me focus into getting a mental list of tasks ready. Often, early in the mornings, I like reading through my Slack channels to get a sense of the conversations that have happened overnight. Some days, it could just be reviewers getting back to me with feedback, whereas some days it could the developers talking about bug fixes or designers prototyping new interfaces.

This short early morning ritual helps me schedule and priortise work for later in the day.

Public transport, social media, opportunities

My workplace (day job) is a 45 min ride and 2 train connections away. I usually catch up on documentation news via Twitter, looking for tips, hints and any other interesting chats around documentation. I also initiated the Write the Docs Australia meetups a couple of years back, so I follow up on potential speakers, conversations and other themes around this.

I also use this time to search for projects needing documentation or potential consulting opportunities and Twitter surprisingly provides a lot of interesting material for this.

Process documentation

At my last workplace, work hours were pretty flexible, and since I was already up early, I got into work before the rest of my team did (around 7.30 am). For the last couple of years, I was documenting processes for a number of internal teams. Process documentation is not unlike product documentation, but it is slightly more chaotic. While product or software documentation is reliant on periodic changes (such as sprints or releases), process documentation is driven by continuous changes to the processes. These changes come about due to refinement or improvement to existing processes.

I spent a few minutes to understand these process changes, compare them with existing processes and update or create new documentation (work instructions, quick reference guides). We used Confluence to create documentation and JIRA and Trello to track our projects.

Plan, design and innovate

Along with process changes, I also spent time looking at our existing documentation and making improvements to make the content more useful, readable and reusable. If there was something that I really needed to focus on without distractions, I use the Pomodoro timer.

If the documentation changes required talking to the engineers or operators, I would set up one-on-one meetings to source this information and/or review the documentation.

Work from home afternoons

The flexibility at work made it possible for me to head home mid-afternoon (for my son’s school bus pick up) and work from home for the afternoon. I would usually schedule any meetings in the afternoon, usually done via Skype.

Spending time away from the desk, also gave me a chance to catch up on emails or requests for changes to the content without any interruptions.

Moonlight hours

In addition to my regular day job as a Tech Writer, I also work part time on documentation projects remotely. Most nights, I usually work a couple of hours, planning, creating or curating content for software applications. These projects could be local (Australian) or anywhere across US, UK, Europe or Asia.

I currently document online help, release notes and other content for a project management tool for architects and engineering firms.

I use a range of tools to plan (Trello, JIRA, Mindmaps),create (Madcap Flare, Zendesk, Confluence, Google Docs), and curate (JIRA, Slack) for my projects, depending on the customers need and setup.

Working in Australia

Over the last 12 years, I have been lucky to work in some terrific Australian born and bred organisations across a range of industries. A lot of organisations reflect the same kind of multicultural mix that is now a large part of the nation. This provides some great opportunities to work with, understand and collaborate a range of thoughts, ideas and beliefs.

The work culture also largely reflects the core Australian values of mateship, fair go and a sense of integrity. While Technical Writing is not a new concept here, I’ve found, in my contracting experience, that it still not fully understood and lacks the same amount of support from management resultantly. The value of a technical writer or what they bring to the table is still a bit unclear. Also, a large number of companies are still reluctant to support remote working due to various reasons. From my own personal experience, Australia is still a few years behind in catching up with the tools and technologies that can be adopted to make documentation an entirely fulfilling experience, both for the writers and the users alike.

Collaboration and/in Technical Communication (from the Perspective of a Tech Comm PhD Student)

Today’s post in this month’s series of guest posts is by Jason Tham, a graduate student currently pursuing a PhD in Technical Communication at University of Minnesota. I have studied Jason’s articles for the Research Methods in Tech Comm course for my Masters program and followed his academic career via social media. I am so excited you get to hear from him today. Here’s Jason’s post:

josh-calabrese-236920-unsplash
Photo by Josh Calabrese on Unsplash

Collaboration is at the heart of technical communication, and I see at least two reasons to why that’s so: 1) technical communication materials are produced for human use and therefore always require human input; and 2) as cliche as it may sound, it remains true to me that no one knows everything, but everyone knows something––thus two or more heads are better than one when it comes to solving technical communication issues or tasks.

As a PhD student, my work in the past 4 years has been largely collaborative. Whether in practice or pedagogy, I have been acculturated to working with users, designers, researchers, and teachers. These interactions are often productive and rewarding; they help me create more effective documents, design and perform better studies, and deliver innovative instructions. In this guest post, I share some of my collaborative experiences in research, publishing, teaching, service, and professional practice.

Collaboration in research

After reviewing my CV, I realized more than half of my current projects are shared with other researchers in and out of my home department at my university. While I have worked in larger teams that ranged from four to eight researchers, my typical collaborations are in teams of two (myself and another researcher or scholar). Whether we are co-investigating a common problem or co-authoring a report, my experience with sharing a research project has been rewarding. I have always learned new research methods and strategies for communicating my findings. Furthermore, from a research standpoint, collaboration may boost the validity and reliability of a qualitative study if inter-rater reliability is utilized and achieved.

Collaboration in publishing

When publishing in technical communication journals (or any journal, I suppose), authors tend to work with journal editor(s) to identify the publication’s scope, standards, and other publishing specifications. I consider this interaction with journal editors and even responses to blind reviews as a kind of professional collaboration. Such collaboration ensures the quality of a publication––that authors produce scholarship that advance knowledge, reviewers provide feedback that enhance the scholarly merits of the refereed work, and editors ensure the integrity of the publication is preserved and supervise the production process.

I have also been blessed with the opportunities to co-edit some special issues of technical communication journals––most recently for the Journal of Business and Technical Communication and Computers and Composition––on special topics like “design thinking approaches for technical communication” and “immersive technologies and writing pedagogy.” In these co-editing experiences, I have collaborated with other academics to create calls for papers, review submissions, coordinate peer reviews, and work with authors and publishers. Special issue publications such as these tend to require a kind of collaborative dynamic that’s different from a regular journal issue as we had to draw resources from a select pool of experts and work within a specific publication timeline that complements the publisher’s workflow.

Collaboration in teaching

Based on my teaching experience, students find it more meaningful to work with problems that have tangible impact on their lives and those around them. As an instructor of technical communication, this means I need to work to bridge theory and practice in student learning. To achieve this goal, I have been collaborating with faculty members with other disciplinary expertise to co-design course modules and learning activities that benefit students in our classes. For instance, in the current (Spring 2018) semester, I am teaming up with a professor from mechanical engineering to create a learning unit for my business writing course where my students serve as press release writing consultants to graduate engineering students whom they are partnered with. This collaborative effort gives both my students and the graduate engineers in another course an opportunity to cross path and learn from each other.

Collaboration in service

As a member of the technical communication discipline, I am also called to provide services to the field that advance its visibility and wellbeing. In my opinion, these services are best done through collective effort and thus I have collaborated with other graduate students and scholars to co-organize events that led to the aforementioned goals. One example is the 21st Annual Great Plains Alliance for Computers and Writing Conference, where three active scholars in my department and I co-hosted in the Fall of 2017. Pulling together a regional conference isn’t a task that can be easily accomplished by an individual; by collaborating with colleagues and other graduate students, we were able to co-design a program that reflected the trends of the field and attracted presenters that had interesting topics to share.

Collaboration in professional practice

When not teaching or conducting research studies, I work as a leasing agent for a student housing provider. Collaboration is ingrained into my work routine; more often than not, I am working with other fellow agents to address leasing and marketing needs––we review our weekly leasing (sales) performance, discuss existing customer service issues, and come up with solutions to address these situations collaboratively. Also, part of my work is dedicated to maintaining a shared database of resident profiles and incoming prospects. Every leasing agent at my property plays a part in keeping shared notes and updating the database. Each year, it takes a team of six leasing agents, working very closely with a leasing manager, to fully lease our residence. While leasing and customer service may not be directly related to technical communication, they are communicative activities that require similar professional rigor.

Together, all these experiences help me grow as a technical communicator, whether through research, publishing, teaching, service, or professional practice. Indeed, as my academic advisor––Dr. Ann Hill Duin––wrote with her collaborator more than 25 years ago, collaboration in technical communication is a research continuum, rather than a static phenomenon or theory. The motivation and techniques for collaboration in technical settings keep shifting according to the context within which the collaboration occurs. My advice for rising technical communicators is to dip their toes in multiple collaborative contexts as part of their training so they may be hone their skills in collaborating with others.

Contact: Jason Tham, thamx007@umn.edu

A Day in the Life of a Freelance Technical Writer

This is the first post in the guest post series announced previously. Today’s guest blogger is Bart Leahy, a freelance technical writer living in Orlando, Florida. His diverse career has included work for The Walt Disney Company, NASA, the Department of Defense, Nissan, small businesses, nonprofits, and the Science Cheerleaders. His blog, Heroic Technical Writing, discusses the business end of technical communication. I have been following Bart’s blog almost since the beginning of my career and have found his blog incredibly helpful. Here’s Bart:

One thing I’ve learned about the freelance life is that there is rarely such a thing as a “typical day,” especially when you have multiple clients.

I’ve had company in town for the past week or so. Before they arrived, I did my best to get ahead of the curve on work for my primary client so I could play in the theme parks. Company left Tuesday, however, bringing me back to reality supporting other customers.

So Tuesday’s “typical day” looked something like this:

I’ve been helping the Science Cheerleaders gear up for the USA Science and Engineering Festival (USASEF) in Washington, DC, next month. The Science Cheerleaders are current and former pro and college cheerleaders pursuing careers in science, technology, engineering, and math (STEM). Their presence at USASEF includes signing trading cards (akin to baseball cards) for the Festival attendees. My technical writing task was to review and update the personal information on the cheerleaders’ cards: name, team, degrees, reasons they chose STEM careers, etc. Once everyone has approved her personal info, that information is handed off to the graphic designer to make the cards. As the cards are created, I’ll do some back-and-forth editing before they go to the printer.

Another side job I have is journalism for a space industry news blog called Spaceflight Insider. In this case, I volunteered to write a story about NASA and other space agencies releasing a new set of standards for future space missions. Using the NASA press release as a starting point, I translated the Engineerish into English, explained what the standards meant, and incorporated relevant and links to related stories. Once I submit my story into the approval queue, one of the editors will review the story for clarity, style, mechanics, and technical accuracy (space fans/readers are notoriously meticulous about catching any error of fact or citation).

Lastly I checked in with another aerospace client, Advanced Space, who had two or three short proposals due Wednesday. I reviewed those Tuesday night until 10:30 or so and finished Wednesday morning before heading off to a mid-afternoon doctor’s appointment. On those proposals, I reviewed some highly technical content, mostly for grammar, spelling, and punctuation. However, because I’m familiar enough with the company’s content, they trust me to review it for general understanding/flow as well. When I find content or wording that appears confusing, I leave a comment in the margins of the Google Drive document for one of the engineers to handle. My primary business contacts are with the CEO for work assignments and the business manager for invoicing questions or issues.

In the midst of all that, I also wrote the first draft of this blog during the 7-8 p.m. hour.

I recently tried to set my office hours to a more regular 8 a.m. to 9 p.m. Eastern Time, but obviously reality sometimes causes those hours to shift. I can’t control what a “typical day” looks like, but I can at least try to enforce when that day happens, right? It’s important to do your work well when you get it, but it’s important to have a life, outside of work too. Good luck with that.

Announcing April’s Guest Post Series

Since January 2018, I have been blogging thrice a week about pursuing a Masters in Technical Communication, being a Technical Writer, and becoming “more technical”. However, all the posts were based solely on my experience, thereby providing only my limited perspective about the field of technical communication. I wanted to know more about others’ experiences and provide diverse perspectives on the blog. So I invited the technical communicators that I have admired and learned from over the years, to share their experiences on this blog, and they accepted my invitation!

Hence in April, I am tuning down the frequency of my posts from thrice a week to once a week to focus the spotlight on our guest bloggers each week. Here’s the schedule:

April 4: Bart Leahy – Former technical writer at NASA and Disney, currently freelancing. In his post, Bart gives us a sneak peek into the day-in-the-life of a freelancer juggling multiple projects.

April 11: Jason Tham – A student pursuing a Ph.D. in Technical Communication. In his post, Jason gives us an insight into the collaborative projects in technical communication across academia, service, research, and publishing.

April 18: Swapnil Ogale A technical writer in Australia, Swapnil shares a day in his life as a contract technical writer in Australia.

April 25: Larry Kunz – A veteran technical writer with 30 years of experience, he is a treasurehouse of knowledge!

I am so excited to share their knowledge and insights with you! Stay tuned and don’t forget to subscribe.

List of Open Source Projects with Documentation Opportunities

After last week’s post about Docs FixIt Day at Cockroach Labs, I received several requests asking me to suggest open source projects that people can contribute docs to. As far as I know, almost all open source projects accept docs contributions. The following list includes some open source projects I find interesting:

If you have any favorite docs-friendly open source projects, tell me about them in the comments. And don’t forget to subscribe!

Update 1: Suggestions from the community:

Update 2: Came across this article: Open Source Maintainers Owe You Nothing, which I thought was a mandatory read for anyone who wants to contribute to open source projects. It is important to remember that developers and maintainers of open source projects usually work on these projects on their own time and dime, and it is not their responsibility to help us understand how the project works. We need to put in our own efforts, read all available documentation, learn about the project on our own, before we ask for their help.

Docs FixIt Day at Cockroach Labs

This week, I interrupt your regularly scheduled programming of technical writing techniques to brag about the incredible people I work with, who exemplify a company-wide culture of good documentation.

Let me give you some context: As most of you know, I work as a Senior Technical Writer at Cockroach Labs. For a major product release coming up in April, we had around 163 open issues to be documented for the release. Some of the issues were big-ticket items while a considerable number of issues were small but time-consuming fixes. It wasn’t humanly possible for our team of 4 technical writers to document all the issues before April. While brainstorming possible strategies to complete the documentation tasks, we thought of enlisting the help of our fellow Roachers* to contribute to our docs. The Engineering team had previously organized a successful Bugs FixIt Day, so we decided to replicate their model and announced a Docs FixIt Day.

We planned and prepped for days – announcing the Docs FixIt Day at the weekly team meeting, sorting through the issues and marking the ones we thought the engineers can take up, and of course arranging for snacks. Our fearless leader, Jesse Seldess, brought delicious Babka, and my fellow tech writer, Lauren, baked out-of-the-world, drool-worthy cookies.

We started the day with Jesse’s “Getting Started with Docs” presentation. He discussed the purpose of the FixIt Day, walked the engineers through the Docs toolset (GitHub and Jekyll), and announced the prizes – a Docs-team authored poem** and an Amazon gift card. The prizes would be given to the person who resolved the most Docs issues, and also to the person who resolved the Docs issue with the biggest impact.

We had 24 people in attendance for the kickoff session – in office as well as remotely. At the start of the day, we had 83 open issues marked as FixItDay. The participants included interns, engineers, engineering managers, and our CEO as well! They self-assigned the issues they wanted to work on and wrote docs all through the day till 6 PM. The last I checked on the day, we had 52 open PRs ! And people were contributing PRs even after that, so the final count might have been higher. (IMO, Jesse deserves an award for reviewing all the PRs).

To say the day was a success is an understatement. Not only did we get a big chunk of our documentation done, but the event also fostered cross-functional team collaboration. The engineers’ enthusiasm was infectious – they were totally invested and involved in the whole Docs process. We had given them the option of either working on the Docs end-to-end (as in they write, edit, revise the content), or just provide the raw content and the Docs team takes over the PR for them. But almost all engineers opted to complete the docs themselves, asking us for assistance with our GitHub process and SQL diagram generators and so on. This gave them a chance to understand the Docs toolset and they voluntarily helped us figure out how we can optimize the toolchain.

I have never been prouder to be a part of a company as I am now. As a technical writer, I am intensely aware of how big of an anomaly our company culture is. In most companies, docs are added as an afterthought and technical writers are considered a pesky annoyance. At Cockroach Labs, however, the importance of good, sound documentation is deeply ingrained in our DNA. And that is evident in all forms of documentation we produce – RFCs, user docs, training materials, or even meeting notes.  That is also evident from the fact that we already have a team of 4 technical writers for a team of around 35-40 engineers, when it is not unheard of at other companies to have one technical writer for 120 engineers. It is a privilege to work at a company where people genuinely care about good documentation and are willing to do everything they can to ensure we maintain the quality documentation we have. And I am thankful to be a part of an immensely talented team that is rooted in our core values: “Aim High and Build to Last”.

You can check out the awesome work our team did for Docs FixIt Day here.

*Roachers n. People who work at Cockroach Labs

**Poems written to express our appreciation for our peers is a time-honored tradition at Cockroach Labs.

My Tech Writing Process

As an engineer-turned-tech writer, I have repeatedly heard “Writing is so hard; how do you do it?” and “Anyone can write”. Both statements are fallacious. Yes, anyone can write, but not everyone can write well. And yes, writing is hard, and it is made harder by the romanticized notions of inspiration striking, wooden cabins in the middle of nowhere, and solitude.

In reality, writing is a methodical, multi-step process. In this blog post, I attempt to break down my technical writing process so as to demystify it and hopefully make you think about your own process. The following image depicts my writing workflow for any technical document:

project workflow

As the image shows, my writing workflow consists of four phases:

Phase One: Research

My research phase consists of the following steps.

  1. Use the Cornell Note-taking System to briefly record the key points gathered from sources (reading materials, talking to engineers, attending meetings, and so on).
  2. Use the Feynman technique to ensure that you understand the information.
  3. Setup CockroachDB.
  4. Try out the feature being written about.

Phase Two: Draft

I use the 5-draft method while writing documents.

Phase Three: Editing and Reviews

Once I am satisfied with the rough draft, I edit my document using several techniques. Each technique helps uncover and correct different facets of the document:

  • Grammarly: Check spelling, grammar, adherence to technical writing conventions
  • Text-to-speech: I use the text-to-speech feature on my Macbook Pro to listen to the document. It helps me catch awkward sentence constructions, missing words, and so on.
  • Elements of Style: This little book sits on my desk and reminds me of my personal pitfalls/repeated mistakes. I have earmarked the style guidelines that I know I forget. Going through the book helps me ensure I am not repeating my mistakes.
  • Style guide: I go through the company style guide to ensure I adhered to it.

Once I am done self-editing, I open a Pull Request in GitHub which enables others to review my document. My review process is iterative, wherein my draft goes through technical and editorial reviews multiple times before it can be published. At Cockroach Labs, our engineers and other stakeholders (Product Managers, Sales, etc.) review the document for technical accuracy and completeness, and my manager and fellow technical writers review the document for editorial as well as technical completeness and correctness. The perks of working at a company that is deeply interested in good documentation 🙂

Phase Four: Publish

Once the reviews are done and everyone gives the LGTM (Looks Good To Me), it’s time to merge the document on GitHub and celebrate! Check out my Git profile here.

Try out the process, form your own, and share it with me at hello@amrutaranade.com. And don’t forget to subscribe!

Bonus: I track the various phases of each document in my bullet journal:

project dashboard

 

Deep Work for Tech Writers

One of the life-changing books I have read in my professional life is Deep Work (affiliate link) by Dr. Cal Newport. As I discussed in the Day-In-The-Life blog post, I start my day with one-hour (2 Pomodoros) of Deep Work. And that has been the secret to my productivity and success as a technical writer.

Following are a couple of resources that summarize the book far better than I could have. Go through the resources, try out the technique, and drop me a line at hello@amrutaranade.com to let me know what you think of it. And don’t forget to subscribe!

Book summary: https://fourminutebooks.com/deep-work-summary/

YouTube video:

 

Pomodoro for Tech Writers

Thе Pоmоdоrо Tесhniԛuе iѕ a time mаnаgеmеnt mеthоd developed bу Frаnсеѕсо Cirillо in thе late 1980s.Thе tесhniԛuе uѕеѕ a timеr to break dоwn wоrk into 25-minute intеrvаlѕ, ѕераrаtеd bу 5-minute breaks. These intеrvаlѕ are nаmеd Pоmоdоrоѕ, thе plural in Engliѕh оf the Itаliаn word Pomodoro (tоmаtо), after the tоmаtо-ѕhареd kitchen timеr thаt Cirillо uѕеd аѕ a university ѕtudеnt.

The Pomodoro tесhniԛuе helps you асhiеvе the following:

  • Imрrоvе efficiency
  • Kеер away from diѕtrасtiоns and fосuѕ оn thе task аt hand
  • Imрrоvе timе-ѕеnѕе
  • Eliminаtе ѕtrеѕѕ burnоutѕ
  • Assist in аnаlуzing timе taken fоr tаѕkѕ

Hоw thе Pоmоdоrо Tесhniԛuе wоrkѕ

Thе Pоmоdоrо Technique rеgulаtеѕ when to diligеntlу fосuѕ оn a tаѕk аnd whеn you ѕhоuld take a brеаthеr.

This tесhniԛuе iѕ centered аrоund brеаking your timе down into роmоdоri (one Pomodoro iѕ еԛuаl tо 25 minutеѕ). You lоg a ѕресifiс tаѕk уоu are going tо work on and thеn ѕрrint уоur wау thrоugh thаt роmоdоrо. Aftеr 25 minutes of dеdiсаtеd wоrk, the timеr gоеѕ off аnd уоu tаkе a nice 5-minute brеаk frоm your wоrk.

Once your brеаk is over, уоu ѕtаrt аnоthеr 25 minutе long Pomodoro. This new роmоdоrо саn be dedicated tо thе ѕаmе tаѕk аѕ bеfоrе (if уоu did not complete it during thе previous роmоdоrо) оr a new оnе. Aftеr every 4 роmоdоri (рlurаl fоr роmоdоrо), уоu саn tаkе a lоngеr break, if уоu would like (ѕuсh аѕ fоr 15 minutеѕ).

While уоu’rе wоrking уоur way thrоugh a роmоdоrо, уоu can temporally interrupt it for uр to 45 seconds, if need bе. If thе interruption lаѕt fоr longer thаn thаt, уоur dеdiсаtеd fосuѕ оn thе mаin tаѕk iѕ viewed to bе lоѕt, аnd thuѕ thе Pomodoro iѕ rеѕеt (having tо ѕtаrt over at 25 minutеѕ) again.

Thе dеfаultѕ of 25 minutеѕ реr роmоdоrо, 5 minutеѕ реr rеgulаr breaks, 15 minutеѕ реr lоngеr break, and 45 ѕесоndѕ реr intеrruрtiоn seem to wоrk wеll for me аnd most people I knоw whо’vе triеd thiѕ hаndу tесhniԛuе оut. Hоwеvеr, that said, thоѕе arbitrary аllоtmеntѕ оf timе саn bе сhаngеd dереnding оn уоu реrѕоnаl hаbitѕ and ѕсhеdulе, ѕо аѕ lоng as уоu consistently ѕtiсk with thе аllоtmеntѕ thаt уоu’vе lаid оut. Fоr example, ѕоmе реорlе may prefer to wоrk “in the zоnе” for 50 minutеѕ, аnd then tаkе a 10 minutе break.

Why the Pomodoro Technique works

It is common experience that we can focus on a given task only for a short period of time before we get distracted (or seek out distractions). The Pomodoro technique helps to quantify and manage those focus periods. If you know you have to work for just 25-minutes, and then you can surf the web or check Facebook guilt-free, you will be more inclined to put in those 25 minutes of focused work. And you can get a lot done with 25 minutes of focus!

This technique has been a game-changer for me in terms of my productivity. As I discussed in the Day-In-The-Life blog post, I start my workday with at least 2 Pomodoros of focused work (which is almost one hour), and then I am free for the rest of the day to attend meetings, do some mundane tasks, socialize, or just goof off, because I have done the most important tasks for the day already.

The Pоmоdоrо Tесhniԛuе fоrсеѕ me to think in tеrmѕ of асtiоnѕ that nееdѕ tо bе tаkеn in order tо еffесtivеlу gеt things dоnе. It also imроѕеѕ thаt I рriоritizе аnd dесidе whiсh асtiоn I’m gоing to work оn. By hеlрing tо limit my аttеntiоn ѕраn tо a ѕinglе activity, thiѕ tесhniԛuе аidеѕ me in ѕtауing focused (instead of hopping between a handful оf diffеrеnt tаѕkѕ аnd/оr diѕtrасtiоnѕ).

Rеviѕiting my dаilу Pomodoro lоgѕ highlights whеrе I spend my timе аnd hоw рrоduсtivе I was thrоughоut a given timе period.

I now think of my tasks in terms of thе number оf роmоdоri thаt a givеn tаѕk might rеԛuirе. I diѕсоvеred that еvеn сhаllеnging tаѕkѕ саn оftеn bе tаkеn care оf in a handful of pomodori ѕеѕѕiоnѕ.

Try out the technique and let me know if it works for you. Drop me an email at hello@amrutaranade.com. And don’t forget to subscribe!

P.S: Here’s my favorite Pomodoro playlist:

 

Getting Things Done as a Knowledge Worker

I often imagine myself greeting my tech writing students as they graduate and enter the technical communication workplace. I imagine myself saying to them, “Welcome to the professional world. You have now graduated from being a tech writing student to a knowledge worker. And the key to succeeding in this role is not writing well, or being a good team player, but knowing what work to do.”

You see, in your days as a student, you knew what work was to be done that had pre-determined success metrics. You had set courses, with defined assignments and grading rubrics. You knew if your work was finished or not, and if you met the success criteria or not.

However, in the professional world, you will not be given a well-defined assignment. Instead, you will be given a “project” – a fluid, ever-changing best-guess scenarios developed by others in the organization. The success metrics are not defined either. As David Allen puts it, “There is usually no right answers; there are choices instead”.

As a technical writer, this is the part of the job I struggled with the most. With a never-ending stream of emails and Slack messages, changing roadmaps and company priorities, I was drowning in an information overload. I couldn’t get a handle on all the things that need to be done, let alone actually doing the tasks. At a time, I was juggling three highly technical projects that each required a considerable amount of brainpower and writes and rewrites. On the brink of a breakdown, I found David Allen’s Getting Things Done: The Art of Stress-Free Productivity (affiliate link). The book has been my savior. It has led to massive increase in my productivity and helped me maintain my sanity.

The Concept of Stress-Free Productivity

Anxiety quickly builds up when we begin to think about all the tasks we have to complete each day. It’s impossible to rely on our brains to remember it all!  The Getting Things Done (GTD) strategy works on the premise of relieving our brains of the stress of remembering all that needs to be done by appropriately capturing everything in writing.

Capturing this information in what is dubbed our “external brain” allows us to be fully focused on what we’re doing in the present moment. This increases efficiency and creativity.

My GTD workflow

GTD Workflow
My GTD Workflow

Develop the 4 Vital Habits for GTD Success

Applying GTD effectively requires more than just recording your to-do list. Making the GTD system truly work for you means embracing the following essential habits: capturing/collecting, daily processing, organizing, and weekly reviewing.

Capturing: Record ideas immediately. Keep notepads in places you frequent, make use of your smartphone’s virtual assistant (such as Siri or Cortona), or create a bullet journal. This helps your brain release the pressure of having to hold on to something to try to remember it. This ultimately releases your mental space so that you can focus on the present.

Daily Processing: Schedule time at the end of each day where you review each captured item and determine if you want to carry out the idea. If you do, you then need to determine the subsequent actions that must be taken.  Actions that require extensive attention should be added to a project list.

Organizing: Actions that can be completed in 2 minutes or less should be further categorized into calendar lists, next actions lists, and follow-up lists. Calendar lists are for time-specific items. Next actions are important, but don’t need to be done within a specified time-frame. Follow-up list items are those that are dependent on additional information or actions from another individual.

Weekly Reviewing: Schedule about an hour at the end of each week to check the progress of your task completion. Reflect on where you see yourself in the next 3 to 5 years. Think about the projects and tasks that will help you accomplish that vision. Prioritize the action items that must be accomplished in the following week to make this vision real.

Reward Yourself

The GTD productivity strategy may seem like more work than you’re prepared to do. Hard work deserves a reward. Treat yourself to something you like at the end of your weekly review. The trick is that you can only effectively complete that weekly review to get the treat. Approaching your weekly review this way increases your motivation to get it done.

Bonus resource: An excellent YouTube video that discusses the GTD method:

 

 

So there you have it: the secret to my productivity and success as a technical writer. Next week, we will discuss another of my favorite productivity tools – the Pomodoro technique. Subscribe to stay tuned!