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User Documentation Standards

This document outlines the standards and best practices for creating user documentation across all Bayat projects. Following these guidelines ensures that user documentation is consistent, accessible, and effectively meets user needs.

Table of Contents

Documentation Types

Bayat projects should include the following types of user documentation:

User Guides

Comprehensive documentation explaining how to use the product:

  • Getting started guides
  • Feature walkthroughs
  • Complete functionality descriptions
  • Best practices and recommendations

Tutorials

Step-by-step instructions for completing specific tasks:

  • Goal-oriented procedures
  • Sequential steps with clear outcomes
  • Practical examples and use cases
  • Difficulty indicators (beginner, intermediate, advanced)

Reference Documentation

Detailed technical information for users who need specifics:

  • Complete lists of features, settings, and options
  • Configuration parameters and their effects
  • Input/output specifications
  • Error messages and troubleshooting

FAQ and Troubleshooting

Help for common issues and questions:

  • Frequently asked questions with clear answers
  • Common problems and their solutions
  • Troubleshooting workflows and decision trees
  • Support resources and contact information

Release Notes

Information about new releases and updates:

  • Version number and release date
  • New features and enhancements
  • Bug fixes
  • Known issues
  • Migration instructions when relevant

Documentation Structure

Standard Structure

All user documentation should follow a consistent structure:

  1. Title: Clear, descriptive title of the document
  2. Overview: Brief summary of what the document covers
  3. Prerequisites: Any requirements or prior knowledge needed
  4. Table of Contents: For documents longer than a few sections
  5. Main Content: Organized into logical sections and subsections
  6. Conclusion/Summary: Brief recap of key points
  7. Related Resources: Links to related documentation
  8. Glossary: Definitions of key terms (when needed)
  9. Revision History: Document version and update information

Information Hierarchy

Organize content using a clear hierarchy:

  • Group related information together
  • Place most important information first
  • Use consistent heading levels (H1 → H2 → H3)
  • Include navigation aids for longer documents
  • Create logical paths through the documentation

Document Templates

Use standardized templates for consistency:

  • Maintain templates for each document type
  • Include placeholder text and formatting examples
  • Provide clear instructions for template usage
  • Enforce template usage through documentation review

Writing Style and Tone

Voice and Tone

Write with a consistent voice across all documentation:

  • Friendly but professional: Conversational without being overly casual
  • Helpful not condescending: Assume user competence without being technical
  • Clear and direct: Straightforward instructions without ambiguity
  • Positive: Focus on what users can do, not limitations
  • Inclusive: Avoid gender-specific terms and cultural assumptions

Writing Guidelines

Follow these writing standards:

  • Write in present tense ("Click the button" not "You will click the button")
  • Use active voice ("Click Save" not "The Save button should be clicked")
  • Address the user directly ("You can configure..." or "Configure...")
  • Use simple, concise language (avoid jargon unless necessary)
  • Define technical terms when first used
  • Keep sentences and paragraphs short and focused
  • Use consistent terminology throughout

Language Conventions

Standardize language conventions:

  • UI elements: Bold (e.g., "Click the Save button")
  • User input: Monospace (e.g., "Type hello in the field")
  • Code: Code blocks with syntax highlighting
  • File names and paths: Monospace (e.g., config.json)
  • Variables: Italics or specific formatting (e.g., username)
  • Important notes: Highlighted using callouts or warning boxes

Visual Elements

Screenshots and Images

Include visual aids with these guidelines:

  • Use screenshots to illustrate complex interfaces
  • Capture the minimum necessary area to show the relevant UI
  • Highlight important areas using annotations
  • Maintain consistent image resolution and quality
  • Use platform-appropriate styling (e.g., OS-specific windows)
  • Update screenshots when UI changes

Example screenshot guidelines:

Screenshot Requirements:
- Resolution: 1920x1080 (scaled as needed)
- Format: PNG with transparent background when possible
- Annotations: Red rectangles for highlights (2px width)
- Text callouts: Roboto 14pt, #FF0000
- Blur sensitive information (personal data, keys, etc.)

Videos and Animations

For dynamic content:

  • Keep videos short and focused (ideally under 2 minutes)
  • Include captions and transcripts
  • Use consistent intro/outro branding
  • Host on consistent platforms (YouTube, Vimeo)
  • Provide alternative text-based instructions

Diagrams and Charts

For complex concepts:

  • Use standardized diagramming styles
  • Include legends for symbols and colors
  • Ensure diagrams are accessible (use text labels)
  • Make diagrams culture-neutral
  • Follow brand color guidelines

Accessibility Standards

Ensure documentation is accessible to all users:

  • Adhere to WCAG 2.1 AA standards
  • Provide alternative text for all images
  • Ensure proper heading structure for screen readers
  • Use sufficient color contrast
  • Avoid relying solely on color to convey information
  • Make sure all content is keyboard navigable
  • Provide transcripts for audio/video content
  • Test with accessibility tools

Localization and Translation

Guidelines for multi-language documentation:

  • Design with translation in mind
  • Avoid culture-specific references and idioms
  • Use simple, clear sentence structures
  • Separate text from graphics for easier translation
  • Maintain glossaries for consistent term translation
  • Allow for text expansion (~30% longer in other languages)
  • Include locale in document naming (e.g., user-guide-en-us.pdf)
  • Test document layout with translated content

Documentation Formats

Web Documentation

For online documentation:

  • Use responsive design for all devices
  • Implement robust search functionality
  • Create logical navigation hierarchies
  • Use consistent URL structures
  • Optimize for both browsing and direct linking
  • Include version selectors for multi-version documentation
  • Support dark/light mode options
  • Enable offline access where appropriate

PDF Documentation

For downloadable documentation:

  • Create bookmarks and table of contents
  • Include page numbers and document metadata
  • Optimize file size
  • Ensure proper tagging for accessibility
  • Use vector graphics where possible
  • Follow print design best practices
  • Include hyperlinks for cross-references

In-App Documentation

For embedded documentation:

  • Context-sensitive help
  • Concise tooltip text
  • Minimalist design that doesn't overwhelm the UI
  • Progressive disclosure for complex information
  • Consistent access patterns (e.g., help icons)

Version Control

Manage documentation versions:

  • Store documentation in version control alongside code
  • Tag documentation with corresponding product versions
  • Maintain documentation for all supported product versions
  • Clearly indicate version applicability within the documentation
  • Highlight version-specific features or limitations
  • Include "Applies To" section listing compatible versions
  • Archive documentation for deprecated versions

Documentation Testing

Validate documentation before release:

Accuracy Testing

  • Verify all procedures and instructions with the actual product
  • Test on all supported platforms and configurations
  • Ensure screenshots match the current UI
  • Validate links and cross-references

Usability Testing

  • Test with representative users
  • Gather feedback on clarity and completeness
  • Measure task completion success using the documentation
  • Identify areas of confusion or missing information

Technical Review

  • Have subject matter experts review for technical accuracy
  • Conduct peer reviews for style and clarity
  • Validate against style guide compliance
  • Check for consistent terminology use

Automation

  • Implement automated checks for:
    • Broken links
    • Spelling errors
    • Style guide compliance
    • Readability metrics
    • Accessibility issues

Publication and Distribution

Methods for delivering documentation:

Online Documentation Portal

  • Centralized web-based documentation system
  • Versioned content repository
  • Search functionality
  • Authentication for restricted content
  • Usage analytics
  • Feedback mechanisms

Embedded Documentation

  • Context-specific help within applications
  • Offline documentation packages
  • API-driven dynamic help content
  • Searchable help indexes

Documentation Distribution

  • Include relevant documentation with product installations
  • Provide documentation downloads on product website
  • Deliver documentation updates with product updates
  • Enable subscription to documentation updates

Feedback and Updates

Continuously improve documentation:

Feedback Collection

  • Embed feedback mechanisms in documentation
    • Rating systems ("Was this helpful?")
    • Inline comments
    • Suggestion forms
  • Monitor support tickets for documentation gaps
  • Track search terms and failed searches
  • Conduct periodic user surveys

Documentation Maintenance

  • Schedule regular documentation reviews
  • Update documentation with each product release
  • Prioritize updates based on user feedback
  • Track documentation issues in the same system as product issues
  • Set documentation quality metrics and targets

Update Process

  1. Identify documentation needs (new features, user feedback, etc.)
  2. Create or update documentation according to standards
  3. Review for technical accuracy and style compliance
  4. Test with users when significant changes are made
  5. Publish and announce updates
  6. Monitor feedback on the updated documentation

Documentation Team Responsibilities

Team roles and responsibilities:

  • Documentation Managers: Standards, planning, and quality oversight
  • Technical Writers: Content creation and maintenance
  • Subject Matter Experts: Technical accuracy reviews
  • UX Designers: User experience and accessibility
  • Localization Specialists: Translation and cultural adaptation
  • Documentation Engineers: Tools and infrastructure

Documentation Tools

Standard tools for documentation:

  • Content Creation: Markdown, AsciiDoc, or DocBook
  • Static Site Generators: MkDocs, Jekyll, or Hugo
  • Collaboration Tools: Git-based workflows
  • Graphics Tools: Figma, Adobe Creative Suite
  • Screen Capture: Snagit, Camtasia
  • Translation Management: Crowdin, Phrase
  • Quality Assurance: Vale, Grammarly, AccessibilityChecker