pdf version of the base introductory course on documentation

1. Introduction to documentation
125/1, cross 15, main 5, block 2, r t nagar, bangalore, india 560032
e: training@openspace.org.in

2. The communication loop
IDEA
[ABSTRACT?]
IDEA?
[ABSTRACT]
ARC OF DISTORTION
FEED BACK

3. Experts?
• Documents fulfil purpose: proposals
sanctioned!
• Instinctive.
• Science. [Minimise the arc of distortion].
• Art. [Unity of mind].
• ‘He only told us what we already knew.’

4. Why document
• Because we forget.
• Reach more people.
To
• Record.
• Inspire.
• Inform.

5. Why document
• Support your work
– Why is it important?
– What effort went into it?
• Raise credibility.
– Become an information
provider on a specific topic.
• Generate income.
• Share
– Ideas
– Experiences.
– Knowledge.
– Innovation.
– New technologies.

6. Why document
• Capture indigenous knowledge.
• Institutional learning.
– Embed values and wisdom in the institution.
• For advocacy
– Policy analysis
– Part of a campaign

7. Before you start
• WHY am I documenting this?
– To inform. [Das Kapital]
– To persuade. [The communist manifesto]
– A call to action. [‘Workers of the world unite!’]

8. Before you start
• WHAT do I want to say?
• WHO is the intended reader?
– A real person.
– Gender.
– Age.
– Education.
– Rural or urban.
– Interests.
– Income.
– ...and what else she reads.

9. Before you start
• WHEN is the document needed?
• WHERE is the document going to be used?
– Internal.
– In libraries.
– In the field.
– How long does it have to last?

10. Before you start: How?
• Language.
– Which language will be used?
– How specialised or how technical?
– How formal, emotional or factual?
– How simple a vocabulary?
• Which units to use? [This is specially so for translations].
• Medium [Which is best: print, audio visual?].
• Format [book, brochure...].
• Formality of design.
• Length.
• How much information should be given?
– As much as necessary, as little as possible.
– Simplify and reduce.
– Do not leave out facts.

11. The ABCs
All documents should be:
• Accurate.
– Facts are sacred, but comment is free.
• Brief.
– Be short, be sweet, be gone.
• Clear.
– Songs that `people can hum on the way back from
the movie, and whistle during work the next day.'
– Short sentences.
– Simple words.

12. ABCDs of documentation
Basic Better Best
A Accurate Appropriate Authority
B Brief Basic Benefit
C Clear Charming Chosen
D Deadline Desired Behaviour Dignity

13. A brief KISS
‘All documents must have three eyes to see.’
– Intelligent.
– Intelligible.
– Interesting.
– Coherent.
– Charming.
‘KISS MII.’

14. ‘Rules’
• Proximity.
• Pegging: intellectual judo.
• Humour.
• Contrasts.
• Human interest.
• Explain.
– Illustrations.
– Photographs.
– Tables.
– Data.

15. The 3 R’s
• Responsible.
• Right information.
• Read.

16. Be sensitive
• Political correctness. • Unbiased.
– ‘Challenged’ or abilities. – Gender.
– Dalit. – Ethnic.
• Keep the different – Language.
perspectives over time. – Age.
– Lower caste – Culture
– Scheduled caste • Short–hand codes.
– Harijan – Merit.
– Dalit – Uniform civil code.
– Productive caste – No dowry.
– Caste name doesn’t matter – Conversions.
[?!]. – Dharma.

17. Credit and responsibility
Respect, but not romanticise the people. Value
their contribution, but do not undervalue
yours.
• ‘As much as necessary, as little as possible.’
Or
• ‘As brief as possible, as comprehensive as
necessary.’

18. Statistics
• Add authenticity to your position.
• Are useful only if you have complete data.
• Put what is important into tables.
• Give a self–explanatory title to the table.
• Give from where you got the figures. [Source.]
• Explain figures in the text.
• Figures are words. They need to be arranged into
sentences and paragraphs.
• What do the figures actually mean?
• People can relate only to figures between 1–100.

19. Statistics
If you did your own research
• Be careful of the methodology.
• Recheck and explain any abnormality.
• Mention the limitations and strengths of the data.
• Why is your data more authentic?
• Have complete data.

20. Case study
Case studies are:
• To tell of the impact in the lives of ordinary
people.
• To illustrate a point in 20 to 30 words.
• A person affected in about 100 to 200 words.
• A composite [or fictional] case study.
• A quotation from an affected person.

21. Case study
The story should cover
• The situation before the intervention.
• The person and her:
– Struggles.
– Triumphs.
– Emotions.
– Support and hostility.
– Who, when, where, why...
– Feelings.
• The changes that the intervention made.
• In the life of the one person and family.
• The number ‘replicated’ in the community.
• The tasks ahead.

22. Make documents attractive
• Vary the styles to
– Highlight.
– Emphasise.
– Keep reader interest.
• Use.
– Bold.
– Underline.
– Italics.
– ... just a little bit only.

23. Text design
• Headings and subheads
• Indicate the transition of ideas.
• Use of white space.
• Balance pictures and text.
– Too much text: intimidating.
– Too little margins make the book difficult to open
and read.
– Too much white space is a waste of
• Paper
• Postage.

24. Illustrations and photographs
• The `movement' should be towards the
reader.
• Book: From left to right on the left page, and
right to left on the right page.
• Be in the idiom the audience understands.
• Have a single message.
– Have a clear message.
– Give solid information.
– Create emotion.
– Be technically good.

25. Costs involved
Organisational resources:
• 20% Documentation and learning.
• Documentation needs 10% of
– Time.
– People.
– Material or infrastructure.
– Money.
• Everyone can but one person must:
– Collective decision making but individual
responsibility.

26. Reducing costs
Reduce costs by piggy backing.
• Monthly reports: keep the larger purpose in
mind.
• Track key indicators continuously.
• Package the same material differently.
• Develop formats.
• Keep adding insights.

27. Nobody gets it right the first time... but where there
is nothing, what you have is the best.
• Small things make perfection...
• Little drops of water...
• The longest journey begins with a single step...