Applications of technology have increased efficiency and productivity across industries. Automation leveraging robotics has redefined the traditional ways of working.
The key benefits that have been instrumental in driving the adoption of automation are reliability, precision, and consistency.
We recently completed one such project where we delivered a comprehensive Operator’s Manual for the world’s first paint robot. The product is designed to automate the task of painting walls.
It ensures efficiency and precision. However, electromechanical products require proper documentation to protect the machine operators against hazardous situations.
The reference document shared by the client provided limited information on safety instructions. Further, there were inconsistencies in the naming convention of applications and accessories. The reference document shared by the client also did not cover the new components that were added to the Paint Robot’s latest design.
Therefore, we identified the key challenges and documented a manual that follows the industry safety standards:
| Key Challenges | Description |
| Safety guidelines with levels of risks associated | Limited safety guidelines were covered in the documents, and the risk types were not clearly defined. |
| Complete information | Existing information did not cover all the components/functionalities of the latest product model. Further, information gaps about the accessories used, prerequisites, configuration, and ‘how-to’ procedures created ambiguity. |
| Illustrations and Images | The limited availability of images presented a challenge in describing procedures in the user and installation guides. |
| Naming convention | Inconsistencies in the naming conventions of applications and accessories. |
How did we solve these challenges?
Before documentation, we analyzed existing inputs and information gaps. Then we began bridging the identified gaps. Our focus was on providing complete information adhering to industry standards with rich graphic illustrations.
Project approach illustration
Information gathering and analysis
As the information in the existing document was insufficient, our team conducted detailed knowledge transfer sessions with the SMEs on the client side. The first phase of information gathering covered notes from these sessions and an analysis of the existing documents.
Design and structure
Once the information was gathered, it was segregated into 4 documents:
- Product Overview
- Installation Guide
- Maintenance Manual
- User Guide
We designed an MS Word template aligned with the company’s branding scheme. It was used and maintained across all the documents, including the final DITA output.
Content development
The information gathered was refined and added to the documents in this phase. In this phase, the images were developed using the CAD files, and callouts were added. Based on requirements, different general images, as and when required, were also developed and added by our team members.
Reviews
To ensure the highest quality of services, we had at least two internal review sessions for each document. After internal reviews, there were several reviews from the client side.
This document was assessed through a microscopic view to ensure.
- Uniformity in formatting
- Consistency of templates
- Conformity to a style guide in documents
Implementation and Sign Off
After incorporating all the feedback comments, the documents are finally scrutinized to ensure premium quality. Once the content was finalized, these documents were ported to DITA-XML format and combined into a comprehensive technical manual. A documentation repository was maintained on GitHub for version control and future reference.
Conclusion
Technical manuals are essential for complying with industry standards and obtaining industrial accreditation, certificates, etc. Further, with detailed guidelines and instructions, manual support is minimized, saving time and generating more business.
We provided the client with a comprehensive DITA output in MS Word with 4 different source files covering all security guidelines, features, components, and procedures.
To complete this project, we leveraged our expertise in DITA-XML, MS-Word, and GitHub. In addition, we used JIRA – an agile project management tool – to ensure effective and productive collaboration among our team members.
What can we do for you?
Our team has rich experience in meeting every technical writing need, such as content mapping, content migration from unstructured-to-structured, technical documentation, etc. With our bandwidth, we can meet any requirement and deliver premium technical writing services in a comparatively shorter period. For any queries, contact our team. You can also explore our services on our website.
