Managing a Project User Documentation

User guides If other people are going to use your system, it is important that they have a user guide to show them what to do. Of course, it’s best if your system is really easy to use as well. Really good systems are intuitive – that means that using them feels natural: the system does what we expect it to do when we press something. Even intuitive systems need a user guide so that the users have something to refer to when they are using the system, especially at first.

The User guide should fit the user Users who have not used computers much will need very simple instructions in lots of detail. There isn’t enough explanation!! Experienced users will find this irritating and want to get straight to work without wading through lots of pages. So boring! I don’t need to know all this! If you’re not sure how experienced your user is, assume they don’t have many skills – it’s safer that way!

What should be in a user guide? The user guide should cover two types of user: Everyday use by someone who will be using the system to do straightforward things, such as entering data into a database. Technical use by someone who might need to do more complicated things like change the structure of the database.

Everyday use A good user guide will tell the ordinary user how to: load the system up use it save their work close the system down make a back-up copy enter new information into the database change details, such as the date of the meeting if the system is used again next year open the letter with the new data in it look at the data before it is printed merge and print personalized letters send reminders to parents who haven’t replied. It might have a section covering common problems, perhaps called FAQ’s (Frequently Asked Questions).

Technical use The technical use section needs to include: the size of the files, file types and where they are stored the structure of the database, field types, sizes, etc. how to add or delete a field in the database how to add fields to the main document sheets showing formulae for spreadsheets details of the field structure in the database information about changing passwords.

What makes a user guide easy to use? Clear language that the user will understand. Pictures to make things clearer. For example: Exert a gentle downward pressure with an extended digit on the key shaped like a reversed L on the right-hand side of the keyboard. What instruction is being given here?

Use your finger and press the “Enter” key.

Screenshots There are special pictures that are really useful in user guides called screenshots (also known as screen grabs). A screenshot shows a picture of the computer screen so that the user can see exactly what should be happening on their screen. You can take a screenshot by pressing the button on your keyboard marked Print Screen (or sometimes Prt Scrn for short). You won’t see the picture straight away – you need to paste it first. Screen shot of previous slide

Once the screenshot is on the page it behaves like any other picture Once the screenshot is on the page it behaves like any other picture. You can: crop it (to show part of the screen) write or draw on it (useful for labels) cut out just a little bit to use – maybe just one button.

Top tips Page numbers and a table of contents will help users find their way around. User guides don’t always have to be on paper. They could be: on-screen presentations, like this one web pages videos.

Summary A user guide must show the users what to do and how to use the system. A user guide must always be designed to suit the needs of the user. It should cover two types of information: details for everyday use and details for technical use. Clear language and screen shots make a user guide easier to use. The user guide should also be tried and tested. A user guide does not always have to be paper-based.