Project Management in Technical Writing
In this article, we’ll explore why project management is a game-changer for technical writers, break down the key project phases for documentation, and share tips to keep your projects organized and on schedule.
Technical writers do more than just write—they manage complex projects, balance timelines, and deliver clear, accurate documentation that supports users and teams.
Sound familiar? Then you know that documentation projects often come with tight deadlines, scattered inputs, and changing requirements. Without a solid project management strategy, it’s easy for even the best writers to lose track of scope, priorities, or stakeholders.
Why Is Project Management Necessary for Technical Writers?
At first glance, you might think, “I’m here to write documentation, not manage a project.” But the reality is that documentation doesn’t exist in a vacuum. It’s part of a larger product or system development process. As a result, technical writers frequently find themselves balancing tasks such as:
Calculating and Requesting Documentation Budgets
Gathering information from subject matter experts (SMEs)
Defining scope and deliverables for documentation
Managing reviews, edits, and approvals
Aligning release schedules with product teams
Without clear project management methods, you risk:
Missed deadlines because of poor planning or unclear priorities
Scope creep, where the project balloons beyond its original goals
Confusion among team members and stakeholders
Effective project management gives technical writers structure, clarity, and control. It ensures deliverables stay on track, resources are used wisely, and everyone—from SMEs to reviewers—knows what’s expected.
Project Phases for Documentation Projects
Just like any other project, documentation projects benefit from being broken into clear phases. Here’s a simple yet effective breakdown:
1. Planning
Define the scope, goals, and deliverables. Answer key questions:
What documents are needed (user guides, API docs, manuals)?
Who is the audience?
What resources (tools, SMEs) are required?
2. Content Development
This is where the actual writing begins! Key activities in this phase include:
Researching and gathering inputs from SMEs
Drafting content based on style guides and templates
Ensuring clarity, consistency, and technical accuracy
3. Reviews and Edits
Document quality is key, so build in time for reviews:
Internal reviews: Technical accuracy and clarity checks
External reviews: Feedback from SMEs or stakeholders
Edit iteratively, incorporating feedback without losing focus on deadlines.
4. Final Delivery and Publishing
Prepare the final versions for release. Export to the required formats (PDF, HTML, or ePub) and ensure documents align with project deadlines.
5. Post-Project Analysis
Reflect on what worked and what didn’t:
Were timelines realistic?
Did SMEs provide timely input?
What improvements can you carry forward to the next project?
Tips and Tricks for Managing a Documentation Project
1. Break Down Work into Smaller Tasks
Large documentation projects can feel overwhelming. Use milestones, task lists, and dependencies to break work into manageable pieces. For example:
Task 1: Interview SMEs for API documentation
Task 2: Write the first draft
Task 3: SME review and edits
2. Align with Development Teams
Stay close to product teams and their timelines. If you’re documenting a new feature, make sure you’re looped into their development schedule and meetings.
3. Create a Centralized Information Hub
Keep resources, templates, and feedback in one place—whether it’s a project management tool, shared drive, or collaboration space. This prevents wasting time searching for files or answers.
4. Manage Reviews Effectively
SME reviews can cause delays if not planned well. Set clear deadlines for feedback and communicate expectations. If needed, send gentle reminders to ensure progress stays on track.
5. Use Project Management Tools
Spreadsheets are fine for small projects, but larger documentation projects demand more sophisticated tools. A project management tool like Merlin Project lets you:
Plan tasks, set milestones, and visualize dependencies
Track progress with Gantt charts or Kanban boards
Manage resources and deadlines in one centralized platform
Bring Clarity to Your Documentation Projects
Project management is a critical skill for technical writers. By breaking projects into phases, staying organized, and using tools that simplify planning, you can manage documentation efficiently and meet even the tightest deadlines.
