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Getting Effective Document Reviews
By Suzanne Hardy

Author Bio

If you've ever had trouble getting the document reviews you need, you are not alone. Most writers really do want feedback—the kind that prevents inaccuracies, catches embarrassing errors, and helps clarify content. We're not perfect by any means, and we rely on our peers and subject-matter experts to catch changes we didn't hear about, information gaps, and misinterpretations.

Many times the reviewers we rely on are already backed against the wall with deadlines and their own workloads. Documents reviews are viewed as extra work that get only a quick scan or, even worse, are put off entirely. To avoid this scenario, here are a few tips.

• Kick off a successful review by explaining to your reviewers what you want them to look for.
  
  A document (or stack of documents) can look pretty intimidating if a reviewer has no idea what to look for. Is this a completely new document? If not, specifically what changed? Should they walk through all the steps or simply verify syntax and terminology?
  
  Include a brief form that lists the parts to review (such as screen shots and procedures). Don't forget to provide a place for the reviewer to sign off—this lets people know you are serious about the quality of your reviews.
  
  
• Don't take reviewers for granted.
  
  You probably already know that having a good working relationship with your reviewers is essential. If you respect their time and are gracious about feedback, reviewers will be more willing to help you. But it doesn't hurt to reiterate this point—don't take reviewers for granted.
  
  
• Consider time for review.
  
  A major hurdle to reviews is often the reviewer's lack of time. Ideally, document reviews should be part of the reviewer's project schedule so that the task is expected (and the reviewer can be held accountable if he or she doesn't complete it).
  
  If your R&D Department would rather wing it, comprehensive reviews become more challenging. One approach is setting a reasonable deadline for the review and checking in with the reviewer halfway through the time period. Do they have any questions or need more time? Empathize with their schedule, but let them know you are on a deadline too.
  
  If all else fails, schedule a meeting, and walk through the documents together. This approach can be time consuming, so you'll have to stay focused and try to avoid getting off topic.
  
  
• Finally, if a reviewer simply can't or won't give you his or her time, you may have to talk to your manager.
  
  Ask if there is someone else who can do the review or if your deadline can be extended. Writers need the support of their managers to make document reviews a priority.

Sometimes, reviews aren't as easy as dropping off documents on an engineer's desk and getting great feedback by the due date. It can take a little more work and even some creativity. We can't do our jobs without our reviewers, so it's worth it to find effective ways to work together.