Assignment Dates

See the Short Guide for an explanation of these dates.

Spreadsheet on the screen of a maroon laptop, shown as iconsWhat I Want You to Do

This assignment consists of two parts:

  1. You will revise existing user documentation to improve its usability. In other words, you will use plain language and document design principles to make the existing document easier for readers to use as they complete the task it focuses on.
  2. You will discuss the changes you make to the user documentation in a reflection memo. Your memo will analyze the user document you revised and the changes you made to it in order to improve its usability.

Why I Want You to Do It

Effective technical writing focuses on meeting the needs of its readers, the audience for the document. The tech writing jargon for this function is ensuring a positive user experience, or UX. In this assignment, you will learn how to design/redesign existing user documentation in order to improve its usability, giving the reader a more positive user experience.

The activity also gives you the opportunity to apply technical writing strategies of plain language and document design, two techniques that will be important in future major projects in the course.

Show/Hide Relevant Course Objectives

Relevant Course Objectives

  • Analyze the context; determine appropriate audiences for or users of planned communications; assess needs of global audiences and people with disabilities. [CLO 2]
  • Practice workplace genres related to specific fields (e.g., proposals, instructions, correspondence, reports, technical specifications and slide decks); illustrate how genre conventions can serve as heuristics and as principles of arrangement [CLO 3]
  • Design and evaluate strategies for testing the usability and overall effectiveness of documents [CLO 5]
  • Illustrate the ethical and human implications of research findings and workplace products on diverse audiences [CLO 6]

Where You Can Find Help

How You Do It

Step 1: Preparing for the Assignment

Your goal in this section is to choose the user documentation you will focus on for this project.

Allowed Use of AI

You can use Copilot or another Generative AI tool of your choice on this project in any of the ways listed under the question “What can I use AI for in this course?” in the Course Policies Manual.

Be sure to save the responses AI gives you. It’s your guarantee if any issues about how you used the tool come up.

Prohibited Use of AI

You cannot ask AI to write or revise your drafts or final submissions for you. Doing so directly violates the Cheating and Plagiarism sections of the Virginia Tech Honor Code.

  1. Review the User Documentation Revision & Reflection Memo Criteria to understand the requirements for the project.
  2. Choose the user documentation that you will analyze and revise. Pick a publicly-available webpage or PDF with instructions that someone in your intended career would use to complete a work task, following these criteria:

    Website Criteria

    Your webpage or PDF must be
    • available to anyone online who has the link.
    • accessible without a login or any other kind of special access.
    • in need of improvement—choose a site that needs improvement rather than one that is nearly perfect already.
    • familiar to you—It’s easier if you already know the site and/or what it discusses.
    • written by someone other than me (Traci). That gets weird.
    Some example documents you can use are as follows:
    • instructions for an RFP, grant application, or government form.
    • online help files or troubleshooting documents.
    • directions to access or complete a procedure, such as a section of a user manual or user guide.
  3. Make a backup of the user documentation you choose. Websites and online files can change frequently. By saving a backup, you’ll avoid the situation where the page changes while you are drafting. If that happens, the information in your project (the answers you provide) can change. Here are some ways to make a backup:
    • Print out the webpage on paper, ensuring all the information on the page prints.
    • Print the webpage and choose to print a PDF, so you’ll have a digital backup.
    • Save a backup to the Wayback Machine by following these instructions.

Step 2: Revising the User Documentation

Your goal in this section is to revise the user documentation to improve its usability.

  1. Make a copy of the user documentation that you have chosen by copying the text and pasting it into your word processor. Be sure that any images in the content copy with the text.
  2. Search for any brand guidelines that indicate company or organization standards that should apply to the user documentation. For example, Virginia Tech websites follow the VT Brand Guidelines. Use the brand guidelines as you make design choices in your revision.
  3. Revise and edit the user documentation in your word processor, using these instructions:
    Writing
    Whenever you find convoluted, overly formal, and confusing language, simplify it.
    Design
    Apply design principles (CRAP, color, white space, etc.). Use a title and internal headings and subheadings (also see Headings), as well as lists (when needed).
    Length
    As long as it needs to be to make it an easy-to-read, easy-to-use document.
    Ethical Considerations
    Revise any content that misleads, pressures, or coerces the reader into thinking or doing something. Examine how people with disabilities are talked about, and adjust if necessary. Consider whether the content is inclusive and unbiased, and broaden it as needed.
    Legal Considerations
    Ensure disclaimers and policies are clear and legible. Verify that citations are used properly in the document.
    Cultural Considerations
    Adapt the content of your user documentation as appropriate in response to these questions:
    • How can the document address the needs of everyone who reads it?
    • How can the content be modified for international readers?
    • How can the document address or avoid any cultural issues?
  4. Use the Analyze Your User Documentation with AI (optional) activity to begin checking your user documentation if you like. Remember that AI can make mistakes. There are also limitations to what AI can do. For example, it won’t notice if an image in the documentation has an issue (e.g., it’s blurry or skewed). Likewise AI may not identify places when images would improve the documentation.
  5. Check and update your revised document with the review tools in your word processor, using the following links if you need instructions:
  6. Check and update your revised user documentation for accessibility, using the following links if you need instructions:
  7. Polish your finished revision so that it is complete and ready for public distribution. All text, images, and formatting should be complete and finished.
  8. Save your document as a PDF to ensure that its layout and design are preserved when you upload the file to Canvas.
  9. Open and check that your PDF shows the document design you intend before submitting the file.

Step 3: Writing Your Reflection Memo

Your goal in this section is to write a memo to me (Traci) describing and demonstrating how you improved its usability.

  1. Write your Reflection Memo in your word processor AFTER you have revised your user documentation.
  2. Explain the changes that you made to your User Documentation in the sections of your memo.
  3. Connect your revisions to the course readings:
    • Refer to specific parts of the readings to explain the revisions you made. For example, if you increased the contrast between headings and the body, connect this decision to advice you read about in a textbook or in a reference module.
    • Cite your sources with footnotes, using whatever documentation system you are most familiar with. I care that you include documentation. I’m not so concerned with whether it’s APA or IEEE.
  4. Following the instructions in the Annotated User Documentation Reflection Memo Template, include these required sections of the memo:
    • Section 1: Memo Headers
    • Section 2: Introduction
    • Section 3: Plain Language Revision
    • Section 4: Redesign
    • Section 5: Ethical, Legal, and Cultural Considerations
    • Section 6: Rhetorical Analysis
    • Section 7: Conclusion
    You can also use the User Documentation Reflection Memo Template (Format Only) as you work to see an example of the layout and formatting.
  5. Add page numbers to your memo to organize the information fully.
  6. Save your document as a PDF to ensure that its layout and design are preserved when you upload the file to Canvas.

Step 4: Checking Your Project

Your goal in this section is to compare your work to the criteria for this project.

  1. Success Tip
    You should be able to answer “True” to each question in the Self-Check before you submit your project. If you do not meet each of the criteria listed, your draft will be marked Incomplete and you’ll need to revise.
    Review your draft by comparing it to the User Documentation Revision & Reflection Memo Self-Check
  2. Decide whether to submit your project based on your Self-Check:
    • If you answered “True” to every question, move on to the next step (#18). You’re ready to submit your work.
    • If you did not answer “True” to every question, follow this process:
      • Return to your draft and revise it to meet all of the criteria.
      • Review your draft with the Self-Check after you revise.
        • If you answered “True” to every question, move on to the next step (#8). You’re ready to submit your work.
        • If you did not answer “True” to every question OR AI said you did not meet all the criteria, continue revising until you can.
  3. Submit your project here once you are ready. See How do I submit an online assignment? if you need help with Canvas.

    Submission Tips

How to Find Feedback After Your Submit Your Work