How Clear Drafting Processes Will Save You Time & Confusion
- Scriptorium Team
- 2 days ago
- 3 min read
It’s a common scenario: your organization has implemented a new process or is about to deep dive into a new project, and you need documentation. But where do you start? And who should be involved? The task itself can feel overwhelming, but at Scriptorium, we’ve come up with a process to help ease the pain of the drafting process.
And we get it; the drafting process can be messy. Not only are you compiling information and trying to format it into a readable document, but you also have to create a document that will actually be used by your employees, contractors, or clients—something that showcases your organization's processes and values.
At Scriptorium, we use the 3 x 3 writing method: prewriting (researching), writing, and rewriting. This drafting process includes timelines and a management structure to ensure projects stay on track and are assigned to the right individuals.
Assigning a Lead Writer
Before the prewriting (or researching) stage begins, assigning a lead writer to the project is essential. This person should know what the organization needs in this document. They do not have to be subject matter experts, but they need to understand the best way to reach the audience, which is by addressing the who’s, what’s, and how’s:
or
What means it should be (user manual, form, policy and procedure document, etc.)
Who needs this document (in the field or in-house)
How it will best be presented to the audience
(electronic, hard copy, etc.)
Having one person assigned to this task creates a controlled, manageable environment, with no confusion as to who is responsible for it and who is also the first point of contact for subject-matter experts.
Prewriting or Researching
Once the lead writer has been assigned, it is time to dive into the gathering, or prewriting, which begins with research. This includes compiling previous documents and gathering relevant information for the document by interviewing subject matter experts. It provides a foundation for the writer to structure a document that contains all relevant information for the project or process.
The prewriting stage is essential in drafting and often takes the longest time. When all the information is collected at the early stage, the writing process goes more smoothly, allowing writers to gain insight into what other information is needed to fill in gaps and ensure that the final document is intuitive to those who need it.
Writing or Drafting
The writing or drafting stage is when the lead writer structures the information gathered during prewriting and formulates a plan that best serves the audience. At this stage, writers often have more questions for the subject matter experts and work closely with them to ensure the best results. When the first draft is complete, the lead writer encourages subject matter experts to thoroughly review the document to ensure no information is missing and that the processes are correct. This is also the perfect stage to set soft and hard deadlines as both the lead writer and management understand the logistics of creating this document.
Rewriting
Rewriting occurs after the subject matter expert has reviewed the document. This is the best stage to add additional information or correct
any processes that no longer align with the organization. If documents were missed at the prewriting stage, it’s the perfect time to incorporate them into this next draft. If there are information gaps, this is where the subject matter experts can provide the lead writer with details on what to include.
What Isn’t Included in This Stage
What this stage does not include is a full restructure or rewrite of the entire document. During the rewriting stage, each draft is closer to the final document. Eventually, both the lead writer and the subject matter expert should be happy with the document, and when it reaches that stage of the process, they should determine if it is ready for proofreading.
Though the drafting process can be a bit messy, with the right people, the right deadlines, and the right research, it can move smoothly, ensuring that your information is documented according to your organization's needs and those of the people who need it.
Do you need documentation and don’t have the resources to create or update it? Contact Scriptorium, and our team of writers and editors will create a smooth process to ensure your documentation needs are met.
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