Who Is a Documentation Engineer?


2022-09-15 00:25 clickhelp


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As your business grows, the amount of documentation created, stored, and exchanged within the organization increases. The movement of documents, as well as other operations concerning paperwork, has to be monitored and managed on a daily basis. Besides, strategic decisions are to be taken that may refer to such fields as authorization policy, archive management, publishing and sharing policy, storing, deleting documents, etc. All these functions can be fulfilled by a documentation engineer. This position is similar to and yet different from the position of a technical writer. The responsibilities of a documentation engineer (or a knowledge engineer) are broader, as they include strategic functions and are usually scaled on the whole company, while a technical writer is usually focused on one or several docs. Strategic functions cannot be fulfilled by a documentation management program either. In addition to strategic thinking, a documentation engineer should have communication skills to get information from employees about what they lack or consider superfluous. With this position introduced in your company, you are sure to make the most of your company’s learning base. Who Is a Documentation Engineer? A documentation engineer is a person in charge of the company learning base, knowledge base, or company wiki. All three terms are widely used and applied to the expanding information base of the organization. Documentation engineering is, in fact, helping your company to get rid of the so-called information silos – storages of unused docs. Mind that ‘unused’ does not mean ‘useless.’ Information silos may contain very important docs, but the thing is that nobody knows they are stored there, or nobody has access to them. That is why they remain unused for years. So, important info may be just ‘dumped’ in a folder on some PC. Meanwhile, your employees may be looking for such information, and technical writers may be working right now on creating such content, as they have no idea that they already have it. The Daily Routine of a Documentation Engineer A documentation engineer will monitor and keep a record of all the docs in the company (both internal and external documentation), trace the routes the docs ‘travel’ from employee to employee, elaborate such routes, etc. This person will help to manage the technical information properly: organize, share, store, use, and re-use documents. This will save a significant amount of time and money for your business. The routine duties of a documentation engineer consist in monitoring the information flows. They know which documents are in the highest demand (accessed most often), which still need to be created, which have become outdated (documentation tends to become ‘obsolete’ just like computer software and hardware) and need to be adjusted, and which are to be deleted. Another duty is to ensure people have the information they need and don’t have access to confidential stuff. Putting it differently, a documentation engineer is a position you can’t do without if you want to optimize the workflow. Documentation Engineer vs Technical Writer Another important thing an employer or an HR specialist has to know about this job is how it is related to the position of a technical writer. As has been said above, a tech writer or a copywriter is usually focused on a specific task. This person has a concrete assignment that looks like terms of reference. They know what content has to be created and work on this content. It is usually a text, e.g., a manual, an installation guide, a white paper, product specifications, etc. A documentation engineer’s responsibilities have a more general and abstract nature. They include the elements of management, dispatching, coordinating, cooperating, and strategic thinking. In a way, a documentation engineer orchestrates the way tech writers work and shows what content needs to be created and updated. This puts this position a step above that of a technical writer. In some companies, a technical documentation engineer is literally in charge of a team of technical writers. In this case, the engineer's job is to coordinate and structure the work of subordinates by developing a content plan and a schedule. Working as a team leader also implies having good communication skills to ensure understanding between the team members. The ultimate goal, in this case, is to streamline the work process and enhance the overall quality of work. Benefits of Having a Documentation Engineer in a Company A documentation engineer is someone who can relieve you as the company owner, president, or CEO from part of the management load. This is just one of the many benefits of a knowledge or documentation engineer. Below are the top benefits of having this position in the company. Time and cost-efficiency. Working time will no longer be wasted on searching for the necessary content. This usually happens in the form of exchanging e-mails and writing requests. If this doesn’t help, there is usually a downtime. A documentation engineer will help to optimize the work process and save time and money. Finding new and trendy information. A knowledge worker must also look for industry-specific content and share information on innovations and new terminology with the concerned employees. This work is usually carried out to align the business with the latest trends in the industry. Improved communication within the company. Your employees will feel at a loss if they don’t have the content they need. This work ‘apathy’ often comes along with a feeling that it is their managers’ fault that they haven’t got the necessary information. Apathy and blaming the manager are often transformed into indifference to the company’s goals. A knowledge engineer will survey the employees and find out what info they need. A better onboarding practice. A properly managed knowledge/learning base can be used to train new hires. The information architecture should make onboarding easier. This refers not only to the new hires but also to their colleagues. A documentation engineer should ensure that the new employee and the trainer have the information they need. And again, it means reducing downtime, saving overall working time, and, ultimately, saving money. Faster decision-making. A documentation engineer can be helpful for executives as well. Accurate information is crucial for the decision-making process. If delivered quickly, it can save time and spare the effort otherwise wasted on information search, verification, and discussions. Reduced clashes and duplication. If there is no one to manage the knowledge base of the company, duplication of documents will occur quite often. In addition, the documents stored in the base pass different iterations in the process of work and are assigned different versions or revision numbers. The adjusted and updated docs often clash with the previous versions, and the job of the knowledge engineer is to ensure that the right document is available and accessible for those concerned. Their duty also includes publishing release notes. These documents (often called change logs) convey the features, changes, improvements, and adjustments of each new version. These benefits (as well as many others) will increase the functionality of your document management system and the workability of your team, improve communication between co-workers, enhance workflow efficiency, and, ultimately, result in the implemented ‘higher profits in less time’ formula of business. Documentation Engineer Skills and Responsibilities A documentation engineer has a certain set of responsibilities to fulfill. Below are listed the most prominent ones: Managing (creating) a knowledge management system. The knowledge engineer has to create, configure, manage, and maintain a knowledge system. This includes developing policies and regulatory documents for storing, deleting, accessing the content, and monitoring and controlling access. Providing a search tool for the system. The employees must have a search tool integrated with the knowledge base. This way, they won’t waste time and will proceed right to work as soon as they get an assignment. Ensuring co-operation. A documentation engineer should ensure two-way ‘vertical’ and ‘horizontal’ communication in the company. This means that initiatives should be exchanged from the top-management level to the line workers and vice versa (vertical communication). This will facilitate the decision-making process. At the same time, employees should be able to share docs with co-workers (horizontal communication). Educating the employees. Along with trainers and coaches, documentation engineers are involved in educating, training, and coaching the personnel. Their role consists in aligning the education process with the in-house and industry regulations. Searching for and sharing new knowledge. Today’s world is subjected to everyday changes. That is why companies must be aware of the latest trends in the industry. New knowledge implies information about new technologies, products, and developments. The job of the knowledge engineer is to find new knowledge and share it with all the stakeholders in the company. Documentation Engineer Job Description and Salary Requirements for the position of a documentation engineer may vary from company to company. However, there are core requirements that are featured almost in every vacancy: practical tech writing experience (may range from 3 to five years) is essential, as to lead a team of tech writers, an applicant must be more experienced than they are and know all the ‘secrets of the trade’; managerial experience (team management); experience with source code (Java, C++, Python, and/or JavaScript); the ability to multi-tasking; communication skills. According to zippia.com (a website positioning itself as a career expert or a site providing guidance on building a career), a documentation engineer’s salary in the US varies from $57,000 at the entry-level to about $120,000 per year, the median salary being $83,151. This puts the documentation engineer’s salary about $11,000 above the median manager’s annual payment in the country ($72,441). Conclusion Information (not only material, financial, or human resources) should be considered one of the company's assets. That is why, like all other assets, information should be appropriately managed (updated, archived, accessed, used, re-used, distributed, shared, etc.). Though introducing a new position in a company may look like a challenge, it is worth it, as a documentation engineer will be the one to perform all these functions and more. An adequately managed learning base of the company will optimize the workflow, help to enhance the decision-making process, and, ultimately, bring more significant profits. Good luck with your technical writing! ClickHelp Team Author, host and deliver documentation across platforms and devices
随着业务的增长,在组织内创建、存储和交换的文档数量也会增加。必须每天监控和管理文件的移动以及其他与文书工作有关的操作。此外,还将做出战略决策,这些决策可能涉及诸如授权策略、归档管理、发布和共享策略、存储、删除文档等领域。 所有这些功能都可以由文档工程师完成。该职位与技术文档撰写员的职位相似,但又有所不同。文档工程师(或知识工程师)的职责范围更广,因为他们包括战略职能,通常在整个公司范围内扩展,而技术作者通常专注于一个或几个文档。 战略功能也不能通过文档管理程序来实现。除了战略性思考,文档工程师还应具备沟通技巧,以便从员工那里获得他们所缺少或认为多余的信息。贵公司有了这个职位,你一定会充分利用公司的学习基础。 谁是文档工程师? 文档工程师是负责公司学习库、知识库或公司wiki的人员。所有这三个术语都被广泛使用,并应用于组织不断扩大的信息库。 事实上,文档工程是帮助您的公司摆脱所谓的信息孤岛, -无用文档的存储。请记住,“未使用”并不意味着“无用”。信息孤岛可能包含非常重要的文档,但问题是没有人知道它们存储在那里,或者没有人能够访问它们。这就是为什么它们多年未被使用的原因。 所以,重要的信息可能只是“转储”在一些PC上的文件夹.与此同时,您的员工可能正在寻找此类信息,而技术作者可能正在创建此类内容,因为他们不知道自己已经拥有了这些内容。 文档工程师的日常工作 文档工程师将监控并记录公司内的所有文档(包括内部和外部文档),跟踪文档在员工之间传递的路径,详细说明这些路径等。该人员将帮助正确管理技术信息:组织、共享、存储、使用和重复使用文档。这将为您的企业节省大量的时间和金钱。 文档工程师的日常职责包括监控信息流。 他们知道哪些文档需求量最大(访问频率最高),哪些文档仍需要创建,哪些文档已经过时(文档往往会变得过时,就像计算机软件和硬件一样),需要调整,哪些文档需要删除。另一个责任是确保人们拥有他们需要的信息,而不是接触到机密的东西。换句话说,如果你想优化工作流程,文档工程师是一个不可或缺的职位。 文档工程师与技术文档撰写员 另一个重要的事情是雇主或人力资源专家必须知道这份工作是如何与技术作家的职位。正如上文所述,科技写手或文案写手通常专注于一项特定的任务。这个人有一个看起来像职权范围的具体任务。他们知道必须创建什么内容并处理这些内容。它通常是文本,例如:手册、安装指南、白皮书、产品规格等。 文档工程师的职责具有更一般和抽象的性质。它们包括管理、调度、协调、合作和战略思维等要素。在某种程度上,文档工程师协调技术作者的工作方式,并显示需要创建和更新的内容。这使得这个职位比技术文档编写人员高出一步。 在一些公司中,技术文档工程师实际上负责一组技术文档编写人员。在这种情况下,工程师的工作是通过制定内容计划和时间表来协调和组织下属的工作。作为团队领导者还意味着要有良好的沟通技巧,以确保团队成员之间的理解。在这种情况下,最终目标是精简工作流程,提高工作的整体质量。 在公司中拥有文档工程师的好处 文档工程师可以减轻您作为公司所有者、总裁或首席执行官的部分管理负担。这只是知识工程师或文档工程师的众多好处之一。以下是在公司担任此职位的主要好处。 时间和成本效益。工作时间将不再浪费在搜索必要的内容上。这通常以交换电子邮件和书面请求的形式发生。如果这样做没有帮助,通常会出现停机。文档工程师将帮助优化工作流程并节省时间和金钱。 寻找新的和时髦的信息。知识工作者还必须寻找特定于行业的内容,并与相关员工共享有关创新和新术语的信息。这项工作通常是为了使业务与行业的最新趋势保持一致。 改善公司内部的沟通。如果员工没有他们需要的内容,他们会感到不知所措。这种对工作的冷漠往往伴随着一种感觉,即他们的经理没有得到必要的信息是他们的错。冷漠和责备经理往往会转化为对公司目标的漠不关心。知识工程师将对员工进行调查,找出他们需要的信息。 更好的入职实践。管理得当的知识/学习库可用于培训新员工。信息架构应该使入职变得更容易。这不仅指新员工,也指他们的同事。文档工程师应确保新员工和培训师获得所需的信息。同样,这意味着减少停机时间、节省总体工作时间,并最终节省资金。 更快的决策。文档工程师对管理人员也很有帮助。准确的信息对决策过程至关重要。如果交付迅速,则可以节省时间,并节省浪费在信息搜索、验证和讨论上的精力。 减少冲突和重复。如果没有人来管理公司的知识库,那么经常会出现文档重复的情况。此外,存储在库中得文档在工作过程中会传递不同得小版本,并被分配不同得版本或修订号.经过调整和更新的文档经常与以前的版本冲突,知识工程师的工作是确保相关人员可以获得和访问正确的文档。他们的职责还包括发布发行说明。这些文档(通常称为更改日志)传达了每个新版本的功能、更改、改进和调整。 这些好处(以及许多其他好处)将增加您的文档管理系统的功能和您的团队的可工作性,改善同事之间的沟通,提高工作流程效率,并最终导致实现"更高的利润在更少的时间“公式的业务。 文档工程师技能和职责 文档工程师有一组特定的职责需要履行。下面列出了最突出的几个: 管理(创建)知识管理系统。知识工程师必须创建、配置、管理和维护一个知识系统。这包括制定用于存储,删除,访问内容以及监视与控制访问得策略与管理法规文档. 为系统提供搜索工具。员工必须拥有与知识库集成的搜索工具。这样,他们就不会浪费时间,一接到任务就马上开始工作。 确保合作。文档工程师应确保公司内部的双向“纵向”和“横向”沟通。这意味着,高层管理人员和一线员工之间应相互交流计划(纵向沟通)。这将有助于决策过程。同时,员工应能够与同事共享文档(横向交流)。 教育员工。与培训师和教练一起,文档工程师参与教育、培训和指导人员。他们的作用在于使教育过程与内部和行业法规保持一致。 搜索和分享新知识。今天的世界每天都在变化。这就是为什么公司必须了解行业的最新趋势。新知识意味着有关新技术、产品和发展的信息。知识工程师的工作是发现新知识并与公司中的所有利益相关者共享。 文档工程师职位描述和工资 对文档工程师职位的要求可能因公司而异。然而,几乎每个空缺职位都有核心要求: 有实际的科技写作经验(3 - 5年)是必不可少的,因为要领导一个科技写作团队,申请人必须比他们更有经验,并了解所有的"行业秘密“; 管理经验(团队管理); 具有源代码(Java、C++、Python和/或JavaScript)经验; 多任务处理能力; 沟通技巧。 根据zippia.com(一个定位为职业专家或提供职业生涯指导的网站),美国文档工程师的年薪从入门级的57,000美元到大约120,000美元不等,中位数为83,151美元。这使得文档工程师的工资比该国经理年薪的中位数(72,441美元)高出11,000美元。 结语 信息(不仅仅是材料、财务或人力资源)应被视为公司的资产之一。正因为如此,与所有其他资产一样,信息也应该得到适当得管理(更新,存档,访问,使用,重新使用,分发,共享等).虽然在公司中引入一个新的职位看起来像是一个挑战,但这是值得的,因为文档工程师将是执行所有这些功能和更多功能的人。一个管理得当的公司学习基地将优化工作流程,有助于提高决策过程,并最终带来更大的利润。 祝你的技术写作好运! 单击帮助团队 跨平台和设备创作、托管和交付文档