If you work in software, I bet you’ve heard: “estimates are always wrong” or “we’re agile, we only estimate what we’re about to work on.” So why bother spending time and effort on estimations?
Here are five benefits of estimating your documentation projects, even when no one asked you.
1. It forces you to draft an initial list of documents and topics
The first step to delivering an estimate is to break down your project deliverables into documents and topics. This list of documents and topics is a great communication tool that you can use throughout your project to:
- confirm the scope with your stakeholders,
- track your progress,
- manage change.
Expect this list to change during the project execution. As you research your audience and their needs, it’s normal to find that a document you initially planned isn’t necessary. Conversely, you may uncover information needs that result in additional scope.
2. It gives you control of your workload
Don’t let your managers overload you with more work than you can deliver, because this will result in you having to compromise on the quantity or quality of your deliverables. Make sure that your project manager understands the effort required to deliver quality documentation.
The only way I know how to do that is to show them a breakdown of the work that they requested, attach estimates to tasks, and show them what it amounts to. I guarantee you, the final number will be at least twice as high as what they had in mind.
3. It helps you manage your stakeholders’ expectations
If dependencies slide, or if the project manager does not give enough time to complete your documentation project, it’s going to affect what you can deliver. You’ll either deliver late, less or lesser quality.
Use your list of deliverables and estimate to discuss options with your stakeholders: are all the documents “must have’s”? Can you deliver some of them after the deadline? Can you get help?
If you give ample notice to your stakeholders, they have more time to adapt their plans, and to set expectations with their stakeholders. Everyone is happier.
4. It gives you a baseline to track your progress
When you compare your progress against a baseline, you know how well you are doing. Early on, you can adjust how you are working to reach your target. Even avoid difficult conversations about cutting down deliverables. No one likes difficult conversations.
5. It helps the team make informed decisions
In a nutshell, delivering an estimate and tracking your progress against a baseline allows the entire team to find out early if they need to make difficult decisions, and informs these decisions.
When you don’t know the effort a project requires, you surrender control of your workload to your stakeholders. Reclaim power: estimate your documentation projects.
Laure Mouillet 