Raise your hand if you have ever been victimized by a rule in the style guide you forgot existing β
The elusive style guide.
It takes ages to make and seconds to forget.
Usually, when one needs to be created, it takes time auditing what you already have, evaluating your current reader base, checking out your current tone, and even checking out public style guides for the help centers you respect.
But once it is done, then what?
How can you make it easy for you (or your team) to attempt a living and breathing style guide?
β‘οΈ Enter the writing checklist
Seems like a simple fix (because it is), but it makes the most difference.
Take a look at your style guide and choose 5 - 10 rules that are VITAL for your content.
Now before you say it ...Yes, there are a lot more rules than 5 - 10 that are vital to your style guide.
BUT, it is possible to choose a few that you and your team have a hard time remembering, but are always needed.
Let's crack into some examples.
#1 The team with internal docs π
You and your team use an internal knowledge team (like Guru or Confluence) that allows you to have easy access to internal documentation.
You create the following writing checklist within your internal documentation for writers to use before they submit their writing:
- Check title is in Title Case and subtitle is in sentence case.
- Remember to check for red flag words (i.e. please, simply, easily, just). You can find more red flag words in the full-style guide.
- All images should be center-aligned and 400 x 600.
- Check that all links to external documentation have the query string "?helpcenter".
- Each section should have a "Back to top" anchor link.
You all are successful and bring great honor to your families.
Why this works?
Specific rules, like only use American English or never use more than one indent in a bullet point list, naturally become second nature to your writers.
Sizes of images and remembering to add query strings/UTMs are a little slower to stick in the ole' noggin.
#2 The team with localized or translated content π£οΈ
You and your company have just taken on the world of translation that will ultimately lead to localization.
Because your help center platform requires you to add additional help centers per language, you need to make sure your style guide is as consistent as ever.
You create the following writing checklist:
- Check for clear language and remove all metaphors and jargon.
- Give content a read-through. Remove any words that would be difficult for someone with English as a second language to understand.
- Tag words that will not need to be translated, like tool names or brand names.
- Make note of any images that will need to be retaken in the localized UI.
- Add any Wisita links within content to content library.
You successfully translate to 3 languages and don't want to rage quit your job.
π‘TIP: Always have the checklist open while editing to make your life easier. If you haven't already, use split screen to edit and look at the rules at the same time.
Why this works?
Translation/localization is an undertaking. Remember what needs to be done while project managing, updating content, working with translators, and hitting deadlines is too much.
Focus on the style guide highlights that are essential to ensure the translators can do their job without much back and forth.
Writing checklists can seem silly at times, but takes an IMMENSE amount of pressure off your writers (and even you) to edit documentation at scale.
Best part?
You can update the checklist any time you see one rule becoming second nature and another one slipping.
So, what do you think? Sound like something you would use for your team?
Better yet ...
Do you already do this or have a better practice? Let me know!
Until next time βοΈ
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Karissa
P.S. If you thought this was useful, pass it on. This took about 2 hours to create so the more people it helps, the happier I am β€οΈ
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Want to connect π€ and talk metrics?
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