Estimating content development projects requires math skills and project management experience. In this break-out session, we’ll explore how to create effective estimates and proposals. We’ll examine several samples, and discuss how to reduce uncertainty and increase confidence. Feel free to bring your own samples for discussion and feedback.

1. Content Development
Estimates and Proposals:
The Groundwork for Success
With Barry Saiff Monday, Nov. 6, 2:45 PM

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About The Speaker: Barry Saiff
Technical communications leader
33 years of experience in technical documentation
Led content development teams at Symantec,
Oracle, IBM, and GE
Founded Saiff Solutions, Inc. in 2011
Provides technical writing services to large
enterprises in Australia, Japan, Canada, and US
Twitter: @SaiffSolutions

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Why Do You Need an Estimate:
• To secure buy-in (make a sale, get approval)
• To support budgeting and planning
• To determine staffing levels
• To manage uncertainty
• To establish benchmarks/increase efficiency
Estimating Documentation Projects

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Why Do You Need an Estimate - Examples:
You are using an Agile process, with two-week
sprints. However, management needs an
annual budget.
You are clear that your team size is inadequate
for your project load. To demonstrate this, you
need to clearly define the size of each project.
Other examples?
Estimating Documentation Projects

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Accurate estimation requires good
data. Ideally, you can test out how long
it takes this team to create this content
using these resources. Often, that is
not practical.
What is Challenging about Estimates?

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You are speaking truth to power. The
customer/management may not be
enthusiastic about reality. (Accurate
Estimate vs. Acceptable Estimate)
What is Challenging about Estimates?

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Stuff happens. The project may not go
the way you expected when you created
the estimate.
What is Challenging about Estimates?

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• LEARN, TEST, ITERATE
• Collect and maintain data, refer to
historical data.
• Large projects: Include planning
phase, with initial/test work, revise
estimate at the end of planning.
• Use ranges.
• Include process details in the plan -
reviews, etc.
How Can You Meet the Challenges?

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• Add caveats: How will changes be
accounted for? Delayed reviews?
• Identify ALL assumptions
• Gather diverse input
• Consider: How to get off the
proposal treadmill?
• Pad, pad, pad! Plan for the
unexpected.
How Can You Meet the Challenges?

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• Focus on estimating goal-oriented
tasks (writing a topic) vs. minutiae
(interviewing 3 SMEs)
• Count what can be counted (UI
elements)
• Develop and use historical data
How do you create project estimates?

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• Use industry-standard numbers: 4
hours/page for user
documentation (JoAnn Hackos)
• Consider process maturity
• Adjust your estimates, using
humility
How do you create project estimates?

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Can We Help You?
What are your greatest challenges?
 Staff changes
 Resources/capacity/constraints
 Team/personnel
 Bureaucracy/management support
 Cross-cultural/geographic issues
 Other?
If Saiff Solutions could assist you in
overcoming your challenges, would you
be interested in a free consultation?
 Yes, please contact me directly.
 Not right now, possibly later.
 No, thank you.

13. Content Development
Estimates and Proposals:
The Groundwork for Success
With Barry Saiff Monday, Nov. 6, 2:45 PM