Question: I need to prepare a Licensing Agreement for the software for our product. How do I get started?

Answer: Get some good software installer. When you start installation, it will show its license agreement. Copy it, study it, understand it, edit it, get it approved from the legal folks and use it. Select a software that is closest to what you are writing for. Hardly anyone reads such things, but if you read it carefully, you will be shocked to know that most companies take hardly any liability while selling the software.

I recommend you get a legal advisor involved in this activity. There are a lot of angles to an agreement than what you can appreceate as a Technical Writer.

Question: Is there a difference between Process and Procedure?

Answer:

As per Component Display Theory used in Instructional Design, process is (may be) never-ending. For example, learning or quality enhancement. Procedure has an end event. For example, printing.

Question: Can anyone furnish me answers for the following

1. The criteria for selecting fonts for documents/online help/webpage/publication?
2. Which font is easy on the eye?
3. Which font takes less space?

Answer: The serif helps character recognition. So you read text written using serif font faster. For example, if I give you 50 pages of text in 10 pt Arial and 10 pt TNR, you will read the TNR pages faster. That being the reason, serif fonts are used for lengthy portions of text (body text). There is nothing wrong is using sans-serif font for body text. Just that Serif is preferred because of the reason stated above. Also note that if the document is going to be read online (Help File, HTML pages, PDF etc), then do not use serif font. Most monitors use Cathode Ray Tubes (CRTs). There is a light beam that traces the screen at regular intervals of time. In such cases, the resolution of the screen does not display characters having Serif properly and hence lades to flicker. When this happens, your eyes develop fatigue (get tired of reading). So use Sans-serif font in such cases. Also try to avoid using Serif fonts within borders or limited spaces (for example Table cells, callouts and so on). For the given font size, the Serif font becomes smaller as it has to accommodate the serif within the same space. If you are creating a PDF, try using increased line spacing (1.2 or 1.5). This helps the reader to focus on the lines. The number of pages will increase somewhat, but the reading clarity is worth it.

Question: How should one quote for a freelancing project and what are the parameters to be adhered?

Possible Answer:

You could consider following points.
1. Time that needs to be spent. This will be directly proportional to number of drafts you give for correction. Calculate an hourly rate and workout the cost. You can reduce hourly rate for larger assignments.
2. Number of visits to be made.
3. Travel cost, Communication cost (posts, phone calls, email).
4. Investment required in terms of setup, hardware, software and so on.
5. How badly you want this project. Is it going to be an entry for you in new line of business? If yes, quote less.
6. Your existing or future relationship with the client.
7. Other overheads like Marketing, Printing, Promotion and so on
8. Negotiation buffer! All purchase managers are well trained to negotiate as much as possible. (I will not go into details as it is another specialized subject).

Also consider prevailing market rates. They keep on changing. Today the domestic rates have improved, but international rates have gone down. If you are quoting for international client, remember that your services/rates could be compared to that of software developers'. Indian software companies today are taking orders right from US$18 per hour to US$100 per hour (depending on nature of work and many other factors). I think, this leads to another possible discussion, what can be the rates for Technical Writing services? I had invited some criticism on TWIN 2-3 years back, when I had talked about freelancers and agencies (we can call these as TWSP - Technical Writing Service Providers) coming together and standardizing the rates. I agree, there are a number of reasons because of which standardizing rates is difficult. But, if we have to make "Technical Writing" an "Industry", this is mandatory! The rewards will be worth the hurdles. If we do this, the volumes of Technical Writing work will increase.
If WE do not do this, the MARKET FORCES (clients, suppliers, placement companies, salaried writers, writing agents and so on) will DECIDE the rates for US. But they will not be beneficial to the US. If you study the trend, today, the rates in USA vary from US$30 to US$ 150 per hour (Disclaimer:- This is my personal perception! It may need correction!). Even the software industry offers a whole range of services (including system design, coding, consultancy and many more). But rates are standardized. I do not know of a company who suffered because of rates being standardized. Remember, even if the rates are worked out, they will still move up and down with the market demands. But then, it can become a guiding index to all TWSPs. Just like BSE Index is to brokers and industry.

Question Answers about becoming a trainer
> > I am presently working as a Technical Writer in a telecom MNC. I wish to be > a trainer. Please guide me. > I have the following questions related to this:
> > > What are the areas wherein I can focus to pursue training as my carrer?
[Mak] I think it is for you to decide, based on your existing areas of expertise. If you set out today to learn something new so that you become a trainer in that domain, it will take you at least 3 to 5 years to reach a level where you can confidently (and single-handedly) train others (for a professional fee).
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> Can I be a technical writer and a trainer at the same time?
[Mak]Yes. I am doing this for last seven years. I know others more like me. So I can say this with confidence.
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> What skills does it require to be a good trainer?
[Mak]Lots of them! Here is a list (not sorted in the order of importance). Though I can not categorize all of them as skills. Let's say they are the "essentials."
* Subject knowledge (backed by ability to keep learning...else you will be out of business in 1-2 years) * First hand working experience (so that you can satisfactorily answer questions raised by participant)

* Excellent communication skills
* Ability to control a crowd of 15 t o 30 participants (much more if you want to train in colleges or educational institutes)
* Non-verbal communication skills (good sense of using body language)
* Familiarity with tools of the trade (computer hardware and software, projector, flip-chart, whiteboard, markers, dusters, audio-visual aids...)
* Some knowledge of audience psychology
* Self-confidence
* Flexibility & openness (ability to adjust work time, work late in the evening, work on weekends, travel outstation)
* Willingness to take risk and experiment new concepts
* Ability to network with others on the circles of trainers and training companies (institutes)
* ability to learn from others and train yourself more and more at regular time intervals
* Patience
* Positive attitude (should not become nervous in front of the audience)
* Practice
* Practice
* Practice
* Practice
* More Practice...
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> What will be carrer growth? Will I be in a better postion that being a technical writer?
[Mak]One can not compare like that. They are parallel tracks. You can specialize in both, even at the same time (if you can work extra hours). If you are good you will soon receive invitations from places that you may not have imagined. BTW, training can pay really well (higher than Technical Writing, per day) and is one of the most respected profession in the industry. Do not forget the overheads! For every one day of training that you conduct, there will be at least 10 to 15 days of homework initially (it can reduce subsequently). For every one day of training that you conduct there will be at least 5 to 6 hours of administrative work required. I know of a management trainer who charges Rs. 1,00,000/- (Rupees one lakh per day) for corporate training. He has more than 20 years of (global) professional experience. He is one of the best in business. He also teaches at leading institutes like IIMs. He runs one of the leading management training institutes in India.

Question: Can you please let me know the differences between a project and a product. I mean what is the difference in writing for a product and a project from a TWs perspective?

Possible Answer:  

Broad Definitions: Project: A project is a unique endeavor of finite duration whose final outcome is known (or is at least identified to some extent). In that sense, no project can be exactly same as another, because the time, resources and objectives will differ.

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Product: It is an object which fulfills certain requirements of the user. (The requirements could be physical, emotional and so on..)

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At the conceptual level products and projects can not be compared. Now let's take a look at how we encounter these concepts in our careers as Technical Writers. Though product is not a project in itself, following can be considered as projects. * Developing the product * Marketing the product * Redesigning the product (and so on)

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Let's take an example: Company ABC can give "Developing software application for resource management" as a project to Company XYZ. Let's call this 'software application for resource management' as 'RMG'.

-- For Company ABC 'RMG' is a product. For Company XYZ 'Developing RMG' is a project.

-- - Since XYZ will be developing this product, ABC they will create a set of documents that will tell XYZ the concept of Resource Management and the required features of RMG product. Let's call these documents as "Document Category 1" or DC 1.

- While developing RMG, XYZ will develop a set of documents. Some of them will be related to RMG itself, like User Guide, Help File and so on. They are DC 2. Some of these documents will be related to managing development of RMG and not RMG itself. For example, project status report, resource allocation chart, and so on. These are internal to company XYZ. Let's call such documents as DC 3.

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DC 1 - System Requirements Specifications, Requests for Proposal, Development Agreement (Contract), Development Plan and so on. These are the Contract Related Documents. --

DC 2 - User Guide, Online Help, Training Material, Test Cases, Release Notes and so on. These are the Product Related Documents -

DC 3 - Project Status Report, Resource Allocation Document, PERT Chart and so on. These are the Project Related Documents.

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Notes: * In addition to those mentioned above, there could be many other documents created by ABC and XYZ, depending on the complexity of the product, duration of contract, terms of contract and many other factors. * Some documents could be a combination of the above categories. For example, Bug Report could be classified under DC 2 and well as DC 3.

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Some Advanced Concepts: * Managing a product over its complete life cycle is extremely difficult. 'Project-izing' various stages of the product can simply its management. However this process has some inherent drawbacks (their discussion is beyond the scope of this mail). * Now-a-days, services are also being 'product-ized' or 'project-ised'. For example, insurance is now sold in the form of "Personal Insurance Products" or credit is sold in the form of "Credit Card". This approach too has many drawbacks.

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P. S. Project Management is a highly specialized area and there is lot to read about it. (Check out the Project Management Institute web site. They could be having the previous version of their book available for download.

When to prefer the Time based quote?

1. When scope of work is not certain or is likely to change. In a 15 working month project, a mistake in estimation can wipe out your profits. Mistakes in bigger projects can wipe out your existence (though such projects are rare in India).

2. Scope of work is more than 6 working-months. The normal rates in this case may not give a realistic charges. When we charge for an assignment, the marketing and other overheads are added. Such overheads are reduced is we bag a bigger deal. We do not mind passing on the benefit to the client (that's how the market works).

3. When the client is making all the resources (hardware, software etc.) available and the vendor's scope of supply is limited to skillsets only. For example, when the client wants you to send 2 writers to their office for 6 months contract.

4. If your client is billing his/her client on hourly/daily basis. Your invoice and work report will be transferred to the final client with necessary amendments.

Problem: I capture a screen from the PDF that consist of a program, using the Snapshot Tool option of the Acrobat Reader. The background of the screen is white and the foreground is black (the program text). Now, I want to copy the captured screen on a PowerPoint slide with a blue background. The problem is that the captured screen background (white) surpasses the blue background.

Is there any way so that I retain my PowerPoint background with only the foreground of the captured screen (the program text)?

Task: I have a presentation of 50 slides and I want to convert it to a word document. Is there anyway to convert PPT to DOC... other than cut and paste.

Possibility: If you want to use text in the slides, Sujatha's suggestion will do the job. But if you want to export complete slide objects, try this File > Send To > Microsoft Word.

Problem: Am working on a document in MS Word. If one wants to print a document on both sides of the paper is it an MS word command or is it a printer setting?

You have a printer that can print on both sides at the same time. In this case, just go ahead and do it.

If you have a printer that can print only one side of page. You will have to print on one side and feed the papers again. This is how I do it

• Ensure that you are the only person using the printer.
• Ensure correct pagination.
• Print all even pages in reverse printing order.
• Feed the printed papers again to printer.
• Print all odd pages in forward printing order.

Try a few pages at a time. I do it in sets of 50. Even if you miss a single page, it will be a big mess. Once you get it right and if your printer does not accidentally pick more than one page at a time, it works great. The reduced size is worth the efforts.