I. Quality Assurance Review (Documentation Specialist)

This process is initiated when a system has been drafted and endorsed by the documentation specialist for quality assurance review. The following steps outline the tasks that another documentation specialist should carry out.

Step 1: Locate the system link for quality assurance

Open the Asana task associated with it.

Step 2: Review the extraction video

Suggestion: Adjust the playback speed (e.g. 1.25 or 1.5) based on your preference and comfortability.

Step 2.1: Check the content sequencing

• Are all main steps in order? 
• Are all sub-points under each main step in order?
   

Step 2.2: Check content completeness

• Ensure there is not any missing steps/context.
   

Step 2.3: Check the content usability by the reader

• Is the system clear?
• Is the system easy to follow?

Step 3: Proofread the system

Run a spell-check. 

Ensure that the document's language preference is set to the audience's target language. 

Example: neighbor vs neighbour (Both are correct but must be aligned according to the preference of the target audience.)

Suggestion! Use a spellchecker tool (e.g. Grammarly) to quickly identify and correct spelling mistakes. 
 

Proofread.

Proofread the title, overview, and steps/context. If improvement is needed, run the prompts in ChatGPT.

Title Prompt: Read and improve the title below. 

<Copy and paste the title of the system>
 

Overview Prompt: Read and improve the overview below. 

<Copy and paste the title of the system.>
 

Steps/Context Prompt: Read and improve the context below. 

<Copy and paste each step.>

Suggestion! Perform this action in steps. By focusing on one step at a time, you can ensure that each step is completed to a high standard, leading to an overall higher quality of work.

Important! Before making any adjustments, ensure to analyze the responses first and see if they make sense. Make improvements when necessary.
 

Run a consistency check.

Compare every word of your document against all the other words. Spot inconsistencies and ensure to make they are consistent.

Example 1: In paragraph 1 clients are referred to as customers but in paragraph 2 clients are referred to as consumers. 

Example 2: Words that are present in both hyphenated forms and closed forms like twenty four and twenty-four.

Example 3: In paragraph 1, $24 is written as-is while it is written as twenty-four dollars in another paragraph.

<Not sure if this will still apply since this can be included in ChatGPT's response>

Step 4: Check the system format

Confirm that the system adheres to our established format by referring to our System Formatting training. 

Use a yellow highlight to indicate any necessary changes.

Step 5: Determine the overall quality of the system and provide feedback

If approved with no feedback, add an approval note via the Asana comment section.

If the system needs improvement, add a note or record a summary of your feedback, observations, and/or suggestions. Send the recorded feedback via the Asana comment section.

Step 6: Recheck the system to see if it was modified according to the feedback provided (if applicable)

Once the documentation specialist edited the system based on the feedback, ensure to check it to see if it has been modified accordingly.

Tick off the Asana sub-task to complete the QA review.

Note: Repeat this step until sign-off is given.

II. Final Review (Knowledgeable Worker)

This task is triggered when the Q/A review for a newly drafted system is done. The Documentation Specialist will request the knowledgeable worker to review the newly drafted system. Each step below contains a checklist that must be looked into to ensure that the system is ready for use. 

Step 1: Open the Asana task assigned for review

Open the system link found in the description box.

Step 2: Review the system for content accuracy

Does the system overview summarize what the system is about? 

Is the content consistent with the information provided in the documentation job request?

Are all sub-points under each main step in order, ensuring there is not any missing context?

Are the terms used consistent and correct?

Step 3: Provide feedback in Asana

If approved with no feedback, add an approval note via the Asana comment section.

If the system needs improvement, add a note or record a summary of your feedback, observations, and/or suggestions. Send the recorded feedback via the Asana comment section.

Step 4: If applicable, recheck the system to see if it was modified according to the feedback provided

Once the documentation specialist edited the system based on the feedback, ensure to check it one last time to see if it has been modified accordingly. 

Note: Repeat this step until sign-off is given.

Tick off the Asana sub-task to complete the knowledgeable worker review.