The importance of documentation

When putting together my last special and unrequested/unscheduled project for the data center that I worked for, I realized that I had to come up with documentation for the system that I created. I wrote a batch file that created other batch files for a special application that is used on a monthly basis. As I was finishing up, I started creating documentation so that after I left the company, others would be able to use the batch file with little or no problems/questions. If all you do is create something with little or no documentation, you leave others at the mercy of your work. I chose to take the upper high road on this and make documentation on the system I created. I call it a system (batch file) because of what it’s purpose was. The end purpose of the system or batch file was to elevate the need to manually create the necessary needed batch files in the event new one’s would have be created (This system is only used in this situation.).

I tried to cover as much information as I could so as to prevent any unforeseen questions or issues from coming up later. This is a hard thing to do. I created two different forms of documentation. A doc file that can be viewed by anyone who needs to know anything about the system and a special hard copy version with extra information. The system or batch file also has notes / comments within the bat file for easy reference. The more documentation available the more others are able to work with newly created applications.

See also: Instructions and Documentation Woes

Additional information on backups

Trying to be blog appropriate, I did not go any further with what how you can backup files from your PC on the post in the New PC User’s blog. Another thing not mentioned in the post on New PC Users blog – Backing up your files is that you can ftp your files from your PC to a backup site on the Internet if you have a site created. Some hosts do not permit some forms of this type of usage. A good utility to use for backing up your files by using ftp is called FileZilla. I have it and use it to publish my personal home page. Before attempting to try this option is to see what limitations exist on a site of your choosing.

One plan I have pending is that when I get a new PC, I am going to make the one I am using now into a backup server. All backups will be stored on it. Also, it will be a backup PC should any of the other two go down. This is something that I’ve been planning on for a while. Hope this information is useful.

You can find backup software on Download.com.

Backing up your files

Reasons and information to backup your files, check out post in my New PC User’s blog

Click here: New PC Users blog

Instructions and Documentation woes

I have decided to write a post on this subject, because of what just happened last night. I was given a procedure to run after a nightly update. (Update is a procedure that is ran to process information).

First the account of what happened:

I read over the instructions right away early in my shift as to get ahead of the game and to understand what was to come. The instructions seemed very simple. There were 16 steps to follow. I was told that I did this before, though I did not remember right away. I came up with two questions that I had to clear up. I called my supervisor and she later returned my call and answered my questions. I then had to call technical support of a company that deals with our software and ask them some questions.

Well, even after covering my bases and preparing myself, I still ran into issues. Granted some were my fault and I admit that. But, had the information I was given been more clear and precise, the hour that I lost could have been shrunk down to 10 minutes top.

I think the problem is that we are all too busy and in a hurry that we tend to get things done haste fully thus not taking the time to make sure the accuracy of the work we are doing.

In the past two to three years, I have had to do a lot of documentation on procedures and I do understand how it can be when creating procedures for tasks to be done especially when one is in a hurry. So, I’ve been there and can sympathize. We just need to be considerate to the person or persons on the receiving end of the instructions/documentation that we are producing. A poorly written document can lead to major frustrations.

In a perfect world, and what I normally try to do is to read over anything that I put together a few days before I give anything out so as to make sure there is nothing left out or unclear.

Other outcomes:

For those of you who’ve been there, I can tell you that here is a list of what is said about people in this situation:

1. That person doesn’t know what he/she is doing?
2. It should have been done this way
3. These are bad instructions
4 This was left out

This list can go on and on, but, you should get the picture. I’ve actually sat by someone who said stuff mentioned in the above list and I just sit there nodding my head in acknowledgment’s to what was being said. Documentation is like a work of art, it can create impressions about you from others good and bad.

So think about what you are doing before your next draft.

Different shapes, sizes and uses

Computers are being used in many ways these days. I just met my wife at an appointment she had and I was fascinated with some of the systems I saw while at the doctor’s office. I am not going to go into the detail of the type of system except to say that regardless of the uses, they still have monitors, keyboards, mouses and disk drives. Many uses, but, but in a way they are all still the same, just different shapes, sizes and uses. Whenever I am somewhere and I see new systems, I always get lured to them.

Windows Vista – The Latest

I’ve been hearing and reading about issues with Windows Vista. I haven’t really experienced Windows Vista myself yet, but, here is what has come across my desk:

Some who are used to previous versions of Windows, are finding it a challenge at times trying to do things in ways that they were used to on the previous systems. Some programs are not working with Windows Vista, one that I heard about was Adobe Acrobat Professional 7.0. Most likely in my opinion is that companies haven’t had time to create compatible versions of software for Windows Vista. I’ve also heard of other issues regarding some drivers not having upgraded versions for Vista.

This just in…..I just read about a firm halting any upgrades to Windows Vista with their clients. They are having trouble finding PCs or laptops with Windows XP Pro on them.

My wife as suggested that I get Windows Vista for the purpose of learning it, and my response was that I’d rather get a new system with it on rather than installing it on my Dell. What if I don’t like it after the install. Removing operating systems can be a pain. With all I am hearing, I am afraid to get it. Based on what I am hearing, and if it is possible, I think it is a good idea to get a hard drive that is partitioned and have Windows Vista on one and a favorite version on the other. Don’t know if you can do that just by getting it from a store. I am interested in getting Windows Vista, but on my terms.

As I hear or read more, I will share it with you.

I have added a tab at the top for Windows Vista. If anyone has had any experiences with Windows Vista, please share them by clicking on the tab and leaving your comments for others to view. — Thanks