Overview

In my first semester as a graduate student in TECM 5191, I worked on a collaborative assignment known as the Single Source Project. This project was focused on developing topic-based documentation for a fictional client, Tech Company, which needed user-facing documentation for their Zen4 enterprise server. This task helped me apply key technical communication principles, especially those related to digital literacies, single sourcing, and structured content design.

Context

• Project Type: Group-based
• Time Frame: Fall 2023
• Tools Used: Microsoft Excel (for file breakdown), DITA XML (conceptually), Flare Zen4 file list, Microsoft Word (for editorial cover letter)
• Industry Context: Enterprise server documentation
• Group Role: Leadership, organization, and information design

Task

My group and I were assigned by our professor to act as technical communicators for Tech Company and produce a single source documentation system for their Zen4 enterprise-class server. We were provided with raw content in the form of a hardware and software guide and asked to break it down using DITA XML principles into:

• Concept topics (descriptions and extended definitions),
• Task topics (step-by-step instructions), and
• Reference topics (technical specifications and data).

We were also expected to organize the topics for reuse and modularity, applying minimalist and topic-based writing techniques to ensure clarity, precision, and scalability.

Approach

To manage the large amount of unfamiliar technical information, I applied topic-based writing, guided by the principle that each topic should serve a single purpose. This greatly helped us make sense of the documentation, reducing cognitive overload and simplifying the content categorization process.

Specifically, I:

• Used the DITA XML framework conceptually to organize content into Concept, Task, and Reference types.
• Helped my group sort and restructure content using Excel for tracking and managing the Zen4 file list.
• Focused on group logistics and project oversight while also contributing directly to content organization and writing.
• Applied self-regulated learning strategies, such as setting daily goals, to maintain personal accountability and group momentum.

My leadership role involved facilitating group understanding of technical concepts, ensuring alignment in writing style, and keeping the group grounded in DITA methodology even though we were not using an XML editor.

Results

This project resulted in several personal and group-level achievements:

• We successfully categorized and mapped all Zen4 documentation content into a modular, reusable structure.
• I applied and deepened my understanding of topic-based writing and minimalist communication, which are now core skills in my technical writing toolkit.
• My ability to break down overwhelming tasks into manageable goals improved, especially through daily planning and focus sessions.
• I grew more confident in leading group discussions, resolving content ambiguity, and managing collaborative documentation projects.

Overall, this project gave me a solid foundation in structured authoring and demonstrated how digital literacy like DITA XML can transform dense, complex content into user-friendly documentation.

Editorial Cover Letter