Document analysis

A document analysis describes the status quo and uncovers weaknesses and liability risks in information.

With finished documents, the question arises whether all standards and laws have been complied with and if the information corresponds to the required quality from every perspective. The document analysis determines legal conformity. It evaluates the information quality of your documents overall or in terms of individual aspects, such as potential for shortening, economic creation, e.g.

Based on this, we provide you suitable measures for optimization. Together, we establish the focus for the analysis. And based on this, we select the means of analysis:

  • Check against requirements catalog
  • Expert analysis
  • Computational-linguistics supported analysis
  • Target group analysis
  • Usability testing

If required, we combine the means of analysis. We summarize the results of the checks in a technical report. For a significant selection of problems, we recommend examples of optimizations, such as for better formulation and design of the information.

In this way, you gain a clear view of the quality of your information. Based on this, you can take targeted actions to optimize the quality of your documents..

Testing according to a catalog of requirements

A catalog of requirements takes into account the relevant standards and laws. It is compared with the information and lists deficiencies.

We assess your documents using catalogs of requirements that summarize the relevant normative and legal requirements for your company. We record the determined deficiencies in a list of deficiencies. For each entry, this contains the name of the tester and – to the extent possible and necessary – information on the text passage, relation to the testing specification (law, standard) and a note on improvement. We classify the deficiencies and summarize the most important statements in the technical report.

The assessment using a catalog of requirements provides you above all with notes on the completeness of your information from a normative or legal point of view.

Expert analysis

An expert analysis determines the optimization potentials of your documents.

We determine and describe the potentials for increasing the quality of your documents. For each potential, we qualitatively present the following: benefits, costs, risks and especially the possible legal consequences.

Our expert analysis offers you an extensive overview of the weaknesses of your information. Legal compliance aspects are taken into consideration just as much as the question of whether the information has been economically produced as well as consistently formulated and designed.

Computer linguistic analysis

Large amounts of text are checked for compliance with language rules using a special software.

Using computer linguistics, texts are checked for errors in respect to spelling, grammar, terminology and the observance of language rules. For computer linguistics analysis, we use software such as e.g. Acrolinx IQ that checks particular preconfigured language rules. The checking includes rules that were published with our cooperation in the current tekom guideline for rule-based writing in 2012.

The computer linguistics analysis quickly gives you a good overview of the linguistic quality of large numbers of documents.

Target group analysis

A target group analysis – focused on technical documentation – provides well-founded knowledge of the information needs of user groups and the work environment when the product is used. Target group analysis is also a central requirement of IEC 82079-1 "Preparation of instructions".

Can existing technical documentation be abridged? Does the complete product information have to be printed? Can or should parts of it be published in other ways? Are pictorial instructions or a film sufficient? Answering these mostly economically driven questions requires knowledge of the user groups of a product. Well-founded knowledge of the user groups is often present at a company, but seldomly explicit and systematic. The sales department naturally maintains close contact to the customers, the trainers are regularly in dialog with service employees – all parties develop their own strategy to meet the needs of their target group.

We first research existing records on target groups and collect the existing knowledge of user groups in the company through interviews or field group interviews. Parallel to this we use discussions with internal knowledge carriers for an activity analysis (what user group carries out what activity?). Existing knowledge is used in this way and frequently made transparent for the first time – true to the motto: If the company only knew what the company knows.

Usability testing

Usability ensures that products and documents are easy to use. Tests uncover weaknesses in user friendliness and comprehensibility.

You plan changes to your documents and require reliable information in order to make a decision for more usability. A usability test provides information on the expectations and behavior of the users. Measures for the design can be derived from these findings.

We analyze your documents for user friendliness and find possible weaknesses. We form hypotheses about the behavior of users and define problems for the test. We select the test subjects and carry out the usability test together with you. We work closely with Furtwangen University and use an excellently equipped usability laboratory, mobile test equipment and eye tracking devices to record the eye movements of the user. During the debriefing session on the usability test, we present the test results with detailed recommendations for action.

Your advantage

  • Reliable statements on the usability of the documents
  • Test results that allow you to make well-founded decisions on the further development of documents
  • Less effort compared to other methods