Shanghai Tech Writer

One of the topics/series I’ve been wanting to write about since I started working at NI is regarding my desktop/workspace configuration. I never got around to it, but last week, I read a post about another technical writer’s workspace configuration and was inspired to start writing about this topic.

Below is the list of Top 10 Workspace Configurations for Technical Writers from I’d Rather Be Writing:

1. Dual Monitors
2. Laptop with docking station
3. VPN connection
4. Enterprise-integrated BlackBerry
5. Open tool office policy
6. Google Talk as the IM Client
7. SharePoint 2007 platform for publishing help files
8. Proximity to project managers and project team members
9. Open access to Pandora, Yahoo Music, or other online radio
10. Ubiquitous wireless connectivity

First of all, I want to comment on Tom’s setup and compare his setup with my own. In later posts, I will write about my own workspace configurations that help maximize productivity. I will also write about areas in which workspace configurations can be improved at my work place.

1. I heard that some of the technical writers in Austin have dual monitors, but none of the technical writers in Shanghai have this setup. I can see how beneficial it is to have dual monitors—one for looking at the application I’m documenting and one for all the documenting tools/folders. At current, I am fortunate to have a 19″ flat panel so I am able to fit/view quite a bit of window space on the screen. However, there are times when I am running multiple applications and it would be very helpful if I can spread these applications across two monitors.
2. Almost everyone at NI uses desktops. Not many people uses laptops because we don’t have to/aren’t expected to work overtime so there’s not much need for portability. Also, there are spare computers throughout the office, so if we have to access our desktop from a different room/building, we can use remote desktop to work using our own workspace configurations.
3. VPN is especially helpful if I want to check my mailbox or work from home. There have been a few times that I took sick leave but ended up putting in a few hours of work from home via VPN. Having VPN access gives me the flexibility to do work from home, whether overtime or flexible time. NI has flexible hours but most of us don’t take advantage of that because being in the office is always the preferred method of communicating/working with the developers.
4. Blackberry? What’s that? Never used one before and don’t think they are popular in China at all.
5. While NI has licenses for standard various software tools like HomeSite and XMLSpy, all the technical writers have administrative access to install whatever licensed or free tools we want to use. This works out well for me because there are several tools that I prefer using over company-licensed tools.
6. We use Lotus SameTime and MSN Messenger to communicate between developers and technical writers. This method doesn’t quite work for communication between Shanghai and Austin though. In any case, I’m constantly IMing someone on SameTime and it’s so much more efficient then walking over to that person’s cubicle, especially if it’s a simple question that calls for a quick response. IMing is definitely one of the top on my list for productivity!
7. I’m not familiar with SharePoint. We have several file servers and methods for sharing/exchanging files.
8. All the developers and the writers I work with are on the same floor, purposely arranged that way. The developers are on the other side and even though it’s only a few seconds away, some tech writers even sit in the developers section when working on new feature documentation (NFD) or learning about new products. This is definitely one of the most important setup in the technical writing field.
9. The only IT restrictions at NI are no pirated software and no P2p software/activity. We are free to listen to online radio, even install iTunes or other media players to listen to music. Sometimes I listen to classical music from my iPod or various radio stations to help me drown out the voices from all around. We have open cubicle so it can be distracting when and if someone talks for an extended period of time or makes certain ruckus.
10. I don’t even know if we have wireless setup at the office since we don’t use laptops very much. There are connected computers or network ports everywhere, so I don’t really see much of a need for wireless networking at my work place.

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