Technical Writing for the Terrified


Sometimes, it can be beyond corporations or individuals’ finances to hire a professional creator to cope with their technical documentation. Although all technical documentation needs to be produced in a great world by way of a noticeably educated expert, alas, we do now not live in a really perfect. In the identical manner that many human beings will attempt to restore their own domestic home equipment, many people will try to write the best technical files. Just as playing with a toaster can result in electrocution, trying to write technical files from scratch without previous advice will, in the end, fail. As a rough rule of thumb, you must usually search for renting a consultant, but if for whatever motive you can not, and you are the bad unlucky that has had documentation responsibilities foisted on them, do not despair. This brief guide outlines a number of the core capabilities you will need to convey for your writing, technical conventions to be privy to, software programs you may remember, and specific things to keep away from. Hopefully, even if you have never written a sentence on your lifestyles about something vaguely technical, you will have, at the very least, a broader photo of what technical writing includes.

What is Technical Writing?

Technical Writing

Technical writing unsurprisingly sufficient refers to writing this is technical. Although this will appear like a mistaken definition, it is a crucial one to take into account. Too many technical authors make the error of creating documentation that is both too technical or too ‘literary.’ A correct technical author should adjust the balance among the 2 to stop the documentation user. Technical writing is lots like clean air, pervasive, and yet pretty plenty invisible. In the weird stressed out global in which we find ourselves, technical writing is everywhere. Software manuals, user guides for home appliances, instructional leaflets, emails, letters, reports, technical news reviews, statistics, and biographies on television sports activities shows all are examples of technical writing to which humans are uncovered on an everyday foundation. If you’ve got ever tried to software the time settings on a home video recorder and flung the guide throughout the room in disgust, you threw a piece of technical writing (even though obviously not a superb one!).

Too normally, technical literature is produced via writers with not a large sufficient hold close of technology or technologists that lack writing down. As a potential technical author, you need to tread the susceptible line of being technically informed for your specialist subject(s) and being a ‘proper’ author (in preference to ‘awful’ writers who can usually be discovered mugging sweet vintage ladies or something). Technical documentation is usually produced for 2 wonderful user agencies, specifically expert-level users and naive users. As a technical author certainly, one of your first duties is to sort out what target audience you are writing for, which brings me deftly to:

Know thy foe

As the old cliché goes, anybody’s a critic. This is mainly proper of most sane human beings’ response when confronted with technical writing. As turned into highlighted in the example of the video recorder above, technical writing can be impenetrable to a quiet person. If this is the case, whoever wrote the documentation didn’t hassle to become aware of their target audience and write to their stage. It appears an obvious point to make, however one this is frequently not noted, that the user of the documents you are developing won’t clearly be a professional. Obviously, if you are creating a report on a selected specialist product for a specific advanced consumer organization (an awesome example may be auditing software for pc system directors), then you may need to compose that is a whole one-of-a-kind manner than in case you are growing as an instance, a technical manual for mass marketplace laptop software program aimed at the inexperienced domestic person. One of the primary obligations you should accomplish before you even put pen to paper, of the finger to keyboard, is to become aware of who your documents’ consumer can be and construct files aimed toward that particular goal institution(s). If you get this stage accurate, it should keep away from your documents being thrown across rooms in annoyance!

Planning for perfection


Once you have identified the target marketplace for the documents you may be creating, you will need to begin devising how the documents can be organized. This technique is essentially dependent on what documentation is being produced. However, you can observe some hard guidelines of thumb. Firstly, if the documents help an especially exact product (together with a computer application), get your grubby arms on it as quickly as you could. By inspecting the product in the element, you could formulate a plan of assault and compose an organizational structure. Whilst you’re exploring the product in detail, take copious notes, as doing this throughout the preliminary exploratory degrees can prevent time, which may be certainly important if you are operating to the closing date. Even at the planning stage, you should ensure consistency in format and organizational shape for the record. Select numbering conventions, paragraph patterns, and generate difficult ideas for layout purposes now, and shop critical time later.

Let a Draft in

Before diving headfirst into growing the documentation, draft out every phase first. This will permit reorder if the files being created do no longer have a logical ‘drift’ without critically affecting the assignment. Many technical documents (particularly for greater distinct products) are made of several (and in some instances practically countless) iterations. This is because the product shifts and adjustments over the years. One of the main duties of a technical author is to maintain abreast of these modifications and ensure that they may be all properly documented. Good technical authors will continually push their documents via as many drafts as humanly possible, refining on every draft, until they attain a function whereby they (and their corporation) are glad that the documentation is well-timed and accurate. A true reflection of the product or system it files.

The devil is inside the element.

As already diagnosed, technical writing is known as that because it’s far technical in nature. Part of being technical is to be specific, and part of precision is to be as unique as humanly viable. Even if the documents you are creating are for a sophisticated and technologically sophisticated consumer group, your documentation must focus on a system’s information or in using a product. However, this can be a hard feat to perform no longer if you write to your audience. Never assume that the reader is aware of something about the product or system be documented, but within the case of superior/expert users as a minimum, have the common sense to recognize the reality that they probably do no longer need to be instructed a way to use the gadget they function on day by day basis. When describing a way to carry out a particular activity or venture, pick out each degree concerned (wide variety them if this fits the conventions of the document kind you are creating) and to make certain the accuracy of what you have written, test it yourself, or maybe better, rope in a volunteer of the equal competencies level as the cease consumer.

Choose the proper tool for the activity.

Although it’s miles viable to create technical documents using parchment and blood, it is not beneficial. Many expert software program packages exist to help you create effective documentation. A part of your duties as a technical creator consists of choosing the proper tool for the activity. Largely this depends on the nature of the documents being produced and the character in their eventual distribution. If the files can be brought to the Internet, this is genuinely a street to don’t forget. To that quite make use of packages such as Flash MX and Dreamweaver to reap this goal. For integrated online help, you can wish to create raw HTML files or pick an expert package that includes RoboHelp or comparable. In the case of print-based, totally documents, you’ll need to choose a software program package deal powerful enough to deal with what you’ll throw at it.


Many green technical authors right away flip towards Microsoft Word (as it is ubiquitous in many additionally commercial and personal environments). Unless your documentation will be below 150 pages, and you know how to create templates and make macros, keep away from MS Word. As any technical creator will let you know, it has nasty habits all it’s own and might frequently be an unstable package deal to paintings with. If you’re creating photos heavy documentation, you may want to forget Quark Xpress or pick out potentially the enterprise chief inside the subject, Adobe Framemaker. Whatever software you pick out, you need to make sure you emerge as especially gifted with it, both by investing in schooling or by using it day after day!

Communicate – that’s what you’re paid to do!

Many people will inform you that growing technical documentation is tedious and repetitive. These human beings are wrong, and probably morons too. Although you could locate the method of making technical documentation ‘uninteresting’ (if you do, you’re in the incorrect task!), it is not. Creating fine technical files is a vital stage in permitting humans to correctly and efficiently use the era. Although no person will technique the documentation you create in an equal manner as the method a unique, you can, in the long run, help them achieve what they need to reap the usage of technology. No rely on how ‘dull’ the procedure may additionally look. Allowing customers to acquire their goals via reading your documents must come up with a hurry of satisfaction and, indeed, happiness. As long as you do not forget the fantastic outcomes that generation will have on human beings’ lives. At the same time, you create your files, you could speak more efficiently, as you will be happier within the communicative manner. Throughout the documentation lifestyles cycle, you ought to liaise with colleagues as often as possible (if relevant). Let them examine your files, listen to their criticisms, and adjust your documents (if you cannot argue your corner!). A technical creator is paid to talk, make certain which you do, and never forget why you are communicating, and to whom, in the files themselves.