Unlocking the Secrets of Technical Writing: Your Guide to Understanding Written Communications
- susans6190
- Jul 16, 2024
- 4 min read
Updated: Jul 25, 2024
A Glimpse into the World of Content Creation for Your Business
In my previous post, "Compliance: Where Training Meets Excellence" I mentioned at the end that I would explore Quality Management System (QMS) training requirements. In almost all of my previous posts I have added links to ISO and FDA requirements for implementing your QMS which details the need for a robust training system, so I will leave that conversation and pivot to discuss the importance of technical writing for various business teams. I say "business teams" because there are a range of teams that need the technical writing services to enhance content, draft accurate processes, and ensure compliance to those outside agencies (depending on your organization).
There is much effort that goes into the work of a technical writer. Whether it's writing software procedures, manufacturing work instructions, validation protocols, or marketing material, there is definitely the need for a technical writer. I'm going to shorten technical writer to "tech writer" for the purposes of space and time. Many tech writers have a niche they specialize in, e.g., end-user, scientific/medical, API, the list goes on. These tech writers are specialists in their fields. They know compliance, laws, requirements, and content in their niche. This takes much discipline and research to ensure what they are creating is as precise as possible. These are Pros! They keep in close proximity to subject matter experts (SME) for collaboration and verification of the documents they generate. Tech writers rely heavily on SMEs for information and details needed to produce such content. I would consider the tech writer and SME as crucial to any team because they have the expertise subject niche.
What kind of information does a tech writer need to create content? Well, depending on the field they specialize in, tech writers require specific knowledge and skills. Here are some essential aspects:
SME: Tech writers must understand the topic they are writing about. They must have a solid grasp of the subject matter.
Audience Analysis: Knowing the target audience helps tailor content appropriately. Is the content for developers, end-users, or executives? Understanding the needs, preferences, and level of expertise is essential.
Product Knowledge: Tech writers need to deep dive into the product or service they're documenting. This includes understanding features, functionalities, and use cases. They must know the product intimately in order to create content.
Research Skills: Sometimes tech writers need to research extensively. They might explore APIs, coding, or study scientific papers.
Style Guides and Standards: Following consistent writing guidelines is vital. Tech writers adhere to style guides (such as house style) and industry standards.
Collaboration: Tech writers often work closely with developers, designers, engineers, etc. Effective communication and collaboration are key.
Tools and Software: Familiarity with content management tools is essential. Many businesses use Confluence, MadCap Flare, Markdown, and many others to assist in managing various types of content.
User Experience (UX): Understanding how users interact with the product will help to create user-friendly content.
Version Control: Tech writers need to management different versions of documentation. Most companies use a PLM or Doc Control System to manage down revisions and release new ones.
Adaptability: Tech industry evolves rapidly. Being adaptable and open to learning new technologies is crucial for tech writers.
Just as I mentioned before, technical writing isn't just incorporating redlines from some random person who happened to markup an existing document, there is a lot involved. Take for a moment a white paper that someone in Marketing asked you to create. You have to know your product, or what you are going to write about, inside and out. You cannot just write a "surface" white paper that doesn't cover critical details. You have to know the ins and outs of the product and that takes research, testing, collaboration with SME(s), and verification to ensure the content you create is as accurate as possible. Remember, this is a white paper that may serve as a marketing tool to highlight the benefits of a product or service.
So, you kind of get the essence of what I'm trying to convey. Tech writers create content to explain complex information and processes to specific audiences, whether it be technical or nontechnical. This is no easy feat. Becoming a proficient technical writer requires years of dedicated practice and experience. Getting experience can be a trying time, as many businesses prefer folks to have at least 2-4 years of experience and/or a higher education. Now, that said, not everyone wants to go to a 4-year college to get a degree. There are some very good tech writing certification programs out there that are worth looking into. Here's a few that may equip you with the education and training needed for tech writing positions:
*Just a quick note: I am not being compensated to promote these certification programs. My recommendations are based solely on their merits and the value they can provide to aspiring technical writers.
In closing, I wanted to give a glimpse of what tech writing is about. It is such a rewarding job, in my opinion, because you are helping those who don't speak technical jargon, to understand technology in simple terms. My next post will delve a bit deeper in tech writing concepts and best practices. Any feedback, comments, or suggestions are welcome - susans6190@yahoo.com. Hope you'll follow along, see you soon!
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