technical writing methodology

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A Guide to Technical Writing (With Examples)

4-minute read

• 5th May 2023

You can find technical writing in lots of places, including in your home, at your job, in many industries, and in businesses of all sizes. If you need help with business writing specifically, check out how we can assist you .

In today’s post, we’ll break down what technical writing is and how to do it effectively. We’ll also provide some handy examples.

What Is Technical Writing?

Technical writing doesn’t always look very technical! It can be anything that describes how to do a task or how to operate a machine or system. Or it can cover a specialized topic. Technical writing includes recipes in your favorite cookbook, board game instructions, operator manuals, health and safety regulations, legal documents, and financial reports.

Instructions for Carrying Out a Task

This type of technical writing can be a recipe for a cake, the instructions for a board game, tips on how to walk your dog to heel, or the script for a social media video on how to cut your own hair.

Operating Manuals for Machinery, Appliances, or Systems

Technical writing can also be the user guide for a dishwasher, for a factory machine that makes cardboard boxes, a “how to” guide for spreadsheets, or instructions for changing the oil in your motorcycle.

Specialized Topics

The list here could be very, very long! Technical writing on specialized topics includes a company’s business reports, a medical consultant’s letter to a patient, health and safety regulations, employment policies, and legal documents.

So How Do I Produce a Great Piece of Technical Writing?

Let’s take it in three stages: Who? What? How?

Who Is It For?

In any type of writing, knowing your audience is important. This is particularly true of technical writing. Here are some examples of who might read technical writing:

·  A renter of an apartment that needs details on their lease

·  An electrical engineer who needs to know how the wiring is laid out in the apartment block

·  The janitor of that same building who needs to know the location of the emergency lights

·  The occupant of apartment 61, who needs to know how to use the oven in their kitchen

They all need information presented to them, but what information do they need?

What Do They Need?

The renter needs a legal document that leaves no room for doubt about their legal rights and obligations and those of their landlord. The document will be very detailed, containing terms that need careful explanation.

The electrical engineer needs accurate, clear information about the wiring, as they could get hurt or cause harm to someone else if the diagram is inaccurate.

The janitor needs clear directions and a map of where the emergency lights are.

The occupant of apartment 61 needs instructions that are written in plain English so they can use their oven safely.

How Should Technical Writing Be Composed?

Follow these steps when writing a technical document:

·  Research and know your subject thoroughly.

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·  Decide on the appropriate writing style. Just because it’s technical, doesn’t mean it has to contain lots of jargon . Be concise, be direct, and be straightforward.

·  Consider whether you need to include diagrams, maps, images, charts, and/or tables.

·  If writing instructions, take it one step at a time, write objectively , and make sure the instructions work!

Examples of Technical Writing

Let’s look at some examples:

The first version contains unnecessary words, but the warnings are not specific enough. The instructions should be concise and clear. In the second version, the danger is stated right away, and the critical warnings are concise and specific.

In these examples, the first version is unnecessarily wordy. It provides a lot of detail for minor tasks but gives vague instructions for bigger tasks. The second version is much clearer. The instructions are easier to follow, and they include each necessary step.

Good technical writing needs the following attributes:

1. Relevance

2. Accuracy

4. Accessibility

5. Simplicity

Really good technical writing will include these attributes every time.

Is technical writing difficult?

Technical writing does not have to be difficult if you follow our guide and do your research beforehand.

Are there professional bodies for technical writers?

There are several professional organizations for technical writing. This list from UTA Libraries is very useful.

What can I do if I’m not sure that my technical writing style is appropriate to my subject?

We have experts in many fields who can check your writing and advise on style .

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The technical writing process: How to do technical writing like a pro

Linda Ikechukwu

20 December, 2021

If I had a dollar for every time someone has asked me, "I am not a natural-born writer, how can I get better at technical writing?", I'd probably own a private jet.

My answer is to follow a technical writing process.

Technical writing — just like every other creative process — is difficult, especially when you're writing about something new and unfamiliar (which is probably what you'll be doing most of the time as a technical writer). Even 'natural born' writers will struggle without a writing process.

A writing process breaks the intimidating task of "TECHNICAL WRITING" into distinct steps that you can check off one by one to encourage the creation of content in a systematic way.

Good writing requires planning and preparation. Based on my experience creating technical content (technical articles and documentation) for some startups, I'll share the same process I follow to write high-quality technical content consistently. This will help you overcome the initial blank-page confusion, so you can also start writing better technical content (whether in a personal or professional setting) with speed and ease.

• Define your audience
• Define the goal of the content
• Write an outline
• Do your research
• Write the first draft
• Rewrite the first draft
• Fine-tune and polish
• Ask for feedback
• Publish and share

N.B: This technical writing process article does not cover how to generate topic ideas or decide what to write. It assumes that have what to write about. It also does not place much emphasis on grammar rules because they are secondary. Instead, it focuses on a series of high-level steps that you can follow to give direction and purpose to your writing and make the task less daunting.

Stage 1 of the technical writing process: Prewriting

Prewriting refers to everything you do before writing an actual draft. Prewriting is the stage in the technical writing process in which you define the direction and strategy for the content you're about to write.

Do these prewriting tasks well, and writing the draft will be a breeze.

1. Define your audience

To create effective content (i.e, content that will be useful to your audience), you need to understand who they are. When you understand your audience, you'd be able to write content that resonates with, impacts, and offers them a better reading experience.

To define your audience, ask yourself: Who am I writing this piece of content for? Are they beginner developers, mid-level developers, product managers, designers, etc?

Your intended audience determines the tone you should lean on while writing, the level of background information you need to provide, the frequency with which you define terminology, what you should cover and shouldn't, and the overall direction of the content.

For example, say you're writing an article on how to build a demo CRM with React , which will require connecting a database (SQL or otherwise). If your intended audience are frontend developers with no idea of databases or SQL, you'll need to have a section introducing them to the basics of SQL databases and how they work, and maybe a link to go read up on SQL commands.

However, if your audience are core back-end developers, you'll need to have a section introducing them to React and how it works.

2. Define the goal of your technical content

Every piece of content you write should have a goal; otherwise, you'll write something that doesn't deliver any value because your points will be all over the place. Just like defining your audience, defining the goal of every piece of content helps provide you with more direction and focus.

The goal of every piece of content can be thought of in two parts: the producer's goal and the readers' goal.

The producer's goal

A producer is someone or a group of persons who wants to write a piece of content. In this case, the producer is you (an individual technical writer writing for yourself, or the company paying for you).

Defining the producer's goal helps you understand why you or your company has decided to write a particular piece of content. Without specifying this goal, you're less likely to care about what you're writing. And, when you don't care about what you're writing, you're less likely to deliver value.

To define your producer goals, ask yourself these questions:

• "As a person, why do I want to write this piece of content?"
• "As a company, why should we produce this piece of content?"

An example of a producer's goal could be:

• " I am writing this article to showcase my understanding of a particular subject matter and encourage people to sign up to my newsletter or follow me on Twitter " (personal)
• " We're creating this piece of content to drive more awareness for our product and encourage people to use it or download it " (company)

The readers' goal

The readers' goal is why your audience should care about your content or even read it. When users search for content, their goal is usually to either get a solution to a pain point or find answers to a pressing question.

To understand your readers' goal, ask yourself:

• "What are the pain points of my target audience regarding this particular topic?",
• "Regarding this particular topic, what are the pressing questions that my audience are looking for answers to?"

As much as your goals are important, that of your audience is more important. It is only when you create value for your audience that they will convert (i.e help you achieve your own goal). So, you need to marry your goals to that of your audience, to achieve better results.

For example, the producer's goals arrived at in the preceding section can be reframed to these below, which puts the reader into consideration:

• "Frontend developers struggle with understanding the concept of React context. I will use the analogy of driving a car to break down the concept and make it more relatable. This will showcase my deep understanding of the concept, and then I will encourage readers to sign up for my newsletter for similar content."
• "Setting up public APIs is always a tedious task for developers because of the numerous steps involved. This piece of content will show developers how they can use our product to set up public APIs in just 3 steps. This should encourage them to start using it"

After you arrive at the combined goal, write it down. That way, you'll be able to cross-check your writing with it, in the end, to confirm that you were able to deliver on your goal.

3. Write an outline

An outline is like a map that guides you to a destination — without which you'll end up missing your way.

An outline can be described as the barebones structure of your content. It allows you to narrow down your ideas to the main points that you need to cover, ensuring that you deliver on the goal of that specific piece of content without deviating.

An outline typically contains:

• A thesis (the primary point of the article), and
• Headings and sub-headings representing the points you'll need to cover to deliver on your content goal.

How to come up with a title for your technical documents

Every piece of content should have a title that summarizes it's value proposition.

Most of the time, I use the template below to generate article or documentation titles:

[goal or end result] for [target audience].

For example, 'How to Set Up Public APIs in 3 Easy Steps for Developers Who Hate Stress'. Anyone who sees the title will immediately understand what they're getting and who it's written for. This makes it easier for your target audience to identify with your content, among others.

How to come up with a thesis for your technical documents

After defining the title, define the thesis or the main point of the content. The thesis is the main message that a piece of content attempts to convey, and it is usually closely related to the goal you defined in the previous section.

For example, following the public API article example, the thesis could be:

"No developer should be subjected to spending an ungodly amount of hours setting up public APIs. Our tool makes setting up public APIs as easy as three lines of code, so developers can channel that time to do more impactful work".

How to establish headings and points to guide the structure of your technical documents

After you've defined your thesis and content goal, the next thing is to construct the body's structure.

Consider all the significant points you'll need to cover to deliver on both your content goal and on your thesis. Then, write them down as headers.

If the goal is to explain a technical concept, list all of the components that comprise that concept. If it is a step-by-step guide for completing a specific task, list all necessary steps. Then, under each major heading, fill in the sub-points or sub-tasks that you'll need to address as well.

For example, my outline for this article could look like so:

4. Do your research

Research is a vital step in writing. So crucial that I'd like to say that a successful piece of writing depends on 60% research, 10% writing, 10% editing, and 20% distribution.

Research is a continuous process when writing. From the moment you decide what to write on, to defining your target audience, to drawing up an outline, you must conduct research to gain perspective. The level of research you do will reflect on how confident you'll feel about writing that particular piece of content.

So after you've drawn up an outline, do some research and read up on existing similar or related content to gain more understanding and authority over the topic. If you need to build out a demo app or write some code, this would also be a good time to do that.

Stage 2 of the technical writing process: Time to write

After defining the basic structure and direction and reading up on helpful information, it's time to start writing.

1. Write the first draft.

The goal of the first draft is to help you get all of the ideas in your head onto paper (within the constraints of your outline and target audience, of course). Write down all of the ideas that come to you in relation to your outline. It doesn't have to look good or even be moderately ready for publishing. Write, then fix later.

While writing out this draft, you may likely get stuck on some areas. That's perfectly normal. This might indicate that you need to stop and go do more research or consult someone knowledgeable about the topic. Alternatively, mark the section that needs to be worked on as Todo and continue writing the sections that you flow freely to you.

2. Rewrite the first draft

The goal of this rewrite is to organize all of the ideas that were jumbled together in your first draft into a coherent and presentable format.

In this phase, you should arrange paragraphs and sentences one after the other to achieve flow and remove any awkward phrases or duplicate information. It would help if you also wrote a proper intro and outro.

Your intro should answer the question: "Will this help me?, Should I be reading this?". It needs to contain the goal of the content (what the user will learn from the content), and any prerequisites knowledge they need to have.

In contrast, your outro should include the next steps for the reader (what should they do next after reading your article). This can include anything from relevant links to additional resources.

Asides that, here's a list of other things to do in the rewrite phase:

• Rewrite every paragraph and section with the key ideas positioned first, to promote readability .
• Remove anything that doesn't support your main point or will distract from key points.
• Verify that there are no gaps in your writing and that you've provided all the information the reader needs to arrive at the goal set out at the beginning.

Typically I'd say put some distance between your first draft and every rewrite. If you can afford the luxury of time, the next day is best. This allows you to have a fresh perspective and brain.

3. Fine-tune and polish

Now, this is the stage where you read through your more polished writing sentence by sentence and try to clean it up even more. Unlike the rewriting, which is more concerned with high-level coherence, this phase is about minute tweaks.

Here's a checklist of some things to do at this stage:

• Remove awkward phrases or ambiguous words that may make it hard for the reader to understand the content.
• Make sure all links work
• Create smooth transitions between paragraphs and sentences.
• Run content through a grammar checker like Grammarly
• Run a plagiarism check using a tool like Grammarly or Unicheck .
• Break down longer sentences of more than 25 words into two.
• Break paragraphs into a maximum span of 6 lines.
• Clean out your subheaders. Make them as brief and as clear as possible.

Stage 3 of the technical writing process: After writing…

Now that you're done with writing, it's time to ask for feedback and get it ready for publishing.

1. Ask for feedback

You can either stop at the fine-tuning stage and move on to the publishing phase, or ask for feedback from an extra pair of eyes (like a friend) if you're writing for yourself.

If you're working in a professional setting, you'd usually send this to your clients or superiors for feedback and then try to incorporate their suggestions.

2. Publish and share

After you've incorporated feedback, it's now time to publish. You'd typically transfer the content from your drafting location (google doc, dropbox, e.t.c) to the publishing medium (code editor, markdown files, CMS). Then share the excellent content you've written to social media so other people can see it.

What's the essence of writing if no one ever sees it?

Take care not to get stuck on the editing and polishing loop. The thing about technical writing is that there will always be room for more tweaking, some more editing, or something you can do to make it better. But do that, and you'll never finish.

As Leonardo da Vinci said: " Art is never finished but abandoned ". Set a deadline, stick to it, and consider it done.

Good writing is a skill and can be developed

Writing well is a skill that can be honed with enough practice and time. I hope the technical writing process discussed above has provided you with a framework to get better at technical writing. However, consider it merely a suggestion. You're free to tweak it and rearrange it as you see fit until you find something that works for you. There is no "right way" or "wrong way" to write, but having a defined technical writing process makes it easier.12.1 3

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Technical Writing 101: The Art of Effective Communication in Technical Content Creation

Understanding Technical Writing

1.1 definition and purpose.

Technical writing is a specialized form of communication that conveys complex information to an audience in a clear, concise, and accessible manner. This discipline involves creating documentation for technical processes, products, or services. The primary purpose of technical writing is to inform, instruct, or persuade the reader by presenting data and information in a structured and standardized format. It is essential in fields such as engineering, computer science, medicine, and law, where precise and unambiguous information is critical.

1.2 Characteristics of Effective Technical Documents

Effective technical documents share several key characteristics. They are accurate, ensuring that the information presented is correct and verifiable. Clarity is paramount; the language used must be straightforward and free of ambiguity. Conciseness is also a hallmark of technical writing, as it respects the reader's time by avoiding unnecessary details. Additionally, these documents are audience-specific, tailored to meet the knowledge level and needs of the intended reader. Finally, effective technical documents are visually structured, utilizing headings, bullet points, and numbered lists to facilitate ease of navigation and comprehension.

1.3 Comparing Technical to Other Forms of Writing

Technical writing differs from other writing genres in its focus on utility and precision. Unlike creative writing, which may prioritize aesthetic expression, or persuasive writing, which aims to influence opinions, technical writing is primarily concerned with the clear and accurate conveyance of information. It avoids subjective interpretation and instead relies on objective presentation of facts and procedures. This form of writing is also distinct from academic writing, which often engages in theoretical discourse and argumentation. Technical writing serves a practical function, guiding the reader through specific tasks or knowledge with direct language and a systematic approach.

The Technical Writing Process

Technical writing is a specialized form of communication that conveys complex information clearly and concisely to a specific audience. The process of technical writing involves several key steps, each of which contributes to the creation of a document that is both informative and accessible to its intended readership.

2.1 Planning and Research

Before drafting a technical document, thorough planning and research are imperative. This phase involves identifying the purpose of the document, understanding the audience's needs, and gathering all necessary information. A technical writer must ascertain the scope of the content, the level of detail required, and the document's format. Research may include reviewing existing documentation, consulting subject matter experts, and analyzing data. This foundational work ensures that the subsequent writing phase is built upon accurate and relevant information.

2.2 Writing with Clarity and Precision

The actual writing of a technical document demands clarity and precision. Language should be direct and unambiguous, with technical terms used appropriately and defined where necessary. Sentences should be structured to facilitate easy comprehension, avoiding unnecessary jargon and complex constructions. For example, when documenting a software API, code snippets may be included to illustrate usage:

In this snippet, the function fetch_data is clearly defined, demonstrating how to retrieve data from a specified API endpoint. The inclusion of such examples aids in the reader's understanding of the text.

2.3 Reviewing and Revising Content

After the initial draft is complete, reviewing and revising the content is crucial to ensure accuracy and readability. This step may involve multiple iterations, where the writer refines the document to improve clarity, correct errors, and verify that all technical information is current and correct. Peer reviews and feedback from the target audience can be invaluable during this phase. The revision process also includes checking for consistency in terminology, formatting, and style, adhering to any relevant industry standards or guidelines.

Key Skills for Technical Writers

3.1 core competencies and knowledge.

Technical writers must have a firm grasp of the subject matter they are documenting. This requires a deep understanding of the product or process they are writing about, including its functions, applications, and the problems it solves. They must be able to translate technical jargon into language that is accessible to their intended audience without oversimplifying the content.

In addition to subject matter expertise, technical writers need exceptional language skills. They must be adept at grammar, spelling, and punctuation, and have the ability to structure information in a logical and coherent manner. Precision in language use is paramount, as is the ability to create documents that are both informative and engaging.

Furthermore, technical writers must be proficient in audience analysis. They need to identify and understand the needs of their audience to tailor the content accordingly. This involves recognizing the audience's level of technical expertise and presenting information in a way that is both useful and understandable to them.

3.2 Technical Tools and Software Proficiency

The modern technical writer must be proficient with a variety of software tools that aid in the creation, management, and publication of technical documents. Familiarity with content management systems (CMS) is essential for organizing and storing documents efficiently. Technical writers should also be skilled in the use of authoring tools such as MadCap Flare, Adobe FrameMaker, and Atlassian Confluence, which allow for the creation of modular and reusable content.

Knowledge of graphic design software like Adobe Photoshop and Illustrator is beneficial for creating visual aids that complement textual information. Additionally, technical writers should be comfortable with version control systems such as Git, which facilitate collaboration and document tracking.

Proficiency in programming languages and markup languages, such as HTML and XML, is increasingly important. These skills enable technical writers to understand and document software APIs, create interactive documentation, and ensure that documents are compatible with a variety of platforms and devices.

3.3 Continual Learning and Professional Development

The field of technical writing is dynamic, with continuous advancements in technology and shifts in industry standards. As such, technical writers must commit to lifelong learning to stay current with new tools, technologies, and methodologies.

Professional development can take many forms, including attending workshops, webinars, and conferences focused on technical communication. Joining professional associations such as the Society for Technical Communication (STC) provides opportunities for networking and staying informed about industry trends.

Technical writers should also seek out certifications in technical writing and related fields to validate their skills and knowledge. Pursuing further education, whether through formal degree programs or online courses, can enhance a writer's expertise and open up new career opportunities.

In summary, technical writers must combine a solid foundation in technical knowledge with strong writing skills, software proficiency, and a commitment to ongoing professional development. These competencies are critical for creating high-quality technical documentation that meets the needs of both clients and end-users.

Technical Writing in Practice

4.1 document types and formats.

Technical documents come in various types and formats, each serving a specific purpose and audience. Common document types include user manuals, which guide users through the features and functions of a product; API documentation, which provides developers with the necessary information to integrate and use software components; and standard operating procedures (SOPs), which outline the steps for performing tasks within an organization.

Formats for these documents can range from printed manuals to digital help files, interactive web pages, and even video tutorials. The choice of format depends on the intended use, accessibility requirements, and the nature of the content. For instance, online help systems are searchable and can be updated easily, making them suitable for software that evolves rapidly.

4.2 Industry-Specific Writing Examples

Technical writing is not confined to the technology sector. It spans a multitude of industries, each with its unique requirements and standards. In the healthcare industry, for example, technical writers produce clinical trial reports, patient education materials, and regulatory submission documents. In engineering, they may create technical specifications, project plans, and feasibility studies.

The language and presentation of technical documents in these fields must adhere to industry regulations and standards. For instance, technical reports in the aerospace sector must comply with stringent safety and compliance guidelines set by regulatory bodies like the Federal Aviation Administration (FAA).

4.3 Case Studies: Technical Writing Success Stories

Case studies highlight the impact of well-executed technical writing on business outcomes and user experience. A notable example is the revamp of documentation for a major open-source project, which led to increased user engagement and a surge in contributions from the developer community. The project's success was attributed to clear, concise documentation that made it easier for new contributors to understand and participate in the project.

Another case study involves a manufacturing company that redesigned its SOPs, resulting in improved operational efficiency and a significant reduction in training time for new employees. The updated SOPs provided clear instructions and visual aids that helped workers understand complex processes quickly.

These case studies demonstrate that effective technical writing can lead to tangible benefits, such as enhanced productivity, user satisfaction, and project success.

Advancing Your Technical Writing Career

5.1 building a strong portfolio.

A portfolio is a critical tool for any technical writer. It should be a curated collection of your best work, demonstrating your skills and versatility across various formats and industries. Include clear, well-organized samples such as user manuals, API documentation, standard operating procedures, and release notes. Each sample should be accompanied by a brief context explaining the document's purpose and your role in its creation. Ensure your portfolio is easily accessible, preferably in a digital format, and reflects your current capabilities.

5.2 Networking and Community Engagement

Networking is vital for career advancement in technical writing. Engage with professional communities both online and offline. Participate in forums like Write the Docs, attend industry conferences, and join local meetups. Engaging with peers can lead to knowledge exchange, mentorship opportunities, and job leads. Online platforms such as LinkedIn allow you to connect with industry leaders and join special interest groups. Remember, active participation is key to building meaningful connections.

5.3 Certifications and Further Education

Continuous learning is essential in the ever-evolving field of technical writing. Pursue certifications like the Certified Professional Technical Communicator (CPTC) offered by the Society for Technical Communication (STC) to validate your expertise. Additionally, consider further education through workshops, webinars, and courses in relevant areas such as information design, technical communication, and project management. This commitment to professional development not only enhances your skill set but also signals to employers your dedication to the craft.

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What is Technical Writing? (+How It's Effective)

May 17, 2024

Sometimes, our most valuable skills are the ones we don’t even realize we have.

For example, every day we take millions of data points and observations, transforming them into digestible stories for ourselves. We take what we see in the world and make something of it, be it a small significance or a big takeaway.

This is a highly valuable skill in any workforce. Almost every career will task employees with observation, research, or the data analysis process in some way or another, and communicating that data to others through stories, charts, or other tasks is vital to relaying it accessibly to an audience.

Life as a technical writer is one of these careers.

What is technical writing?

Technical writing documents complex technological processes in terms that are easy to understand for new learners and first-time users of tech systems.

Technical writing: how it works, examples, and careers

If you work in a technical field, you probably perform technical writing at some point during your day-to-day tasks. However, there is a craft to this type of writing that can easily be overlooked. Let’s go over some of the why and how of technical writing, as well as examples.

How technical writing is effective

Technical writing can communicate complex technical information to readers not trained on specific jargon using reliably simple and understandable diction. The writing style is clear and direct, never straying too far from the facts of the matter at hand and what the reader needs to know. Simplifying technical information can provide a big benefit to any reader, regardless of prior background knowledge. Some will be looking for a step-by-step tutorial for a particular technical task, and others will be able to find the refresher they need in the ways you can simplify the complexities of the technical information your writing conveys. Also, feel free to use AI writing software to make sure your grammar and communication skills are clear enough while writing about these complex topics.

The two pillars of technical writing are professionalism and accessibility. Professionalism ensures that the writing is at a standard where the most important aspects of what you’re trying to communicate at the forefront. Accessibility allows for the text to be read by a wide variety of readers from different industries and backgrounds that want to learn more about the topic at hand.

Examples of technical writing

Technical writing can range from providing instructions about how to use a computer application on a website to laying out the steps in a medical procedure in a help file.

One common example of technical writing is a user manual. A user manual typically accompanies a piece of technology, such as a television or video game console, and communicates in easy terms for users to understand how to use the technology. User manuals can contain images, charts, and step-by-step chronological information related to setting up the technology for use. A skilled technical writer is able to take the complexities of this piece of technology and simplify the steps it takes for a user to get the most out of their device.

Another example of technical writing is an employee handbook . In most cases, companies will have a number of rules and regulations pertaining to how employees should conduct themselves in the workplace. A technical writer converts these policies into an easy-to-read employee handbook that properly communicates the rules and regulations at hand without overwhelming a new employee.

Technical writing careers

Getting into technical writing requires clear and concise communication skills. Some background familiarity with the topics you write on can help; however, it is not necessary. One key benefit of technical writing is that the more you write on a particular subject, the more research you must do on it and the more of an expert you become. Building out technical topics in which you want to become an expert in can help not only your understanding of the material, but also your ability to communicate it clearly to your readers.

The U.S. Bureau of Labor Statistics projects that technical writing careers are expected to increase by 8% over the next ten years. In the emerging tech, startup, and small business spaces, technical writing will increasingly be a skill demanded by employers. Outside of the tech industry, technical writers are often needed in financial, health, and academic settings as well.

Start writing

Technical writing is a skill in demand by industries that need to relay important and helpful technical information to a wide reader base. If you’re looking to get into writing, or have a strong writing background and are looking for a career in business or a freelance writing job , consider technical writing as a way to highlight your skills while helping readers of all backgrounds and interests learn about complex topics.

Rob is a former content associate at G2. Originally from New Jersey, he previously worked at an NYC-based business travel startup. (he/him/his)

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Ultimate Guide to Technical Writing

Published on Apr 29, 2022 in writing by Chris Wolfgang 6 minute read

Ever thought of turning your professional expertise toward writing? Or perhaps you’ve realized that your company needs a skilled writer who understands the ins and outs of your trade. In either case, it’s time to consider technical writing.

What Is Technical Writing?

Technical writing is the concept of writing about the technical knowledge of an industry—think of content like tutorials and documentation. This is writing that educates readers in the technicalities of a certain discipline or task, often aimed at audiences who have at least some area knowledge themselves.

Technical writing is often B2B or B2C content that is tightly focused on education. How does this tool connect with that tool? Which language is better for this use case? Should a software company rehaul its processes to match the trendy new workflow everyone’s talking about or is the ROI not worth it? It’s less about selling the reader on a product and more about educating them in practically achieving a goal.

This article will focus on technical writing for software engineering specifically, but just about every industry has a need for technical writers to clearly explain its hows and whys.

If You’d Like to Try Technical Writing…

If you’ve been in your industry for a while, you may already have some technical writing pieces to your name without even realizing it. Did you help write documentation for a product you built? Did you add to the blog of a startup you worked for a couple years ago? Gather those links and skip to the next section.

For those who need to start at the beginning when it comes to technical writing, you might want to begin with your own blog, either on your own website or a platform like Medium, jot down some ideas for a couple short blog posts. What could you write 1,000 words about that would be helpful for other software engineers to know more about? What troubleshooting did you recently accomplish that had you piecing together tips from five different forums? Get your thoughts organized , don’t forget to proofread your writing, and get it online.

The only way to be a good writer is to write, so focus on consistency and quantity more than perfection, especially if you’re writing for yourself.

And You’d Like to Get Paid For It

Ready to offer your technical writing services for hire? The good news is that these days, most technical writing opportunities are remote . Consider where you like to get your own industry news online; what are the sites you check first when you need answers? Have you run into a blog or a writer that you particularly trust?

Follow the rabbit trail of links that fan out from your usual haunts, and you’ll see where others are writing for your field. If a writing opportunity looks interesting, learn how the company wants writers to apply. They’ll probably ask for links to any published technical writing you may already have. Definitely have a technical writing cover letter ready to go.

First, Understand What You’re Being Asked to Write

Each content agency, news site, online magazine, and company blog will have its own expectations when it comes to technical writing, so be sure you’re comfortable with what they’re asking you to provide. After all, there’s a difference between writing a tutorial , comparing two or three tools , and composing a roundup of the top twenty JavaScript plug-ins of the year.

Then Be Prepared for Style Guides and Edits

Online publishing is only getting more sophisticated as individual businesses become more comfortable producing their own content. Don’t be surprised if you’re asked to adhere to a style guide or if your work goes through some edits.

Most companies with an established marketing department will have their own style guide, but you can get an idea of what you might be asked for in any of these style examples, including from Draft.dev .

The more closely your work sticks to the required style, the less rigorous the edits will be on your writing. Still, you should expect at least one round of edits from whoever you’re writing for. Draft.dev has between three and five rounds of edits per article, encompassing a technical review, a development edit, and a copy edit.

If You Need a Technical Writer…

Technical writing is no joke. It takes attention to detail, a willingness to research, a skilled hand at writing, and the ability to take an edit professionally. Many companies see the need for technical writing but either aren’t large enough to staff their own content creation or would prefer to focus on their core skills and leave the writing to someone else entirely.

And You’d Like to Find a Good One

If your business is looking to establish an ongoing relationship with a freelance technical writer, we’re happy to share our hiring tricks at Draft.dev . Finding the perfect writer for you is a multi-step process—from knowing exactly what you’re looking for to knowing where to look and how to reach out to them—but in the end, you’ll be happy you put in the time and care in your search.

First, Consider What You Need From the Writer

Ideally, you’re looking for someone already experienced in technical writing. They’ve either written consistently on their own bit of internet real estate, or they have at least a few bylines with voices of authority in the industry. Other than that, what you’re looking for in a writer is not necessarily the same as what your competitor might want. Your marketing goals, your client demographic, and the messages you want to convey all make for your own unique wish list.

However, there are some red flags that will probably always warrant a polite no, thank you email from your hiring manager.

Someone who’s written across a wide variety of unrelated industries is probably an experienced content marketer who’s great at research. Chances are you need someone with deeper knowledge. Software engineering in particular doesn’t lend itself to turning quick research into authoritative writing. Other flags to be watchful for include a generally unprofessional attitude (you need this person to be self-motivated and reliable), a lack of familiarity with common online collaboration tools (Google Suite, GitHub), and field experience but too little of it (you don’t want to hand an advanced Kubernetes assignment to someone who finished a code boot camp last week).

Then, Consider What You Need For Your Team

As already mentioned, finding the correct technical writer for your goals takes time. Editing their work and getting it ready for publication on your platform are other time sinks. If your team is better suited to focusing on your core business rather than creating content resources for your audience, consider working with a technical writing service instead.

These services come in a variety of shapes and sizes , so again, take time to get clear about what your own business needs from one of them. Are you looking for a full-service marketing agency, or do you want them to prioritize industry knowledge while you handle the content publication and promotion? Do you want to be one of a few clients for a boutique content agency, or are you looking for something less infinitely customizable and more of a low-code/no-code solution?

Explore the Technical Writing You Need

If you’re a developer interested in getting into technical writing, it might be time for you to apply to write at Draft.dev . If your software company needs to step up its content creation, schedule a call to see if Draft.dev is a good fit for your vision .

Want to learn more before getting in touch with us? Take a stroll through the Writing tags in Draft.dev’s blog. You’ll find a variety of information ready to help you determine where you’d like to go next with technical writing.

By Chris Wolfgang

Chris Wolfgang was the first editor at Draft.dev. She’s been writing and editing for tech for longer than she would care to remember.

Build a Blog that Software Developers Will Read

The Technical Content Manager’s Playbook is a collection of resources you can use to manage a high-quality, technical blog:

• A template for creating content briefs
• An Airtable publishing calendar
• A technical blogging style guide

Open Technical Writing: An Open-Access Text for Instruction in Technical and Professional Writing

(3 reviews)

Adam Rex Pope, University of Arkansas

Copyright Year: 2018

Publisher: University of Arkansas

Language: English

Formats Available

Conditions of use.

Learn more about reviews.

Reviewed by Joyce Bower, Part-Time Professor, Linn-Benton Community College on 8/4/20

Adam Rex Pope does a good job of covering the basics and giving cooking metaphors to help readers understand the concepts. Unfortunately, there is no glossary or index to help students with finding and defining concepts. Technical writing... read more

Comprehensiveness rating: 3 see less

Adam Rex Pope does a good job of covering the basics and giving cooking metaphors to help readers understand the concepts. Unfortunately, there is no glossary or index to help students with finding and defining concepts. Technical writing documents also were not thoroughly explained and demonstrated. Pope provides brief explanations of some documents, but analytical reports were not explained. These are things that an instructor can supplement, however, so if an instructor wants a good overview of what technical writing is, this book would be a good choice.

Content Accuracy rating: 3

The content is fine, and in general, it is accurate, but sometimes Pope can be confusing: "In our examples below, we’re always conveying 'the facts,' in our messages or our boxes. And, in those examples, it would seem that no matter what we’re still conveying 'just the facts' once we cut out all the extra cruft. The essential facts never change in those examples, but when we do technical writing they very well can!" (p. 23). That doesn't make sense. Punctuation (commas) are needed for a better understanding, and what does he mean that when we do technical writing, the essential facts can change? This is not good writing or technical writing. Pope also does not reference other sources throughout. (He does cite two sources at the very end, but there are no in-text citations.)

Relevance/Longevity rating: 4

The content is a general explanation of technical writing, so it will not be obsolete quickly; however, it is almost too general to be used alone.

Clarity rating: 4

Pope explains concepts with cooking metaphors, something that many people can relate to. The tone is very casual, using terms like "folks." It may make it more accessible for some.

Consistency rating: 5

Following his own advice, Pope's terminology and framework for the text is very consistent and easy to follow.

Modularity rating: 5

The table of contents and section headings make it easy to assign readings and help readers find what they need easily.

Organization/Structure/Flow rating: 5

Pope organizes the topics well, moving from general topics of technical writing through more specific topics such as genres and research. (Unfortunately, the genre and research sections are not very thorough or helpful.)

Interface rating: 4

The text is available to download and is easy to navigate (other than a few blank pages here and there between pages/sections, which can be distracting).

Grammatical Errors rating: 2

Not only is the tone casual, but the editing is also casual. Several misspellings and grammatical errors distract from the content and can confuse the message. Also, when I teach technical writing, I teach correctness to ensure readability and conciseness. The author does not show this in his writing, which would undermine what I am teaching.

Cultural Relevance rating: 3

Pope does a good job of discussing audience/users in general but does not address cultures much.

Reviewed by Forrest Johnson, Part-Time English Faculty, Linn-Benton Community College on 1/14/20

The text does a fine job of covering the breadth of technical writing concepts, but there is no index or glossary. Still, the table of contents is detailed enough to make the content fairly discoverable. read more

Comprehensiveness rating: 4 see less

The text does a fine job of covering the breadth of technical writing concepts, but there is no index or glossary. Still, the table of contents is detailed enough to make the content fairly discoverable.

Content Accuracy rating: 4

Pope does a good job of making it clear that he is writing from his own perspective and set of biases, but the text could be tightened up to be a better demonstration of good technical writing.

Relevance/Longevity rating: 5

Pope clearly worked hard to make a text that speaks to students currently in technical writing courses, but that also has staying power. There are references to technologies that will likely be out of date in 5 years, but the concepts and principals taught will remain relevant.

The conversational tone of the text makes it feel more accessible, but it also makes the text feel a bit bloated and, in some cases, may lead to confusion. I suspect that there are some students who struggle with traditional textbooks who will find the tone of the text helpful, while students used to formal writing may be frustrated that the tone is not more authoritative.

The text does a fine job of defining terms and using them consistently.

Modularity rating: 4

As Pope mentions in the "Note to Instructors", the chapters are long and packed with subsections. I think the content could be divided and reordered with out much confusion. However, the subsections are not always designated as clearly as they might be.

Organization/Structure/Flow rating: 4

The major concepts flow logically. Because it is written in a conversational tone, some of the examples of the concepts take a while to develop and connect.

Interface rating: 5

The text is just a PDF, but the table of contents is interactive and looks to be reasonably accessible to a screen reader and to other accommodation needs.

Grammatical Errors rating: 5

There are some areas where the conversational tone leads to grammatical choices that could be disputed, but it is well written overall.

Cultural Relevance rating: 5

While Pope certainly writes with a culturally situated voice, he does a good job of using examples that are inclusive and engaging.

I think this would be a particularly good text to use in an online course because of its conversational and personal tone. Pope's writing feels more like a guided discussion than a dry lecture. The text does an excellent job of giving technical writing life and a human context. There instances where the conversational tone results in modeling habits like over using adjectives that I would probably edit if/when I use the text in my own course, but the content is good enough to make this a minor issue.

Reviewed by Kelly Zepp, Assistant Professor, Community College of Denver on 11/4/19

The author of the text spends so much time on lesser important elements like X-height and too little time on more important issues like the various technical writing genres. Also, the title of the book explicitly states that it will over... read more

Comprehensiveness rating: 2 see less

The author of the text spends so much time on lesser important elements like X-height and too little time on more important issues like the various technical writing genres. Also, the title of the book explicitly states that it will over professional writing as well as technical writing. Given this, I would expect that emails, memos, letters, and resumes would be included in the genre section; however, the book doesn't discuss these at all. I also would expect a book with this title to discuss style/readability; however, this is not included.

Content Accuracy rating: 5

I did not find any inaccurate information; however, there are topics that I would prefer to be handled differently; for example, I would never reference taxonomy in the same way that Pope was. I would refer to it as chunking information and developing hierarchy.

Relevance/Longevity rating: 3

With the exception of acid wash jeans, it doesn't seem like the material will become dated quickly. The author makes use of some design tools. Overall, it doesn't seem like it would be easy to update because it is a PDF file.

Clarity rating: 3

Some people will like the author's fun, chatty style. Unfortunately, I thought it was distracting and took my focus from the material and put it on the author. The author discloses that this was an intentional choice, and I can imagine that his students might enjoy having a text that sounds like their professor. It seems, however, that this choice makes it hard for other professors to adopt this text. Also, all his asides lead to writing that is less concise than it should be, which is esp. unfortunate in a technical writing text.

Author is consistent with his references like "signposts" and "genre."

Modularity rating: 3

Here is what Pope has to say on the modularity of his book, "When it comes to daily teaching, you may notice I don’t have that many chapters. Each chapter is fairly lengthy, and they are not intended to be covered in a single day. Instead, each chapter has major chunks that can be assigned with suggested activities at the end of each major chunk. These activities are provided to give you some direction in classroom exercises to help students internalize and make use of the concepts covered in each section. You don’t have to stop each class when a chunk of text terminates with activities, but I’ve provided these spots to break up the chapters in ways that make sense in my own mind."

For me, what makes sense in Pope's mind, does not always make sense to me. This text does not seem like it lend itself well to someone who wanted to approach the content in a different way.

Organization/Structure/Flow rating: 3

Some of Pope's organizational choices do not make sense to me. For example, I would not expect to find a detailed description of the writing process in a chapter called "The User." Likewise, I would not expect to see signposting and taxonomy in the "What is Technical Writing" chapter.

Interface rating: 3

A book on technical writing ought to make good use of design; while this text is not awful, there are some elements that I wish the author addressed. For example, all headings, the info in the green boxes, and all info in the TOC is in ALL CAPS. This makes these sections more difficult to use. Also, most of the book uses large chunks of text that span the entire page. Some variety of design elements like indenting or bolding information or using small caps or title caps would have helped me navigate the text more easily. There are also a number of widows and orphans throughout the text. Lastly, the images could be integrated more effectively. For example, the image on page 149 is too far down and makes the page feel bottom heavy. This would be frustrating in any text, but it's even more so in a text that needs to teach students about effective document design. I also was disappointed that there are very few images in the visual communication section.

Grammatical Errors rating: 3

Overall, it was fairly well proofed; however, it is not error-free. For example, the following heading on page 153 made me laugh, "A table to be used to asses Objectives and time allotment" I am pretty sure the author meant "assess."

The following is a SV agreement error on the "A Note to Instructors" page, "Because of this approach, the text try to dictate exact moves that much, especially when it comes to particular genres like white papers and the like."

Cultural Relevance rating: 4

Overall, there don't seem to be many cultural references, and they generally seem to be used well and inoffensively. It would be even stronger in this area without the many references to Halloween and the Jack O'Lantern in the visual design section to discuss how to stack design elements.

In his note to instructors, Pope writes the following: "In this text, I try to present technical writing as an approach to researching and carrying out writing that centers on technical subject matter. As part of this, each and every chapter is devoted to helping students understand that good technical writing is situationally-aware and context-driven. Technical writing doesn’t work off knowing the one true right way of doing things—there is no magic report template out there that will always work. Instead, I’ve focused on offering students a series of approaches they can use to map out their situations and do research accordingly. Because of this approach, the text try to dictate exact moves that much, especially when it comes to particular genres like white papers and the like. This is entirely by design. Nothing specific that I could write here would have any amount of a lifespan with a particular genre, so I’ve opted instead to provide a research framework and some specific tips and tricks with each genre. For researching and teaching a particular genre, I would recommend focusing on the method I suggest to research the genre and then to build your class time around finding example texts and building your own image of what the genre looks like. "

If you don't agree with his approach you probably, like me, will not find this text useful. I would need to supplement this text with so many other resources, etc. that it is not worth my time adopting it.

Also, this book is only available as a PDF, which makes it more difficult for one to pull modules into one's LMS. In its current version, I'm not sure its very accessible. For example, in 5 pages of very dense text, there are only two subheadings. This would be very difficult to navigate by someone with a screen reader.

Table of Contents

• What is Technical Writing?
• Visual Communication & Technical Writing
• Document Design in Technical Writing
• Writing in Genres
• Managing a Project
• Research Methods for Technical Writing

Ancillary Material

About the book.

This book presents technical writing as an approach to researching and carrying out writing that centers on technical subject matter. Each and every chapter is devoted to helping students understand that good technical writing is situationally-aware and context-driven. Technical writing doesn’t work off knowing the one true right way of doing things—there is no magic report template out there that will always work. Instead, the focus is on offering students a series of approaches they can use to map out their situations and do research accordingly.

About the Contributors

Adam Rex Pope , University of Arkansas, Fayetteville

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1. WHAT IS TECHNICAL COMMUNICATION?

1.5 Writing Processes

Just as we use design processes to creatively solve complex problems, we use writing processes to create complex documents. In both cases, there are steps or stages, but we don’t always proceed directly from one step to next in a chronological manner. These processes are often iterative, meaning we might return to previous stages in the process from time to time. The more complex the task, the more iteration might be needed. Examine the Design Process ( Figure 1.5.1 ) and Writing Process ( Figure 1.5.2 ) diagrams below. What similarities and differences can you see in these two processes?

You may have come across a “writing process” before, and it may or may not have worked well for you. There is no single process that works for everyone in every situation. The key is to recognize the various steps in a typical writing process and figure out how to use or adapt them most effectively for your situation.

For example, you may have come across the 40-20-40 writing process, which suggests that you should break up the amount of time you spend on the writing task into three distinct stages of planning, drafting and revising, and give each one a specific percentage of the time you have available.

40-20-40 Writing Process

Stage 1 – Planning:   spend 40% of your time planning your document (task analysis, thinking, discussing, free-writing, researching, brainstorming, concept mapping, focusing ideas, outlining, etc .)

Stage 2 – Drafting:   spend 20% of your time writing a rough draft (quickly getting all your ideas down in print, in more or less complete sentences and paragraphs, in more or less the right order, without agonizing over style or grammar choices)

Stage 3 – Revising:  spend 40% of your time revising, editing, and proofreading (polishing your draft, making sure the content is complete and well supported, ideas flow logically, formatting meets expectations, expression is grammatically correct and has the appropriate tone and vocabulary).

These percentages are a helpful guideline, as they emphasize the need to allot significant time for revision, but don’t always work for all people in all situations (think of a final exam situation!). It also does not clearly account for the need to iterate; sometimes while revising your draft (stage 3), you may have to go back to the planning stage (stage 1) to do additional research, adjust your focus, or reorganize ideas to create a more logical flow. Writing, like any kind of design work, demands an organic and dynamic process.

As with the design process, the writing process must begin with an understanding of the problem you are trying to solve. In an educational context, this means understanding the assignment you’ve been given, the specifications of that assignment, the objectives you are meant to achieve, and the constraints you must work within (due dates, word limits, research requirements, etc .). This is often referred to as “Task Analysis.” In professional contexts, you must also consider who your intended reader(s) will be, why they will be reading this document, and what their needs are, as well as deadlines and documentation requirements.

EXERCISE 1.5

Consider an upcoming writing assignment or task you must complete. To avoid putting it off until the last minute (and possibly doing a poor job), try planning a writing process for this task, and build in milestones. Anticipate how long various sub-tasks and stages might take. Make sure to include time for “task and audience analysis” to fully understand what’s involved before you start. Consider the following:

• What is the purpose of the document? What are the specific requirements? Who will read it and why?
• How much planning is needed? What will this entail? Will you need to do research? Do you need to come up with a topic or focus, or has one been assigned to you?
• How complicated will the document be? Will it have several sections? Graphics? How much revision will be needed to perfect your document? Will you have time for a peer/tutor review?

Now try using the Assignment Calculator to see if it offers something similar to your planned writing process.

Image descriptions

Figure 1.5.1 image description:

A design process flow chart that encourages you to revisit previous steps as needed.

• Define the problem. This involves a needs assessment, problem statement, designing criteria and goals and background research.
• Generate possible solutions. Brainstorming using the idea trigger method, thumbnail sketching, and creative thinking. At this point, you may need to revisit your problem definition. Once you have a number of possible solutions, move on to the next step.
• Evaluate possible solutions. Do ideas meet design criteria? List the advantages and disadvantages. Select the best design alternatives. Use a decision matrix to evaluation. At this point, you may need to revisit your problem definition or brainstorm some more. Once you have evaluated possible solutions, move on to the next step.
• Make and test a model. Create detailed technical drawings, prototype or scale model, mathematical and computer models, Conduct performance and user tests. At this point, you made need to go back to brainstorming solutions or evaluating possible solutions. Once you have a model you are happy with, move on to the next step.
• Modify and improve design. Fix problems, improve design, do more testing if needed. In the worse case, scrap the design. You may need to go back to evaluating possible solutions to making and testing the model. Once you have a design you are happy with, move on to the next step.
• Communicate final design. Create final technical drawings, and technical manuals for assembly, operation, and maintenance.

[Return to Figure 1.5.1]

Figure 1.5.2 image description:

A writing process diagram that encourages constantly revisiting previous stages.

• Prewriting. This stage is for generating ideas, understanding the ideas of others, and collecting information (note taking, free-writing, brainstorming, looping).
• Planning. Here, you are organizing and focusing ideas. This may involve mind mapping, clustering, listing, and creating outlines.
• Drafting. In the drafting stage you are writing initial drafts of a text focusing mainly on the development, organization, and elaboration of ideas.
• Reflection. In the reflection stage, you can let the work sit and come back to it at a later point. You may cycle back between drafting a reflection a number of times before moving on.
• Peer/tutor review. Now you can get feedback from others. This may require you to return to the drafting and reflecting stages.
• Revision. Here you are further developing and clarifying ideas and the structure of the text. This may require you to return to the drafting and reflecting stages. If the work requires additional research or idea generation, return to the planning stage.
• Editing and proofreading. Here the focus is on surface-level features of the text.

[Return to Figure 1.5.2]

• "The Engineering design process," Tufts University, [Online]. Available: https://engineering.tufts.edu/ggs/designprocess.htm. ↵
• M.J. Curry and A. Hewings "Approaches to teaching writing," in Teaching Academic Writing: A Toolkit for Higher Education . New York: Routledge, 2003. Used with permission. ↵

Technical Writing Essentials Copyright © 2019 by Suzan Last is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Agile Technical Writing Basics

Key points of agile.

Agile methodology can be perfectly applied to the process of technical writing. There are several differences, though.

• The main thing that describes agile tech writing is that making documentation (as well as developing software) should be done in small pieces and produced along with application at the end of every iteration.
• Confusing the second value of agile ("Working software over comprehensive documentation") does not actually refer to end-user documentation but to internal documentation. And even this does not mean the latter's absence - it is simply reduced to the required minimum.
• Transparency of project. For example, tech writers can observe developers' progress by viewing the issue tracker for the quickest way of documenting just added features.
• Small teams. This refers both to teams of developers and teams of tech writers. All participants are highly involved and motivated to do their best.
• Several responsibilities of each team member. As for writers, besides actual tech writing and documenting, they often function also as first testers and link between the outer world and developers.

Benefits of Agile approach

Organizations, as well as participants of the process, can benefit from using Agile. There are great opportunities for professional growth, through such work can sometimes be challenging. With the agile methodology applied, organizations can lower their expenses by producing cost-effective documentation. Because of incremental way of delivering help files , the whole help rarely has to be fully rearranged. Everything is done practically on the fly. With documentation produced in an agile way, the author often gets early feedback from users, right after each iteration, so improvements are made rapidly. Frequently help files are put on the wiki, so they are available to everyone for editing. It works in some cases though it is rather hard to control.

When applying Agile is not a good idea

As you can see, Agile methodology is an exceedingly powerful tool, especially considering that along with small organizations, it is used by Google and Microsoft. On the other hand, it still does not fit some types of teams and projects. Such cases are:

• Customer's conviction in the permanence of requirements. Such clients will likely pick teams that use Waterfall-like development strategies.
• Lack of trust and reliance among the participants. Since Agile methods are built upon close communication and interaction between members, it would be a better solution to use conventional methods if employees are better workers as individuals rather than team members. For obvious reasons, Agile will not suit cross-cultural teams either.

Agile may not fit the project type itself for some reason.

Possible complications in Agile projects

If the decision on using Agile is already made, be aware of problems you may face:

• It's important to come up to every release with all key information already documented. It may be hard if one of the main features is done nearly at the end of the developing cycle.
• Sometimes combination of several functions by single person is challenging.
• Developing help files demands a good program environment which is often difficult to choose.

And of course, some minor problems that you can never predict will occur from time to time.

How to make life easier

Plan things out.

Despite the fact that agile tech writing is pretty much a creative kind of activity and such a flexible way of technical communicating may seem a little fuzzy, there isn't any lack of discipline. It's assumed that you self-organize, as well as the whole team. Even draft planning will help. First, you need your day to be scheduled properly. For example, you should take time to respond to users' comments on your documentation, read RSS feeds on topics you're interested in, chat with other tech writers, and actually do some technical writing. Before writing application help, you need to define the following information:

• type of document,
• target readers, amount of their knowledge about product you're going to describe,
• key points to cover,
• what style to use.

Estimate stages of writing. For example:

• Make plan of help files.
• Let the person in charge add remarks and corrections.
• Update and correct the plan.
• Start writing the documentation.
• Modify it during the process if necessary.
• Send completed documentation to person in charge, correct and modify.

Repeat several times until your piece of work is perfect. Don't forget about timing budgets.

Consider most users' demands

If you are documenting some complicated software, you should not put in your manual everything up to tiny details in your manual because inexperienced users won't understand the essentials and how to perform even the simplest tasks. On the other hand, such elementary help will not match advanced users' needs. So the advice is to arrange a special section for skilled users or to include several areas, one for every topic of documentation.

Get feedback

Another method of making help better is getting feedback from users. Comments and e-mails suit perfectly here.

Get your results checked

Try exchanging your pieces of work with your colleagues. The person who sees it for the first time will likely find misprints and logical inaccuracies.

Pick the right tool

Regardless of what you are to document, it is essential to have an all-in-one instrument that contains everything you need. One of my preferable tools for working in an Agile environment is Dr.Explain as it allows to concentrate on content, has a relatively simple interface, and due to this, has a short learning curve. Along with this, it helps to simplify the most time-consuming stages of help authoring like screenshot annotating, and I also like the opportunity to export to various formats. Content of help is often modified with the Agile approach, but it can be efficiently managed by setting topic statuses.

Ask questions

If you can't figure out how particular product feature works or what it is for, feel free to ask developers all about it, as it's essential to deliver correct information to end-users.

Update and share your knowledge

It's extremely helpful to read what other tech writers publish (in blogs or single articles). Try to learn from the mistakes of others. Comment and share your experience because you will become a skilled tech writer eventually and your know-how will help other people. Consider blogging yourself.

Good luck in becoming a successful tech writer!

Article Source: https://www.drexplain.com

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Technical Writing Best Practices to Keep In Mind

If you want to create well-performing product documentation, you should implement these best practices into your technical writing strategy.

Technical writing goes beyond presenting isolated pieces of information.

To help the users understand the product, you have to display the information in a way that lets them learn about the product and solve problems effortlessly.

Since that can be a demanding task, we’ve prepared a guide with best practices for technical writing you can implement to make your product documentation an informative and comprehensible resource.

So, let’s see how you can write technical documents users will find helpful and actually want to read!

Starting writing and then going where it leads you is a valid approach in creative writing.

However, the purpose of technical writing is to present technical information, and to do that successfully, you’ll need a thorough planning session before putting your thoughts into words.

With so many steps that technical writing involves, you won’t find a universally accepted formula for organizing the writing process.

Still, almost all writing guides recommend starting with planning.

For instance, this University of Victoria open textbook on technical writing places collecting information and creating the outline at the beginning of the writing process.

In other words, you shouldn’t start writing without a plan, and a great place to start planning is to identify your audience.

Knowing if you’re talking to experienced Java developers or end-users trying to set up an app will help you determine the right writing style and the amount of jargon to use.

You can use the following set of questions provided by the Writing Commons encyclopedia to see if you should write for specific or generic audiences:

• Who specifically is your reader? Are there multiple readers?
• What do your readers already know about the subject?
• Do you need to modify your message for international readers? Are there cultural issues that you need to address or avoid?

If you can’t answer these questions on your own, you should ask the project leader for input. Remember, technical documentation is only useful if it meets the audience’s needs.

Your finished audience analysis should look something like this:

It’s also helpful to take note of the cultural background of your audience—you don’t want too many idioms confusing your international readers, for instance.

After you’ve identified the audience, you can continue with planning the outline.

While some tech writers stand by defining headings in advance, others advocate establishing the content of the sections first and labeling them later.

Here you can see a dialogue between two technical writers with differing viewpoints discussing the best practices for planning the content.

There’s no right or wrong here—you have to find an approach that works for you.

Still, whether you plan the exact titles or go with short placeholder descriptions, a thought-out plan will direct your writing efforts and help you present information in a logical order .

Use Terms Consistently

Whatever technical writing resources you reference, you’ll notice a common element popping up in all of them: a plea to writers to use the terminology consistently.

Consistent terminology helps users understand the materials, so you should use the same version of a term each time you refer to it.

As a writer, it’s probably in your nature to use synonyms to captivate your readers.

Let’s examine a well-known example. Homer didn’t only use the name Poseidon to refer to the god; he also used epithets such as blue girdler of the islands or god of earthquakes.

While that undoubtedly makes for beautiful writing, try to imagine how confused your readers would feel if you suddenly started referring to menu commands as menu options or menu items .

The authors of Google’s technical writing course have an excellent take on the importance of using terms consistently:

“If you change the name of a variable midway through a method, your code won’t compile. Similarly, if you rename a term in the middle of a document, your ideas won’t compile (in your users’ heads).”

In addition to sticking to one word for one thing, you should also watch out for terms with similar but distinct meanings and avoid using them interchangeably.

Here are some common examples you should be aware of:

• environment, platform
• version, release
• panel, screen
• window, dialog box

Inconsistent writing is one of the most prevailing technical writing mistakes . Luckily, it’s also among the easiest ones to fix.

Even if you’ve already written a significant portion of technical documentation, you can still retroactively tackle the terminology inconsistencies by using the find and replace tool.

The tool is available in most writing and editing platforms . Here’s what it looks like in Google Docs.

However, you’ll be able to save time by using consistent terminology from the get-go. Your technical editor will be thankful, too.

One of the best practices you can implement to ensure consistency is creating a dos and don'ts table with preferred technical terms.

We’ve gathered some examples from the SUSE Documentation Style Guide to paint the picture of what it could look like.

All in all, if you want the readers to understand the instructions you’ve meticulously planned, you should make it easy for them, which you can do by using technical terms consistently.

Another method you can use to facilitate understanding is implementing visual elements. Keep reading to see how!

Use Plenty of Visuals

Incorporating visual elements in documentation is one of the best practices you can do to take your technical writing to the next level.

They help readers understand and retain information while making the content look polished—what’s not to like?

You may now be thinking that you haven’t seen too many images in professional content, but we’ll ask you to reconsider the thought.

For instance, when you buy a piece of furniture, you usually get an assembly manual with it.

Verbal instructions there are optional. Most manuals rely heavily on illustrations because visual elements are an excellent way to present information more clearly.

However, it would be a mistake to think that you can only use visuals when presenting physical products.

If the product you’re writing about has any sort of user interface, your technical documentation has to include screenshots.

Let’s look at how ChartHop, a people analytics software, enriches the product documentation with screenshots.

In the example above, the authors didn’t restrict the software description to words. Instead, they’ve captured screenshots of the solution and used those as the base for the instructions.

That way, when users start using the software, they won’t have to comb for features; they’ll already know what the solution looks like.

To get the most out of screenshots, you should supplement them with annotations.

For instance, the part of ChartHop’s documentation that talks about filters starts with the screenshot of a visibly marked filter tool.

Boxes, arrows, and lines help direct the attention to the relevant part of the image you’re showing.

Screenshots aren’t the only visual elements you can use to simplify the information. Charts, gifs, and diagrams can also help you translate complex ideas into a more manageable format.

We’ll now look at an example from the product documentation of Vizury , an omnichannel marketing platform.

In the image above, you can see a diagram depicting Vizury’s feedback management system.

Diagrams like this one explain relationships between components more effectively than the walls of text you’d have to write to convey the same information.

If you’re planning on using plenty of visuals in your documentation, you have to choose a reliable publishing tool—nobody wants to waste valuable time on inserting and formatting visual elements.

The examples of technical documentation we’ve just seen, those of ChartHop and Vizury, were created with Archbee , our product documentation platform.

‍ Our clients love the ease with which you can “incorporate images, code, diagrams, and almost anything you can imagine.”

So, if you’re looking for a platform that helps you create user-friendly technical documentation, Archbee may be the solution for you.

We integrate with popular diagramming tools , making the process of adding visuals even smoother.

Make Your Content Easy to Skim

One of the best practices in technical writing is making the content skimmable.

Organizing documentation in a way that highlights the most important information makes the content approachable and lets your readers know you respect their time.

Back in 2006, the Nielsen Norman Group found that readers first read content in a horizontal movement across the upper part of the post.

After another, shorter, horizontal movement, they scan the content’s left side vertically. Based on the format, this is called the F-shaped reading pattern.

The group repeated the study eleven years later, using a more modern form of content, and found that nothing has changed about how we read to find information.

These findings tell us that readers mostly look at headlines and opening sentences without paying much attention to information sandwiched in the dense paragraphs.

So, if you don’t want the crucial parts of your documentation ignored, you should be mindful of how you arrange the information.

The inverted pyramid method is an excellent way to structure technical documentation.

The method boils down to putting critical information first. If there is any optional or background info, you should place it at the bottom of the document.

That way, even the F-pattern readers can skim the content without missing out on essential information.

Another benefit of this approach is that you’ll receive fewer support tickets for the things that you’ve described in the documentation, but the users haven’t read.

So, how does this look in practice? Let’s return to ChartHop’s documentation and see.

If you look at the red boxes we’ve used to mark the structure of the documentation about importing payroll data, you’ll recognize the familiar shape of the letter F.

The documentation first tells you that you can import payroll data from an external app. Next, there are direct instructions on how to do that.

Note how the information that doesn’t apply to all users, the part about using IDs instead of emails, is placed at the bottom so that it doesn’t clutter the crucial information.

The skimmability of the document is also improved with the use of bullet lists.

Additionally, ChartHop uses descriptive headlines so that users can skim the table of contents for the topic they need.

So, unless you’re writing a gazpacho recipe for an SEO-driven blog, it’s best to leave out the stories about your grandma’s childhood.

Technical documentation aims to provide helpful information about the product, so make sure you stick to essentials and draw your readers’ attention where needed with skimmable structuring.

Test Your Instructions

If you want to ensure the accuracy of your technical writing and provide the readers with a smooth user experience, then the best practice you can implement is to test all the instructions you’ve laid out.

After all that content planning, writing, and shaping, it would be a shame if your technical documentation turned out unusable due to errors in the subject matter or wording.

Believe it or not, mistakes can even be a result of your technical proficiency.

When you’re the expert on the subject, you may unintentionally overlook some steps that are obvious to you, but not so much to regular users.

Asking other team members to carry out your instructions line by line can give you some insight into whether you’ve described all the steps clearly.

It may turn out that you’ve forgotten to include a crucial step just because it’s very simple, like in the following example.

To prevent such situations, you have to test several aspects of the documentation. We’ve compiled a checklist of documentation elements that you should test before publishing.

• Ease of understanding
• Completeness
• Structure and navigation
• Sequence of actions

So, if the author of the tweet we’ve seen had tested the documentation for completeness and sequence of actions, the instructions would have been more successful.

If you’re writing technical documentation for software products , you also should double-check all the code because it’s often considered the most important part of the documentation.

Write the Docs has a great guide on tools for testing the code in documentation, so make sure you check it out.

After you’ve made sure the instructions are accurate and easy to follow, you should do one final vocabulary check and see if it’s suitable for the target audience.

Tom Johnson , a senior technical writer at Google, has an excellent example of clear instructions presented with the wrong terminology.

Johnson mentions his 10-year-old child, who is starting to cook and is fairly successful when instructions are clear.

However, when she has to sauté or julienne something, she doesn’t know how to proceed—even if she knows how to perform the action itself.

Similarly, he urges technical writers to consider the terminology when testing the instructions.

“For example, does a user know how to clear their cache, or update Flash, or ensure the JRE is installed, or clone a git repository? Do the users know how to open a terminal, import a package, cd on the command line, or chmod file permissions?”

So, when testing the instructions, you should go beyond the accuracy. The way you present the instructions is as significant to readers as the content itself.

When you’re focused on describing the product, it can be easy to lose sight of customers for whom the documentation is written.

Fortunately, following the technical writing best practices we’ve seen will help you write great technical content every time.

Whether you’re writing API documentation or a user manual, you should keep these practices in mind.

That way, you’ll make reading the documentation an enjoyable experience and improve the customer perception of your product.

Frequently Asked Questions

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5. RESEARCH METHODS

Most projects you work on—whether you are developing innovative new products, planning or implementing ideas, proposing ideas, or recommending solutions—will require research. Research can save you time by determining what other similar designs/solutions have already been proposed, what has been tried and tested in the past and what the results were, what patents are already in place, and so forth. It also helps you to understand the background of your project and how it fits into a larger context. Finally, research is necessary to help you to develop and validate your ideas by showing how similar projects have had beneficial outcomes. Researching is one of the key steps in any design process.

Chapter 5 Learning Objectives

The chapter contains the following sections that will help you develop your research skills and meet the following learning objectives:

5.1 Research Terminology : understand basic terms related to conducting and disseminating various kinds of research.

5.2 Finding and Evaluating Research Sources : review various kinds of sources and how to determine their reliability, authority, and relevance as research sources in professional context.

5.3 Defining the Scope of Your Project : understand how to use various methods to refine the scope of your project and determine a focused research question for a problem-based project.

5.4 Human Research Ethics : understand the requirements and protocols for conducting primary research using human subjects ( e.g. : surveys, interviews, focus groups, etc.)

5.5 Stakeholder Engagement and Consultation : Understand what stakeholders are, how to map the stakeholders related to your project, and the general types of engagement strategies commonly used in public engagement plans.

Technical Writing Essentials Copyright © 2019 by Suzan Last is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Writing the Methods Section

The Methods section (also called Materials and Methods) allows the reader to see how the study was carried out (Fig. 3.1 and Fig. 3.2). This section can be enlightening because it connects the dots from the introduction (telling the reader what the problem is) and the results (showing data on “solutions” to the problem). There is more than one way to go about solving a problem. By explaining the approach used, the reader time is able to understand how the research progressed from step to step.

The results are a product of the methods used, so they should be carefully analyzed before beginning your testing. Questions to consider might be: Could it be done a different way that would be easier, more feasible, take less time and yield “better” results? Did the method follow all necessary steps? Did it use the scientific method? Was it ethical?

The methods section can also describe the technical theory involved in the study. If the research called for special equipment or software, it could be mentioned in the section.

Finally, stating the method and how the study was carried out in turn allows others to repeat the study, thus lending credibility to your article by showing that the results can be reproduced using the methods described. Different branches of engineering have specific testing procedures that make studies easy to duplicate by listing which procedure and standard you used in your methodology. An example of these standards would be those set by the American Society for Testing and Materials (ASTM).

In Figure 3.2 observe how figures and tables are used to present data for the materials and methods section. Each figure or table is referred to and explained in the text.

Technical Writing @ SLCC Copyright © 2020 by Department of English, Linguistics, and Writing Studies at SLCC is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License , except where otherwise noted.

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The Ultimate Guide to Writing Detailed Functional and Technical Specifications

In an increasingly digital world, the digital transformation of companies has become a necessity. To succeed in this transformation , it is essential to properly prepare each step of a web development project, starting with the writing of detailed functional and technical specifications . These documents, often underestimated, play a crucial role in the ultimate success of projects, by clearly defining objectives, expected functionalities and technical constraints.

Why are detailed specifications essential for companies? 🇫🇷

France, like many other countries, is experiencing a rapid acceleration in digitalization across all sectors. According to a 2023 study by McKinsey & Company , companies that invest in digital projects with detailed specifications see a 30% reduction in implementation times and a 25% decrease in costs related to last-minute changes.

This observation is particularly true for SMEs, which make up 99% of the French economic fabric and often have limited resources to manage complex projects.

At the same time, more and more companies are interested in the cost of offshore software development to reduce their expenses, while maintaining a high level of quality. For these companies, the writing of precise functional and technical specifications is even more crucial, as it helps minimize the risks associated with geographical and cultural distances from development teams.

Functional and technical specifications are a strategic lever that allows companies to:

• Reduce risks: By precisely defining expectations and constraints from the start, design or development errors are minimized.
• Improve communication: A well-written document serves as a common reference for all stakeholders, avoiding misunderstandings and facilitating exchanges.
• Optimize resources: With a clear vision of needs, it becomes easier to allocate resources (time, money, skills) efficiently.

Understanding the difference between functional and technical specifications 🎯

It is important to distinguish between functional specifications and technical specifications . The former describe what the system should do from the user’s perspective, while the latter detail how these functionalities will be implemented.

Functional Specifications: A User-Centered Vision 👥

Functional specifications reflect business needs and the expectations of end-users. They must be written in collaboration with business teams, potential users and project managers. According to a 2022 Forrester Research study, 65% of IT project failures are due to a poor understanding of user needs. To avoid this, functional specifications should include:

• Project objectives: Clearly define the goals to be achieved. For example, a website redesign project for a local authority might aim to improve user relations and promote leisure facilities.
• Personas: By describing typical users (personas), you can better tailor features to real user needs.
• Use cases: These scenarios illustrate how users will interact with the system. Each feature should be described in detail with concrete examples of use.

Technical Specifications: The Backbone of the Project 🔧

Technical specifications are equally important as they define how functionalities will be realized. They should be written by technical architects in collaboration with developers. Technical specifications cover several aspects, including:

• System architecture: This describes the overall structure of the system, including interactions between different software and hardware components. A good architecture is essential to ensure the scalability and reliability of the system.
• Technological choices: It is important to define the technologies to be used (programming languages, frameworks, databases). For example, in the case of a website redesign, choosing Drupal as a CMS might be advisable for its modularity and flexibility.
• Coding standards: By defining coding standards from the outset, you ensure that the code will be maintainable and scalable. Frameworks like Symfony or Laravel , widely used in France, offer proven standards and facilitate long-term maintenance.
• Security requirements: With the rise in cyberattacks, security must be a priority. Technical specifications should include measures such as data encryption, access management, and protection against SQL injection attacks or XSS vulnerabilities. In 2023, Gartner highlighted that companies that integrate security measures from the design phase see a 50% reduction in costs related to security incidents .

Best Practices for Writing Quality Specifications 📝

Writing functional and technical specifications is not an easy task. It requires a methodical and rigorous approach. Here are some best practices to follow:

• Involve all stakeholders: It is essential to gather input from all stakeholders (users, developers, business managers) to avoid omissions and misunderstandings.
• Use clear and precise language: Specifications should be understandable to everyone, even non-technicians. Avoid technical jargon or, if necessary, explain it clearly.
• Define validation criteria: For each feature, define validation criteria that will allow you to verify that the feature meets expectations. For example, a validation criterion for a homepage might be, “The homepage loading time should not exceed 2 seconds.”
• Regularly update the specifications: A development project is often evolutionary. Specifications should be updated regularly to reflect changes. This requires good documentation management, with numbered versions and clear modification histories.

Specific Challenges for Companies 🚀

Companies, especially SMEs, face specific challenges in digitalization. The lack of internal resources to manage complex projects is often a major obstacle. According to a 2023 report by BPI France , more than 40% of SMEs consider the lack of digital skills a barrier to their development.

To overcome these challenges, many companies turn to offshore development. The cost of offshore software development then becomes a decisive factor in managing the project budget. However, for this strategy to be effective, it is imperative to have clear functional and technical specifications to ensure that offshore development teams understand and adhere to project requirements.

Why Invest in Detailed Specifications? 💡

In conclusion, functional and technical specifications are much more than just a technical document. They are the foundation on which the entire development project rests . By investing time and resources in their writing, you ensure that your project will be carried out under the best conditions, respecting deadlines and budgets.

At Serval Agency , we understand the importance of this crucial step. We assist our French clients in drafting precise specifications tailored to their needs, considering the specifics of the French market and options like offshore software development costs . Feel free to contact us to discuss your projects and discover how we can help you turn them into success.

This article has provided you with a comprehensive guide to writing functional and technical specifications. By following these tips , you can approach your web development projects with a solid foundation, reduce risks and maximize your chances of success. To go further and get customized support, contact us today. We are here to help you succeed in your digital transformation.

“Success is not measured by money or wealth, but by the impact you have on the lives of others and the success of your projects.” Donald Trump

This reminder from the former U.S. President encourages us to aim for excellence in every aspect of our projects, including the writing of detailed specifications that can turn an idea into tangible success. By investing in precision and clarity from the start, you essentially lay the foundation for a solid and impactful project. Visit the Blog – Tech, Methods and Latest News.

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