Have you found it challenging to understand with sufficient examples of understanding a particular subject matter or field of study? Then, learning about technical writing from this article will help you. The article shall provide the definition, forms, processes, styles, and examples of technical writing.
What is Technical Writing?
Technical writing has been employed by writers over the years and requires mastery. It can be defined as a type of writing employed by writers or professionals to convey more insight and information in their field or a particular subject matter to readers in more straightforward and practical ways to aid comprehension.
The following below shall discuss the roles, benefits, styles, growing demand, and prominent areas:
Roles
The role of such writing is how it conveys relevant information that may seem complex at first to a reader and will guide the reader on how best to use the information.
Benefits
The benefit a technical writer enjoys is the vast knowledge before breaking down whatever topic or field of study to an audience. More so, the writer acquires a skill of further conveying only the necessary information needed in that particular field of study or topic.
Styles
The style employed in technical writing is professional. It should be clear, direct, and as neutral as possible because readers expect content written by writers to be easily understood and digestible intellectual.
Growing demand
The growing demand for technical writers or writing as a skill or profession has been projected to be in high demand and should grow by 10 percent in the past decade due to increased scientific and technical products.
Prominent technical writing areas
Some wide ranges and fields demand technical writing to convey messages to their target audiences. These fields include and are not limited to health, education, finance, engineering, law, transport, telecommunications, etc.
Forms of Technical Writing
It has various forms that a writer may employ to convey these technical fields in the simplest ways.
Three of these forms of writing may be used:
End-user documentation
This form of writing is used to assist an end-user in understanding how to use a particular product which could be found in the following ways or products bought. Examples include the user manuals that come with new gadgets and devices, installation guides for cable TV, description documents in drug packs, and other such documents.
Traditional technical writing
Experts write traditional technical writing in a particular field for their contemporaries. Examples of traditional technical writing are legal case analysis by a lawyer for other lawyers, medical experiments summary to be published in a journal of medicine, etc.
Technical marketing communications
A technical writer may need to employ a more user-friendly language to aid a product’s marketing and convince a prospective buyer to purchase the product. A promotional brochure encouraging employees and employers to take advantage of the company’s offers is a good example.
Technical Writing Process
The procedure for writing a technical document is complicated and requires caution. Below are steps you can follow for drafting your own technical document:
Project preparation
Project preparation begins when the writer clearly understands the client’s demands in the field or subject matter desirous to be discussed. When these questions are well understood, the writer makes headway to attain clarity, which is one of the objectives that technical writing hopes to achieve.
Analyze and understand your audience
Every product is sold over the counter, but when the customer utilizes customer satisfaction, this goes for technical writing. Unless the reader can understand and enjoy the content of the technical writer, only then can this process be effective.
The goal is to give reader satisfaction constantly, so in understanding your audience, the technical writer is to consider whether or not the audience is absolutely or partially familiar or not familiar completely with the topic. Consequently, the comprehension of your target audience is the primary concern of a technical writer.
Think about user experience
In technical writing, the writer has to think about user experience constantly. Readers may not always like to have their eyes fixed on a screen; the job here as a writer is to present the write-up in the most accessible and presentable way so the reader can point out what information they may need. Avoid leaving your audience frustrated that they accessed your site to read a particular piece.
Plan your document
The next goal in planning your document as one of the technical writing processes is to have a structure or points of how or how to convey your writing ideas. This prevents a writer from being mentally clogged with a lot of ideas. It also contains too many ideas jammed into one. With proper planning, a writer achieves clarity, and a reader enjoys an understandable read.
Carefully review your document
As a technical writer, all published works are free from grammatical errors, and so should yours. The writer must proofread, ask others to look deeply at the written words, and employ grammar-correcting apps. With an error-free write-up, a technical writer enhances competence.
Consult with experts or use a template
No man is an island. Every technical writer can inquire from professionals in a particular field to gain sufficient knowledge of a topic before writing. In addition, the writer can employ the use of templates to aid comprehension of facts contained in the report.
Use Cases And Examples
A technical writer employs his/her writing skills in several different instances and for various applications.
Below are some examples of write-ups:
User Manuals
A user manual accompanies various products from your new cell phone, gas cooker, etc. The technical writer must discuss under various subheadings alongside diagrams the step-by-step guide on using or activating a product in the simplest ways. When users find it difficult, they may contact a customer care representative.
Download: Microsoft Word (.docx)
Standard Operating Procedure
The Standard Operating Procedure applies to how an organization is run. Therefore, the writer must gain adequate knowledge of the organization's affairs to compile information that may aid any reader, especially those to the SOP is most applicable, to understand the running of the organization.
Download: Microsoft Word (.docx)
Employee Handbook
The employee handbook is written to help new employees, most especially in an organization, become familiar with the activities in an organization.
Download: Microsoft Word (.docx)
Press Release
Technical writing applies here, especially in the telecom industry, where an organization may share news or an important announcement about its organization.
Download: Microsoft Word (.docx)
Business Plan
Every company or business must have its business plan. Therefore, the technical writer must convey the information in every section of the business plan so that readers, especially outsiders, may understand the business structure.
Download: Microsoft Word (.docx)
Training Manual
The training manual is used during such training organized by an organization to improve workers' performance.
Download: Microsoft Word (.docx)
Legal Disclaimers
The technical writer may include some legal conditions relating to the write-up, such as the legal policy that may guide the use of a particular product or service.
Download: Microsoft Word (.docx)
Promotional Brochures
These are written to provide more information about a particular product or service to encourage a prospective buyer from buying that good or service.
Download: Microsoft Word (.docx)
Annual Reports
These are reports released yearly by an organization to provide information to its stakeholders about the state of affairs in an organization. These may include financial statements, stock performance, and so on. So, naturally, the technical writer is expected to know, especially in the field where such an annual report conveys the knowledge intended to be transferred.
Download: Microsoft Word (.docx)
Technical Writing Style
The writer may employ various styles to write a good technical document and have reasonable reader satisfaction effectively:
Use active voice
Use an active voice that requires that the subject in the sentence performs the action.
For example,
“The lawyer drafted the documents for the land matter”
“The documents for the land matter were drafted by the lawyer.”
Active voice is easier to read, understand and relate to.
Choose your words thoughtfully
The writer’s arsenal is words; therefore, having a full vocabulary to make every content digestible is essential. Although vulgar words, slangs, and short forms, overuse of pronouns are examples of words that could undermine the meaning of some words and avoid unnecessary details that may make the text complex, as the writing is usually for a wider audience.
Task-based approach
Such a writing aims to provide instructions for the reader. A task-based approach is best used to achieve that. The technical writer’s aim is to assist the reader in understanding instructions and the arrangement of steps in the process.
Avoid jargon
Remember that every writer in this field aims to explain the complex subject matter more straightforwardly to readers. Therefore, the technical writer should avoid using words or acronyms that people may only understand within that particular field. Avoid jargon, especially when you are an expert in your field, because your readers are mostly not knowledgeable in that area.
Use plain language
The fewer words, the more accessible for the reader to comprehend. The writer is advised to use fewer words to avoid complexity.
Visual and clear formatting
This style is employed to encourage a reader’s view while reading. A visual representation attached to a portion of text goes a long way to allow a reader to enjoy reading the contents of a write-up. For example, inserting a picture goes a long way to aid the reader in not getting lost in a wall of text.
Career Advice for You
Technical writing is a skill that requires practical experience. Continue to attempt writing and building a portfolio, and value your worth. Discover the area of writing and who your prospective employers might be. You may decide to work in-house or freelance as you continue to search for jobs on sites that deserve such services.
Never be satisfied with the skills but go for more by acquiring knowledge that upgrades your skills. You could join a professional body to increase networking and competence.
Final Thoughts
The journey towards being an excellent writer can not be arrived at in a day, but you can enjoy a successful career in the field with daily dedication and practice. Technical writing is a necessary writing skill that encompasses various concepts that have been discussed in this article, including analyzing your audience, proper planning, thorough fact-checking, and proofreading. It takes patience and practice to build confidence in your technical writing skills and eventually become proficient at it.
