To become proficient at any type of writing, frequent practice is essential. If you’re taking a technical writing course for your degree program, you may have opportunities to complete assignments that direct you to produce technical writing. While doing these assignments, keep in mind the following technical writing tips.
Spend Plenty of Time Planning
Most forms of writing can benefit from advanced planning beyond simply creating an outline. Before you write a word, you’ll need to plan out the entire document, as well as understand its purpose, scope and various requirements. You’ll need to know:
- Style guidelines
- Applicable industry regulations
- Purpose and scope of the document
- Additional deliverables (appendix, glossary, etc.)
- Audience demographics
Once you have a firmer grasp on the requirements and parameters of the project, as well as who the audience is, you can begin outlining the document. You may adjust the outline as you write but you should have a general outline to give you a starting point by organizing content into a logical flow of information.
Simplify Your Language Usage
Technical writers specialize in taking complex information and refining it into clearer, simpler terms. People read manuals and standard operating procedures (SOPs) to learn how to do what they need to get done. The more clear and concise the document is, the more likely the reader will understand the information presented. Whenever possible, use short words and simple sentence structure.
Take a look at the contrasting styles:
- Too complex: “It’s important to let your vehicle run for a while prior to operating it when the weather is chilly. This allows the oil to warm up and circulate properly, and you’ll also feel more comfortable the longer the heater can run.”
- Simplified: “Prior to operation, start the vehicle and allow it to run for several minutes or until the defroster clears the windshield.”
Write for Speed Readers and Skimmers
Always bear in mind that people read technical documents to accomplish an actionable goal. Many of these individuals will skim a document to shorten the time it takes to understand something. There are a few technical writing tips you can use to ensure that speed readers and skimmers still get the necessary information.
Use the inverted pyramid method, which involves putting the most important info at the beginning. This is also called front loading. Alternatively, you can use bulleted lists to draw the reader’s attention to the most important points. Use numbered lists for step-by-step processes.
Use Appropriate Visuals
Depending on the company you’re writing for, you may be responsible for including some basic visuals in your documentation or for giving instructions to the illustration team. Avoid using visuals merely for the sake of increasing breaks in text but do use them whenever they would enhance the reader’s understanding.
For example, if you’re writing a manual on assembling a model rocket for hobbyists, you’ll need diagrams that allow the user to identify the various components, with arrows pointing to where those components should be placed.
Test Your Own Instructions
Technical documents require heavy editing to remove unnecessary words, simplify sentences and enhance clarity. But before you can dive into the editing process, you need to test your own instructions. Follow what you’ve told the readers to do to confirm the desired outcome. Add additional clarifications as necessary. You may need to collaborate with subject matter experts, such as engineers, to ensure your documentation is accurate and the process is replicable.
Related article: How To Become a Better Writer
