What is Technical Writing and how to become a technical writer?
Communication is an integral part of every business. No matter what you’re selling, you have to communicate its value to your end customers.
Whether you sell a clothing line or a highly complex software product — your end customers need to understand what your product is all about. What type of writing is required to sell this value is dependent on the nature of your product.
A technical product like a SaaS (Software-as-a-service) tool would need a more specialized type of writing — which brings us to the concept of technical writing.
What is Technical Writing?
Technical writing is a specialized writing form that focuses on translating complex technical concepts into clear and concise content.
The user manual you received with your latest smartphone or the help guides with your TV remote, all are examples of technical writing.
The purpose of technical writing is simple — to simplify complex information. The reader (who is mostly someone with less technical knowledge) must be able to use the information provided with ease.
Technical writers play a crucial role in bridging the gap between subject matter experts and end-users. This is one of the reasons why the demand for skilled technical writers is rising.
How to become a Technical Writer — the skills required
Because technical writing is very sharp and to the point, it requires high writing proficiency.
To excel in this field, you must focus on developing and honing the following key skills:
Strong Writing Skills: You must possess excellent writing skills, including grammar, punctuation, and sentence structure. You should be able to convey complex information clearly and concisely while maintaining a professional tone.
Technical Aptitude: While not all technical writers need to be subject matter experts, you should have a good understanding of technical concepts and the ability to grasp and communicate technical information effectively. This includes learning how to research and comprehend technical terminology, processes, and procedures.
Audience Analysis: One of the most critical skills for technical writers is analyzing and understanding the target audience. As a technical writer, you you will have to adapt your writing style and language to suit the knowledge level and needs of your intended readers, whether they are technical experts or non-technical end-users.
Organization and Structure: Technical writing requires a systematic approach to organizing information. This requires you to be skilled in structuring documents logically, using headings, subheadings, and bulleted lists to enhance readability and facilitate easy navigation.
Attention to Detail: As a Technical writer, you must pay meticulous attention to detail. You should have a keen eye for accuracy and ensure that your content is free from errors, inconsistencies, and ambiguities. Proofreading and editing skills are essential to produce polished and error-free documentation.
Research Skills: Technical writing often involves researching unfamiliar topics or technologies. Thus, you should be proficient in conducting thorough research, using reliable sources to gather information, and verifying the accuracy of your content.
Adaptability and Learning Agility: Technology and industries evolve rapidly, and as a technical writer, you must be an adaptable and quick learner. You should be open to acquiring new knowledge, staying updated on industry trends, and mastering new tools and technologies used in technical writing.
Collaboration and Communication: Technical writers often need to collaborate with subject matter experts, designers, and other professionals. Effective communication and collaboration skills are crucial for gathering information, clarifying requirements, and incorporating feedback from stakeholders.
Visual Communication: You should have a basic understanding of visual communication principles. You must be able to incorporate relevant visual aids, such as diagrams, charts, and screenshots, to enhance comprehension and illustrate complex concepts.
Familiarity with Tools and Technologies: As a technical writer, you should be comfortable working with various authoring tools, content management systems, and collaboration platforms commonly used in the industry. Proficiency in tools such as MadCap Flare, Adobe FrameMaker, Microsoft Word, and content management systems can significantly streamline your writing and publishing process.
What will you do as a technical writer?
The role of a technical writer can include a wide range of content formats and types. Depending on the industry you work in and the requirements of the job, you might have to take care of the following:
1) Create User Manuals and Guides: You will break down complex concepts into simple, understandable instructions, ensuring that users can effectively utilize the product or service.
2) Write Online Help and Knowledge Base Articles: You will create online help documentation and knowledge base articles that provide users with quick and accessible information for troubleshooting, FAQs, or self-help resources. These documents serve as a valuable resource for users to find solutions to common problems or learn more about the product or system.
3) Develop Technical Specifications and Whitepapers: You will be responsible for creating technical specifications, which outline the functional and technical details of a product, system, or process. You may also develop whitepapers that delve into a specific topic, providing in-depth analysis, research findings or thought leadership content.
4) Collaborate with Subject Matter Experts: As a technical writer, you must be ready to work closely with subject matter experts, such as engineers, developers, or product managers, to gather information and understand complex technical concepts. You might also interview experts, research, and translate technical information into user-friendly content.
5) Organize and Format Documentation: As a technical writer, you will have to organize information logically and coherently, ensuring that documentation is easy to navigate and comprehend. You’ll have to carefully use headings, subheadings, bullet points, and other formatting techniques to enhance readability and usability.
6) Incorporate Visual Aids: You may also have to learn to work with visuals such as diagrams, screenshots, flowcharts, or illustrations to support the written content. Visual aids enhance understanding, clarify complex concepts, and provide visual instructions to users.
7) Managing Documentation Projects: Depending on the scope and complexity of the project, you may be responsible for managing documentation projects, including planning, scheduling, and coordinating tasks to ensure the timely delivery of high-quality documentation.
Types of Technical Writers
As a Technical writer, you can specialize in different areas based on your expertise and the specific industry you work in. Here are some common types of technical writers:
1) Software Documentation Writer: These writers focus on documenting software applications, including user manuals, installation guides, release notes, and API documentation.
2) Hardware Documentation Writer: As a hardware documentation writer, you will specialize in creating documentation for hardware products, such as user manuals, assembly instructions, troubleshooting guides, and technical specifications.
3) IT/Technical Support Writer: As a Technical writer in IT or technical support roles, you will develop documentation to assist users with troubleshooting common technical issues. You will have to create knowledge-based articles, FAQs, and step-by-step guides to help users resolve software, hardware, or network-related problems.
4) Medical or Pharmaceutical Writer: These technical writers specialize in creating documentation for the medical or pharmaceutical industry. As a medical writer, you might produce documents such as user manuals for medical devices, drug information leaflets, clinical trial reports, or regulatory compliance documentation.
5) Engineering Writer: Engineering writers focus on creating technical documentation for engineering projects or products. Here, you will document engineering designs, specifications, procedures, or project reports. You will also collaborate closely with engineers, architects, or project managers.
6) API/Developer Documentation Writer: API or developer documentation writers create documentation that guides software developers on how to integrate and use APIs (Application Programming Interfaces) or SDKs (Software Development Kits). You will have to provide code samples, API reference guides, and tutorials to assist developers in leveraging the APIs effectively.
7) Business/Policy Writer: Business or policy writers specialize in creating documentation related to business processes, policies, and procedures. Here, you will develop manuals, guidelines, or standard operating procedures (SOPs) to ensure consistency and adherence to organizational policies and regulations.
8) Scientific or Research Writer: Scientific or research writers produce technical documentation for academic or scientific purposes like research papers, technical reports, or scholarly articles that present findings, methodologies, and analyses in specific fields of study.
How to Start as a Technical Writer
1) Develop Writing Skills: Enhance your writing skills by practicing different writing styles and improving your grammar, punctuation, and sentence structure. Consider taking writing courses or workshops to sharpen your skills.
2) Gain Technical Knowledge: Acquire a solid understanding of technical subjects relevant to the industry you want to work in. Familiarize yourself with technical terminology, concepts, and processes through self-study, online courses, or by engaging with technical communities.
3) Learn Technical Writing Principles: Familiarize yourself with the core principles of technical writing. Study style guides and industry standards to understand the best practices for creating clear, concise, and user-focused technical documentation.
4) Build a Portfolio: Start creating a portfolio of your technical writing samples. If you don’t have professional experience, consider undertaking freelance or volunteer projects to gain hands-on experience and build a diverse portfolio that showcases your abilities.
5) Obtain Relevant Certifications: Consider obtaining certifications that validate your skills and knowledge in technical writing. Examples include the Certified Professional Technical Communicator (CPTC) certification offered by the Society for Technical Communication (STC).
6) Networking and Professional Associations: Join professional associations and technical writing communities to expand your network and stay updated on industry trends. Attend conferences, webinars, or local meetups to connect with industry professionals and gain insights into the field.
7) Apply for Internships or Entry-Level Positions: Look for internships or entry-level positions in technical writing. These opportunities allow you to gain practical experience, learn from experienced professionals, and refine your skills.
8) Continuous Learning: Technical writing is an ever-evolving field. Stay updated on the latest trends, tools, and technologies by continuously learning and expanding your knowledge. Attend workshops, webinars, or online courses to enhance your skill set.
9) Leverage Tools and Technologies: Familiarize yourself with popular technical writing tools and technologies, such as authoring tools (e.g., MadCap Flare, Adobe FrameMaker), content management systems, and collaboration platforms. Proficiency in these tools can enhance your productivity and efficiency.
10) Seek Feedback and Improve: Be open to feedback and continuously strive to improve your writing. Collaborate with peers and professionals, and actively incorporate feedback to refine your skills and enhance the quality of your work.
Technical writing is an exciting content writing field and can help you grow your writing skills and proficiency and establish yourself as a content writer.
