What are Technical Writing essentials?

Technical Writing is a form of writing that transforms complex information in a clear, concise, and organized manner. What is more, technical writing covers multiple industries and niches. To excel in Technical Writing, it is important to possess a certain set of skills. In this article, we will explore the list of competencies that are crucial for any expert in the field of Technical Writing.

Subject matter expertise

The first and foremost skill of any Technical Writer is a deep understanding of the product area.

You need to grasp complex technical concepts and explain them in a way that a non-expert can understand. To put it short, a writing professional should be familiar with the following product specifications:

• Basic and advanced product functionality
• The product’s purpose and the value it brings to the customer
• Product performance unique features (what makes it different from similar solutions)
• Troubleshooting and the answers to frequently asked questions about the product
• Other non-functional aspects

It is necessary to point out that a Technical Writer doesn’t require diving too deep into the product’s engineering or development specifications, as developers and quality assurance professionals usually do.

Audience analysis

Any Technical Writer should deeply analyze the product’s target audience. Who will use the product functionality? What skills and knowledge will the common user possess? In other words, a Technical Writer is like an artist who draws a portrait of the user persona of a particular solution.

Domain knowledge (an understanding of a specific industry, field, or subject) allows writing professionals to compose documentation that will perfectly fit the needs and expectations of the customers when using the product.

Writing and editing

Strong grammar, spelling, and punctuation skills are a must for any Technical Writer. Consistency, following style guides, and creating understandable and easy-to-grasp documentation are among the most important features of any document composed by a writing professional. When creating any type of documentation, consider the following parameters:

• Spelling and punctuation
• Structure and style
• Tone of voice
• Technical vocabulary
• Content relevance

Moreover, a skilled Technical Writer should have a deep understanding and the precise requirements for how to compose the most common types of documentation:

• User guides and installation guides
• Release notes
• Policies and procedures
• Case studies
• Technical reports
• API documentation
• Whitepapers
• Troubleshooting guides
• Online help
• Training manuals
• Microcopy
• Presentations
• Style guides
• Other types of documentation

Using authoring tools

Every skilled professional should be familiar with the commonly used technical writing software tools (text processors, image and video editors, apps for building online help systems, etc.) Technical Writers often handle various tasks, including document management, layout design, writing, and audio-video editing. There is a range of tools available to assist with these tasks.

The choice of software tools required depends on the company’s specific needs and the nature of the digital product itself. The list of the most popular utilities for Technical Writers usually includes word processors, content management systems, markdown editors, screen capture and recording tools, version control systems, graphics and diagramming tools, project management software, virtual machines, and many others. To know more about Technical Communication tools, see My Technical Communication toolset.

Design

Writing is not the only thing Technical Writers usually do. Visuals (including graphs, images, infographics, and video instructions) remain a considerable part of their work. Therefore, the design skills of a writing expert usually include:

• Information design: representing facts, statistics, and other complex data in an accessible way.
• Graphic design: visualizing compound data in the form of easy, helpful, and professionally looking illustrations (for example, brochures and one-pagers).
• Layout design: creating documentation templates by using logical identities, and choosing proper fonts, colors, styles, and critical elements.

Conveying information effectively

One of the main goals of a Technical Writer is to bridge a complex technical world with a user. On one hand, a skilled writer should be able to interview tech-savvy experts and absorb information quickly. On the other hand, a writing professional needs to transform and represent the received data in a way that will be understandable for the target audience.

Communication

Although Technical Writing roles are often perceived as desk-based positions, most Technical Writers need to collaborate with colleagues from various departments. Therefore, a proficient Technical Writer is well-versed in the art of working harmoniously with professionals who possess a wide range of knowledge and expertise. In terms of teamwork, a skilled Technical Writer should obtain the following skillset:

• Team Building Skills: Technical Writers are active listeners and observers who ensure that every authoritative voice is heard.
• Conflict Resolution Skills: When faced with challenges in understanding product terminology or when team members and target audiences encounter disagreements, Technical Writers can find alternative ways to communicate and clarify misunderstandings.
• Decision-Making Skills: Technical Writers need to make well-informed decisions while determining solutions that best serve end-users.
• Planning and Organizational Skills: Technical Writers are proficient in planning, structuring, and effectively managing various technical documentation projects, ensuring timely delivery.
• The Art of Persuasion: To establish common ground with developers and subject matter experts, Technical Writers employ the art of persuasion effectively.

Research

A Technical Writer is an independent expert ready to face and solve challenges in various niches. To cope with diverse tasks, these professionals need to have brilliant research skills. As a rule, collecting the required data is based on the information delivered by user feedback and field experts. Doing the research walks hand in hand with document planning, another niche a Technical Writer deals with.

Extra skills for Technical Writer

Technical Writers should also focus on enhancing the following skills:

• Clarity: Technical Writers should be fluent in establishing cohesive and concise verbal and written communications.
• Purpose: Prior to engaging with their audience, they possess a clear understanding of why communication is essential, the purpose behind their message, and the specific problems they intend to address for end-users.
• Openness: Technical Writers maintain a consistently positive tone in their documentation and avoid negative comments and instructions.
• Confidence: They always display unwavering confidence in their content and documentation created.
• Collect and analyze the feedback: Recognizing their role in serving the audience, Technical Writers hold high regard for their audience’s perspectives and needs, incorporating them into their technical communication.

Conclusion

Technical Writing helps to reshape complex data into easy-to-understand information. It is crucial for any business field that uses various types of documentation, including instructions, guides, reports, procedures, business plans, proposals, policies, and others.

If you want to know more about the reasons why companies hire Technical Writers, explore our article What is the business value of having a Technical Writer on a project?