If you’re looking to get into technical writing, this guide will help you get started. If you already have some experience with technical writing, there are still some useful resources here worth checking out.
Technical writing is a broad field that includes many different types of work – from documentation for programmers to instruction manuals for consumers and everything in between.
In this post, we’ll cover what technical writing is and how it works by giving examples from my own experiences as well as by pointing out common mistakes people make when starting out on their first few projects. By the end of this post, you’ll know more about technical writing than most people do after graduating with an English degree!
| Takeaways |
|---|
| – Understand the fundamentals of technical writing. |
| – Learn how to communicate complex information clearly. |
| – Tailor your writing to the needs of your audience. |
| – Master the art of simplifying technical concepts. |
| – Develop essential skills for a successful career. |
| – Explore available resources to enhance your knowledge. |
| – Gain insights into the importance of technical writing. |
| – Discover pathways to becoming a proficient writer. |
1. Understand Your Task
To start with, you need to understand the task that you have been given. If you don’t know what your objective is, how will you know whether or not it’s been met? Before beginning any writing project, clarify exactly what it is that needs to be done or said.
If there are specific instructions for your piece of writing, read them carefully and ask questions if anything isn’t clear.
Next, think about who might be reading or listening to what you’re writing and why they would want to do so!
This step shouldn’t be overlooked; while certain forms of technical communication may seem very dry and uninviting (such as manuals), they may be extremely important resources for those who need them most and they should therefore be written with care so as not to turn off potential readers by being too boring or incomprehensible!
Understanding the fundamentals of technical writing is crucial for beginners. Learn more about What Is Technical Writing and discover how you can excel in this field.
2. Use Simple Words
Using simple words will help you make your message clear, keep the reader’s attention, and facilitate understanding.
The first step is to identify jargon the specialized terms used by a particular profession or community. For example, if you’re writing about medicine, use words like “prognosis” and “pathogenesis” in place of more familiar terminology like “outlook” or “cause.”
You may want to consult an expert for suggestions on how to simplify your language without sacrificing accuracy.
If you do need to use technical terms, try breaking them down into parts that are easier for people outside your field to understand: instead of saying “pre-cordectomy status,” try “before-surgery” instead; rather than saying “post-operative,” say “after surgery.”
3. Make It Sound Personal
Good writing is personal. It’s not enough to write in the third person; you have to use a tone that makes the reader feel like they’re being spoken to directly. This can be done by using personal pronouns, such as “I” and “you.” If you’re writing about your experiences as an editor or writer, it may be appropriate to relate those experiences using first-person pronouns like “I” and “me.”
The first-person perspective is also useful for advising on how to improve editors’ skills or explaining techniques for editing different kinds of writing.
It gives readers a sense that the author is talking directly with them and sharing their knowledge something that many writers struggle with when trying to convey information without sounding too formal or distant from their audience.
Embarking on a career in technical writing? Find out how to Build a Technical Writing Career You Can Enjoy and make the most of your journey in this dynamic profession.
4. Don’t Be Afraid Of Examples, They’re Good!
Examples are a great way to help your readers understand what you mean and can help them get a grasp on what their final product should look like.
They’re also better than just telling your reader what to do because it gives them more room for creativity and experimentation (and who doesn’t love that?). As with everything else in writing, examples should be tailored to the audience but should still be relevant to the project at hand.
5. Use Imperative Voice
The imperative voice is used to give instructions and make requests. It can also be used to express a command, demand, wish, or entreaty.
To write in the imperative voice, you have to avoid using any kind of modal verbs (could, might) and use action verbs instead. What this means is that when telling someone what to do you would use words like: go, run or walk but never “you could go” or “you might run” instead it would be “go” or “run!”
You should also avoid using passive language such as: “It was decided by the committee” because it’s not clear who decided something – so instead we’d write “The committee decide…etc.”
6. Avoid Jargon, Unless It’s Very Specific
Jargon is a word or phrase that is used by a particular profession or group of people. It can be useful in a specific context, but you should avoid using jargon if you are writing for a general audience.
As an example, if your audience is electrical engineers and they use the term “fuse,” then using this term instead of saying “the thing that blows when there’s too much power running through” makes sense.
But if your goal is to educate people who aren’t experts in your field (such as readers on how), then it isn’t necessary to use this type of terminology unless it helps with clarity or accuracy for them specifically; if not, stick with common words like “circuit breaker” instead of “fuse.”
Curious about the significance of technical writing? Explore What Technical Writing Is and Why You Should Care to understand the importance of clear communication in technical content.
7. Show Don’t Tell
One of the most common mistakes I see in technical writing is telling, rather than showing. For example:
The Internet is a way for you to communicate with people all over the world. It’s a great way to meet new friends and learn more about other cultures.
Instead of saying this, show it by doing analysis and presenting results that demonstrate what’s happening on social media sites like Twitter or Facebook during a major event (e.g., an election) in your target market (e.g., Brazil).
8. Let The Users Know What They Need To Do And When They Need To Do It
The technical writer is responsible for ensuring that the user knows what they need to do and when they need to do it. This can be tricky, because if you don’t tell the user exactly when something needs to happen, they may not do it at all.
On the flip side, if you don’t tell your users what needs to happen for them to reach their goal, they may just get confused and give up.
It’s important that you let your users know what steps they need to take for their product or experience (i.e., website) will work properly.
9. Be visual (make things clearer with images and illustrations)
Visuals are an excellent way to make your content more engaging. Use images to illustrate your points and explain what you mean. For example, an image of a broken bone being set in place will help readers understand how fractures are treated by doctors.
This is much more effective than a sentence explaining the same thing (“…the doctor uses a bandage to hold the bone together until it heals”). Images also help with the flow:
If you have a paragraph on one topic, then a paragraph on another topic, but those paragraphs don’t have anything obvious connecting them, try adding an image in between them that does connect them.
Or use images throughout an article instead of just at the beginning or end; this will keep readers interested throughout because they won’t see each new part as separate from where they left off last time!
10. If A Suggestion Is Optional, State That it Explicitly
One thing that many writers overlook is to explicitly state when a suggestion is optional.
If you write a guide that lists several steps, don’t assume the reader will automatically know that they only need to follow the first step or two. You should always make it clear if there are additional steps, so the user doesn’t get confused and stressed out by having to do more than they need to.
11. Tell A Story – A Step By Step Guide Is Better Than A Bunch Of Random Information And Suggestions
Another way to make your content easier to read is by telling stories. A step-by-step guide is better than a bunch of random information and suggestions, right?
Don’t be afraid to use a narrative. It helps readers feel like they are working with you as they follow along and also makes the process more understandable. You can also use narratives in other ways, like describing problems or concepts by using real-life examples or metaphors.
Aspiring to become a better technical writer? Discover 15 Ways to Become a Better Technical Writer and pick up valuable insights and tips to enhance your skills.
12. Intuitive Ui – Your Users Should Understand What Goes Where Without Looking For Written Instructions
The user interface (UI) should be easy to use and intuitive. Users should be able to navigate the application without looking for written instructions, and if you’re using a tutorial or help system, they shouldn’t have to keep going back to find out what they missed. This also helps ensure that your UI is consistent and easy to use across all platforms.
13. Learn From Your Mistakes
To improve your writing, you can ask for feedback from others. If you show that you’re trying to improve, they’ll be more likely to give good suggestions. You should also be open-minded about their suggestions, even if they’re not what you were expecting.
You shouldn’t get discouraged if someone says something negative about your work; it’s often those criticisms that help us the most because they allow room for improvement.
Seeking advice and insights on the art of writing? Dive into a world of knowledge with Ideas, Advice, and Observations About Writing, where you’ll find wisdom to inspire your writing journey.
Conclusion
You are now well on your way to becoming a great technical writer. You mustn’t make the mistake of thinking that this will be easy and everything will fall into place after just one try. You need to put in the work and practice over and over again, but most importantly – create content that is both useful and readable!
Further Reading
Technical Writing for Beginners: A comprehensive guide that introduces beginners to the world of technical writing, covering essential concepts and practices.
Beginner’s Guide to Technical Writing: Dive into technical writing with this guide tailored for beginners, offering insights into the skills and strategies needed to excel in the field.
Become a Technical Writer: Explore the path to becoming a successful technical writer with this resource, providing valuable advice and steps to kickstart your career.
FAQs
How can I get started with technical writing?
Getting started in technical writing requires understanding the basics of clear communication and the specific needs of your audience. You can refer to guides like Technical Writing for Beginners to build a solid foundation.
What skills are essential for a technical writer?
Technical writers need a combination of writing skills, domain knowledge, and the ability to simplify complex information. Learn more about these essential skills in the Beginner’s Guide to Technical Writing.
How do I transition into a technical writing career?
Transitioning into technical writing involves leveraging your existing skills and gaining new ones. Discover insights on how to make this transition in the article Become a Technical Writer.
What resources are available for improving technical writing skills?
For resources that help you become a better technical writer, check out Technical Writing for Beginners and 15 Ways to Become a Better Technical Writer, which offers valuable tips and strategies.
How important is technical writing in various industries?
Technical writing plays a vital role in a wide range of industries, from technology to healthcare. Gain insights into its significance through articles like What Technical Writing Is and Why You Should Care.
Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.