This is a simple guide for technical writers who are new to the game. I’ll give you some basic tips about how to make your writing easier, better, and more enjoyable.
Keep in mind that these tips might not be relevant for every kind of technical writing (for example there’s no use in reading something aloud if you’re writing it on your computer), but they should help you get started with any type of content that requires people read through the text on screen or paper.
| Key Takeaways |
|---|
| Keep it Simple: Simplify complex concepts for clarity. |
| Use Clear Language: Avoid jargon and technical terms. |
| Organize Thoughtfully: Structure content for easy flow. |
| Visual Aids Matter: Incorporate visuals for better understanding. |
| Proofread Diligently: Edit and proofread for accuracy. |
Write How You Talk
If you write how you talk, the reader will understand what you mean. If the reader is confused about something, it’s because of their misunderstanding or lack of context. You should not have to explain yourself in detail for your content to be understood.
If you write as if your audience wants to hear what you have to say, then this means that any time there is a communication breakdown between them and the writing itself, then it’s likely that fault lies with either side (the writer or the reader).
It also means that when troubleshooting issues like these arise later on down the line, they’re more likely going to come from one side instead of both sides simultaneously (as would happen in most cases if both sides were equally responsible).
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Use Short Sentences And Short Paragraphs
Use short sentences.
This is an easy one, but I’ll say it again: use short sentences! Shorter sentences will make your writing easier to read and understand.
If you’ve ever had to read a long, rambling paragraph before stumbling across something important, then you know how hard it can be to keep track of where you are in the flow of text.
And if you’re trying to skim through large blocks of text looking for answers on a test or quiz…well, that’s just painful. Make life easier for yourself and your readers by keeping things simple and don’t get hung up on complicated ideas being more impressive than simple ones!
Use short paragraphs.
As with using shorter sentences within longer paragraphs (see above), using shorter paragraphs allows readers’ eyes/brains time enough between topics/ideas so they don’t get confused about what information goes with what other information (and therefore helps them retain more).
In addition to making things clearer in general, these breaks also allow, us writers, some room for humor or interesting diversions from our main points which makes our writing even more enjoyable for both parties involved!
Use A Free Writing Tool Like Grammarly To Help You Avoid Typos
If you are new to technical writing or just want an extra set of eyes on your work, Grammarly can help. Grammarly is a free writing tool that will catch typos and grammar mistakes, helping you avoid embarrassing errors.
You can install Grammarly as a browser extension for Chrome, Firefox, and Safari by downloading the appropriate app from their website and then following the instructions. After that, whenever you write something in any program (including Google Docs), Grammarly will be there to help with all of its helpful suggestions.
Grammarly has been around for many years now but it’s still one of my favorite tools because it works so well! As someone who spends most days writing blog posts like this one, I’m always grateful when technology allows me to avoid embarrassing grammatical errors!
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Learn The Difference Between “Who” And “That”
A lot of people get confused about what makes a person the subject of a sentence, and what makes them an object. The easiest way to think about it is who is the person or thing doing something in the sentence. And that is the person or thing receiving something in the sentence.
For example:
- “I like this book.” “I” is the subject because I am doing something in this sentence—I am liking something.
- “This book is great!” “This book” receives greatness because it doesn’t have any action happening to it, only things being done to it (such as being described as great).
Don’t Use More Words Than You Need To
The most basic advice I can give you is to remember that technical writing is not the same as literary writing. It’s very different. Your goal should be to communicate ideas clearly and effectively, with as little confusion or clutter as possible.
This means avoiding complex words and sentences where simpler ones will do just fine and sometimes even better!
If a sentence contains too many words, then odds are that something needs to go: either an adjective or an adverb (both of which tend to make sentences longer), or perhaps even a preposition or conjunction (which can make them sound stilted).
It also means keeping your paragraphs short three sentences is ideal so that readers don’t get confused about what you’re trying to say before moving on; making sure your nouns are specific enough for clarity; choosing verbs carefully so they match up with their subjects, and always double-checking yourself for spelling mistakes (especially if English isn’t your first language).
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Learn To Read Your Text Aloud And Listen For Awkward Rhythms.
Once you’ve written the first draft and gone back over what you have, it’s time to read your text again. This is not the time to edit; this is the time to listen for awkward rhythms in your writing. Are there places where your sentences feel choppy or too long?
Do some sentences seem out of place compared to others? Is there a sentence that’s just plain ugly? Make note of these things and then fix them as best as possible without deleting them entirely (which means: don’t cross out words).
When I say “awkward rhythm,” I mean that reading one sentence after another makes my eyes cross or causes me physical pain, like when someone steps on my foot at an event.
Party it feels like something went wrong but it hurt so bad that I can’t remember what happened exactly and if a reader has even one similar experience while reading my essay, they’ll likely stop reading altogether.
Check Every Hyperlink, Image, Code Block, Example, Etc. Regularly
If you’re writing about something technical, the chances are high that your readers will want to click on links and images. Make sure that every hyperlink, image, and code block works as expected.
It’s also worth checking that any example code is working properly and pointing to the right thing. And no matter how sure you are that a link works fine, always check it again before publishing your article!
If You Write Something That You Don’t Know How To Say Out Loud, Then Find Another Way To Phrase It Or Explain It
If you can’t explain it, then you don’t understand it.
If you can’t explain it, then you don’t know it. That’s the first thing to keep in mind when writing technical documentation. If there’s something that seems like a good idea but you don’t know how to say it out loud, then find another way to phrase it or explain it. Hooks and links should be clear—if they’re not, then rewrite them until they are.
Find An Editor Whose Opinion You Trust, And Hire Them To Be Your Editor
Here’s another piece of advice I wish I had learned sooner: find an editor whose opinion you trust, and hire them to be your editor!
A good editor does more than just correct your grammar mistakes. They also help you take a step back and look at the big picture. They can tell you when something is unclear or poorly written, and explain why that’s not working.
They can give feedback on how to make your work better (without being overly critical). And they’ll be available to answer questions when it comes time for revisions and edits.
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Learn How To Use Markdown Or Other Syntaxes With Plain Text Editors So That You Can Write With Minimal Distractions
If you’re working with a plain text editor, learn how to use Markdown or other syntaxes so that you can write with minimal distractions.
Learn How To Use Git So That You Can Manage Versioning Of Your Documents Easily
Another way to make technical writing easier is to use version control. Using version control allows you to track changes in a document and revert to an earlier version if something goes wrong. Git, which stands for “distributed revision control,” is the most commonly used version control tool.
Git is a distributed version control system, meaning that it maintains your files on remote servers rather than locally on your computer. This makes it easy for multiple people to work on the same document simultaneously without overwriting each other’s changes.
If You Keep It Simple, Then Technical Writing Can Be Much Easier Than You Think It Is
In my article, I will explain the most important points for technical writing.
As a writer, your goal is to make sure that your readers understand what you are saying. The best way to do this is by keeping things simple.
You don’t need fancy words or phrases or complicated sentences to get your point across just plain English works fine! You also don’t want people to have trouble understanding your meaning because of how long-winded or verbose (i.e., wordy) your writing style is either keep it short and sweet!
If there’s one lesson we’ve learned from centuries of human history: less is more when it comes down to communication between two people who share an interest in each other’s ideas but aren’t necessarily familiar with one another’s native tongues yet still need some help getting started on that journey together towards mutual understanding.”
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Conclusion
I hope this post has helped you to be a better technical writer. If there’s anything I’ve left out, let me know in the comments below!
Further Reading
Top 10 Tips for Great Technical Writing Short Description: Explore ten valuable tips to enhance your technical writing skills and produce high-quality documentation.
7 Best Technical Writing Examples to Improve Your Skills Short Description: Dive into real-world technical writing examples that can help you refine your writing skills and convey complex information effectively.
10 Tips to Enhance Your Technical Writing Skills Short Description: Discover ten practical strategies to elevate your technical writing abilities and create documents that resonate with your audience.
FAQs
How can I improve my technical writing?
Improving your technical writing skills involves practicing clear communication, simplifying complex concepts, and seeking feedback from peers and experts.
What are some effective ways to convey technical information?
Effective technical communication can be achieved through visual aids, structured organization, concise language, and relatable examples.
Are there any resources for learning technical writing examples?
Yes, you can explore real-world technical writing examples from various online platforms and blogs that provide insights into best practices and techniques.
How do I enhance the clarity of my technical documents?
To enhance document clarity, focus on using plain language, avoiding jargon, providing step-by-step explanations, and ensuring consistent formatting.
Where can I find more tips for enhancing technical writing skills?
You can find additional tips and guidance on enhancing your technical writing skills through industry-specific websites, blogs, online courses, and professional organizations.
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.