What is Technical writing?
Technical writing is a type of writing where the author is writing about a particular
subject that requires direction, instruction, or explanation. This style of writing has
a very different purpose and different characteristics than other writing styles such as
creative writing, academic writing or business writing.
New definition of technical writing
Today technical writing encompasses all documentation of complex technical
processes. It includes reports, executive summary statements, and briefs. Any time
technical information is conveyed in writing at work, it is, by definition, technical
writing.
This can include high-tech manufacturing, engineering, biotech, energy, aerospace,
finance, IT, and global supply chain.
The format is no longer bound to lengthy user manuals. Technical information must be
distilled and presented unambiguously. This can come in the form of technical reports,
emails, policy, briefs, and press releases.
The bottom line is if you work in a technical field you are most likely performing
technical writing.
What is technical writing and examples?
Press releases, memos, reports, business proposals, datasheets, product
descriptions and specifications, white papers, résumés, and job applications are
but a few examples of writing that can be considered technical documentation. Some
types of technical documentation are not typically handled by technical writers.
Why is Technical Writing Important use ?
Actually, technical writing will be used by most college graduates as a regular part of
their work. It is much more likely that you will use technical writing than either
academic or creative writing unless you specifically enter those fields.
A few examples of why you will likely need these skills include: getting a job –
preparing a resume or curriculum vitae, cover letter, application, and portfolio;
doing your job – preparing memos, letters, reports, instructions, case reports,
reviews, assignments, descriptions, etc.; and keeping your job – communicating with
management, co-workers, peers, patients/students/public etc.
What separates technical communication from other forms of writing?
Technical communication has a specific audience and is purposeful, usually
intended to solve a problem for that audience. One area that really
sets technical communication apart is that it is quite often
collaborative. Technical communication is also focused on
readability issues, not only the use of clear writing, but also page
design and graphics. The excellence of technical writing is judged by
clarity, accuracy, comprehensiveness, accessibility, conciseness,
professional appearance, and correctness.
There are six principles to guide technical writing:
1. Remember your purpose (to inform or persuade),
2. Remember your audience (their concerns, background, attitude toward your
purpose),
3. Make your content specific to its purpose and audience,
4. Write clearly and precisely (active voice, appropriate language to audience),
5. Make good use of visuals (good page design and graphics), and
6. Be ethical (truthful, full disclosure, no plagiarizing).
Technical communication serves both explicit, or clear, and implicit, or
implied, purposes. Explicit purposes include to provide information, to provide
instructions, to persuade the reader to act upon the information, or to enact or prohibit
something. Implicit purposes include establishing a relationship, creating trust,
establishing credibility, and documenting actions.
Most technical communications are based on a problem statement
which gives your document a clearly stated objective for your benefit as
well as your readers. The problem statement defines the problem, by
doing more than simply stating your topic, it goes on to explain what
about that topic is at issue. For example, if your topic is career guidance
then your problem could be the fact that many adults need help
identifying a career that suits their strengths and abilities and the
solution that your document will present is to create a comprehensive
clearing house that helps people identify career paths through military,
vocational training, and higher education.
Uses for Technical Writing
Technical writing is straightforward, easy to understand explanations and/or
instructions dealing with a particular subject. It is an efficient and clear way of
explaining something and how it works.
The subject of technical writing can either be:
Tangible – Something that can be seen or touched, such as a computer or software
program, or information on how to assemble a piece of furniture.
Abstract – Something that involved a series of steps that aren’t related to a tangible
object. One example of this might be steps required to complete an office process.
Some examples of technical writing include:
1. Instruction manuals
2. Policy manuals
3. Process manuals
4. User manuals
5. Reports of analysis
6. Instructions for assembling a product
A summarization of a long report that highlights and shortens the most important
elements
What is the job of a technical writer?
The job of a technical writer will differ depending on the industry and company that
they are employed with.
They often work on multidisciplinary teams functioning as the mediator between the
more technical staff and less technical reader. They will work closely with these
teams to develop a communications strategy.
Their responsibilities often extend beyond just writing. They must understand the
entire project from high-level goals to the intricacies of implementation.
Documents written by a technical writer
Your job and industry will dictate exactly what type of materials you will write.
Here is a list of the documents you could be expected to write in a technical manner:
1. Technical Reports
2. Emails conveying technical information
3. Memos
4. User Interface Text
5. Guides and User Manuals
6. Press Releases
7. White Papers & Case Studies
8. Executive Summaries
9. Balanced Scorecards
10.Product Descriptions
11.Proposals
12.Reports
13.Websites
Skills needed for technical writing
To be a successful technical writer, here are some of the most common skills needed
to be successful:
Research:
Research is one of the first steps in technical writing. After you have an assignment,
you will be responsible for collecting the data (numerical and non-numerical) and
turning it into valuable information.
Research can come from a variety of places including:
a) On-Site Data
b) Online and Intranet Publications
c) Interviews
d) Libraries and Research Databases
After you have researched, you will need to synthesize and begin planning your
document organization.
A. Industries that use technical writing
Today technology has expanded into every facet of business. Companies continue to
develop ever more technical processes in search of higher efficiency and profit.
Below is a list of industries where strong technical writing is required.
1. Biotech & Pharmacy
2. Consulting
3. Energy and Chemical
4. Engineering
5. Information Technology
6. Financial Services
7. Government & Nonprofit
8. Insurance
9. Manufacturing
10.Supply Chain
B. How to improve your technical writing skills
You don’t need to have the title of “technical writer” to utilize technical writing skills in
the workplace. If you work for a company that deals in highly skilled or technical or
analytical work, you likely already conduct technical writing.
1. Read
One of the best ways to become a better writer is to read. Reading helps you train your
brain to understand how to write. The more you read, the easier writing will become for
you.
It is critical that you are reading relevant and high-quality documents. Look for
documents produced by competitors or writers in related industries. Examine their
writing to determine how they organize information through written text.
2. Create process
Having a process keeps you from “getting stuck” while writing. Having a clear workflow
will help you systematically accomplish your work. We teach a specific process for
technical report writing in our technical writing course.
3. Seek feedback
Getting subjective and objective feedback on your writing is one of the fastest ways to
improve your skills. That is why we emphasize individual feedback in all of our courses.
To improve your writing, you need someone to review not only the grammar and syntax
but also your approach and methods as a writer.
To truly master technical writing you need to get feedback from a mentor. This may be
someone in your organization or through a professional development group. Another
great option if you are taking an online course is working with your instructor to
improve yourwritingtechniques.
4. Take a course
Taking a class can be one of the most efficient ways to quickly boost your writing skills.
You want to ensure you are enrolling in a course that specializes in technical writing.
It is imperative that the course includes one-on-one feedback and instruction. If you
are considering taking an online course (or hiring an instructor to conduct an on-site
workshop) make sure to check out our guide on how to choose an online business
writing course
5. Practice
Repetition is the key to cementing your new skills. Look to incorporate new concepts
into your work. You can even review old work to critique what you would do differently
if you were to write the document today.
Verify that the course you take includes practice opportunities. For example, does
the course require you to map the organization and sequence of a technical document?
Since this is a core technical writing skill, you want to make sure you get professional
feedback on your ability to do this.
Tips for Good Technical Writing
1. Regardless of the type of document which is written, technical writing requires
the writer to follow the properties of knowing their audience, writing in a clear,
non-personal style and doing extensive research on the topic. By including these
properties, the writer can create clear instructions and explanations for the
reader.
2. Know your audience. An expert in the field will understand certain abbreviations,
acronyms, and lingo that directly applies to such a field. The novice will not
understand in the same manner and, therefore, every detail must be explained
and spelled out for them.
3. Use an impersonal style. Write from a third person perspective, like a teacher
instructing a student. Any opinions should be omitted.
4. The writing should be straightforward, to the point, and as simple as possible to
make sure the reader understands the process or instruction. This at times may
appear as simply a list of steps to take to achieve the desired goal or may be a
short or lengthy explanation of a concept or abstract idea.
5. Know how to research. Gather information from a number of sources, understand
the information gathered so that it can be analyzed thoroughly, and then put the
information into an easy to understand format to instruct those who read it. The
more inexperienced your audience, the more information you will need to gather
and explain.
6. Be thorough in description and provide enough detail to make your points; but,
you also have to consider that you need to use an economy of words so that you
do not bore your reader with gratuitous details.
A good technical writer can make a difficult task easy and can quickly explain a complex
piece of information.