TECHNICAL COMMUNICATION

Technical communication is a means to convey scientific, engineering, or other

technical information.[1] Individuals in a variety of contexts and with varied professional
credentials engage in technical communication. Some individuals are designated as
technical communicators or technical writers. These individuals use a set of methods to
research, document, and present technical processes or products. Technical
communicators may put the information they capture into paper documents, web pages,
computer-based training, digitally stored text, audio, video, and other media. The Society
for Technical Communication defines the field as any form of communication that
focuses on technical or specialized topics, communicates specifically by using
technology or provides instructions on how to do something.[2][3] More succinctly, the
Institute of Scientific and Technical Communicators defines technical communication as
factual communication, usually about products and services.[4] The European Association
for Technical Communication briefly defines technical communication as "the process of
defining, creating and delivering information products for the safe, efficient and effective
use of products (technical systems, software, services)".[5]

Whatever the definition of technical communication, the overarching goal of the practice
is to create easily accessible information for a specific audience.[6]

Technical communicators generally tailor information to a specific audience, which may

be subject matter experts, consumers, end users, etc. Technical communicators often
work collaboratively to create deliverables that include online help, user manuals,
classroom training guides, computer-based training, white papers, specifications,
industrial videos, reference cards, data sheets, journal articles, and patents. Technical
domains can be of any kind, including the soft and hard sciences, high technology
including computers and software and consumer electronics. Technical communicators
often work with a range of specific Subject-matter experts (SMEs) on these educational
projects.

Technical communication jobs include the following:[3] API writer, e-learning author,
information architect, technical content developer, technical editor, technical illustrator,
technical trainer, technical translator, technical writer, usability expert, user experience
designer, and user interface designer. Other jobs available to technical communicators
include digital strategist, marketing specialist, and content manager.

In 2015, the European Association for Technical Communication published a

competence framework for the professional field of technical communication. [7]

Much like technology and the world economy, technical communication as a profession
has evolved over the last half-century. [8] [9] In a nutshell, technical communicators take
the physiological research of a project and apply it to the communication process itself.

Technical communication is a task performed by specialized employees or consultants.

For example, a professional writer may work with a company to produce a user manual.
Some companies give considerable technical communication responsibility to other
technical professionals—such as programmers, engineers, and scientists. Often, a
professional technical writer edits such work to bring it up to modern technical
communication standards.

To begin the documentation process, technical communicators identify the audience and
their information needs. The technical communicator researches and structures the
content into a framework that can guide detailed development. As the body of
information comes together, the technical communicator ensures that the intended
audience can understand the content and retrieve the information they need. This process,
known as the writing process, has been a central focus of writing theory since the 1970s,
and some contemporary textbook authors apply it to technical communication. Technical
communication is important to most professions, as a way to contain and organize
information and maintain accuracy.

The technical writing process is based on Cicero's 5 canons of rhetoric, and can be
divided into six steps:

1. Determine purpose and audience

2. Collect information (Invention)
3. Organize and outline information (Arrangement)
4. Write the first draft (Style)
5. Revise and edit (Memory)
6. Publish output (Delivery)

Determining purpose and audience

All technical communication serves a particular purpose—typically to communicate

ideas and concepts to an audience, or instruct an audience in a particular task. Technical
communication professionals use various techniques to understand the audience and,
when possible, test content on the target audience. For example, if bank workers don't
properly post deposits, a technical communicator would review existing instructional
material (or lack thereof), interview bank workers to identify conceptual errors, interview
subject matter experts to learn the correct procedures, author new material that instructs
workers in the correct procedures, and test the new material on the bank workers.

Similarly, a sales manager who wonders which of two sites is better for a new store might
ask a marketing professional to study the sites and write a report with recommendations.
The marketing professional hands the report off to a technical communicator (in this case,
a technical editor or technical writer), who edits, formats, and sometimes elaborates the
document in order to make the marketing professional's expert assessment usable to the
sales manager. The process is not one of knowledge transfer, but the accommodation of
knowledge across fields of expertise and contexts of use. This is the basic definition of
technical communication.

Audience type affects many aspects of communication, from word selection and graphics
use to style and organization. Most often, to address a particular audience, a technical
communicator must consider what qualities make a text useful (capable of supporting a
meaningful task) and usable (capable of being used in service of that task). A non-
technical audience might misunderstand or not even read a document that is heavy with
jargon—while a technical audience might crave detail critical to their work such as vector
notation. Busy audiences often don't have time to read entire documents, so content must
be organized for ease of searching—for example by frequent headings, white space, and
other cues that guide attention. Other requirements vary according to particular
audience's needs.

Technical communication in the government is particular and detailed. Depending on the

segment of government (and country), the government component must follow distinct
specifications. Information changes continuously and technical communications
(technical manuals, interactive electronic technical manuals, technical bulletins, etc.)
must be updated.

Collecting information

Technical communicators must collect all information that each document requires. They
may collect information through primary (first-hand) research—or secondary research,
using information from existing work by other authors. Technical communicators must
acknowledge all sources they use to produce their work. To this end, technical
communicators typically distinguish quotations, paraphrases, and summaries when taking
notes.

Organizing and outlining information

Before writing the initial draft, the technical communicator organizes ideas in a way that
makes the document flow well. Once each idea is organized, the writer organizes the
document as a whole—accomplishing this task in various ways: chronological: used for
documents that involve a linear process, such as a step-by-step guide that describes how
to accomplish something; parts of an object: Used for documents that describe the parts
of an object, such as a graphic showing the parts of a computer (keyboard, monitor,
mouse, etc.); simple to complex (or vice versa): starts with easy ideas and gradually goes
into complex ideas; specific to general: starts with many ideas, then organizes the ideas
into sub-categories; general to specific: starts with a few categories of ideas, then goes
deeper

After organizing the whole document, the writer typically creates a final outline that
shows the document structure. Outlines make the writing process easier and save the
author time.

Writing the first draft

After the outline is complete, the writer begins the first draft, following the outline's
structure. Setting aside blocks of an hour or more, in a place free of distractions, helps the
writer maintain a flow. Most writers prefer to wait until the draft is complete before any
revising so they don't break their flow. Typically, the writer should start with the easiest
section, and write the summary only after the body is drafted.

The ABC (abstract, body, and conclusion) format can be used when writing a first draft
of some document types. The abstract describes the subject, so that the reader knows
what the document covers. The body is the majority of the document and covers topics in
depth. Lastly, the conclusion section restates the document's main topics. The ABC
format can also apply to individual paragraphs—beginning with a topic sentence that
states the paragraph's topic, followed by the topic, and finally, a concluding sentence.

Revising and editing

Once the initial draft is laid out, editing and revising can be done to fine-tune the draft
into a final copy. Four tasks transform the early draft into its final form, suggested by
Pfeiffer and Boogard:[citation needed]

Adjusting and reorganizing content

In this step, the writer revises the draft to elaborate on topics that need more attention,
shorten other sections—and relocate certain paragraphs, sentences, or entire topics.

Editing for style

Good style makes writing more interesting, appealing, and readable. In general, the
personal writing style of the writer is not evident in technical writing. Modern technical
writing style relies on attributes that contribute to clarity: headings, lists, graphics;
generous white space, short sentences, present tense, simple nouns, active voice[10]
(though some scientific applications still use the passive voice), second and third person
as required

Technical writing as a discipline usually requires that a technical writer use a style guide.
These guides may relate to a specific project, product, company, or brand. They ensure
that technical writing reflects formatting, punctuation, and general stylistic standards that
the audience expects. In the United States, many consider the Chicago Manual of Style
the bible for general technical communication. Other style guides have their adherents,
particularly for specific industries—such as the Microsoft Style Guide in some
information technology settings.

Editing for grammar and punctuation

At this point, the writer performs a mechanical edit, checking the document for grammar,
punctuation, common word confusions, passive voice, overly long sentences, etc.

Defining Technical Communication

Technical communication is a broad field and includes any form of communication that
exhibits one or more of the following characteristics:

 Communicating about technical or specialized topics, such as computer

applications, medical procedures, or environmental regulations.

 Communicating by using technology, such as web pages, help files, or social

media sites.
  Providing instructions about how to do something, regardless of how technical the
task is or even if technology is used to create or distribute that communication.

The value that technical communicators deliver is twofold: They make information more
useable and accessible to those who need that information, and in doing so, they advance
the goals of the companies or organizations that employ them. The following examples
illustrate the value of the products technical communicators produce or the services they
provide.

 Software instructions help users be more successful on their own, improving how
easily those products gain acceptance into the marketplace and reducing costs to
support them.

 Medical instructions help patients and care-providers manage a patient’s

treatment, improving the health of the patient while reducing costs and risks
associated with incorrect care.

 Functional specifications and proposals help one group of technical experts

communicate effectively with other technical experts, speeding up development
cycles, reducing rework caused by misunderstandings, and eliminating risks
associated with miscommunication.

 Training programs provide people with new or improved skills, making them
more employable and their organizations and products more efficient and safe.

 Well-designed websites make it easier for users to find information, increasing

user traffic to and satisfaction with those websites.

 Technical illustrations clarify steps or identify the parts of a product, letting users
focus on getting their task done quickly or more accurately.

 Usability studies uncover problems with how products present themselves to

users, helping those products become more user friendly.

The following is a partial list of the different jobs within technical communication:

 Technical Writers & Editors

 Indexers

 Information Architects

 Instructional Designers

 Technical Illustrators

 Globalization & Localization Specialists

  Usability & Human Factors Professionals

 Visual Designers

 Web Designers & Developers

 Teachers & Researchers of Technical Communication

 Trainers and E-Learning Developers

What all technical communicators have in common is a user-centered approach to

providing the right information, in the right way, at the right time to make someone’s life
easier and more productive.

The most common examples of technical writing are: User manuals; software installation
guides; Standard Operating Procedures (SOP); Service Level Agreements (SLA);
Request for Proposal (RFP); legal disclaimers; company documents; annual reports; and
Help files.

User Manuals
User manuals are documentation that accompanies various consumer electronics such as
televisions, cellular phones, or gaming consoles. The technical writer must write a
manual that a novice (the target audience) will easily understand. User manuals usually
contain: Photographs; disclaimers; numbered diagrams; sequenced directions; flow
charts; a trouble shooting guide; the warranty; and contact information for the Help Desk
or Customer Support. Ideally, the engineers and programmers familiarize the writer with
the product during a site visit in the planning phase. More often, the writer self-teaches
operation of the device. Through the self-teaching process, the writer anticipates
problems that a typical user would face. The writer learns how to address those problems
and contacts the experts for explanations, if necessary. The writer incorporates only the
most common problems and solutions in the troubleshooting guide. Unusual or
improbable situations are best left to the Help Desk or Customer Support staff. The user
manual must be very easy to follow, because technical support by phone is extremely
expensive, and the customer may return the product if it is too difficult to understand.

Software Installation Guides

Computer software must be equipped with documentation to guide the user through the
installation process. Often, the programmers automate the process and the writer just
authors alert boxes and the Read Me file.

Standard Operating Procedures (SOP)

Most organizations have well-defined processes for accomplishing routine tasks. An SOP
can document how to process payroll, hire a new employee, or calculate vacation time.
SOPs ensure that multiple people in the organization can perform the same tasks in an
identical manner, so quality is consistent. SOPs help eliminate favoritism and
irregularities. SOPs ensure that co-workers can assume the responsibilities of an absent,
vacationing, or terminated employee with no variation in performance and minimal time
lag.
Service Level Agreements (SLA)
An SLA is a binding contract between a provider and a customer. It outlines services,
guarantees, warranties, and other negotiated items between the two parties.

Request for Proposal (RFP)

An RFP is similar to an SLA, in that they both describe future work or services to be
accomplished. An RFP differs from an SLA in that the former is used as a pitch to a
potential customer during a bidding period. Therefore, the RFP is not a binding, concrete
agreement.

Legal Disclaimers
A legal disclaimer is also called a hedge clause. It is a statement by the publisher that
defines the terms of service. The publisher attempts to limit its liability in the event of a
lawsuit. The publisher wants to be protected and held harmless if an injury results from
the use of the document. Basically, the publisher seeks to disavow a future claim by the
reader/viewer. The publisher states there is no implied warranty or contract with the
reader/viewer. Here is an example of a legal disclaimer for a Web site that offers software
templates for download, courtesy of freenetlaw.com:

We will not be liable to you (whether under the law of contract, the law of torts or
otherwise) in relation to this website or the templates for any direct, indirect, special or
consequential loss; or for any business losses, loss of revenue, income, profits or
anticipated savings, loss of contracts or business relationships, loss of reputation or
goodwill, or loss or corruption of information or data.

Most legal documents are extremely detailed. Although the U.S. government requires
plain language in its documents, other legal documents may contain terms confusing to
the layperson. The publisher may ask the writer to simplify and rephrase the "legalese" of
the disclaimer elsewhere in the document.

Company Documents
Most companies have some type of orientation manual for new employees to read and
understand. Orientation manuals usually contain these elements:

 Company's history
 List of services, products, and divisions
 Organization chart outlining the hierarchy
 Map of the facility
 Employee rights and responsibilities
 Dress codes
 Hours of operation
 Rules and regulations
 Disciplinary process
 Policies regarding attendance, accident reporting, vacation, salary, confidentiality,
proprietary information, performance reviews, and sexual harassment
 Job descriptions
 Disaster response plan and safety procedures
 Educational opportunities
 Common forms
  Orientation checklist
 Glossary

Annual Reports
Companies must provide annual reports to inform their shareholders about the prior
year's stock performance and other financial information. Some non-profit organizations
also prepare annual reports. The technical writer spends a great deal of time compiling
information and then presenting it in an attractive and comprehensive manner to
shareholders.

Help Files
Help files are necessary for any type of software. The purpose of Help files is to make the
user independent. Remember that Help Desk or Customer Support Staff are very
expensive and reduce company profits. Write the Help file for a novice user with no prior
knowledge of the system. Aim at the Grade 8 level and define technical terms in a
glossary. (If this seems like "dumbing down", recall that John F. Kennedy's most
memorable speeches were written for a Grade 8 audience.) Break all procedures into
sequential steps. A procedure should have no more than 10 steps. Take screen shots. Link
related information.

Kinds of Technical Writing

By Thomma Lyn Grindstaff Published Writer and Author

Technical writing deals with different types of documents and documentation, including
report and policy writing. It is vital to multiple fields of human endeavor including
science, technology, business, and industry. You might excel at any of them if you're
skilled at interpreting data and presenting it in a helpful and organized manner.

Technical Documentation

Examples of conventional technical documentation include repair manuals, owner

manuals, maintenance guidelines, engineering specifications, technical manuals, and
reference works. This type of technical writing is aimed at a specific audience, so the
writer needs to be aware of the reader's comprehension level and have detailed
knowledge regarding the subject she's writing about.

Related Articles

 Expository Writing vs. Technical Writing

 Capitalization Rules in Technical Writing
 Examples of Technical Writing for Students

End User Instructions

When you purchase a software program, install a computer peripheral, or buy a
technological gadget or consumer appliance, it comes with an electronic or hard
copy user guide that provide instructions on how to use it. Writers who create these
kinds of documents must interpret highly technical data, then present it in user-
friendly language that can be understood by a general audience. This category also
includes troubleshooting guidelines, assembly instructions, lists of dos and don'ts,
warranty descriptions, and legal disclaimers.

Technical Reports

In addition to instructions and guidelines, many technical products include information

on the product's history, evolution, or structural or operational revisions. Technical
writers organize the information and edit it for brevity and accuracy.

Feasibility Studies and Corporate Reports

Feasibility studies and corporate reports (such as annual financial reports) require precise
research and presentation of facts that can be easily comprehended by several levels of
employees, executives, and shareholders. These reports normally include graphs and
charts for comparative purposes in the areas of economics, timelines, and social or
business practicality along with narratives to explain the visual aids.

Research Results

Products such as pharmaceuticals or medical devices are accompanied by documentation

of findings and interpretations based on laboratory testing or field research. Exemplary
attention to detail is vital to the presentation of research results since this type of
technical writing frequently includes facts on drug interactions, side effects, and other
important health-related concerns.

Policies and Procedures

Both large and small companies have policy and procedures guidelines to govern
their organization and employee handbooks to help protect themselves against
lawsuits from employees who might claim they weren't aware of certain rules and
regulations. Technical writers present these instructions in clear, non-
discriminatory terms and understandable language.

Business Plans

Before lending institutions consider extending loans to new or established businesses,

they require a detailed business plan. These documents require highly technical financial
and operational research. They include projections on expenditures, possible losses, and
profit margins along with a competitive analysis, marketing strategies, and detailed
background information on the professional background and financial stability of the
owner(s).
White Papers

White papers are guides to making decisions and solving problems that are created by an
organization for an external audience. They explore specific problems, presenting
authoritative solutions that readers are encouraged to adopt. White papers are used in
many industries and business types to explain an issue and to recommend a particular
solution, product, technology, or methodology.

Case Studies

Case studies provide written analyses of real life situations. They can be about
individuals, groups, organizations, clinical practices, decisions, or events which reflect
study of the subject over a defined period. They attempt to identify patterns in data about
the topic from which generalizations can be made and trends can be identified. Case
studies often appear in scientific journals, though they also have their place in business
and industry.

Literature Reviews

A literature review can be either a standalone document or included as part of a primary

report. You can think of literature reviews as technical writing that provides an overview
of what is known on a subject. They summarize and provide details about previously
conducted research and findings on a topic, emphasizing research milestones, conflicting
results, and what remains to be discovered through further research.

Proposals

Proposals are specifically written as a call to action to get an individual or a group to do

something. Real life examples include proposals to receive grants, do projects, purchase
products, or consider specific improvements to an organization, product, methodology, or
service. Since a proposal must be highly persuasive, it must be written with its intended
audience uppermost in mind. The writer must strive to identify the need at hand as well
as describe (and convince readers to adopt) the intended plan of action.

Careers in Technical Writing

If you have a good eye for detail and the writing talent to explain complex concepts in
easily understandable terms, you might be able to have a lucrative career as a technical
writer. To test your level of talent, offer to do a few minor technical writing tasks at no
cost for your favorite charities or companies and use their feedback to ascertain if this is a
good occupational avenue for you to pursue, whether as a freelancer or as an employee
for a company that hires staff technical writers.

Examples of Technical Writing Assignments

Technical writing is writing that is done for the purpose of educating, informing or
directing someone on how to do something. Technical writing is significantly different
than other types of writing such as narrative, because technical writing is intended to
impart to the reader some specific skill or ability. Technical writing isn't for everyone. It
is often very detail-oriented and usually involves writing within fields where some
advanced knowledge is required. When given a technical writing assignment, it also must
be approached in a certain way in order for you to be successful.

Forms of Technical Writing

Technical writing assignments normally take one of three forms:

 End user documentation

 Traditional technical writing
 Technological marketing communications

End User Documentation

 Writing a manual that accompanies a cell phone

 Writing a manual teaching home computer uses how to set up a basic home
networking system
 Writing a how-to guide for using laptops

Traditional Technical Writing

 Writing an analysis of a legal case for other lawyers

 Writing up a summary of a series of medical experiments to be published in a
journal of medicine
 Writing an article for a trade publication

Technological Marketing Communications

 Writing a sales pitch to a new potential client about a new type of computer
hardware or software
 Writing informative articles for the web that show businesses that using a
particular IT consulting service can save them money

Types of Technical Writing Assignments

Technical writing is used in a large variety of fields such as engineering, computer

hardware and software, chemistry, and biotechnology. You can also find everyday
examples of technical writing in owner's manuals, employee handbooks, and in articles
on the web.

Some examples of technical writing assignments include:

 Training manuals
 Operations guides
 Promotional brochures
 Online articles
Training Manuals

A technical writer may be assigned to compile information for a company or job training
manual. In the manual, the writer may be required to outline:

 General information
 Company policies
 Standard operating procedures
 Duties required to be fulfilled by a given position
 Training manuals and other company documents can usually be categorized
as end-user documentation.

Operations Guides

When a writer is asked to write an operations guide, they are expected to have a working
knowledge of the topic or area about which they are writing.

It is important that they keep in mind that the people who will be using their guide will
likely be a beginner and will therefore need detailed and concise instructions for the
subject that is being covered. This could refer to any of the following types of guides:

 Assembly instructions
 Installation guides
 Owner's manuals
 Computer software guides
 Engineering guides

Operations guides typically fall under the traditional technical writing category, but, in
some cases, could also be considered end-user documentation.

Promotional Brochures

A technical writer who writes promotional brochures and other technological marketing
pieces will be required to not only inform a potential customer of the offer being made,
but to entice them to want to avail of it through the use of key phrases and words.

Online Articles

Another type of technical writing is found in online articles. There is a wealth of

information available on the Internet. Millions of people browse search engines and read
through articles they find for instructions, guides, and to understand different things.
Technical writing, in this case, could vary from articles on how to assemble a crib to
articles with detailed medical advice or historical information. This area of technical
writing can fall into any of the three categories of technical writing.

Finding Technical Writing Work

As you can see, there are many different types of technical writing assignments. If you
are interested in becoming a technical writer, you should consider working on both your
writing skills and brushing up on your knowledge in your particular field in order to find
the best possible opportunities.

The Nature of Technical Communication

Technical Communication is part of the vast field of communication. As future

professionals, you are expected to become expert communicators in your own field of
expertise. Your expertise and specializations require a great deal of sharing your findings,
discovery, and research. As such, you have to wield a considerable mastery of
communication and its nuances.

The term communication is derived from the Greek word “komunikare” which
translates as “to share” in English. Hence, communication has a lot of “sharings” taking
place between the sender and the receivers. It was also derived from the Latin word
“comunis” which translates as “to make common” in English. Therefore, combining
these two root words, as sharing of knowledge, ideas, thoughts and information take
place, awareness and understanding is being made common to all participants and that’s
when they start making progress and move forward.

Individual authors and experts have their own definition of communication. The simplest
definition of communication is the transfer of ideas from one to another. This simplicity
has its drawback as it encompass all forms of communication ranging from machine,
animal, and human communication. It is important that we narrow our study down into
human communication, verbal communication which involves the use of words in written
and spoken communication. However, we need to note that there is creative, artistic and
literary use of words to communicate and this is not our concern here. Our business is on
technical, scientific, and formal ways of communication. This is technical
communication.

Technical communication has a lot of definitions depending on the context where it

comes from. It is widely used in areas ranging from military, medicine, biotechnology,
engineering, architecture, business, economy, diplomacy, law, and education among
others. One textbook defines it as:

“the process of making and sharing information and ideas in the workplace” ~ (Markel,
2012)

and another as:

“a process of managing technical information in ways that allow people to take action” ~
(Johnson-Sheehan, 2012)

we may be confused as to what specific context we have to work into. Therefore, it is

important to have a defintion which is simple and which serves as our common ground in
our academic context. As such we will use a simple and easy to digest definition.
Technical communication is the exchange of information that helps people interact with
technology and solve complex problems. To interact with technology in so many ways,
we need information that is not only technically accurate but also easy to understand and
use.

Purposes of Technical Communication

The output or product of technical communication comes in various shapes and forms
depending on the purpose and these are called technical document or technical artifact.
Technical communication serves three purposes that sometimes overlap:

1. To inform. This specifically answer the question “What?”. Brochures,

leaflets, flyers, labels, etc., serve this purpose by anticipating and answering
the readers’ questions.
2. To instruct. This specifically answer the question “How?”. Instruction or
user manuals, recipe books, manual of procedures, flowcharts, etc., serve this
purpose by enabling the readers to perform certain tasks.
3. To persuade. This specifically answer the question “Why?”. By presenting
facts, data, figures and statistics backed by technical and scientific
experiments and procedures convince and motivate your readers that what
they are reading is not just opinion or assumptions. Therefore, confidence
and trust is built which is essential in technical communication.

Features of Technical Communication

Think about the types of Technical Communication you have seen. These may be
instruction manuals, instructional videos, proposals, or reports. They all work to
communicate some type of action to the reader. Instructions work to have the reader
complete the actions where proposals are working to have the reader move on some type
of proposed action. Over-all, the following are essential features of technical
communication.

1. Technical Communication is action-oriented.

2. Technical Communication uses multiple modes of communication.
3. Technical Communication details a certain kind of knowledge.
4. Technical Communication occurs in different genres.
5. Technical Communication is rhetorical.
6. Technical Communication utilizes design elements.
7. Technical Communication is user centered.
Direction of Technical Communication

1. Upward communication originates from rank and file to the supervisors is

usually addressed to mangers and supervisors who are often busy.
2. Lateral communication came from peers and addressed to their fellow of
the same rank who may share the writer’s expertise in a field.
3. Downward communication came from the top management to the
subordinates usually addressed to employees and technicians. Usually, the
concerns of top management are on how to increase productivity and
outputs.
4. Outward communication is usually addressed to customers, public interest
groups, stockholders, the government and others stakeholders. This goes
outside the company which basically informs the bigger public regarding
company policies, programs, and initiatives which affect the society.

What is Technical Writing?

You may have noticed how we started with technical communication before tackling
technical writing because the term communication refers to much more than just writing.
As you will see in this course, the work we analyze and the work we will do are
comprised of much more than just writing and move more towards a overall goal of
communicating ideas and, more importantly, actions. Technical writing is a kind of
writing characterized factual and straightforward style using formal elements to convey
specific information involving the use of technology.

Characteristics of Technical Writing

As opposed to creative writing, technical writing has specific characteristics which set it
apart and distinct from that of the former. The following are the basic characteristics of
technical writing:

1. Technical writing is formal and serious. Compared with creative writing

which may be informal and funny, technical writing communicates specific
information which requires a formal tone and serious disposition.
2. Technical writing is impartial and objective. There is no place for
opinions, biases and individual judgments in technical writing.
3. Technical writing is factual and accurate. The object of technical writing
are scientific facts and verified data which may spell destruction of
properties and even lives if not being communicated properly.
4. Technical writing is practical and powerful. To enable someone to
perform specific task which is virtually impossible previously is both
practical and empowering. Thanks to technical writing, we can now operate
equipment and machinery, use gadgets and appliances, among others.
Technical Writing versus Creative Writing

The table below summarizes the comparative features of technical writing and creative
writing. Examine each area and try to analyze the point of similarity and difference.
Enjoy learning online!

What is Technical Writing

Technical Writing, sometimes called business writing, is writing for a specific purpose
and with a specific goal. Usually its goal is to inform/instruct or persuade/argue.
Technical writing can really be considered transactional writing because there are two
people or groups involved in the communication. One party has a clear goal to inform or
persuade the other party. This is real-world writing in every sense. You may not be aware
of how much it already impacts your world through textbooks, instructions, web sites,
and communications from many businesses and service organizations. There are
professional technical communicators but only large organizations have them and even
then they are not there to
do your daily work for you and that is why it is so helpful for many to take at least
an introductory technical writing class.

Why is Technical Writing Important

Why is technical communication important and what will you use it for?
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.

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 seven principles to guide technical writing: remember your purpose (to inform
or persuade), remember your audience (their concerns, background, attitude toward your
purpose), make your content specific to its purpose and audience, write clearly and
precisely (active voice, appropriate language to audience), make good use of visuals
(good page design and graphics), and 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 reader’s. 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.

What Are the Aspects of Technical Writing?

Technical writing provides industry-related information in a way that it can be

understood by people with varying levels of knowledge; technical writers use good
grammar, active voice, proper punctuation and more to craft an article or paper.
Technical writing most often serves the needs of a particular audience.

There are a number of components involved in technical writing:

 Good grammar
 Concise writing style
 Focus on a particular audience or type of work
 Easily-identified thesis statement
 Contains accurate information

Where academic writing requires prose, historical references and paragraphs, technical
articles and papers require less verbose structures. Short sentences and lists are preferred
over long paragraphs. Further, the majority of references in technical writing are as
current as possible, rather than pointing to the historical record on the topic.

Because technical writing is usually brief, concise writing helps the reader access the
information quickly. The focus of the writing is on a single topic and bullet points help
narrow the scope of content. Technical writers avoid verbose styles and long sentences.

Since technical writing is often employed to provide current content, it is done with
active voice and in present tense. Active voice is most often employed in regular speech
and is a style that is easier for readers and listeners to retain.

Additionally, technical writing focuses on industry-related information so individuals in

that industry should be able to easily recognize grammar and associated abbreviations
and acronyms.

THREE BASIC ELEMENTS OF TECHNICAL COMMUNICATION

When clients tell me that they can write their own user manuals because, after all, they
say, they already know how to write, I’m reminded of a quip from an old friend,
frustrated by his software developers’ inability to complete a payment application on
time: “Why does it take so long? It’s just typing.” Sadly, I sometimes think, people think
the same about technical writing: It’s just typing. Which got me thinking: What does a
good technical writer have to know to be a good, dare I say, great technical writer?

Understanding the Content

It’s as old as the Dead Sea Scrolls: If you don’t understand what you’re writing about, no
one else will either. I have had prospective technical writers admit in an interview that
they don’t have to understand the subject: “Just tell me what to write and I can make it
sound good.” These are short interviews. Of course, understanding what you’re writing
about is true for any type of writing but it’s especially critical for technical writing, based
on the nature of the beast. As I like to tell my new writers, very few people pick up a
technical document for the pleasure of reading. Mostly, they look for the book or click on
the Help button when they’re stuck and need some help immediately. So the information
has to be concise, correct, easy to understand and easy to find.

Unfortunately, much of the fodder that passes for technical writing is written by well-
intentioned folks who have no idea what they’re saying.

Writing Well
The reason most engineers don’t make good technical writers is because they hate to
write – some kind of right/left brain thing. It’s not that they’re incapable of writing; they
simply don’t like to do it or it takes too much time for them to do it. Either way, we’re
grateful that we have a legitimate way to make a living. Most times, however, the
engineers are the only ones who actually understand what they’ve built and must be the
source for our knowledge, our subject matter experts (SMEs). But here’s the tricky part:
the process for technical writing is not just transcribing verbatim what the developers say;
one must understand what’s going on and then be able to explain it in such a way that the
reader – the audience – can understand it too. This is the hard part because engineers are
often too familiar with the application to make the connections that the writer needs to
explain to successfully use the item. So before the writer can start writing instructions, he
has to know how the thing works, both by listening to the engineer explain what it’s
supposed to do and then actually use it. Only at that point does the writer have the first-
hand experience to be able to explain to someone else what to do.

Making It Look Pretty

So once we’ve figured out how the thing works and how to describe how it works, we
have to make the document look good. While this task would appear to be the least
important part of the technical writing package – after all, it’s about helping people learn
to use the technology, right? – it’s actually the one that generates the most controversy.
Ever look at a document and notice that the fonts for a bulleted list are the wrong size? or
that the indented material is inconsistent? or some of the words in a heading are
capitalized and some are not? Unfortunately, these are the types of inconsistencies that
get the most attention. In our own technical writing shop, we are fortunate to always have
a second pair of eyes to review and edit everything we produce. It’s very difficult to edit
your own work; our internal edit process helps catch most of these inconsistencies.

Sound complicated? It’s certainly more complicated than just typing.

What Are The Different Types of Technical Writing?
6.5 min read

Technical writing opens the door to a career that simplifies complex topics and provides
users with valuable how-to guides. Think of technical writing as copywriting’s most
basic, straight-to-the-point version of organizing facts to educate and explain how to do
something. To be honest: this type of writing is tough, because writers act as middlemen
between developers and consumers.

Technical communications is a growing field, making technical writers high in demand.

As technical writers can earn $40 an hour, it’s critical to understand what the different
types of technical writing are, and make yourself more valuable as you connect with
employers and freelance gigs. Look forward to an interesting, promising, and challenging
career!

Browse our technical writing job openings.

Types of Technical Writing

Technical writing provides detail-oriented instruction to help users understand a

specific skill. The most common types include:

 Traditional: Repair manuals, medical studies

 End-user documentation: Electronics, consumer products
 Technical marketing content: Press releases, catalogs

Each type of writing is then narrowed down with subcategories for the purpose of
providing simplified instruction for users.

Traditional Technical Writing

While traditional technical writing sounds broad, pieces of content within this category
are specifically written for professional audiences. These experts rely on traditional
technical writing for targeted research papers, programming guidelines, and repair
manuals.

Science and Medical Papers

Research results can be hard to explain, so scientists collaborate with technical writers to
interpret and organize findings. These results are published in medical journals, so the
presentation of material requires fine detail, accuracy, and organization. These papers act
as learning resources for practitioners to understand procedures and results. As with any
form of research, technical writers ensure that proper credibility is given in the text.

Professional Reports and Reviews

In addition to writing for scientists and doctors, technical writers assist in creating reports
for business growth and educational institutions. Examples of professional reports
include project and business status reports, legal case reviews, and personnel activity
reports.

10 Key Attributes Of Technical Writing

Being able to explain characteristics of technical writing is important, especially

since the industry is all about explaining topics to others. Keeping these key
technical writing attributes in mind will make your writing coherent and consistent:

 Stick to a technical subject

 Have a purpose
 Maintain an objective
 Convey solid information/facts/data
 Be impersonal
 Stay concise
 Maintain direction
 Keep style and format consistent
 Content is archival
 Properly cite contributions

End-User Documentation

Almost every product you purchase has a written explanation of operation. These “how-
to” pieces are written to help users understand and operate products correctly. After all,
what good is a product if users don’t know how to properly use it? Since end-user
documentation requires clear and concise instruction, it’s important to create content that
breaks down technological terms to layman’s terms. Specific examples of end-user
documentation are as follows:

User Help Guides

When software product users have questions that needs specific answers, they turn to user
help guides. These are written to provide clear and sensible answers to common questions
that may develop as use of software programs continue. User help guides are broken
down into sections depending on the type of ‘help’ needed – allowing users to read ahead
or re-read information to make their understanding of a product stronger.

Looking for the next step in your career? Collabera has many current openings for
technical writers, with more posted every day. Browse our technical writer job
openings and apply online, or submit your resume to get started with us today!

Product Manuals

You know you’ve seen these — and are guilty of adding them to a bookshelf before
reading. Product manuals are those small booklets that highlight a product’s main
features, general maintenance, and basic operation. Examples of product manuals you’ve
heard of include owner’s manuals for cars and operator’s manuals for heavy machinery.

Assembly Guidelines

Since assembly guidelines tell users how to physically set up a product, technical writers
are responsible for writing clear and user-friendly, step-by-step instructions. It’s
important for these instructions to be written in a way that ensure users can accurately
assemble products. Just think: if you used the assembly guide that came with your new
entertainment system, you probably would have put it together in half the time!

Technical Books

Similar to user help guides, technical writers are hired to write guides for users to
understand the ins and outs of a product; most often software products. It’s critical for
these technical books to be accessible and of interest to non-expert users. If you’re
thinking of writing a technical book, check out Udemy’s guide on writing a how-to book.

The Most Common Technical Writing Mistakes

Looking to hone your skills? The Center For Technical Communication identifies
these as the most the common technical writing mistakes (PDF).

 Poorly defined topic

 Lengthy sentences and big words
 Scattered page layout
 Inadequate content
 Inconsistent tone

Technical Marketing Content

If you have an eye for detail and a way with words, creating technical marketing content
is the category for you. Developers’ products wouldn’t be much use if consumers don’t
understand how to properly operate them. To avoid this, technical marketing content
serves as a bridge for products, consumers, and businesses understand each other.

White Papers and Case Studies

White papers are written to highlight a company’s success — and in this case, success
with certain products or services. Technical writers investigate problematic topics of a
specific audience and integrate a company’s product to create solutions. On the other
hand, case studies are experience reports that provide details of how an account’s
business goals were met with the help of a product.
Case Study White Paper
New solution to an old problem, or
Focus One customer’s experience. the benefits of a B2B product or
service.
This customer loves our Here’s how our B2B product or
Message
product our service service can benefit you
Length 1-2 Pages 5-12 Pages
Think of it this way:

Source: thatwhitepaperguy.com

Proposals and Pitches

Many B2B (business to business) sale relations involve proposals and pitches written by
technical writers. Once a company presents the specs for a collaboration or solution, tech
writers join the team to explain the technical aspects of proposals. Once the business plan
is set, technical writers then gather key elements of the executive summary to create a
pitch.

Brochures

Brochures in technical communications are more than pretty pictures of a tropical island
you’d like to plan a vacation to. Brochures take users to a deeper level of understanding
and appeal through clear descriptions, functions, and uses of a product.

Top 5 Technical Writing Tools

The use of technical writing tools is vital in creating the best user experience when
designing and editing content. Here’s the five most popular programs:

 Acrobat- An Adobe program that captures documents and allows users to

view it in its original format and appearance.
 SnagIt- A screenshot tool available to Microsoft Windows and Mac OS
operating systems that captures audio and video display.
 Visio- A program from Microsoft Office’s list of products that utilizes
diagrams, charts, and layouts that are then used in flowcharts, playbooks,
and network diagramming.
 PhotoShop- Digital image editing software from Adobe that allows for editing
photos, graphics, and other images.
 FrameMaker- An Adobe processor designed for writing and editing complex
documents frequently constructed by technical writers.

For as long as technology exists and develops, technical writers will be in demand to help
users operate products and software. This is especially true in the IT industry- where
technical writers salaries average $58,000 in 2016. If you’re just starting out in technical
communications, add value to yourself by taking advantage of online certification courses
or a local community college.