Table of Contents

Introduction to Technical Writing...............................................................................................3

What is the Whole Essence of Technical Writing?...................................................................4
What are the Key Characteristics of Technical Writing?.......................................................... 6
Concise.............................................................................................................................. 6
Accessible..........................................................................................................................6
Examples of where Technical Writing can be applied..............................................................7
First Scenario.....................................................................................................................7
Second Scenario................................................................................................................8
Third Scenario....................................................................................................................9
What is the Role of a Technical Writer?................................................................................. 10
Ensuring user understanding........................................................................................... 10
Troubleshooting............................................................................................................... 10
Equipment maintenance.................................................................................................. 11
Introduction to Documentation Engineering.......................................................................... 12
Technical Writing..............................................................................................................12
Information Design...........................................................................................................13
Project management........................................................................................................13
Who are Documentation Engineers?.....................................................................................14
Planning the Content Strategy......................................................................................... 14
Technical Writing..............................................................................................................14
Leveraging CMS and Version Control Tools.................................................................... 15
Project Management........................................................................................................15

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Introduction to Technical Writing
Have you ever heard of the term 'Technical Writing'? What comes to mind when you hear it?

Technical Writing is an act of transmitting or communicating information effectively. The key

word here is “effectively”. So what does this mean? It simply involves taking complex technical
information and presenting it so that it’s easy for the target audience to understand.

What does the word “Technical” mean here? “Technical” refers to any concept or topic that is
specific or unique to a particular field.

Basically, Technical Writing is about translating complex technical information and breaking it
down into simpler terms. Simpler information means translating the information so that it’s easy
for the target audience to understand. This simpler information is tailored to the target audience,
which refers to the content's intended recipients. The target audience could include product
users, developers, or a broader audience.

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What is the Whole Essence of Technical Writing?
The essence of Technical Writing is translating the information so that it’s easy for the target
audience to understand. It involves breaking down complex concepts and organizing the
information logically using clear language, appropriate formatting, and visual aids.

Logical here refers to the steps you must follow in organizing your information in Technical
Writing. So, there is a structure you have to follow; you have to start by explaining the basic
concepts before you get into the complex concepts.

For instance, if you’re writing technical content or a document, you’re going to start by
introducing what the concept is all about before you define the particular concept and then
before you delve into practical use cases of the concept.

So, organizing information logically means organizing information step by step in such a way
that the preceding steps build upon each other.

Now, let’s discuss the terms mentioned earlier.

● Clear language simply means language or grammar that is unambiguous—a language

that your target audience can understand, avoiding ambiguous terms or overly complex
language.

● Appropriate formatting involves utilizing features like bold text, bullet points, headers,
and font size formats.

● Visual aids include diagrams, illustrations, images, graphs, etc. The purpose of using
visual aids is to provide your target audience or readers with a clearer understanding of
the information you’re trying to pass across. They simplify the information you're
presenting, which is the essence of technical writing.

So, technical writing—just because it's called 'technical' doesn't mean it's intended to confuse
your readers even more. Companies reach out to technical writers because they're looking for
someone to explain their technical terms in a simpler way for their target audience, which
comprises their users or customers, so they can understand and effectively utilize their
products.

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As a technical writer, your aim isn't to confuse the target audience with technical jargon; rather,
you're here to clarify things because that's the essence of the role. All of this is geared towards
aiding comprehension and making information more accessible.

4
What are the Key Characteristics of Technical Writing?
There are three key terms that you should take note of or master in your journey to learning
technical writing. They include:

● Clear
● Concise
● Accessible

The first characteristic has already been explained in the previous section. So, moving on to the
second characteristic, Concise, what does that mean?

Concise
You wouldn’t want to bore your readers with plenty of text. When clarifying technical information
for your target audience, avoid using redundant information, such as repetitive or unnecessary
technical jargon. Strive to make your grammar, language, text, or content as concise as
possible. As mentioned earlier, the goal is to write and clarify technical information for your
audience.

Using redundant information or unnecessary words instead of being straightforward indicates a

lack of conciseness.

Accessible
Whatever you're writing should be accessible to the intended audience. In technical writing,
every technical piece of information you write has a defined target audience. Therefore, as a
technical writer, remember that your content must be accessible to the intended audience.

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Examples of where Technical Writing can be applied
These examples are typical use cases or real-life scenarios of Technical Writing that will give
you a better picture of where you can come in as a Technical Writer, that is, your role as a
Technical Writer.

First Scenario
Let’s assume you just purchased a new smartphone, and you need to set it up. For instance,
this instruction manual comes with the phone; let’s call it a User Manual.

An illustration showing a user manual for an iPhone from

(https://www.ultfone.com/iphone-15/iphone-15-manual.html)

This user manual that comes with the phone provides a step-by-step guide on things like:

● How to turn on the phone

● Setting up your account
● How to use the features of the phone

So, the User Manual consists of clear and concise instructions on how to do these three things.
This user manual is a form of Technical Writing.

The whole point of this user manual is for users who struggle to utilize advanced features like
camera settings, application download, etc. It is meant to guide the phone or product user
(intended audience). It presents the information in the form of step-by-step guidance.

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Second Scenario
You've probably encountered a medical brochure if you work in the medical field or are
conversant with it. These brochures typically explain things like the side effects of certain
illnesses or provide instructions on using prescriptions. They serve as examples of technical
writing.

Image from freepik illustrating a medical brochure

It’s important to note that technical writing isn’t limited to the tech industry; it's applicable across
various fields. You could work as a technical writer in the medical field, creating medical
brochures. The primary purpose of these brochures is to translate complex medical information
into easily understandable language for patients. This helps patients comprehend how to take
prescribed medications or understand their illnesses better.

Medical brochures use clear language and organize content effectively to ensure patients can
comprehend and adhere to medication instructions.

The target audience for medical brochures is the patients themselves. Whether they're under a
specific prescription or dealing with a particular illness, the brochures aim to communicate
information clearly and effectively.

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Third Scenario
Another field in which you can work as a Technical Writer is Engineering. You can create
detailed documents covering topics like Building Materials and Machinery.

An example of a technical document in the engineering field from

(https://www.solidinnovations.com.au/technical-writing-documentation/)

For example, if you're an architect designing a new building, you'll depend on technical
documents specifying the strength, durability, and other properties of materials like concrete.

Essentially, these documents serve as guides for using machinery safely and preventing
injuries. They are typically comprehensive and may include safety and security tips.

These are just a few of the fields where Technical Writers can work. In summary, as a technical
writer, you can work in these fields to provide detailed instructions on product usage or to guide
the target audience in using these tools effectively.

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What is the Role of a Technical Writer?
Technical Writing is crucial in ensuring effective communication within and outside an
organization. So, where do you come in as a Technical Writer?

Organizations look for ways to communicate their products to their audience, users, or
customers. When organizations build or release these products, whether in tech or any other
field, they want their users to be able to use them.

However, many users may not be tech-savvy or developers and struggle to understand how to
use the products. If the organization or developers have to explain how to use the product and
lack the means to do so, they will lose users, leading to a loss for the organization. Without
users, the business will not scale.

This is where you, as a Technical Writer, come in. Your role is to facilitate communication
between the organization and its users, both internally and externally. Internally, you may need
to write training documents to onboard employees.

Let’s discuss some of your roles as a Technical Writer.

Ensuring user understanding

Your primary task is to ensure users understand how to use the products owned by the
organizations by creating user manuals (instructional guides), articles, and so on. This entails
writing in such a way that is user-friendly to your target audience and avoids every form of
technical jargon.

Troubleshooting
As a product user, you might encounter difficulties while using it. These issues could be related
to software or any other aspect of the product. This is where the Technical Writer comes in—to
explain and provide solutions to these issues. Essentially, the technical writer identifies potential
problems that consumers might face. Typically, a technical writer will either use the product
themselves or research common user issues and then write technical documents explaining
how to address them before users encounter them.

For example, when you visit an organization's website, you might find a blog page containing
articles or technical content on using their products. This content isn't just for show or
decoration—it's intended to help customers understand how to use certain features and
anticipate any challenges they might face. By providing solutions to potential problems, these
articles assist users in effectively utilizing the products.

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Equipment maintenance
Technical writers can create procedural documents to standardize procedures and ensure
compliance with regulations. This includes ensuring that both organizations and customers
adhere to relevant regulations.

NOTE:
It’s important to point out that the scope of technical writing is vast and encompasses various
types of documents, which will be covered in detail in my other ebooks. So, look out for them by
subscribing to my newsletter.

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Introduction to Documentation Engineering
The Documentation Engineering aspect represents the more technical side of things. It involves
systematically planning, creating, and managing technical documentation throughout the
product lifecycle. This field integrates several principles, including Technical Writing, Information
Design, and Project management.

An Illustration showing the principles of Documentation Engineering

These principles ensure that the documentation meets the needs of users and stakeholders. So,
let’s discuss these principles.

Technical Writing
Technical Writing is the core of documentation engineering. As mentioned in the previous
section, it focuses on creating clear, concise, and user-friendly instructions, manuals, and other
technical content. This technical content encompasses various formats, from user guides to
white papers and API documentation. It requires strong writing skills, understanding complex
technical concepts, and the ability to translate that knowledge for a non-technical audience.

**Don’t worry if you do not understand some of these terms used here now; they will be
explained in the other sets of ebooks. Subscribe to my newsletter to stay updated.**

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Information Design
This principle goes beyond just writing. It involves structuring information logically, using visuals
(like diagrams, screenshots, images, and illustrations) effectively, and presenting the content in
a way that is easy to understand and navigate. When you apply information design principles,
the technical documents are more engaging and user-friendly.

Since the target audience usually consists of people with different ways of learning, these
principles ensure that the technical documents cater to the various learning styles. So the target
audience wouldn’t have to struggle to find the information they need.

Project management
While Technical Writing forms the heart of documentation engineering, project management
skills are crucial for successful execution. Project management is what ensures everything runs
smoothly and on schedule. It acts as the glue that holds everything together to ensure the
creation of high-quality, user-friendly documentation on schedule and within the allocated
budget.

Project management applies to documentation engineering through the following:

● Planning the content strategy, scheduling, and deadlines.

● Resource allocation to the team involved in the process, including technical writers,
subject matter experts (SMEs), and developers.

● Selecting the right content management systems (CMSs) and tools to enhance
efficiency.

● Monitoring or tracking the progress of the documentation to identify potential bottlenecks

or delays.

● Facilitating clear communication and collaboration between all stakeholders (technical

writers, SMEs, and developers) to keep them informed and aligned with the goals,
ensuring everyone is working on the latest version.

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Who are Documentation Engineers?
Documentation engineers are crucial in coordinating the efforts of technical writers, subject
matter experts, and other team members to produce high-quality documentation that supports
the organization's goals.

Subject matter experts possess the technical know-how; they understand all the technical
details and intricacies of the product. You turn to them for information when conducting research
as a technical writer. Subject matter experts comprehend the topic thoroughly and are the
primary collaborators. Typically, they consist of engineers or developers responsible for the
product.

So, what are your responsibilities as a Documentation Engineer? Let’s discuss them briefly.

Planning the Content Strategy

As a Documentation Engineer, you’re like the mastermind behind the information users will rely
on. You will analyze the user's needs, including who you are writing for and what information
they would need at different stages, from beginner to intermediate to experienced.

Then, you’ll also define what type of documentation will be created, such as user manuals, API
documentation, FAQs, etc. So, you’ll determine which type or format will be most effective for
documentation.

You’ll also develop the content structure, which involves the information architecture, allowing
users to navigate different topics and quickly find what they need.

Technical Writing
You may not always be writing every line yourself as a Documentation Engineer, but it’s
essential that you have a solid grasp of the principles of technical writing. You’ll collaborate with
technical writers to provide guidance and ensure that the content meets expectations (that is, it
is clear, concise, and user-friendly).

You’ll also play a role in reviewing and editing existing documentation to maintain accuracy and
consistency, and you’ll develop style guides that will be the foundation of high-quality and
uniform technical writing.

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Leveraging CMS and Version Control Tools
Documentation Engineers organize things using Content Management Systems (CMSs) and
Version Control tools. CMSs streamline content creation, storage, and publishing, so as a
documentation engineer, you’ll be responsible for managing the CMS to ensure efficient
workflows.

On the other hand, Version Control Tools include platforms like Git. The purpose of these tools
is to track changes and revisions in documentation files. You’ll utilize these tools to maintain a
clear history and avoid version control chaos.

Project Management
Documentation Engineers are also responsible for keeping everyone on the team on the same
page. This involves allocating resources needed for documentation and setting deadlines. As a
Documentation Engineer, you’ll develop project plans which include outlining the scope,
timelines, and milestones for documentation projects. You’ll also efficiently allocate tasks
between technical writers, SMEs, and other team members.

Additionally, you’ll be in charge of tracking progress and identifying any roadblocks to ensure the
project stays on schedule and addresses any changes that may arise. You’ll establish effective
communication to keep all stakeholders informed and facilitate smooth collaboration within the
documentation team.

NOTE:
There are several types of documentation, including user manuals and guides, API
documentation, installation guides, white papers, release notes, troubleshooting guides, and
more. However, this ebook won’t go into detail about each of these types. Look out for my
upcoming ebooks that will cover these types in depth by subscribing to my newsletter.

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