Technical writing

Last updated

Technical writing is a growing profession required in many of today's manufacturing, medical and research organizations. These organizations rely on technical writers to communicate complex information to customers/clients, co-workers or engineers/scientists. The work these writers provide requires an ability to accurately research and interpret complex technical content and explain it in a format, style, and reading level readers will understand and/or connect with - depending on the audience. The range of audiences for technical writing varies widely. By far, the most common form of technical writing is for procedural documentation (e.g., standardized step-by-step guides and standard operating procedures (SOPs)). Procedural technical writing is used in all types of manufacturing to explain user operation, assembly, installation instructions and personnel work/safety steps. The software industry has grown into one of the largest users of technical writing and relies on procedural documents to describe their product's user operation and installation instructions.

Contents

In some cases, technical writing may be written for experts or fellow scientists and cover specialized topics with a persuasive bias. Commonly known as white papers, industry articles, and academic papers; these technical documents are a form of marketing written for readers familiar with a technical topic and allow for the use of unique industry terms and data. Sometimes called scientific technical writing, this form of technical writing must show a deep knowledge of a subject and the field of work with the sole purpose of persuading the reader to purchace a product/service, or support a discovery. [1] The majority of persuasive technical writing documents are ghost written by a technical writer for an organization's industry expert.

In most cases, however, technical writers help convey complex scientific or niche subjects to end users in "laymen's" terms and write purely factual content describing a product or service's assembly, installation or operational procedures. Modern procedural technical writing relies on simple terms and short sentences, rather than detailed explanations with unnecessary information like pronouns, abstract words and/or unfamiliar acronyms. [2] Although technical writing plays an integral part in the work of engineering, health care, and science; it does not require a degree in any of these fields. Instead, the document's author is an expert in technical writing and relies on an organization's Subject Matter Experts (SMEs), internal specifications, and a formal engineering review process to ensure a document's information is accurate. This provides the necessary division of labor for growing organizations to produce and manage professional technical documentation. (e.g., Technical writers focus on documentation format, grammar, and style. Engineers and scientists focus on documentation accuracy). Most technical writers hold a degree in a liberal art writing discipline, such as: technical communication, journalism, English, technical journalism, communication, etc. Technical writing is recognized as the largest segment of the technical communication field. [3]

Examples of fields requiring technical writing include computer hardware and software, architecture, engineering, chemistry, aeronautics, robotics, finance, medical, consumer electronics, biotechnology, and forestry.

Overview

Technical writing is almost always performed by a trained technical writer and the content they produce is part of a well-defined process. Technical writers follow strict guidelines so the technical information they share appears in a single, popularly used standardized format and style (e.g., DITA, AP Stylebook, Chicago Manual of Style). The authors of any organization's technical writing should be indistinguishable to the reader - with no variations in grammar use and/or style. A technical writer's primary task is to communicate technical information to another person or party in the clearest and most effective manner possible. [4] : 4  [5] The information that technical writers communicate is often complex, so strong writing and communication skills are essential. Technical writers not only convey information through text, but they must be proficient with computers as well. Technical writers use a wide range of programs to create and edit illustrations, diagrams, CAD explosions, and use the latest document processors to design, create, and format documents. [6]

While technical writing is commonly associated with instructions and user manuals, the terms technical writing and technical documentation can cover a wider range of genres and formats, including: memos, reports, business proposals, datasheets, product descriptions and specifications, and white papers are but a few examples of writing that can be considered technical documentation. [7]

Technical writing is not always handled by dedicated technical writers. Engineers occasionally write about their own work, but this rarely occurs at large organizations where products must be released or revised weekly. On the business side, marketing materials or press releases are usually written by writers trained in a marketing field, although a technical writer may be relied upon to provide editing and other input on any technical content an organization may produce.

History

Like Ikea, ancient Egyptian technical writers relied purely on visual communication to explain a procedure. C+B-Egypt-Fig8-DraggingDhnthotepStatue.PNG
Like Ikea, ancient Egyptian technical writers relied purely on visual communication to explain a procedure.

While technical writing has only been recognized as a profession since World War II, its roots can be traced to ancient Egypt where visual communication was used to explain procedures. In ancient Greek and Roman times, technical writing by the works of writers like Aristotle and Democratus are cited as some of the earliest forms of technical writing. Geoffrey Chaucer's work, A Treatise on the Astrolabe, is an early example of a technical document. The earliest examples of what would be considered modern procedural technical writing date back to the early German and English alchemists who documented their discoveries as "recipes" as far back as 1100 A.D.

With the invention of the mechanical printing press, the onset of the Renaissance and the rise of the Age of Reason, documenting findings became a necessity. Inventors and scientists like Isaac Newton and Leonardo da Vinci prepared documents that chronicled their inventions and findings. [8] : 1  While never called technical documents during their period of publication, these documents played a crucial role in developing modern forms of technical communication and writing. [8]

The field of technical communication grew during the Industrial Revolution. [9] : 3  There was a growing need to provide people with instructions for using the increasingly complex machines that were being invented. [9] : 8  However, unlike the past, where skills were handed down through oral traditions, no one besides the inventors knew how to use these new devices. Writing thus became the fastest and most effective way to disseminate information, and writers who could document these devices were desired. [9]

During the 20th century, the need for technical writing skyrocketed, and the profession became officially recognized. The events of World War I and World War II led to advances in medicine, military hardware, computer technology, and aerospace technologies. [8] : 2  This rapid growth, coupled with the urgency of war, created an immediate need for well-designed documentation to support the use of these technologies. Technical writing was in high demand during this time, and "technical writer" became an official job title during World War II. [8] : 1 

Following World War II, technological advances led to an increase in consumer goods and standards of living. [8] : 3  During the post-war boom, public services like libraries and universities, as well as transport systems like buses and highways, saw substantial growth. The need for writers to chronicle these processes increased. [8] : 1  It was also during this period that large business and universities started using computers. Notably, in 1949, Joseph D. Chapline authored the first computational technical document, an instruction manual for the BINAC computer. [10]

The invention of the transistor in 1947 allowed computers to be produced more cheaply and within the purchasing range of individuals and small businesses. [8] : 3  As the market for these "personal computers" grew, so did the need for writers who could explain and provide user documentation for these devices. [8] : 3  The profession of technical writing saw further expansion during the 1970s and 1980s as consumer electronics found their way into the homes of more and more people. [8]

In recent years, the prominence of computers in society has led to many advances in the field of digital communications, leading to changes in the tools technical writers use. [8] : 3  Hypertext, word processors, graphics editing programs, and page laying software have made the creation of technical documents faster and easier, and technical writers of today must be proficient in these programs. [4] : 8–9 

Technical documents

Technical writing covers many genres and writing styles, depending on the information and audience. Some examples of commonly used technical documentation include:

Tools

The following tools are used by technical writers to author and present documents:

List of associations

Related Research Articles

<span class="mw-page-title-main">Markup language</span> Modern system for annotating a document

A markuplanguage is a text-encoding system which specifies the structure and formatting of a document and potentially the relationship between its parts. Markup can control the display of a document or enrich its content to facilitate automated processing.

Software documentation is written text or illustration that accompanies computer software or is embedded in the source code. The documentation either explains how the software operates or how to use it, and may mean different things to people in different roles.

A document management system (DMS) is usually a computerized system used to store, share, track and manage files or documents. Some systems include history tracking where a log of the various versions created and modified by different users is recorded. The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.

Documentation is any communicable material that is used to describe, explain or instruct regarding some attributes of an object, system or procedure, such as its parts, assembly, installation, maintenance, and use. As a form of knowledge management and knowledge organization, documentation can be provided on paper, online, or on digital or analog media, such as audio tape or CDs. Examples are user guides, white papers, online help, and quick-reference guides. Paper or hard-copy documentation has become less common. Documentation is often distributed via websites, software products, and other online applications.

A technical writer is a professional information communicator whose task is to transfer information between two or more parties, through any medium that best facilitates the transfer and comprehension of the information. Technical writers research and create information through a variety of delivery media. Example types of information include online help, manuals, white papers, design specifications, project plans, and software test plans. With the rise of e-learning, technical writers are increasingly becoming involved with creating online training material.

ASD-STE100 Simplified Technical English (STE) is a controlled language designed to simplify and clarify technical documentation. It was originally developed during the 1980's by the European Association of Aerospace Industries (AECMA), at the request of the European Airline industry, who wanted a standardized form of English for technical documentation that could be easily understood by non-English speakers. It has since been adopted in many other fields outside the aerospace, defense, and maintenance domains for its clear, consistent, and comprehensive nature. The current edition of the STE Specification, published in April 2021, consists of 53 writing rules and a dictionary of approximately 900 approved words.

Technical communication is communication of technical subject matter such as engineering, science, or technology content. The largest part of it tends to be technical writing, though importantly it often requires aspects of visual communication. Technical communication also encompasses oral delivery modes such as presentations involving technical material. When technical communication occurs in workplace settings, it's considered a major branch of professional communication. In research or R&D contexts, it can overlap with scientific writing.

Audience analysis is a task that is often performed by technical writers in a project's early stages. It consists of assessing the audience to make sure the information provided to them is at the appropriate level. The audience is often referred to as the end-user, and all communications need to be targeted towards the defined audience. Defining an audience requires the consideration of many factors, such as age, culture and knowledge of the subject. After considering all the known factors, a profile of the intended audience can be created, allowing writers to write in a manner that is understood by the intended audience.

User assistance is a general term for guided assistance to a user of a software product. The phrase incorporates all forms of help available to a user. Assistance can also automatically perform procedures or step users through the procedure, depending on the question that the user asked. The term is broader than online help, and includes procedural and tutorial information.

Integrated logistics support (ILS) is a technology in the system engineering to lower a product life cycle cost and decrease demand for logistics by the maintenance system optimization to ease the product support. Although originally developed for military purposes, it is also widely used in commercial customer service organisations.

A software audit review, or software audit, is a type of software review in which one or more auditors who are not members of the software development organization conduct "An independent examination of a software product, software process, or set of software processes to assess compliance with specifications, standards, contractual agreements, or other criteria".

<span class="mw-page-title-main">Owner's manual</span>

An owner's manual is an instructional book or booklet that is supplied with almost all technologically advanced consumer products such as vehicles, home appliances and computer peripherals. Information contained in the owner's manual typically includes:

The Microsoft Manual of Style: Your Everyday Guide to Usage, Terminology, and Style for Professional Technical Communications (MSTP), in former editions the Microsoft Manual of Style for Technical Publications, was a style guide published by Microsoft. The fourth edition, ISBN 0-7356-4871-9, was published in 2012. Microsoft employees and partners also had access to a Microsoft Compressed HTML Help (CHM) version.

User experience design defines the experience a user would go through when interacting with a company, its services, and its products. User experience design is a user centered design approach because it considers the user's experience when using a product or platform. Research, data analysis, and test results drive design decisions in UX design rather than aesthetic preferences and opinions. Unlike user interface design, which focuses solely on the design of a computer interface, UX design encompasses all aspects of a user's perceived experience with a product or website, such as its usability, usefulness, desirability, brand perception, and overall performance. UX design is also an element of the customer experience (CX), and encompasses all aspects and stages of a customer's experience and interaction with a company.

In technical communication, topic-based authoring or topic-based writing is a modular approach to content creation where content is structured around topics that can be mixed and reused in different contexts. It is defined in contrast with book-oriented or narrative content, written in the linear structure of written books.

A specification often refers to a set of documented requirements to be satisfied by a material, design, product, or service. A specification is often a type of technical standard.

An API writer is a technical writer who writes documents that describe an application programming interface (API). The primary audience includes programmers, developers, system architects, and system designers.

Technical documentation is a generic term for the classes of information created to describe the use, functionality or architecture of a product, system or service.

Proposal software also known as proposal management software, proposal writing software, or proposal automation software is a computer program designed to help users develop proposals, presentations, and responses to RFPs. Proposal management software is becoming increasingly popular in companies that manage frequent and extensive proposal writing projects. Such software allows businesses to automate more routine tasks while easily tracking multiple versions.

References

  1. ↑ Hamlin, Annemarie; Rubio, Chris; Desilva, Michele (2015). "Audience Analysis".
  2. ↑ Marshall, Carrie (2018). Technical Writing For Business People (1st ed.). Swindon UK. p. 1.
  3. ↑ "Technical Communications - What is it? - Tech Writer Today".
  4. 1 2 3 4 5 6 Mike Markel (2012). Technical Communication 10th Edition. Bedford/St. Martins.
  5. ↑ "Technical Writers : Occupational Outlook Handbook: : U.S. Bureau of Labor Statistics". www.bls.gov. Retrieved 2024-02-14.
  6. ↑ Johnson, Tom (December 19, 2011). "What Tools Do Technical Writers Use". I'd Rather Be Writing. Retrieved May 4, 2014.
  7. ↑ Perelman, Leslie C.; Barrett, Edward; Paradis James. "Document Types". The Mayfield Handbook of Technical & Scientific Writing. Retrieved May 4, 2014.
  8. 1 2 3 4 5 6 7 8 9 10 O'Hara, Fredrick M. Jr. "A Brief History of Technical Communication" (PDF). Montana State University Billings. Retrieved April 22, 2014.
  9. 1 2 3 Crabbe, Stephen (2012). "Constructing a Contextual History of English Language Technical Writing" (PDF). University of Portsmouth. Archived from the original (PDF) on May 12, 2014. Retrieved April 30, 2014.
  10. ↑ "History of Technical Writing". Proedit. 14 September 2012. Retrieved May 9, 2014.
  11. ↑ "Dictionary and Thesaurus". Merriam-Webster. Retrieved 2016-01-22.
  12. ↑ Johnson, Tom "What Tools Do Technical Writers Use". I'd Rather Be Writing. December 19, 2011. Retrieved May 4, 2014.
  13. ↑ "What is LyX". LyX. Retrieved May 9, 2014.
  14. ↑ Hewitt, John (January 18, 2005). "How Technical Writers use Microsoft Visio". Poe War. Archived from the original on May 12, 2014. Retrieved May 9, 2014.
  15. ↑ Brierley, Sean (2002). Screen Captures 102 (PDF). STC Carolina (Report). pp. 5–8. Retrieved May 9, 2014.
  16. ↑ Johnson, Tom (December 19, 2011). "What Tools Do Technical Writers Use". I'd Rather Be Writing. Retrieved May 4, 2014.
This page is based on this Wikipedia article
Text is available under the CC BY-SA 4.0 license; additional terms may apply.
Images, videos and audio are available under their respective licenses.