Author: Liane Cabral
The concept that strong written communication skills make a great technical writer is a popular misconception. The ingredients that go into creating a successful technical communicator are far more complex than this. The industry equation of good writing skills + technical writing tools knowledge + basic product knowledge = good technical writer is no longer correct. However, like building a house, good written communication skills become the foundation upon which all good writers build their careers.
Technical writers need to possess a good command of the English language, superior writing skills, and the ability to explain complex technical details in simpler terms.
Tools of the Trade:
Most technical writers use a variety of tools to produce documents. The tools vary from Microsoft Word, used mainly because of its universal availability to other similar applications like WordPerfect and Microsoft Works.
Adobe FrameMaker is another very popular writing tool, mainly because it allows you to divide books into smaller chapters, cross reference across a book, and insert graphics as required.
Most technical documents require the use of graphics or illustrations to provide clarity for complex tasks. Complex documents are always made simple with the effective use of graphics.
However, it is not essential for technical communicators to be experts on illustration tools as many companies hire specialist graphic designers for this role.
Graphic designers/Illustrators normally use applications such Adobe PageMaker, Quark Express, Adobe Photoshop, Adobe Illustrator, Corel Draw, Macromedia Freehand, AutoCAD, EasyCAD, Jasc PaintShop Pro, and MacroMedia Fireworks.
To be a successful technical writer one must develop the following skills:
Audience analysis: Understanding who your customer is goes a long way in determining the style and complexity of a document. For example a writer working on consumer goods should understand that the documentation is simple so that the common man who has no knowledge of technology is able to install and use the product.
For products where the end user is a skilled technical user, though the documentation needs to simple, the writer should be in a position to gauge the level of expertise that the user possesses and provide appropriate documentation.
Additionally, there is often a difference between what the customer really needs to know versus information overload, a writer must be able to understand this and deliver appropriate documentation. The KISS principle (Keep it short and simple) always applies as a standard guideline for any document.
Project Management skills: Technical writers are called upon to wear a project manager’s hat to keep track of the projects that they are working on. Scheduling technical reviews, key milestone project dates, documentation delivery dates, and so on must be tracked and managed. Resource management also comes into play while scoping out the effort involved in completing the documentation required for a particular project. The Documentation Development Life Cycle is often much shorter, or, a subset of the Product Development Life Cycle. In between technical reviews cycles and product design updates the assigned writer could be called upon to work on other projects.
Domain knowledge, Product knowledge, and Verification of Procedures: Technical writers learn about the domain that they work in and many may prefer to specialize within a particular domain. For example: someone working within the Telecom domain might prefer to gain in depth expertise within the same domain and eventually become a Subject Matter Expert. Within each domain, products will have different specifications, installation, and maintenance procedures. In most cases, the writer will be called upon to work with the product from installation, through to troubleshooting and maintenance to provide accurate documentation and verify procedures.
Multi tasking Skills: A technical writer is often required to work on multiple projects. Keeping track of multiple project deadlines, schedules, and review lists is a challenge and requires multitasking skills.
Interpersonal skills: Technical writers need to interact with a host of people from different departments to receive inputs for a document. Often, marketing; after sales services; engineering; legal; and other key departments are instrumental in providing inputs for a document. The writer must be comfortable getting inputs from the various Subject Matter Experts (SME) in these departments. The writer is also required to follow up with the team members for timely reviews and approvals of their documents. The SME’s from other departments are often busy with their own priorities and immediate deliverables, so, the writers established professional relationship with the team helps move the document through the documentation life cycle as required.
As with any other career, a good technical communicator must constantly work at upgrading their skills, technical knowledge and tools knowledge to stay successful and enjoy career progression.
About the Author
Information Development Manager
Consumer Desktops, Imaging, Displays, Client Misc, Peripherals, and Localization
Dell India R&D Center, Bangalore
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