Technical Writing: Tips For Avoiding Common Pitfalls

As the name suggests, Technical Writing is writing that deals with the communication and dissemination of technical information. This definition is simple enough, but Technical Writing is a hardly a simple form of writing in that it is a Specialty requiring skills and knowledge that generally goes beyond the scope of routine Business Communications.

Of course, Technical Communications are just as common as letters, memos and reports in the Business World. And while Engineering and Information Technology Departments traditionally develop large amounts of Technical Writing, areas as diverse as Accounting, Manufacturing and Human Resources are just as likely to publish Technical Communications on an on-going basis.

In many organizations, Technical Communications are the sole responsibility of Technical Specialists. This is not a bad thing, by any means, as technically-oriented writers generally tend to be precise regarding technical subject-matter. However, it is not unusual for this precision to sometimes come across as nebulous and esoteric for users of Technical Publications.

Likewise, there are situations where Technical Communications are handled by non technical Staff Writers. These writers may be able to compose wonderfully readable manuals and the like, but if these writers produce communications lacking in pertinent technical details, their usefulness as effective reference tools will be minimal.

Obviously, in a perfect world Technical Specialists and Staff Writers would collaborate on Technical Communications. But as logical as this coordination may seem, it is not necessarily a Standard Operating Procedure in many organizations.

In light of this, it is often up to the individual writer, through education, training and self-help to develop and refine their skills and abilities as effective Technical Communicators.

For technically-oriented individuals, the key thing to remember is that Technical Writing, like all Professional Communications, must be written for the benefit of the reader or user, as opposed to other Technical Specialists.

On the other hand, non technically-oriented writers need to defer to Content or Subject-Matter Experts for assistance in completing their Technical Writing Assignments.

The upshot is that all producers of Technical Communications need to understand that they do not operate in a vacuum. In other words, writers must be willing to reach out and engage others through their Interpersonal and Project Management Skills - competencies just as important as technical knowledge or writing skills.

Obviously, Technical Communicators have many operational and procedural issues to consider as they draft and develop their projects. But over-riding these considerations are common pitfalls that must be avoided.

The following are arguably the ten most universal pitfalls and are usually at the core of most Technical Writing problems:

1. Superficial Knowledge Of The Subject

Writing skills cannot compensate for lack of knowledge. A skilled writer may be able to compose a readable communication on any topic, but if it lacks depth, it won't be acceptable. Take the time to get educated on the subject.

2. Misuse Of Subject Matter Experts

Content experts provide technical details, but not necessarily writing expertise. In such cases, it should fall on an experienced Wordsmith to carefully edit the work into a well-crafted communication.

3. Lack of Adequate Planning

As with any Professional Communication, writers must follow a plan or road map. Technical Communications require a high degree of collaboration and coordination, and thus requires the application of first-rate Project Management Skills.

4. Inconsistent Formatting

Firm decisions about formatting should be addressed at the Planning Stage. A hodgepodge of formatting styles is inconsistent with a professional document. To preclude this from happening, consider using a template, samples of which can be found in many easily-found desktop and on line sources.

5. Inadequate Glossary and Index

This goes back to formatting. A fully integrated glossary and index is vital for "user-friendliness". If a Technical Communication is difficult to use, it will be largely ignored.

6. Difficulty In Revising or Updating

A typed communication is basically static, but one that is software or Desktop Publishing-based can be updated quickly and economically. Be mindful that an out-of-date communication has limited value to users.

7. Long Text Blocks

Once again, it's a question of formatting. Break things up and make it easy on the eyes. Simply using bullets and indents will make the important points stand out.

8. Inaccurate Or Outdated Data, Specs, Tables, etc.

This is the "Achilles Heel" of any Technical Communication. Keep things current by setting up an on-going formal review procedure with the subject-matter experts.

9. Poor Spelling And Grammar

The content should stand out, not the spelling and grammar mistakes. And let's face it, mistakes will be noticed. Take the time thoroughly proof your work.

10. Improper Word Usage and Tone

Be business-like and avoid using common contractions. A breezy and friendly tone tends to marginalize Technical Communications. By the same token, writers who over use jargon and acronyms are erroneously presuming universal knowledge of a particular subject. The best bet is to write clearly, and for a broad readership.

In the end, an effective Technical Communication is often judged on how well the writer strikes a balance between superficiality and pertinence, i.e., too little detail will not be useful, but too much may be incomprehensible to most users. Thus it is imperative for writers to reality test Technical Communications with selected readers prior to their publication.

For additional information on this topic, check out Business Section of your local library or the Internet.


Jack


Related Links:

http://www.docsymmetry.com/technical-writing-process.html

http://www.klariti.com/technical-writing/index.shtml

http://www.coping.org/write/improvtech.htm