To improve your technical writing, focus on clarity, include every detail your readers need, be concise, use graphics where they help, ask for feedback, and proofread everything before it goes out.
Are you thinking about becoming a technical writer? Good for you: skilled technical writers are needed in many industries.
For some people, though, technical writing is quite a challenge. After all, you have to take a complicated system and turn it into something your readers can understand. These tips will help.
1. Focus on clarity
The number one goal of technical writing is clarity. It doesn't matter whether you are writing about a consumer product or a high-end machine that only professionals use.
When you write a highly technical document for readers who are not experts, write it so that the average reader can understand it. Add a short explanation to each technical term so that readers don't feel lost.
Technical documents for professionals should cite their sources and give proper references. That way, readers who want to learn more can do so, and the document doesn't get too long.
2. Include all the necessary details
Leaving out a crucial step or warning can have serious consequences. A reader who doesn't know how a system behaves, or how to stop it, can't react correctly when something goes wrong.
Spend a good part of your time deciding which information is essential and which is filler. Good technical writing never leaves out anything important.
3. Be concise
Word count should be at the very bottom of your list of priorities. Long technical documents are hard on the eyes. Try to get the information across in as few words as possible: your readers might be in a hurry.
4. Use graphics when they help
Graphics can illustrate a concept elegantly. A flowchart, for instance, can describe a process better than a wall of text, especially when one step of the process branches into several others. The post on using graphics in business writing has more ideas.
5. Ask for feedback
You can't get far as a writer without listening to feedback. Different organizations follow different rules and guidelines, and what counts as good technical writing in one industry may be a jumbled mess in another.
"I'm just trying to build a portfolio. How do I get feedback?"
You can practice your technical writing, build a portfolio, and get good feedback at the same time: write documentation for open-source projects.
Poor documentation is one of the big hassles of using open-source software. If you prove your worth by improving a project's documentation, you will soon have a solid portfolio to show.
6. Proofread your writing
Misspellings and grammar mistakes can leave readers utterly confused, so be thorough when you proofread. The Spell Checker can help: it marks spelling, grammar, and punctuation mistakes and explains each one. For a method that works, see how to proofread effectively.
How to get into technical writing
If you are serious about becoming a technical writer, consider studying it. Some universities offer degrees in professional or technical writing, so if there is one near you, go ahead. If you can, add a minor in a subject related to the industry you want to write for.
If going back to university is no longer an option for you, don't think the road is blocked. Build a portfolio so that potential employers can see what you can do.