A Writer’s Prerogative

The previous post explained the skills that a writer should have to prepare effective documentation. But what about the concepts? 

Conceptually, what should a technical writer have in mind while preparing user documentation? I was thinking whether what should be a writer’s thought process before writing about technology. Thus, this post happened.

Following are the areas which may help a technical writer conceptualize effective technical documentation process:

• Visualize your audience: Understand and if possible visualize your readers and their needs, attitudes, and most importantly, their awareness of the subject matter. Adapt your writing to these factors and their technical skills. Understand in advance what the audience would (or should) think when they have completed reading your document.

• Understand the Context: Know the context in which the readers might perceive or judge your writing. Some audience may view the information you have developed from a critics’ viewpoint. For example, if you generally use American English and the audience is British, they are extremely particular about the subtle differences between the English used in America and England. So, shape your writing according to it and always understand the scenarios.

• Formulate a sound writing plan: Good writing is a result of a sound process that includes gathering correct information, brainstorming and categorizing thoughts. The typical process would include analyzing information, creating drafts, editing them, and revising information if it does not fit into the flow of the document. Even great writers might not get a perfect write-up in a single try. You will have to spend time and keep revising your content until it is in sync with the requirements. Even if you are piled up with multiple tasks, try to invest time in composing content step by step: analyzing, drafting, editing and revising each assignment. It will reduce your efforts eventually.

On the whole, the above points provide you with a pre-writing analysis. If you comprehend these aspects well, you can clarify many of your initial doubts and save yourself some quality time on rework.  For details about basic technical writing skills, see 7 – Habits of a Highly Effective Technical Writer.