Technical Writing

chillibreeze writer — Simran

A key part of the definition of technical communication is the receiver of the information--the audience. Technical communication is the delivery of technical information to readers (or listeners or viewers) in a manner that is adapted to their needs, level of understanding, and background. In fact, this audience element is so important that it is one of the cornerstones of this course: you are challenged to write about highly technical subjects but in a way that a beginner--and not a specialist--could understand. This ability to "translate" technical information to no specialist is a key skill to any technical communicator. In a world of rapid technological development, people are constantly falling behind and becoming technological illiterates. Technology companies are constantly struggling to find effective ways to help customers or potential customers understand the advantages or the operation of their new products.

Technical communicators make scientific, technical, and practical knowledge available to a variety of audiences in many kinds of media (print, video, multimedia, and web media). They also manage communication processes within organizations and represent those organizations to the wider public in newsletters, brochures, and web sites.

Technical communicators . . .

* Design web sites and produce videos for organizations and businesses

* Write manuals for the auto, aeronautics, electronics-hardware, processors etc.

* Publish computer documentation

* Produce newsletters and brochures

* Assist engineers, researchers, and scientists in writing reports and articles

* Write for specialized technical and medical trade journals

* Translate technical and scientific information into other languages

* Develop sales and public relations campaigns

* Write on-line help files for complex software packages

* Conduct internal training programs for companies and organizations

When there is a common need for specialized knowledge, some people build networks that make the sharing of that knowledge possible. In short, some people need to be communicators, those who build the networks and share the knowledge. When that knowledge is specialized, especially when it is scientific or technical or practical, then the network builders are commonly referred to as technical communicators.

There are different kinds of technical documents .Some of them are illustrated below.

Reporting Research Findings

These documents describe the work done to gather information in the laboratory or field. They can be simple recording of data or include: the problem or issue examined, the method or equipment used, the data collected and its implications.

Simple Technical Information Report

This document explains a technical subject. It has no aim other than to make sure readers understand the topic clearly. For example, a technical report on a investing in the futures market would probably explain how the market evolved, how it works, the specialist terms used and so on. A simple technical report for information does not put forward a view on the merits of investing in the market or have recommendations.

Technical Specifications

Specifications typically consist of descriptions of the features, materials, uses and workings of new product. Good specifications concentrate on graphics, data and illustrations rather than written descriptions. Think of a mobile phone as a good example.It talks of the memory on chip and off chip, resolution, battery life hardware add-ons etc.

Technical Evaluation Reports

Evaluation reports, sometimes called feasibility reports, present technical information in a practical and logical way to decide whether or not, something is possible. For example, a technical evaluation report into setting up an intranet site for a corporation would examine if this was possible, set out the steps needed and point out any problems. It does not recommend that the corporation set up its own intranet site.

Technical Recommendation Reports

These reports lead to specific recommendations. It builds on the evaluation report and comes to specific recommendations to help the decision-maker adopt the best solution. Of course, some reports often have both the evaluation and recommendation reports rolled into one. Think of an organization upgrading their systems. It talks of how the upgradation helps in enhancing speedy communication, hence improving productivity and efficiency.

Technical Manuals and Instructions

Here the emphasis is on using appliances, equipment or programs. The task here is to write step-by-step procedures anyone can understand and follow.

For example, a technical instruction manual for a mobile phone would include pictures and easy steps for operation of mobile phones for a person with any background.

Process

1] System requirements, specifications.

2] Study of Software requirements.

3] Analysis of the document, scheduling and planning.

4] Documentation.

5] Verification.

6] Proofread and spell-check copy before submission.

7] Testing with intended audience.

8] Verification and release.

The initial steps also require breaking the stuff into micro and macro content. The index, chapters, logo, the organization of matter are important. The micro content needs to be jargon free, balanced, toned, and precise with appropriate hyperlinks in place. The latter steps focus on quality of the deliverable.

Tools used

Writing, editing, and design skills form the foundation of technical writing. But these skills only get you started. You need to know how to use publishing programs, help authoring tools, web design, and graphics packages.

There are four types of programs that technical writers need to know:

Publishing tools

Expert knowledge means that you understand how to use features that most people aren't even aware of--borders, conditional text, conversion filters, document management features, frames, formats, graphics, indexing, macros, tables, styles, etc. Types of publishing tools are,

Frame Maker- Adobe Frame Maker is the most requested tool in this industry. A tool by Adobe and used commonly for developing data books, specs etc.
MS Word- Word is very good--it’s numerous tools, such as the dictionaries, symbol libraries, alphabetical sorting, and generation of tables of contents. In other areas, it doesn't perform well--the grammar checker, layouts with pictures or columns.
Interleaf- Not really common, but popular with some shops. An extensive XML/SGML authoring suite very expensive.
Arbor Text- Another top-end XML/SGML authoring program. Also very expensive and not widely used.
Quark Express- Rarely requested in technical writing listings, but in almost all marketing and magazine posts.
PageMaker- Used mainly for smaller documentation projects, but has great graphics and layout features.

Graphic Tools

Tech writers are not expected to be professional graphic artists, but they are expected to understand basic graphics. The graphic tools include;

Illustrator- Most popular tool for technical illustration.
Corel Draw- One of the more popular drawing programs. Unfortunately, it is getting pretty bloated these days.
PhotoShop- Undoubtedly the #1 photo program in the world. Has all the necessary effects, but is pretty expensive.
Paint Shop Pro- For us mere mortals who can't afford a $300 graphics programs, there is Paint Shop Pro. This program began life as a shareware program and has developed into a feature-rich paint program without the high price tag. I find it especially useful for web work and highly recommend it for its ease-of-use.

Help Tools

Help Authoring Programs

You need to learn at least one Help authoring program if you plan on documenting software. Academic software is available, but you will probably have to ask your bookstore to order it order it directly from the companies.

Robo Help- Robo Help is widely used. It is easy to use by one and all without extensive training.
Fore Help- Fore Help is also seen in ads, and is one of the few that work independently of Word.

Web Tools

Web Design

This page is unique because the Web is such a different medium. There are a couple of programs that you should be familiar with, but you need to know much more than just a program.The foremost thing you need to understand is Hyper Text Markup Language or HTML. HTML comes in many flavors at the moment, but a thorough understanding of HTML 3 is good enough for most jobs.

Programs

Front Page- Front Page is the most requested program. It does write some proprietary code (Supported by MS Internet Explorer but not Netscape) so check the pages on Netscape too.
HomeSite- A really terrific program for web site creation. Pure HTML without any proprietary code. Has both text and 'drag and drop' editing.
BB Edit- A great alternative to FrontPage. If your company doesn't have a program yet, this is a great choice. Advanced, yet easy-to-use site management and scripting tools.

Technical writing can apply to a whole range of sectors, such as technical services, financial, banking, insurance, public transit, aerospace, Pharmaceutical, training, manufacturing, numeric media distribution,telecommunications, the list is endless.

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