Technical writing 101: Technical Ultimate Guide.

Introduction.

Professionals in technical fields need to communicate information to regular consumers or users and team members of different expertise in a convenient and comprehensive way. Technical fields are industry subjects such as engineering, medical field, data science which use a language tailored towards the education level of its audience. Thus, technical communication is vital in businesses and industries to help outline concepts and procedures for task completion.

What is technical writing?

The Technical writing discipline is a form of technical communication that professionals use to convey information about specialized topics. In simple terms, a technical writer provides instructions or explains technical concepts regarding his/her area of expertise. This may be through instruction manuals, product specifications, job descriptions etc.

Components of technical writing.

Technical writing typically consists of several key components that help convey information effectively and facilitate understanding for the intended audience. The main components are;

Clear and concise language – Technical writing prioritizes clear and straight forward language to ensure that the information is easily understood. It avoids use of jargons, ambiguity, and acronyms to relay information in a concise manner.
Target Audience – Audience analysis is necessary in technical writing. Writers consider the readers background knowledge, technical expertise, and level of familiarity with the matter among other factors. The helps tailor the content to meet audience needs.
Document Structure - Technical documents follow a standardized structure to enhance readability and organization in term of titles, headings, subheadings, bullet points, tables, figures etc.
Visual aids – Technical writing frequently incorporates visual aids such as diagrams, charts, graphs, and illustrations which help present data and other complex concepts in a easy comprehensive way.
Formatting and styling – Proper formatting and styling enhance the readability and professionalism of technical documents. Specific fonts, margins, style guides like the MLA handbook, APA styles etc. and indentation enhance coherence.
Technical accuracy – Technical writing demands accuracy and precision. Writers must ensure that information provided is correct, up to date and is from credible sources. Definition of terms and measurements should be accurate and consistent throughout the document.
Revision and editing – Thorough revision and editing to spot grammatical errors, typos, inconsistencies and clarity issues are crucial to ensure a polished error free article ready for distribution.

Technical writing skills.

Technical writing requires a combination of relevant skills. These are abilities that help in preparing and publishing reports, manuals, guidelines, articles, and other forms of documentation effectively.

Writing skills - A technical writer needs writing skills to explain complex concepts clearly and concisely.
Editing skills – This is essential in proofreading. A technical writer must have a thorough understanding of grammar, spellings, style guides like the MLA handbook, APA styles etc and tone. Its also essential for reviewing facts, figures and statistics for accuracy.
Technical skills – A technical writer needs to be conversant with word processing software and documentation tools like Ms Word, LaTeX etc. to produce reports, articles and manuals.
Research skills – This involves gathering primary and secondary data from credible sources to ensure accuracy. It is necessary to become familiar with technical concepts and processes.
Communication skills – A technical writer needs to collaborate effectively in teams, ask questions and interview experts to gain information and gather feedback from users. Listening skills are also necessary to understand what people are saying.
Organization skills – Information needs to be organized effectively to determine the best way to structure your idea. Organization also implies time management techniques to prioritize tasks so as to meet deadlines.

Structure of a technical article.

A technical article typically follows a specific structure to effectively communicate information to its readers. However, the structure may vary slightly depending on the specific guidelines provided by the publication. Authors should always refer to those guidelines to ensure compliance with the required format and sections.

The general structure commonly used for technical articles;

Title - The article starts with a concise and informative title that accurately reflects the content of the article. The title should grab the reader's attention and give a clear idea of what the article is about.
Abstract - Following the title, an abstract provides a brief summary of the article's key points, objectives, and findings. It allows readers to quickly grasp the main ideas before deciding to read the entire article.
Introduction - The introduction sets the stage by providing background information about the topic and presenting the problem or research question that the article aims to address. It also explains the significance of the topic and highlights any existing gaps in knowledge or previous research.
Literature Review - In this section, the article discusses relevant studies, research papers, or existing literature related to the topic. The literature review provides context, establishes the current state of knowledge, and highlights any existing theories, models, or methodologies that have been used in the field.
Methodology or Experimental Setup - If the article involves research, this section explains the methodology or experimental setup employed to investigate the problem or answer the research question. It describes the research design, data collection methods, tools, equipment, and any statistical or analytical techniques used. Sufficient detail is provided to allow other researchers to replicate the study.
Results - In this section, the article presents the findings or results of the study. It may include tables, figures, charts, or graphs to present data and illustrate trends or patterns. The results are typically presented objectively and may be accompanied by a discussion or analysis of their significance.
Discussion - Here, the article interprets and analyzes the results, relating them back to the research question or problem stated in the introduction. It may discuss the implications, limitations, and potential applications of the findings. The discussion may also compare the results with previous studies or theories, highlighting similarities, differences, or any new insights gained.
Conclusion - The conclusion summarizes the main points discussed in the article, including the key findings and their implications. It restates the research question or problem and assesses whether the objectives of the article have been met. Additionally, it may suggest future research directions or areas that require further investigation.
References - A technical article includes a list of references or citations that acknowledge the sources used throughout the article. These references provide credibility, allow readers to explore the topic further, and demonstrate the author's familiarity with existing literature.
Acknowledgments - If applicable, the article may include a section where the authors acknowledge individuals, institutions, or funding sources that contributed to the research or article preparation.
Appendices - Supplementary material such as additional data, complex mathematical derivations, or detailed technical descriptions can be included in the appendices.

The writing process/steps.

Technical writing involves several stages to effectively communicate complex information in a comprehensive manner. The process can be iterative, with multiple rounds of revision and refinement. It includes the following steps;

Identifying the Purpose and Audience – A writer needs to have the purpose of the article and its recipient in mind. This will help in outlining the goals and objectives of the article, as well as the audience's level of technical expertise.
Conducting Research and Gathering necessary Information – The next stage entails gathering relevant information. This may involve both secondary and primary methods of data collection. A few examples include; studying technical specifications, conducting interviews with subject experts, reviewing existing documentation, or performing experiments or tests.
Planning and Organizing – This involves creating an outline for the article. The writer gets to determine the main sections, sub-sections, and their logical order to foster coherence.
Drafting – The writer needs an initial draft of the article. It is basically a summary of their ideas and information gathered on paper without too much grammar, punctuation, or style. It still needs to be in a clear, and concise manner.
Reviewing and Revising – The writer reviews his/her draft and revises it for clarity, accuracy, and completeness. This ensures that the content is well-organized, coherent, and easy to understand. Proof reading is essential to check grammatical errors, typos, and consistency in formatting. This step is iterative.
Incorporating Visual Aids - Identify opportunities to enhance understanding through visuals such as diagrams, charts, tables, or illustrations. Visuals can help clarify complex concepts and make the document more engaging and reader-friendly.
Formatting and Presentation – The article needs to be formatted appropriately using specified style guidelines like the APA or IEEE or templates. Headings, fonts, spacing, and page numbering should be consistent. The overall design presented should be visually appealing and easy to navigate.
User Testing - If the article is meant for a product or software being deployed, user testing is done to gather feedback. This step helps identify any areas that may need further clarification or improvement during maintenance and upgrading.
Finalizing and Publishing – The writer then makes the final revisions based on feedback and converts the article into the desired format, such as PDF, HTML, or a printed document. Publishing is done according to the intended distribution method, whether it's online, in print, or through a specific platform.

Application areas.

There are different forms of technical writing across various industries. It’s used in Developer documentation where technical communication is relayed in a layman's way to product users. It can be used in employee handbooks to relay information easily to new employees. It’s also applicable in medical research papers to provide great summaries of subject matters. User manuals of devices such as phones are also a form of technical communication. The list is endless!