Dos and Don'ts of Technical Writing

We have discussed The Power of Creativity in Technical Writing, Top 10 Technical Writing Skills to Know, and 10 Technical Writing Mistakes to Avoid. In this blog, we will make it easy for you to remember the dos and don’t of technical writing in one go. 

What Is Technical Writing?

Technical writing is about writing on a specific topic that needs clear direction, instructions, or explanations. It means the writing should be straightforward, informative, and focused on providing explanations.

Here is a quick summary:

Technical Writing Dos:

• Do understand your target audience

• Do pick a writing style 

• Do have a process outline

• Do consult a subject matter expert

• Do follow the 4 Eyes Principle 

Technical Writing Don’ts:

• Don’t plagiarise

• Don’t assume

• Don’t be in a haste

• Don’t forget to provide references

Now that we are aware of the basics, let's dive into each aspect in detail and discover how you can write exemplary technical content that will grab your readers’ attention.

Technical Writing Dos

# Do understand your target audience

When writing for beginners in a field compared to those at an intermediate level, it's important to consider the difference in their understanding. 

You must adapt your writing accordingly and tailor it to your audience's needs. Whatever topic you choose, be it installing a software or writing a research-based paper, the idea is to present a clear documentation with clear directions so that the audience is not left clueless.

# Do pick a writing style 

A common mistake writers make is imitating someone else's writing style, especially that of a well-known writer. 

While it's important to have mentors and learn from others, it's equally crucial to maintain your own voice. Be unique, stand out, and write in your own authentic way. Add challenges you have faced and how you overcame them.

# Do have a process outline

Make sure your readers understand the goals or achievements they can expect to accomplish by reading your documentation.

Create a checklist, conduct research, and use online resources like open-source journals to guide you through the process. These steps will assist you in building your initial draft. Once you are clear on the topic, you can perform a self-edit and do final proofreading.

# Do consult a subject matter expert

For any technical writing, either you need to be a subject matter expert yourself - or you need to consult one. Speak or write to the expert to gain knowledge on the subject either before you start writing or after you’ve created an outline and need answers to specific queries you do not know yourself. 

This is the most important step in writing technical content, which is often avoided by technical writers in a hurry to produce content. If you produce content without consultation, you will produce garbage that’s of no value to anyone.

# Do follow the 4 Eyes Principle

The 4 eyes principle means that a certain activity, i.e. a decision, transaction, etc., must be approved by at least two people. This controlling mechanism is used to facilitate the delegation of authority and increase transparency.

In your case, your writing needs to be reviewed by at least another person, preferably an editor.

Getting feedback can help ensure that you haven't missed any important details in your work. Moreover, it boosts your confidence in the clarity of your instructions for your audience. Gather feedback, filter it, and apply the relevant suggestions. It is always better to have your work reviewed by another writer or editor - for it gives you the scope to correct your mistakes.

Technical Writing Don’ts

# Don’t plagiarize

Plagiarism is not only illegal but also unethical and can seem to be unprofessional. It is important to avoid stealing someone's ideas and presenting them as your own. It is recommended to use a plagiarism checker to ensure you are on the safe side.

Whenever possible, use simple terms. When using complex terms is necessary, strive to simplify your explanations as much as possible.

# Don’t assume

Make sure you fully understand the topic you're writing about. If it involves a documented process like an instruction manual or a how-to article, it's important to try it out yourself or at least observe the process and do not assume it to be perfect.

When stating facts or citing statistics, ensure they come from reliable and confirmed sources. Avoid inventing ‘facts’. Utilize the wealth of information available on the internet responsibly. And make sure to consult an expert.

# Don’t be in a haste

While it's important to maintain publishing consistency, avoid rushing to meet self-imposed deadlines. 

Take the time to review your work, gather information, and avoid publishing unedited pieces. Switch roles and read your draft from the perspective of your readers. Usually when you rush on the content, you tend to lose some important points behind.

# Don’t forget to provide references

Some articles, newsletters, etc. helped you write your content - don't forget to cite those. 

By doing so, you validate your work and enhance its credibility. 

Additionally, it boosts your own credibility as a skilled technical writer. Lastly, it will also add value to your SEO visibility. 

How Can Superteams Help?

At Superteams.ai, we train technical writers on how to write impactful content for businesses. Contact us to learn more. Reach out to info@superteams.ai.