Technical Writing for Beginners: Core Elements of Useful Documents

The most fundamental skill in technical writing is translation. Not between languages, but between those who know and those who should know. Whether you’re collecting information to compile into a manual for a recently developed product or creating guides that instruct end-users of all skill levels in proper use of complicated software, translating information from its raw origins to digestible, accessible formats is as vital as it is complex. The following are five principles to keep in mind when considering document structure:

1. Audience: The audience for the document is arguably the most vital consideration. The target audience’s level of technical expertise and the situations they’re most likely going to be in when accessing this information play a major role in the success or failure of the finished document.
2. Accessibility: At a minimum, the document should be accessible by anyone within the intended audience. If doing so will not compromise the final iteration, consider adjustments or additions that could broaden the document’s reach beyond this threshold, in the event that the intended audience grows in scope.
3. Clarity: The document should be clear and easy to understand. This includes using simple language, avoiding jargon, and providing clear explanations for technical terms. The document’s audience plays a major role in determining what language can be considered ‘simple language’; what is accessible for entry-level professionals may not be so for the general public.
4. Consistency: Adherence to a style guide, or in the lack of one common formatting for font, structure and appearance is integral to maximizing productive document usage. If you believe that an adjustment to existing formatting guidelines will enhance the final iteration, always create an example of the adjustment and send it to your supervisor for confirmation. In addition, consistency in terminology is paramount. Do not use alternative words for the same concept. Consider whether the most popular or the simplest terminology is more suited to the document.
5. Interest: There are few technical documents that the intended audience will want to access. Users want to spend as little time as necessary using the document, while having as easy a time as possible. Do not try to write something users want to access; instead, create a document they will find useful and painless to utilize.

By keeping these guiding principles in mind when establishing document structure, you can ensure that the final iteration is accessible, consistent and suited to the intended audience.