Tech Comm Student

Writing technical documents is not the same as writing a creative love story.  Forget about how her hair swept gently across her tanned shoulders as the sun parted slowly over the illuminated horizon.  We communicate to people with limited time inside businesses with limited resources.  Our Users need the information now; they need to know how to perform, or how to solve the problem right now!  So quit trying to impress your audience and learn how to write concisely.

Writing For Speed, Writing For Clarity

Remember back in high school when we were often told to write to a certain word count or page length?  I became aware that some students employed little tricks: changing the font to Arial or Veranda, or increasing the font size to 12.5 (which makes quite a difference in page length when used over hundreds of words).  At some point, it becomes silly to continue redundantly expanding on an issue already adequately addressed.

The key to remember in technical writing is to keep your writing simple.  Why force the user to read two sentences when they can receive the information in one?  Why complicate sentences with difficult wording when a straight-forward and clear message can help reduce confusion?  Try to imagine your audience in front of you.  How would you verbally communicate your message in that situation?  Now write it down.  Eliminate those formalities that were forced on us as teenagers and cut out words that only add length, but not clarity.

An example:
The technical communicator will then collect the assigned program surveys from the present users.
The technical communicator will collect surveys from users.

Which sentence would you rather read as a user looking for fast information?  The first sentence is too wordy to be included in a technical document.

But before you begin cutting apart your sentences, be certain that you are continuing to communicate the same information.  Sometimes sentences need a word that may initially appear to be only a “filler.”

An example:
Return the completed report in ten days.
Return the completed report in ten working days.

These sentences convey two different meanings.  In this case, “working” should remain in the original sentence.

10 Tips For Technical Communication Writing

1) Use simple words and phrases (by, not in accordance with)

2) Restrict most word usage to one or two-syllables (use, not utilize)

3) Eliminate long, drawn-out sentences (since, not in view of the fact that)

4) Say goodbye to redundancies (absolutely critical)

5) Write short paragraphs (100 words or fewer; 40 or fewer in procedures)

6) Consider one-sentence paragraphs (They are sure to grab the user’s attention)

7) Lists are awesome (Lists keep content short and clear while increasing white space)

8) Use an active voice (Start the motor, not The motor should be started)

9) Start with an action to be taken (Run the race, not The race should be run)

10) Use present tense (The employee reports the infraction, not The employee will report the infraction)

Use Specific Language

Finally, we should communicate specifically so that users do not become confused by our writing.

An Example:
The book may fall if not placed on a flat surface.
The book must be placed on a flat surface for stability.

Compare the word “may” against “must.”  The user will have no questions if they must do something.  May implies that the action is optional.  Watch out for these words: “may, might, could, should, ought to, probably, usually” (Campbell, 1998).  Each is different and has its own meaning.