A technical writer is someone who writes company documents such as instruction manuals, intermediate- to end-user manuals, reference guides, operating procedure guides, white papers, and specialized product descriptions. They can also work as documentation specialists, creating and updating company paperwork related to training and developing technical staff. But what does a technical writer do exactly?
Technical writing is important in a variety of fields, including engineering, marketing, finance, and healthcare. For example, a medical technical writer writes reports for clinical trials and research papers, among other documents related to medical research.
Meanwhile, other technical writers focus on marketing, and produce white papers and case studies. User manuals, schematics, and diagrams are the focus of engineering technical writers. To support business transactions, a technical writer in finance or business drafts financial documentation, proposals, and contracts.
Understanding the role of a technical writer is important because it has a positive impact on user experience, product documentation, and clear communication. A well-defined technical writer's role ensures that complex information is effectively conveyed, ultimately supporting better decision-making and satisfaction of the clients.
The Day-to-Day Tasks of a Technical Writer
Conduct research and gather data
A technical writer gathers information from various sources by conducting in-depth research. These sources include online resources, industry journals, subject matter experts, and technical specifications. A technical writer asks the right questions to help them create educational and technically sound content.
Compile and evaluate data
Another task that also falls on a technical writer is analyzing and rationally arranging the data produced after research. They would typically be the one to synthesize technical jargon and find points to highlight.
Working together with developers, engineers, and other stakeholders
Technical writers frequently collaborate with engineers, developers, product managers, and other team members actively involved in product development to provide accurate and thorough content. Through these collaborations, the writer can ensure that the documentation matches the product’s functions. They also participate in meetings to stay informed about any modifications or upgrades. Finally, a technical writer may also be called in to evaluate product prototypes or demos.
Compose and revise technical material
Writing and editing a variety of technical information is a major aspect of a technical writer’s job description. Technical reports, user manuals, and instruction booklets are examples of this content. A technical writer explains complicated ideas in clear, understandable language that is appropriate for the intended audience when creating technical content.
Accuracy and precision are essential in all types of writing, but particularly when discussing technical topics. The majority of effective technical writers are familiar with editing techniques and resources, which they use to improve the quality of their work. They may also proofread their work to ensure that all of the data is current and accurate.
Managing revisions and input
QA teams, users, or developers typically give feedback on a technical writer’s output. The writer takes these suggestions into account to make the documentation more accurate or clear.
Acquiring new instruments or technology
A technical writer must also be up to date on the newest tools, trends, or innovations in the field. To raise the caliber of their work, they frequently need to examine new technologies, industry standards, or best practices for writing and design.
Organizing the workflow for documentation
More senior technical writers frequently supervise the whole document creation process, from first drafts to final approvals and publication. This includes establishing due dates, getting input from relevant parties, and working with editors or graphic designers to coordinate the creation of any necessary visual components, such as screenshots or diagrams.
Essential Skills and Software for Technical Writers
Composing
Writing effectively and creating interesting content are essential skills for technical writers. Generally speaking, this means being able to create clear, grammatically accurate phrases and selecting the right words for each idea you explain.
Technical expertise
For instance, technical writers in software development create a variety of products, including user manuals, API documentation, release notes, and onboarding guides. In this business, an extensive knowledge of programming languages, software development cycles (such as Agile or DevOps), and technologies like GitHub or Jira is required.
When developing API documentation, a technical writer must understand the API's functionality, endpoints, interactions with other software, and common troubleshooting processes. Without this knowledge, the documentation may confuse developers or fail to provide the specific information needed to integrate or use the API correctly.
Communication skill
Technical writers often need to effectively communicate in different contexts in addition to writing about their thoughts. When they are given a new topic to cover, they might speak with the client once or more to gather more details about what should be covered in the written copy.
Proofreading and editing skill
Accuracy and precision are important in writing of any kind, but especially when discussing technical topics. The majority of proficient technical writers are knowledgeable about editing methods and resources and employ them to improve the quality of their content.They might additionally proofread their work to ensure that all of the data is timely and accurate.
knowledge of the audience
Being able to connect with readers is a crucial skill for technical writers since the majority of the content they produce is meant for non-technical consumers. Know your audience's knowledge level and explain things in a way they can easily understand.
Collaboration
Technical writers usually work alone when writing; however, there are a few parts of the profession that require collaboration. They work well with project managers, content editors, website designers, and other publishing specialists. They also collaborate with their clients to ensure that the finished product meets their requirements.
Critical thinking
Technical writers apply broad critical thinking abilities to evaluate their work logically, even when they possess extensive expertise in a given subject. Obtaining technical data, analyzing it, and organizing it so that a non-technical person can understand it typically requires making a number of reasonable choices.
Some Essential Software for Technical Writers
Microsoft Word / Google Docs
These are the basic tools used in document drafting. They have extensive formatting capabilities, are multi-device compatible, and are simple to use. In particular, Google Docs helps with collaboration capabilities, enabling smooth editing with teams.
Markdown Editors (e.g., Typora, Dillinger)
For writers working in development-heavy environments, Markdown is a lightweight markup language that’s easy to learn and widely used. Markdown editors allow writers to create documents that can be easily converted to HTML, PDFs, or other formats.
Adobe FrameMaker
Popular for creating large technical documents, FrameMaker is widely used for writing, editing, and formatting long manuals or complex documents. It handles large volumes of content, including multimedia, and allows for both structured and unstructured writing.
RoboHelp
This is another tool for creating help documentation. RoboHelp is part of the Adobe suite and is designed to publish professional help systems, policies, and knowledge-based articles.
What Does a Technical Writer Do?
Technical writers produce various types of documents and materials that help people understand complex information. Here are some common types of writing they do:
White papers and case studies
A white paper is a long study that offers in-depth details on a certain subject. Businesses and marketers frequently use them to inform and convince readers about a specific good, service, or remedy.
API documentation
This is written for developers and provides technical details on how to use a company’s APIs (Application Programming Interfaces). It explains endpoints, request formats, and responses to help developers integrate systems.
Standard operating procedures (SOPs)
SOPs provide detailed instructions on how to perform tasks consistently and efficiently, often in industries like healthcare, manufacturing, or laboratories. They ensure quality control and compliance with regulations.
Proposal writing
When a company is bidding for a project, technical writers often create proposals that outline how their company’s solution meets the client’s requirements.
User manuals
These documents provide instructions for users to operate or troubleshoot a product, software, or system. They focus on clear, step-by-step guidance to ensure that the user can successfully navigate the product.
Technical articles and blogs
Technical writers can also write for industry publications or blogs, breaking down complex topics like new technologies, software updates, or industry trends into more digestible content for both technical and non-technical audiences.
Common Challenges Faced by Technical Writers
Inconsistent inputs
One of the challenges faced by technical writers is the inconsistency and outdated information required to document the product. Technical writers need to be able to trust the information they are working with, knowing that it is consistent and up-to-date. Otherwise, they will spend more time trying to fix problems instead of writing helpful documentation.
Managing multiple projects
Technical writers, especially those who work in big organizations or freelancing, often face the issue of handling multiple projects simultaneously. Writers are usually required to document different products simultaneously, each with its respective set of priorities, deadlines, and subject matter. Failure to effectively manage this workload can lead to burnout or errors in documentation.
Ensuring accuracy
Accuracy is one of the most important aspects of technical writing, if not the most important. Miscommunication in documentation can have great consequences, especially in highly rated-industries. Technical writers must always be accurate with whatever documentation they are working on, and this poses a great challenge for them. This challenge is magnified when the writer has to translate complex technical jargon into easy-to-understand instructions for users without diluting the necessary information.
Collaborating with subject matter experts
Technical writers rely on subject matter experts most of the time to get detailed information about a certain product or process. However, it can be really challenging to get an expert who will explain the technical concept clearly and timely. As a result, writers may have to negotiate for time and clarity, often needing to translate highly technical language into simpler terms for a broader audience without losing the content’s integrity.
Meeting tight deadlines
Technical documentation is typically viewed as the final phase in the development process, so writers are frequently given tight timelines to complete their work. This strain can be overpowering, especially when combined with the requirement for precision and attention to detail. Writers must learn to work efficiently under pressure while upholding high-quality standards.
How Wing Assistant Can Provide Expert Technical Writers
Wing Assistant is a premium service provider that helps connect businesses with highly skilled professionals, including expert technical writers. Wing can supply your company with committed writers who will comprehend your business needs, whether you need a technical report, user manuals, or even a thorough product description.
Wing’s services help organizations ensure that their documentation is precise, accurate, and audience-specific. No matter the project, software, engineering, or any other specialized industry, Wing’s experts guarantee excellent results. Below are a few of the benefits you stand to gain when you use Wing Assistant:
- High-quality documentation
- Time-saving
- Flexibility
- Cost-effectiveness
- Access to expertise
- Efficient project management
Final Words: Why Every Business Needs a Skilled Technical Writer
The need for technical writers for every business cannot be overemphasized. Every business needs a technical writer to help create manuals, guides, reports, and online help documents that make technical information accessible to all, as well as to ensure that their products and services are well-documented while reducing errors.
Wing Assistant provides expert technical writing support that will meet the specified needs of your business. They provide premium documentation solutions that will boost your efficiency and customer satisfaction. Are you prepared to boost your business’ communication? Visit Wing Assistant now to let their professionals take care of your technical writing requirements!
Aya is Wing Assistant’s blog manager. When she’s not wrangling content briefs, editing article drafts and handling on-page SEO, she is crafting messages for Wing’s other communication materials. Aya writes about SaaS startups, marketing for startups, search engine optimization, and pop culture.
