Achieving Proficiency in Writing Clear and Concise Technical Instructions
by Bradley Nice, Content Manager at ClickHelp — all-in-one help authoring tool
In a world driven by innovation and technology, the ability to convey complex ideas in a manner that’s easily understood is a skill of paramount importance. Whether you’re a software developer, an engineer, a technical support specialist, or even an enthusiast sharing your expertise, the art of writing clear and concise technical instructions is a cornerstone of effective communication. Fortunately, it’s not some mysterious gift or secretive magic for only a select few exceptional individuals, though there are a few popular myths about technical writing. Still, you can do this too.
Imagine you’re faced with a set of instructions that are convoluted, riddled with jargon, and seemingly designed to confuse rather than guide. Frustration mounts and the task at hand becomes an exercise in deciphering cryptic messages. Now, flip the scenario. A well-structured set of instructions, with crisp language and a logical flow, empowers you to tackle even the most intricate tasks with confidence.
In this article, I’m going to delve into the heart of crafting technical documentation that not only imparts knowledge but does so in a way that respects the reader’s time. Whether you’re creating user manuals, programming guides, or troubleshooting documents, the principles I’m exploring are universally applicable.
Identify Your Audience
The foundation of effective documentation lies in knowing your audience inside and out. Before you start writing, take the time to answer the following questions about your readers:
- What is their technical background? Are they beginners, totally new to the subject matter, or experienced professionals?
- How familiar are they with the product or service you are documenting? Do they need a complete overview or just a quick reference guide?
- Why do they access your documentation? Are they trying to troubleshoot a problem, learn how to use a new feature, or simply get started with the product or service?
Once you have a good understanding of your audience, you can tailor your content to their needs and level of expertise.
For example, if you are writing for beginners, you will need to use simple language and avoid technical jargon. You will also need to provide more detailed instructions and examples.
On the other hand, if you are writing for experienced professionals, you can safely assume that they have a basic understanding of the subject matter. This allows you to use more technical language and also provide less detailed instructions, as they will be able to fill in the gaps themselves.
Use Simple Language
As I mentioned above, it’s worth abstaining from complex language and the usage of jargon and technical terms when writing for general audiences. But the fact is that even experts will prefer you to use plain, everyday language.
If you do need to use a technical term, be sure to define it clearly. For example, if you need to use the term “RAID”, you could define it as “a redundant array of independent disks”. You could then explain that RAID is a way of storing data on multiple disks so that if one disk fails, the data is still accessible from the other disks.
This example also brings us to using acronyms and abbreviations. Don’t use something that isn’t widely known before you define it. Always introduce the term first, and only then use it in your instructions.
Embrace Conciseness
In today’s world, conciseness is very key. Your readers want to be able to quickly access the information they need without wading through unnecessary details.
Always strive for getting to the point in as efficient a manner as possible. Don’t waste your readers’ time with unneeded introductions or non-essential explanations. State the task at hand clearly and concisely. Look for any words, phrases, or sentences that don’t add value to your documentation. And cut them out.
Utilizing active voice presents yet another effective technique for enhancing the readability of your instructions. Unlike passive voice, which can be convoluted and indirect, active voice offers a more straightforward and succinct approach.
Furthermore, the advantage of employing shorter sentences cannot be overstated when it comes to the readability and comprehension of your instructions. Short sentences prove to be considerably easier to read and grasp compared to their longer counterparts.
Utilize Structure and Formatting
When creating technical documentation, using formatting techniques and creating a structure with headings or lists can really help you make it easy to understand.
Using headings and subheadings breaks down the text into smaller sections. This makes it simple for people to find what they need without reading the whole document, for example.
Lists are super useful for explaining things step by step, so people can follow along without getting confused.
Numbered lists are great:
- when
- the order of steps
- matters.
And bullet points are awesome for:
- things that don’t need an order;
- showing different options.
You can use different text styles to make certain words or warnings stand out by using bold, italics, or underline. This helps people notice important information quickly.
Harness the Power of Visuals
Visuals are a powerful tool that can be used to make technical instructions more comprehensible. A picture is indeed worth a thousand words, especially when it comes to guiding users through intricate tasks.
A diagram or illustration can often be more effective than a long paragraph of text at explaining a complex concept. For example, a diagram of a circuit can help to explain how it works, while an illustration of a piece of furniture can show how it is assembled.
A screenshot can be a helpful way to show users what they should be seeing on their screens at a particular step in a process. This can be especially helpful for tasks that involve navigating a user interface.
When using visuals in technical instructions, it is important to make sure that they are labeled — so that users know what they are looking at, — high-quality, easy to read, and relevant to the text.
Test and Receive Feedback
Your documentation isn’t truly effective until it’s been put to the test. Before finalizing your work, seek feedback from someone who represents your target audience. This could include people who are new to your product or service, as well as experienced users.
Ask them to follow your instructions and observe any challenges or confusion they encounter. Their insights can help you identify areas that need further clarification or adjustment. Continuous refinement based on user feedback is an integral part of creating documentation that truly serves its purpose.
Here are some tips for getting feedback on your documentation.
- Choose a representative sample of users. Make sure the people you ask for feedback are representative of your target audience. This means that they should have the same level of experience with your product or service as your intended users.
- Be specific about what you want feedback on. Don’t just ask for general feedback. Instead, ask specific questions about the clarity of your instructions, the completeness of your documentation, and the overall user experience.
- Be open to feedback. Don’t get defensive if someone finds a problem with your documentation. Instead, be grateful for their feedback and use it to improve your work.
- Make changes based on feedback. Once you’ve received feedback, take some time to review it and make changes to your documentation as needed. This may involve clarifying your instructions, adding more information, or removing unnecessary content.
* * *
The art of writing clear and concise technical instructions rests on a deep understanding of your audience, a commitment to simplicity, and an unwavering dedication to providing useful information. By embracing the strategies we’ve talked about, you can craft documentation that empowers users, eliminates confusion, and enhances the overall user experience. As a technical writer, your words have the power to bridge the gap between complex technology and user comprehension.
Happy documenting!
Bradley Nice, Content Manager at ClickHelp.com — best online documentation tool for SaaS vendors
