How to become A Technical Writer

A Technical Writer specialises in a genre of writing, not entertaining the way sci-fi is, but something we dip into frequently in day-to-day life. Technical writing lends itself to instruction manuals, how-to guides, journal articles, and other supporting documents and communicates complex and technical information in a way that even the layperson understands.

• Technical Communicator
• Documentation Specialist
• Information Developer
• Information Designer
• Content Strategist
• Publication Manager

What do Technical Writers do?

A Technical Writer would typically need to:

• Create content for a target audience for B2C businesses or write internal documents for employees to use or create products, applications, or services
• Assess the needs of technical documentation users and the nature of the documentation; attend planning and briefing meetings
• Study product samples; collaborate with product designers and developers to clarify technical issues and make products and instructions simpler to use; use the product, service, technology, or application for which documentation is being prepared to understand it firsthand
• Independently gather information from subject matter experts; interview sales & marketing specialists; work with translators, printers, and service providers; work closely with various departments to understand project requirements
• Research, outline, develop, organise, write, and revise high-quality, easy-to-use, and appropriate supporting documentation for products, including procedure manuals, technical specifications, process documentation, and tutorials
• Present the information by writing and editing it in a way that it syncs with user needs; commission, coordinate, or prepare and incorporate illustrations, animations, graphs, or photographs to enhance user understanding of the material
• Use various software applications to present the information and to index and catalogue the material
• Select a medium, such as manuals or videos, that fits the message or audience but also develop content in alternative media forms for maximum usability; supplement hard copy manuals with electronic documentation
• Keep the voice consistent across the board; follow the company's style guide and analyse documents to ensure standardisation across platforms and media
• Collect usability feedback from customers, designers, and manufacturers to improve, update, or correct existing or potential content
• Gather, develop, and disseminate technical information through an organisation’s channels of communication; update C-Suite executives about matters such as company performance through easily understood technical reports
• Assist technology-focused businesses in better understanding and evaluate their performance and enhance the user experience
• Liaise with development and support leads to identify documentation repositories, revise and edit, and determine the best solution for data compilation and centralised storage
• Research, create, and maintain information architecture templates that abide by organisational and legal standards and facilitate data migration
• Research, develop, and document technical design specifications and test scripts; research and maintain a comprehensive library of technical terms and concepts
• Create schedules to manage multiple projects simultaneously
• Stay current with industry trends and developments through means such as attending training courses

Check job descriptions to see if they allow remote work or require your presence at a specific location. You may need to work in teams with computer hardware engineers, computer support specialists, and software developers to take a product through development and testing and conduct usability studies to improve product design. For research purposes, you may need to undertake observation, visit libraries, or consult websites.

Technical writing jobs are plentiful in locations where information technology or scientific and technical research companies cluster.

On occasion, you may need to travel during the working day and spend a night away from home to meet clients or team members or attend conferences. Overseas work is a possibility.

Technical Writers typically work full-time, 9 a.m. to 5 p.m. five days a week, but may need to work evenings and weekends if project deadlines are looming up. You may resort to part-time or flexible working and sometimes also work from home. Technical Writers attend formal and informal meetings, with the development time and with the writing team, to discuss any issues and standards.

As a freelancer, you may be self-employed or carry out short-term/recurring projects for technical consultancies, such as creating a user manual for a new product.

Contracts could range from a few days to a few months, and you may have multiple simultaneous projects. 

You can find job openings posted by companies in daily papers and on boards outside community centres. Technical writing jobs, full-time, part-time, or freelance, may be found on various websites. Classic online job boards may list a large number and range of relevant openings, which you may filter according to your speciality, user experience-based roles, or internal documentation jobs. With the growing number and complexity of products, services, applications, and systems, employers across diverse sectors seek experienced and skilled Technical Writers.

Technical Writers are generally employed by:

• Technical Publishing Companies
• Consumer Product Manufacturers
• Equipment Manufacturers
• IT & Telecommunications
• Healthcare Sector
• Pharmaceuticals
• Aerospace Industry
• Automotive Industry
• Banking & Finance
• Defense
• Construction Firms
• Education Sector
• Energy Sector
• Engineering Firms
• Government
• Marketing
• Research & Development
• Science & Technology Firms

Professional associations and organisations are a crucial resource for Technical Writers interested in pursuing professional development or connecting with like-minded professionals in their industry or occupation. Membership in one or more adds value to your resume while bolstering your credentials and qualifications.

• Projects not well defined or managed; computer, tools and workspace problems
• Rework and repetition due to the evolving nature of technical products; updating existing documentation is more common for new Technical Writers than producing new material
• No bylines, making it necessary for you to take writing samples to your interviews; relying on a previous documentation manager for good reviews to land your next job
• Cooperation is sometimes difficult amongst a team made up of different subject matter experts and managers who may not recognise your value
• Work overload and time pressures; either long hours for staff Technical Writers or lack of overtime payment and thereby no permission to work extra hours, despite tight deadlines
• The need to invest time and effort in ongoing learning as the tools used, the product written about, and the medium used to convey the information keep changing
• Limited access to the product being documented
• The need to work core hours on-site in some companies, sometimes due to the sensitive nature of the information being documented or if the product being written about is large and non-portable

In general, work experience of two to four years writing technical software documentation and procedural materials for diverse audiences is beneficial.

You may start your career as a specialist in a technical field or a research assistant. As you develop the required technical communication abilities along the way, you may begin to take charge of technical writing responsibilities. Small firms usually place their entry-level Technical Writers on projects immediately, while larger firms may encourage shadowing senior writers and interacting with experts before tackling projects.

Practical experience in the form of having written user guides or manuals, either on a job or placement or as part of your portfolio, can be a plus in your job application. You may also present other original written pieces that showcase your ability to communicate with audiences.

Given the nature of the job, employers seek a mix of communication and subject-specific skills in candidates for the Technical Writer positions. Some employers may prefer candidates to have a bachelor’s degree in English or a communications-related subject such as journalism. In such a case, you would do well to have knowledge of or experience with a technical subject such as any science or engineering branch. Other employers may prefer aspiring Technical Writers to hold a bachelor’s degree in a relevant technical field such as engineering, computer science, or medicine. In such a case, proven communications skills and expertise in English will be handy.

Opt for courses in technical communication and publishing software & technologies to develop practical skills suited to the job. It is helpful if your degree program incorporates the use of a range of relevant software packages. Aspiring Technical Writers would do well to check job advertisements to understand the technical skills and authoring tools needed and build them through appropriate qualifications.

While not mandatory, earning certification from accredited associations of technical writers will demonstrate your competence and professionalism, thereby giving you a competitive edge in the job market, increase your chances for advancement, and carry a significant salary premium of up to 18 per cent. Certification from an objective and reputed organisation can help you encourage renewal and stay up-to-date on technology, build your expertise in a specific area, and become an independent consultant. It will typically require you to fulfil particular criteria such as work experience, training, the passage of an examination, or some combination of the three.

Career progression is driven by performance, experience, and the acquisition of professional qualifications. Employees who exhibit consistently high levels of performance may qualify for promotion every two to three years.

Progress can come from working on more complex projects that also require you to lead or train junior employees. You would typically start at the level of a junior Technical Writer and make your way up to Senior Technical Writer, from where you could head to the roles of Project Leader or Editor. Experience would equip you to manage teams and enter the overlapping areas of usability, interface design, customer experience, training, and quality assurance.

If you work for a small firm where you are the sole Technical Writer, you may want to move to a larger one where you can collaborate with others like you and have the chance to advance in terms of responsibilities, hierarchy, and pay. There is flexibility in searching for a new job since technical writing spans different sectors, from finance to pharmaceuticals. You could also adapt the science and communication skills you put into use to write instruction manuals for specialist scientific equipment to generate other outcomes such as inhouse communication of your company’s technical progress to the leadership team.

Experience and building a network could also set you on the path to freelance assignments or consulting, making your work more project-based and lending itself to greater pay and flexibility of choice. You could also move in different directions on your career map, stepping into roles such as Business Analyst, Usability Specialist, Information Architect, Medical Writer, Researcher, and Journalist.

Job competition for Technical Writers is moderately low. The growing reliance on technology and the increasing demand for complex medical and scientific information will create job opportunities for technical writers due to the continuing expansion of scientific and technical products and the growth in Web-based product support.

Technical Writers may receive considerable on-the-job training but may also enrol in training courses offered outside work. Check for professional bodies that provide accredited technical authorship courses. Some professional organisations may even run mentoring schemes for junior members to benefit from the career-related guidance offered by experienced members.

By undertaking continuing professional development (CPD) throughout your career, you can stay current with progress in your field, such as changes in the software packages that you use to create manuals and guides. You can attend events and conferences run by professional bodies and learn from their experts what qualifies as CPD.

CPD will also allow you to identify any knowledge gaps and progress to a new specialism. It is value-laden and embraces several new learning objectives, educational methodologies, and novel technological developments.

The Profile

Technical Writers convert and convey complex and technical information in an explanatory and procedural style that non-technical stakeholders, including colleagues and consumers, and other audiences can understand. The information typically consists of detailed instructions that others can follow to use a specific product, service, or application. Precision and attention to detail, therefore, are crucial at every step to render the instructions practical and easy to follow.

It may not be readily evident that Technical Writers also need imagination - they must often envision a procedure or a product through the eyes of different audiences, many of whom could lack a technical background. Team-building is part and parcel of their work as they must collaborate with other writers, designers, editors, illustrators, and the technical people whose information they are presenting. For this reason, Technical Writers must be versatile and quick on the uptake in a multitude of areas of knowledge to grasp and discuss complex matters with diverse professionals. A

Versatile Role

Technical Writers create content for paper-based and digital operating instructions. They also generate how-to manuals and assembly instructions. For instance, these may help users put together do-it-yourself furniture. Another area they contribute to is the FAQ section on websites or in manuals, in which they answer “frequently asked questions” to assist technical support staff, consumers, and other company/industry users. The work of Technical Writers continues beyond product release or sale, as they may liaise with relevant professionals to enhance the end-user experience through product design changes.

Going beyond industry, some Technical Writers help research scientists and institutions draft grant proposals. Also, technical information online and on social media has become a force to reckon with, requiring Technical Writers to learn and use interactive Web technologies that harmonise text with graphics, images, audio, and video.

Technical Writers create content for a target consumer audience and in-house purposes within a business. Technical writing has evolved to become a component of an extensive content management plan. Technical Writers do not work alone but often with other team members, such as graphic designers, content writers, document specialists, and industry experts. They may also collaborate with fellow writers to foster business writing skills specific to a project or document type.

The Process

Analysing the audience and pinpointing any specific needs is typically the starting point. Once you have a plan and an outline, you can expand your team to match the extent of the project at hand. You will need to conduct research on the topic, procure product samples, design your document, and draft the technical content. A significant step is to test the document and review its outcomes so that you and your team can conduct revisions as required and prepare it for delivery. Eventually, you will also decide on the longer-term plan whether to archive, update, or scrap the document.

Freelance Work

Some sites that guide you to find remote or freelance technical writing work will typically allow you to filter down your choices by subject or job title, or even specific skills. You could also narrow it down to specific technical skills. When payments for services rendered are made over a platform, there is less risk of scams.

Potential Pros & Cons of Freelancing vs Full-Time Employment

Freelancing offers Technical Writers freedom regarding flexible schedules, working hours, and location. They have full ownership of the business and can afford selectivity in terms of the variety of projects and clients presented. While it has unlimited earning potential, it also has less stability and security, with inconsistent work and cash flow. There is more responsibility, effort, and risk involved. There are no paid holidays, and sick/maternity/paternity leaves are almost unaffordable. There is the added pressure of a self-employment tax and no eligibility for unemployment benefits.

However, a full-time Technical Writer has access to company-sponsored health benefits, insurance, and retirement plans. They have job security with a fixed, reliable source of income and guidance from their bosses. Yet, they are susceptible to potential boredom and inability to pursue passion projects due to their lack of time or effort. There is a lack of flexibility, ownership, and variety, and the need to budget extra money for commuting and attire costs.

When deciding between freelancing or being a full-time employee, consider the pros and cons to see what works best for you.

Technical Writers are among the first usability testers of a product, service, or application. They influence product development while contributing to the UX of the product.

Technical Writers do not exist merely at the periphery of an organisation. They function at the core of businesses, helping people figure out how to use technology products and improving business performance by providing decision-makers with valuable reports that they can easily understand. Technical expertise blends with creativity in this profession to generate various outcomes that foster procedural and technical understanding among diverse audiences.

Keep technical content consistent as you will collaborate with colleagues in several departments - product development, manufacturing, marketing, and customer relations.