Technical writers: solitary creatures or team players?

Some writers are solitary creatures. When I think of a novelist, I think of someone alone in a cabin in the woods writing the Great American Novel. But does this solitary image fit a technical writer?

No, technical writers are not solitary creatures. Technical writers must be team players but also have the ability to work independently. In fact, technical writers are very similar to journalists.

Both technical writers and journalists need to interview subject matter experts, research the topic, check facts, and organize facts before writing.

Just like journalists, technical writers depend on subject matter experts to supply expertise on a particular topic and ensure the technical accuracy of an article or document.

Just like journalists, technical writers decide which facts are important, filter out unnecessary details, and translate technical jargon into plain English for their audience.

When I join a new software development project, the first thing I ask for is a product demo from the lead engineer or software developer and take extensive notes. If the software doesn’t exist yet, I ask to see a mockup or design plan for the product.

As a technical writer, you need other people to help you produce the best article or document.

Who does the technical writer collaborate with?

• Customers are the reason for your content. You must understand what the customer needs and wants, think like a customer, and incorporate customer feedback into your documentation.

• Subject matter experts (SME) provide critical facts on the topic. The SME is the key person who provides the rough draft and ensures the technical accuracy of your content. If you are an expert on the subject (like I am for this article), you can be your own SME. In my field though, usually the SME is a software developer, engineer, or business analyst. More on the SME’s role below.

• Graphic designers or user interface designers provide a professional, cohesive look for content delivered on the web or in print. I’ve asked graphic designers to design website banners, buttons, and color schemes; product logos and color schemes; printed book covers; and marketing items such as mousepads and stickers.

• Technical support staff provide valuable feedback from customers calling the technical support line.

• Web developers provide skills needed when setting up a web site for interactive web content.

• Trainers or curriculum developers transform written content into training modules, either for web-based learning or field classes.

• Other writers and editors are needed on large projects. It helps to have a senior technical editor who gives all documents a final edit to ensure a consistent voice.

• Project managers provide the schedule, scope, and ability to clear roadblocks.

What is the subject matter expert’s role?

• Explain how a product works.
• Give you a demo.
• Provide rough drafts of technical documents.
• Explain who the intended audience is.
• Review your first draft.
• Check for technical accuracy.
• Approve the content’s final version before publication.
• Notify you of changes that affect the content’s accuracy.

What is the technical writer’s role?

• Ask questions until you know how a product works.
• Create the content outline.
• Edit rough drafts for style, spelling, grammar, punctuation, logic, conciseness, consistency, and clarity.
• Ensure content adheres to approved style, terminology, and brand names.
• Be persistent in gathering missing details.
• Validate all hyperlinks and references in the content.
• Identify the best way to deliver the content (web only, web and print, etc.).
• Publish the content to meet the deadline.
• Collect feedback from the audience and use it to improve the content.
• Ask the subject matter expert to periodically review the content to ensure it remains relevant and accurate.