Six Reasons You Don?t Need a Technical Writer (and Why They?re Dead Wrong!)

Home
>
Copywriting
>
Six Reasons You Don?t Need a Technical Writer (and Why They?re Dead Wrong!)

Six Reasons You Don?t Need a Technical Writer (and Why They?re Dead Wrong!)

I know, I know. Times are tough. You have to make due with the staff you have. It's a common and valid lament in today's workplace. You've got to do more with less, so an obvious place to cut costs is in your documentation efforts. After all, writers and editors are a luxury in lean times. You're a small company and you can produce your documentation in-house, right? Think again. Hiring the right freelancer to do the job correctly the first time around could save you hundreds or thousands in help desk calls, service calls, document revision, and distribution. Here's why.

1. You want someone with your industry or product knowledge. Knowledge of your industry or product is helpful, but your writer's ability to communicate well both in writing and in the spoken word is crucial to your documentation project's success. A good technical writer:

designs easy-to-use and easy-to-find documents.
writes clear and easy-to-follow instructions.
demonstrates a broad range of technical knowledge which enables him or her to acquire new technical knowledge quickly. Most tech writers thrive on learning obscure technical facts just as much as they love discussing the merits of the semicolon. The best tech writers are amazingly quick studies.
creates document templates with a clean, professional appearance that your company can re-use.
asks intelligent questions of your SMEs (subject matter experts) that you might not think to ask, ensuring thorough coverage of the product's features.

2. The programmers or engineers can write the documentation. Oh, really? They're not busy enough already? Most programmers and engineers with whom I've worked loathe writing. Let them do what they do best and let a writer do what she does best.

Good technical writers are power users of most word processing programs, HATs (help authoring tools), and are privy to the latest documentation techniques that will enhance your company's professional reputation. A good technical writer is savvy about design trends and best practices. Can you say this for your engineers and programmers?

3. You need a writer on site. Why? This is 2005. Most freelance tech writers have high-speed internet connections, fax machines, and cell phones. I've worked with clients I've never even met or who I've met just a couple of times for documentation review meetings. It's good for the writer and it's good for you when you don't have an extra body taking up your valuable space. I have developed some of my best professional relationships in cyberspace.

4. Only you understand your users' needs best. Yes, you do. You know what they want and what they need; that's why your business is so successful. Consider the following questions:

Does your documentation need to be geared to the newbie user or the experienced techno-geek?
Do you know how to analyze your audience and write to that audience?
Do you understand your audience's basic learning style?
Will graphics work better than words to convey your message?
How will you deliver and distribute the final documentation product?

A good technical writer will perform a user need analysis and provide a documentation plan that drives your information architecture design. She will create a documentation plan that will evolve over the course of the project and will allow the documentation to grow as your product changes. With a great foundation, you won't have to reinvent the wheel with every new iteration of your product.

5. You already know how to use MS Word. That's great and it's important.

Are you thorougly comfortable with Word's advanced features?
Do you dream in macros?
Are you familiar with FrameMaker (a highly un-user-friendly but powerful favorite tool of tech writers that handles large, complex documents that make MS Word quiver and crash)?
Have you ever designed online help using RoboHelp?
How are your Photoshop, Illustrator, Paint Shop Pro, Quark, Visio, InDesign, and basic HTML coding skills?
Are you aware of the latest trends in writing and grammar style so your company's message will be consistent and grammatically correct?

Good tech writers bring an extensive working knowledge of a plethora of word processing and graphics programs as well as standard business writing practices.

6. You can keep up with document updates.

What is your plan for documentation version control?
Who will write the updates?
How will you ensure your users have the latest and greatest version?

If you don't have a version and source control system in place, multiple versions of your document in several folders create an organizational nightmare when it's time to revise or update.

There's a trend toward single sourcing technical documentation these days. Simply put, this means one source for all of your documentation needs. This single source may contain material for your print manuals, online help, and training materials all in one place. In single sourcing, a writer tags specific material for a specific use. When you deliver documentation, you simply designate the type of documentation you want (e.g., print, online help, user guide, training material, technical reference information) to create and the software does the rest. The point is, everything is in one place, making version and source control simple. Setting up a single sourcing system now will save you time and future headaches later. A good technical writer is familiar with industry trends for single sourcing and may be able to help you set up a single sourced system within your organization.

If you're skeptical about hiring a technical writer, consider this. Good written communication skills will always be in demand in the business world. However, in today's complex business world, just being a good writer isn't enough. A good technical writer needs technical savvy, a sound knowledge of dozens of software programs, and impeccable research and writing skills.

Would you hire an accountant to develop software? Would you want an engineer to answer phones? Would you expect a copywriter to do your taxes? Probably not. So, give your business and your wonderful products the professional attention they deserve and consider a technical writer for your next documentation project.

Ann Zuccardy is a freelance technical and copy writer with 17 years of industry experience in marketing and technical communication. She currently consults with IBM in Essex Junction, Vermont where she writes software user manuals, training guides, and release notes. Ann is also the owner of Vermont Shortbread Company. She can be reached at Wordbrains.com.

In The News:

American Writers & Artists Inc. Announces New Version of One of Its Flagship ...
PR Web (press release)
The leading publisher of direct-response and web copywriting training programs has just completed an overhaul of The Masters Program for Six-Figure Copywriting. The Masters Program has always been one of my favorites. American Writers & Artists Inc.

and more »

Gary Halbert, Direct Response Copywriter, Lives on Through Doberman Dan's ...
Seattle Post Intelligencer
Gary Halbert, famed direct response copywriter, is reaching an entirely new online audience through Doberman Dan's Newsletter. The tips and tricks that Gary Halbert taught Dan about copywriting are now available in a monthly subscription newsletter ...

and more »

On Responsive Copywriting
Business 2 Community
By Susan Silver, Published May 22, 2012 There is a double meaning to the phrase responsive copywriting. Let me explain exactly what I mean. I am not talking about traditional direct marketing. I am talking about writing copy for responsively designed ...

English Copywriter
Emirates 24/7
Manage all Aspects of the website Copywriting and communication. This includes but not limited to: Research and understanding of global and regional websites. Generate enough of a learning of the brand's objectives, communication strategy, vision, ...

Business 2 Community
History of Copywriting
Business 2 Community
By Laura Hancock, Published May 20, 2012 The history of copywriting is a long and illustrious one, filled with groundbreaking work, amazing writers, and incredible stories of darn good copy that have turned heads for decades.

Adweek
The Spot: Flirting With Disaster
Adweek
COPYWRITING: "You're flirting with a hot female stranger in an elevator," the voiceover begins. "You want to spice things up, so you press the emergency button. Here's what could happen." (Don't worry, she doesn't panic—this isn't reality.) ...

New Small Business Marketing Service Released
WebWire (press release)
Long standing marketing firm releases new marketing service for service based small business owners that saves them valuable time and hard earned money by providing all their copywriting needs. Old Greenwich, CT May 23, 2012 – Taking a business from ...

Is Your Marketing Being Murdered by Your Sales Letter?
San Francisco Chronicle (press release)
John Emmanuel, copywriter/direct response marketer shares some of the main reasons why sales letters under-perform and announces the launch of Maximum Conversion: Creating the lifestyle you deserve through words program at www.maximumconversion.net.

and more »

Business 2 Community
Let's Get Emotional: Conversion Writing and the Client's Heartstrings
Business 2 Community
While nobody is going to realistically sit around and compare copywriting to Shakespeare, there's something to be said about the power of words to trigger emotions; and instead of evoking feelings of romance or patriotism, the emotions make the reader ...

WDSO honors CHS broadcasting students
Chesterton Tribune
A plaque in the shape of the state of Indiana in recognition of her 1st Place Award in Radio Copywriting at the Indiana Association of School Broadcasters competition was presented to Jackie Santos. A similar plaque was presented to CHS at the ...

Google News