How do you simplify technical documentation without sacrificing accuracy?

Along with knowing your audience, find out what documentation already exists, its current state, and how effective it is. The documentation may no longer be valid because it is outdated, addresses the wrong issues, or no longer matches what the product does. Assess how often a particular document is used. Documents that get used often should be your most up to date. For ones that are seldom used, this next cycle may be a chance to remove it from your document collection. Connect with your help or support desk, or with the development groups charged with bug fixes or troubleshooting. Look for patterns that show where your users are having problems and see if the next document version can provide a solution.

Knowing your audience helps you create better targeted content. For example, if your target audience is an admin, then maybe you don't need to explain every technical concept. We expect admins to know a certain level of technical information. Also, if your audience is common people or senior citizens, then you need to create content which is simple and easy to follow.

Start the sentence with the user focus ("You") to stress the action that the user of the technical document needs to do. A word of caution if you're not a technical documentation writer. Using an AI-assisted simplifying tool may not give you the desired results. I used the example sentence in 4 different simplifies (all free) and they could not come close to the clarity of the revised sentence in the article.

As you organize your content, find a way to allow readers to choose the level of detail they will see. Some readers may not need the full explanation and only need a checklist to remind them of content they already know. Some readers may need more guidance. Additionally, some content may need to be presented to all readers; for example, a caution, a warning, or text to meet regulatory requirements. Look for an authoring environment that allows comprehensive formatting, structure, and various page options like hyperlinks, macros, and programmatic controls.

Always getting another colleague or user to follow through the document helps. You can find any errors that can be amended before it is published out the wider audience.

If you've simplified a document, there will always be parts that need to be checked for accuracy. You can check things like consistent naming, correct links, and basic factual correctness. Getting another colleague to help can be beneficial.

Two Versions Required If working on something that will be repetitive, prepare two versions. Version one assumes nothing and provides photos, drawings and very specific step-by-step instructions. Version two is nothing but a check list. We used this very effectively for teams assigned to do complicated installations of point of sale systems at C-Stores. Depending on the technician, after two or three sessions of installations, many could switch to the check list. Other technicians would take a bit longer. The important thing was meeting the SLA without errors. We provided two paper copies and a soft copy that the technician could modify. Staff members will be of various ages and experiences. Appreciate those differences.

Define terms: Provide a glossary or footnotes for technical terms, acronyms, or abbreviations used in the document. Be concise: Remove unnecessary details and focus on the essential information your audience needs. If possible, provide examples: Use real-world examples or scenarios to illustrate concepts and procedures.