The Best Hardware Tools for Technical Writers

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While most people think of software when they consider the tools used by technical writers, hardware also plays a crucial role in our efficiency, comfort, and overall productivity.

The right hardware can significantly improve a technical writer's workflow, reduce strain, and even enhance our ability to work across different environments. Below, I examine the best hardware tools that technical writers and documentation specialists should consider to maximize their efficiency and productivity in 2024 and beyond.

Also see my article "Technical Writing Tips & Tricks ."

Data Backup Solutions

Technical documentation is often invaluable, and losing data can be disastrous. A reliable and strategized backup system is essential for protecting work from accidental deletion, hardware failures, and cyber threats.

• Cloud Storage: Services like Google Drive, Dropbox, and Microsoft's OneDrive offer secure cloud storage and remote access to files, making collaboration and sharing easy. However, the immense convenience and "set it and forget it" nature of cloud storage is countered by the fact that it requires a live connection. If your internet connection is poor, cloud storage is not a reliable option.
• External Hard Drives: An external hard drive, like the Western Digital My Passport or Seagate Backup Plus, provides a physical backup option that does not rely upon your internet connection. Look for a drive with at least two TB of storage. Affordable drives are available with up to 20 TB of storage (for about $315 USD), with capacities continually increasing and prices continuously dropping. A two TB drive can be had for $77 (Western Digital), while a four TB model is available for $111 and eight TB models for $165 (prices via Amazon).

A combination of external and cloud-based backups provides both local and remote storage, safeguarding documentation against multiple types of data loss. Personally, I use cloud-based storage as my primary backup and local desk-based external SSD storage as my backup for after the aliens land and employ EMPs to disable our internet and cell phone networks.

Document Scanners

For technical writers who work with physical documents, user manuals, or diagrams, a good document scanner is essential. A high-quality scanner quickly converts physical pages into digital files for easy storage and reference. Pricier models offer faster scanning, higher resolution, and sometimes more convenience.

Many modern printers provide basic scanning capabilities. However, any tech writer who scans physical documents on a regular basis should seriously consider investing in a professional scanner that delivers faster performance and better quality.

• Flatbed Scanners: Flatbed scanners, such as the Epson Perfection V600 photo scanner ($350 USD), are versatile and provide excellent image quality for books, images, and documents.
• Portable Scanners: For those who work in multiple locations, a portable scanner like the Fujitsu ScanSnap iX100 offers compactness and mobility.

With a scanner, writers can digitize hand-drawn sketches, scan printed guides, or quickly capture notes from hard-copy sources.

Drawing Tablets

Technical writers involved in creating illustrations, flowcharts, or diagrams may find a drawing tablet invaluable. Tablets provide more precise control than a mouse, making it easier to annotate screenshots, create illustrations, or mark up content.

• Apple iPad with Apple Pencil: Paired with drawing apps like Procreate or Concepts, the iPad serves as a versatile tool for creating visuals in the office or on the go.
• Wacom Tablets: Wacom offers a range of tablets, from the basic Wacom Intuos to the advanced Wacom Cintiq with a built-in display, allowing technical writers and illustrators to draw directly on the screen.

These tablets are especially useful for technical writers who collaborate with designers or who need to create custom illustrations. Increasingly, content creators and technical writers are turning to AI image generators to create images and infographs.

Dual Monitors

Having a dual-monitor (or even triple monitor) setup can be a game changer for technical writers. Dual monitors allow for seamless multitasking, making it easy to reference documents, view feedback, and edit content simultaneously. With 27" and larger models carrying a price of sometimes lower than $300, it is difficult to argue against a dual monitor setup (particularly when you do your job 50+ hours per week).

Consider the Samsung UR55 4K 28" monitor for only $265 USD. This is the monitor I got two of for my workstation when I redesigned it in Q2 2024. I paired them with the Range-X Dual Monitor Arm from Uplift Desk for $200, a fully articulating dual monitor mount that has made me very happy.

• Ergonomics: Dual monitors can reduce the repetitive task of switching between windows, which not only saves time, but also minimizes eye strain and neck movement.
• Productivity: With two screens, tech writers can keep reference materials open on one monitor while actively working on another. This setup is particularly useful for research-intensive tasks and detailed projects that involve several inputs and potentially multiple outputs. Also, the ability to view full pages of documents and significantly larger sections of spreadsheets and flowcharts can give technical writers more insight into their workflow inputs and outputs than someone working on a 15" laptop.

Ergonomic Keyboard & Mouse

Typing for hours on end can lead to strain and repetitive stress injuries. An ergonomic keyboard and mouse setup helps prevent these issues, helping technical writers to work comfortably and without pain. Many tech writers prefer wireless peripherals that work on bluetooth or Wi-Fi, which reduce desk clutter and increase movement and flexibility.

• Ergonomic Mouse: Vertical mice, such as the Logitech Lift Vertical (in both right hand and left hand model variants) and Anker Ergonomic Mouse are designed to reduce wrist strain. A trackball mouse is another great alternative for comfort. Logitech also sells mice that are designed for left handed users (like me; check out the Signature M650 L for only $35).
• Mechanical Keyboard: Many technical writers and IT professionals prefer mechanical keyboards because of their tactile feedback and durability. Brands like Logitech and Keychron offer mechanical keyboards with ergonomic layouts.
• Split & Ergonomic Keyboards: Split keyboards, such as the Kinesis Advantage or Microsoft Sculpt Ergonomic, provide a natural typing angle, reducing strain on the wrists and helping to prevent repetitive motion conditions such as carpal tunnel.

High-Performance Laptop or Desktop

A reliable computer is fundamental to any technical writer's toolkit. The hardware specifications should align with the needs of technical writing, such as multitasking, accessing large files, and maintaining a stable internet connection.

• Processor/CPU/GPU: A fast processor, such as Intel's Core i7, AMD's Ryzen 7, or Apple's M4 series allows IT professionals and technical writers to run multiple applications simultaneously and plenty of browser tabs with no lag in system performance. Fast processors also facilitate intensive computing tasks such as video editing and rendering and code compilation.
• RAM: A minimum of 16 GB of RAM is recommended. Larger amounts are a worthy investment for those who utilize resource-intensive applications like Adobe Creative Suite, virtual machines for testing software, and video editing. Many new AI apps (such as Apple Intelligence and Microsoft's Copilot agents) are leveraging local processing and can significantly benefit from a faster processor (CPU and GPU) and more RAM.
• Screen Size & Quality: A 27" or larger screen with 4K resolution ensures that technical writers can view their work clearly. High resolution displays also minimize eye strain, theoretically improving productivity because more hours can be spent at the monitor.

Whether you choose a desktop or laptop depends on your work style. Laptops provide portability, while desktops offer higher specs at a lower price. The recent release of the Mac Mini from Apple is a good example of an affordable yet powerful desktop computer. To learn more about the Mac Mini, check out my recent podcast episode with John Bailey , "Space Truckin, Robo Vacuums, and Mac Mini Lust ."

Noise-Canceling Headphones

Technical writing often requires intense focus, which can be challenging in noisy environments. Noise-canceling headphones block out distractions, allowing writers to concentrate fully on their work. They also are useful during video meetings, such as on Zoom or Microsoft Teams. You may prefer a model that features a microphone, particularly if you engage in multiple daily video meetings or phone calls.

• In-Ear: For those who prefer earbuds, models like Apple AirPods Pro, Etymotic's ER series, and the Sony WF-1000XM4 offer effective noise cancellation in a compact design.
• Over-Ear: Over-ear noise-canceling headphones, like the Sennheiser Momentum series, Sony WH-1000XM4, and Bose QuietComfort series, provide excellent sound isolation and comfort for extended wear.

Headphones are especially useful in open-office settings or when working remotely in public spaces.

Standing Desk

Many IT pros and tech writers spend long hours sitting, which can lead to physical discomfort over time. Standing desks and desk converters provide a healthy alternative by allowing users to alternate between sitting and standing throughout the day.

• Desk Converters: If you prefer your existing desk, a converter, such as the VARIDESK Pro Plus or FlexiSpot, can elevate your workspace. This option provides flexibility without requiring a complete desk replacement.
• Standing Desks: Full standing desks, like those from Autonomous, Uplift Desk, or Vari offer electronic adjustments, making it easy to switch heights with only the press of a button. Premium models feature dual motors, ensuring quick and reliable height changes.

Alternating between sitting and standing can improve circulation, reduce fatigue, and support better posture.

Good Luck

Technical writing requires focus, precision, and long hours at the computer. The right hardware—ranging from a powerful computer to ergonomic peripherals and a quality scanner—can make the process more efficient and comfortable. Investing in these essential hardware tools can help technical writers increase productivity, reduce strain, and create documentation with greater ease.

By choosing equipment that aligns with their workflow, writers can focus more on creating content and less on managing equipment limitations.

But that's just my opinion. Let me know your thoughts in the comments.

— Curt Robbins, Senior Technical Writer

P.S.: I'm currently taking on new clients. I enjoy helping companies with their documentation and communications strategy and implementation. Contact me to learn about my reasonable rates and fast turnaround.