Effective technical documentation is crafted by writers who know what to do and look for to follow the best practices for technical communication:
A good technical editor should:
- Understand the target audience and the operation and installation of the product.
- Identify all regulations and standards that must be followed.
- Clarify any safety issues or concerns.
- Confirm the style guide and terminology to be used.
- Clearly define the deliverables
Good technical documentation :
- Adheres to best practice standards content is relevant and accurate Information is organized logically content has a consistent style
- Format and layout are easy to scan and read
- Uses appropriate graphics and tables to support the text
- Prioritizes clarity by using simple, straightforward, and easily understandable language.
- Includes all the information users need or might want to know about the topic
6 Qualities Technical Documentation Needs to Be User-Friendly
User-friendly language and content in the document contribute to the user’s ability to understand the information presented and to apply that information as intended. Documents that include the following qualities meet the criteria for being user-friendly:
- Clear: The writer uses short words and short sentences. All unique technical terminology is defined up front, and those terms are used consistently throughout the document to avoid confusion.
- Concise: The writer? opts for clear, simple language instead of redundant or complicated wording.
- Correct: The writer adheres to the rules of grammar, spelling, punctuation, and usage.
- Accurate: The writer ensures that the content is true and that all procedures work as described. The writer also works with the Quality Control Team(QC) to validate the content and is aware that errors in the document can cause users to doubt the validity of the entire document.
- Accessible: This refers to the ease with which users can locate the information they seek. The writer uses styles and tags during the document development process to create accessible documents.
- Complete: The writer ensures that the technical document includes everything the user needs to apply the information presented efficiently and effectively. The writer also uses peer reviews to test whether the information presented is complete.
Good technical documentation benefits both the company and the customer. It increases customer satisfaction, reduces complaints to customer support, and minimizes potential lawsuits, all of which affect the company’s bottom line.
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