Technical Writers: Understand Learning Styles

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In technical writing, the effectiveness of documentation and communications hinges not just on the content's accuracy and clarity (two of my Eight Pillars of Technical Writing), but also on how it resonates with your specific audience. Learning styles differ widely among individuals, influencing how they absorb, process, and retain information.

In today's article, we explore why some learners prefer textual content and how others lean toward audio. This highlights the importance of the ability of a technical writer to adapt their approach to cater to multiple learning styles. Different projects and deliverables will necessarily target different audiences. Different audiences will necessarily favor different learning styles. But in all honesty, all learning styles must typically be considered for nearly all documentation and communications projects.

Understanding Learning Styles

Learning styles are broadly categorized into auditory, kinesthetic (hands-on), and visual. However, even within these categories, there are nuances. For example, within visual learners, some favor diagrams and schematics, while others prefer text. Assume that your target audience is populated by a wide variety of learning styles and that your job, as an IT professional and documentation expert, is to cater to them all.

Auditory Learners

People who prefer audio find it easier to understand information when it is spoken. They process information through listening, which can make complex concepts seem more conversational and less intimidating. Audio also conveys tone, inflection, and emphasis, which are elements that can add layers of understanding not easily conveyed through text alone. Those with dyslexia (up to 44 million Americans) are a good example of an audience segment that can be reached via audio but not text.

Textual Learners

Textual learners find comfort in reading. Text allows them to control the pace at which they consume information, re-read complex or confusing sections, and absorb detailed explanations. The permanence of text helps this segment refer back to information without needing to rely on memory or external playback.

Text has classically been king of control in terms of the speed/pace of information consumption. However, the ability to modify playback speed on many audio interfaces (such as with podcasts and audio books) has negated some of this advantage for text.

Why Different Learning Styles?

A preference for text or audio information often stems from psychological, physiological, and cultural factors. It's a complex mix of genetics and environment involving nature and nurture. Everyone's brain is wired differently. Below are a few of the factors that influence learning style preference.

• Accessibility & Comfort: For some, the choice might be practical. Audio can be more accessible for visually impaired users and those with reading difficulties, including those with dyslexia. Text offers privacy and can be more discreet in public settings. However, cheap pocketable headphones have helped even the playing field.
• Cognitive Processing: Everyone's brain processes information differently. Visual (textual) processing might be more effective for those whose brains are wired to decode written symbols efficiently. Conversely, auditory learners might have a mind that excels at decoding sounds into meaning.
• Cultural & Educational Background: Educational systems vary globally. Some cultures emphasize rote learning through text, while others leverage oral traditions and multimedia. This background can shape one's learning preference.
• Environmental Factors: The environment in which one typically learns or works can influence preference. Someone who often works in a noisy environment might prefer text to avoid auditory distractions. Those who are constantly on the move (particularly people who frequently drive or exercise) might opt for audio because it allows them to multitask.

How Can You Adapt to Learning Styles?

Now that you understand how learning styles differ, how can you—as a technical writer—harness this knowledge to improve your IT and product documentation and communications? Below are a few strategies to help you accommodate different learning styles, improving your accessibility and inclusion and enlarging your potential audience.

• Clear Formatting: For textual content, use formatting like bullet points, bold headings, and diagrams to accommodate visual learners within the text medium. Break up large blocks of text with images, white space, and other conventions.
• Interactive Elements: Incorporate elements such as clickable audio notes within text or transcripts for audio content. This allows users to switch between modes based on their current situation or personal preference.
• Multimodal Content: Use a mix of text and audio, such as textual explanations and audio versions or summaries. For example, a user guide could have a text-based step-by-step section and an accompanying audio walkthrough. Multimodal content is about giving the consumers of your documents options and allowing them to dial it in where they want.
• Solicit Feedback: Solicit feedback from your audience regarding their preferred learning medium(s). This can be a big help to future content creation strategies, pulling you out of the world of guesses and theory and adding some reality to your work. Polls and surveys can help.

Good Luck

Technical writers serve as bridges between complex information and various audiences. By considering the learning styles of your readers and listeners, you can enhance comprehension and engagement with those you are targeting.

Some argue the superiority of one medium over another. In actuality, all formats (including text, visuals, and audio) are characterized by distinct pros and cons, the appropriateness of which is mostly dependent on use case. The format that is best in one situation may be poor in another.

The true skill lies in your versatility and ability to offer content in formats that cater to different learning preferences. This approach not only broadens the accessibility of technical information, but also enriches the learning experience.

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.