Tools in Technical Writing

Technical writers create documents in various formats like electronic publishing, print, online help, etc. The various tools used to produce technical documents are described below.

Publishing Tools (Microsoft Word, FrameMaker) - Microsoft Word is actually the most popular tool for publishing in spite of its bugs and limitations. It is easy to use, review, and make changes. But with larger documents (more than 500 pages), Word behaves a bit inconsistently and may get corrupt. Here, FrameMaker creates more stable documents. Styles are very consistent and rigid in FrameMaker and it can handle large amount of text and graphics.

Help Authoring Tools (RoboHelp, Epic Editor, AuthorIt) - With the increased use of the Internet, users have become more accustomed to using online information. Online help is searchable and helps the users to resolve their problem or query easily rather than going through pages and pages of manuals. Help Authoring Tools like RoboHelp, Epic Editor, AuthorIt are used to create online help.

Template Designer (Indesign, PageMaker, QuarkExpress) - Template designing tools are used for creating documents that require a flexible layout or strict typography demands. It is easy to create and design datasheets, whitepapers, brochures, solution sheets and other marketing and technical documents using these template designer tools.

Image Editor (Photoshop, SnagIt, CorelDraw, Illustrator) - Graphics are an important part of any document. As rightly said "a picture is worth more than words to say." Image editors are used for image designing, capturing, cropping, morphing and all sorts of image editing.

Web Design Tools (Dreamweaver, FrontPage) - Web design tools are created to deliver content to end users in the form of web pages. You can create both static and dynamic web pages using web design tools.

Screen Recording Tools (Camtasia, Captivate) - Recording tools like Camtasia and Captivate are used to create product demos, engaging simulations, scenario-based training, and randomized quizzes. In addition, it doesn't require programming knowledge or multimedia skills.

Multimedia Tools (Flash, Max 3D) - Multimedia tools are used to create audio and video content. Multimedia tools like Flash and Max 3D can be used to create interactive animations and demonstrations.

These are some of the basic tools used in technical writing. Other tools like Teamsite, Lectora, Visio, and so on are also used to create content and graphics.

Fields in Writing

I will share my views on the fundamental terms associated with writing. Writing involves fields like:

• Creative writing: It is a broad field that involves writing on any topic - fiction or non-fiction. Generally, creative writing includes writing short stories, poems, novels, etc. The core element of creative writing is to look at the world from a different perspective and express your thoughts and ideas clearly and forcefully.
  

• Content writing: It deals with writing contain on various domains ranging from business to travel, art to science, health to politics. Generally, content writing is linked to writing content for web (portals, wiki, or blogs). The core element of content writing is to understand the target audience (customer or prospects), design and create content that can grab attention and is useful to the audience or reader of the content. It may also refer to writing content on the basis of search engine optimization to achieve high ranking on search engines.
  

• Copy writing: In simple words, copy writing is a writing that sells. Generally, copy writing is linked with advertising and media with the aim to promote a person, a brand, or an idea. The core element of copy writing is write to sell a product, service, or pursuade your target audience to select your business or organization. Copy writing can range from creating body copy, proposals, whitepapers, newsletters, brochures, press release, and other marketing collaterals or promotional materials.
  

• Technical writing: It refers to writing technical concepts in an easy to understand format. Today we cannot imagine a life without cell phones, personal computers, and other hi-tech devices. Thus, knowing about these devices, their installation, and troubleshooting methods have become more important. Technical writing involves writing on these devices and creating online help, user guide, installation guide, datasheet, reports, and other technical materials.
  

• API writing: It relates to writing on application programming interface. API is a source code interface provided to interact with applications. API writing involves writing for programmers/developers who can refer to the API or update or fix them. API writing helps product users to learn about the API functions, their purpose, parameters, return values, etc. that are available to their applications. In simple words, it is writing about what a function is supposed to do.
  

• Editing/Reviewing: It refers to making changes to a document, audio or video to make it adhere to agreed standards. Editing or reviewing involves checking for consistency, grammatical correctness, and adherence to specific style guide or style sheet. This activity ensures that documentation or audio/video material is of good quality.
  

• Instructional designing: Instructional designing basically relates with the systematic development of learning objectives using instructional concepts and theories. In simple language, instructional designing is concerned with making learning as interesting as possible.
  

• Journalism: It refers to writing, reviewing and creating articles and news. Generally, journalism is related to writing for media like print (newspapers and magazines) and electronic (television, radio, and the Internet). Journalists report and write on a variety of topics including politics, economics and business, health and medicine, education, sports, lifestyles, clothing, food, pets, and relationships. The purpose of journalism is to inform, educate, and enlighten the readers.
  

All these forms of writing supplment and complement each other. The basic requirements for venturing in these fields are flair for writing and a creative bent of mind. Above all, each field in writing requires hard work, focused mind, and a learning temperament.

Document Development Life Cycle

Document development life cycle (DDLC) includes the various stages involved in structured document creation. It ranges from requirement analysis through maintenance of the completed document. The DDLC comprises of the following stages:

1. Project Start-up
2. Requirement Analysis
3. Designing
4. Developing
5. Testing
6. Publishing
7. Maintaining
   
   
   Project Start-up
   Project start-up generally involves the creation of project plan. It includes understanding the project objectives and constraints in terms of time, quality, and cost. The scope of the project is clearly defined along with standards to be followed throughout the project. This phase also involves identifying key personnel responsible for providing, reviewing, and approving document content.
   
   Requirement Analysis
   Requirement analysis for documentation includes Audience Analysis, Need Analysis and Task Analysis. You try to understand the learning gap and come up with strategies required in achieving the project goal. You also decide the format and the delivery media for the document at this phase.
   
   Designing
   Design phase basically deals with collecting and organizing data. Design phase involves planning the instructional and media strategy and creating the course outline. High level design and low level design related to instructional and media strategy are created, verified, and validated.
   
   Developing
   Developing the document requires actual writing of the document, and integration of the various components (graphics, glossary, search items) of the document. This phase also involves document reviews and revisions and management of documentation issues. Now, the document is ready for testing.
   
   Testing
   Testing involves measuring the quality of the document. This involves review by quality analysts on parameters like correctness, completeness, adherence to standards, and usability.
   
   Publishing
   After fixing the all the testing bugs the document is ready for publishing. After all the hard work this phase relates to actual delivery of the document to its target audience.
   
   Maintaining
   Maintenance involves maintaining the deliverables. For example, it may involve content reuse analysis and elimination of redundant data from the document sets. It may also include template revision or inclusion of new product features.
   
   Understanding the DDLC helps in efficient and quality document creation. Happy Documenting!!!