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How to Demystify Technical Writing for an Average User

By eHow Careers & Work Editor

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The purpose of technical writing is to communicate. The most effective way to communicate is to use simple language the reading audience will understand. Good technical writers research and organize complex information and present it in a way that's easy to understand. Don't be mystified by the process of technical writing. By following these easy steps average writers can get the message across in a clear and complete way. Read on to learn more.

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Instructions

Difficulty: Moderately Easy

Step1

Analyze the reading audience, because you need to know your audience to be able to communicate with them. Consider the needs, skills, interests and backgrounds of the readers, then write from the reader's point of view in a way they can understand.

Step2

Keep it short. Write simple sentences with 16 to 20 words and use words that are short and familiar.

Step3

Use an active voice to make the writing style more direct. In active voice the subject performs an action. For example, in the active voice "Kyle ate an apple," but in passive voice "The apple was eaten by Kyle." Also, use strong verbs to describe the actions in the writing. Avoid using "to be" and a participle for the verb.

Step4

Tell readers what to do by writing in the second person and let readers know when to do something by writing in the present tense. For example "[You] Press the red button."

Step5

Be precise in letting readers know exactly what you want them to do by using precise adjectives and adverbs. For example instead of saying "Use a screwdriver to tighten the screw" add a precise adjective like "Use a slotted screwdriver to tighten the screw."

Step6

Use lists to convey information quickly. Numbered lists are great for steps or sequences of events. Bulleted lists are good for similar ideas with no particular order. Make the list items parallel and limit lists to less than seven items.

Step7

Test out the technical writing by proofreading it then giving it a test run on potential users. Feedback from people outside the project will quickly show you where information is unclear, incomplete or inaccurate.