Tips on Creating Good Technical Training Documentation

An important step toward creating good technical documentation is to gather as much information as possible.

Manuals, online courses, user guides and online help guides are common examples of technical training documentation. The purpose of such documentation is to explain the concepts of a software, product or system to the end user. High quality technical training documentation is easy to understand, but at the same time gives the user a complete understanding of system processes and functionality.

Know the End User

The end user is the audience for whom you are creating the technical documentation. It is critical to understand the audience properly before you start writing. Consider its needs, skill level and ability to understand the points you will address. Any technical documentation that does not cover the required information or is too difficult to understand is inadequate.

Research Thoroughly

Before you begin writing, you must understand the product or tool you will be writing about. The research process usually involves interviewing subject matter experts who have in-depth knowledge about the product. The subject matter expert could be an engineer or developer who was part of the team that developed the product. You can also try out the product or software yourself.

Make Notes

It is important to make notes of every relevant piece of information, especially highly technical data that may be difficult to remember at a later date. Arrange the information and create a table of contents. Verify the table of contents with a subject matter expert and start work on the first draft.

Create Informative Content

As you piece together the information, you must follow the required style guide as well. Use active voice and avoid unnecessary jargon. Technical training documentation must be clear and to the point. Add images, quizzes and tips at regular intervals. This will keep the reader occupied and also simplify the process of learning. If the documentation includes how-to procedures or steps, you must perform the procedures yourself and include screen captures or images where necessary. Update procedures every time the software or product changes.

Work with the Team

On a regular basis, meet with the subject matter expert and your editor (if you have one). Have them review the content or chapters you have created. Incorporate their feedback and also keep it in mind for the content you are working on. This process will greatly reduce the work load toward the end of the project.

Present the First Draft

After you have created a preliminary draft, you can present it to your manager, editor, subject matter expert and also some developers who can give you more feedback. Get everybody's opinion and incorporate the required changes. Keep a copy of every draft so you can go back and retrieve deleted information if necessary. Put yourself in the reader's shoes and go through the documentation and ask the following questions: Do you understand the core concepts? Does the information progress in a logical manner? Does the content interest and educate you? If the answer to these questions is yes, you have succeeded in your goal.

References

• Hixon Writing Center: Guidelines for Effective Technical Writing
• Docsymmetry.com: The Technical Writing Process

Resources

• Sentence Structure of Technical Writing