Technological advances in the past decade have opened up opportunities for a variety of new career options including that of the technical writer. For every new product that is introduced to the market, user documentation must be created. This documentation can take the form of a hard copy manual, an online user guide, help section, or FAQ (Frequently Asked Questions) section on the company’s website.

But, despite the opportunities available, technical writing is not a career path that many college graduates choose to pursue. There is still a stigma attached to this occupation, and many of these jobs go vacant, only to be filled by contract writers from outside the company. For people who become technical writers, however, the field is wide open, and with some experience, these jobs can be lucrative and rewarding.

Like many college grads, I did not start out with the goal of becoming a technical writer. My dreams were of broadcast journalism, or perhaps working for a prestigious newspaper – the New York Times, for example! But once I graduated from college, reality set in, and I found myself scrambling for work of any kind to support myself while I pursued my dreams.

I became a technical writer completely by accident! I was employed as a buyer for a software development company when the technical writer suddenly resigned. No one in the company wanted to do the job, and the search for a writer from outside the company yielded unsatisfactory results.

With my rusty English degree and a fairly competent command of the language, I was the most likely candidate for a replacement, and agreed to take the position on a trial basis with the understanding that I could return to purchasing if the job proved to be beyond my abilities. I knew nothing about technical writing when I started, but gradually, over time, I became more and more proficient. I now feel comfortable attacking nearly any project.

I love what I do, and am constantly touting the benefits of this type of writing. Still, most people don’t understand the nature of the job, and therefore, are not inclined to take up technical writing as a profession. What follows is some basic information about this field, describing my own process, and offering a brief overview of technical writing.

What is a Technical Writer?

A technical writer is a rather broad definition, and the types of writing are as varied as the environment in which the writer writes. The title is evolving, and in some companies, the person in this position is known as a Documentation Specialist or even a Corporate Writer. Large companies also employ a technical editor who acts as a liaison between the writer and engineering department.

In my position, I am primarily called upon to write user and installation manuals, but I have also written other types of documentation, including:

• Service training presentations for all four of the company’s product lines
• Quick reference guides for three of the company’s product lines
• A guide to using the company’s internal company data base
• The company newsletter
• The employee manual (a rewrite)
• Sections of the quality assurance document (edit and rewrite)
• Sections of the department procedural document (edit and rewrite)
• Sections of product specifications (edit and rewrite)
• New Features documentation (both on CD and in hard copy)

Archival of all user documentation

Further, I am responsible for ordering or creating all of the company manuals, and organizing documentation for the training schools. I have also done my share of in-house editing for people who are more technically and less verbally bent. This would include editing technical specifications, procedures, and documentation that is involved in the corporate design control procedure.

The Technical Writing Process

There are a variety of processes involved in the creation of user documentation. The planning process must begin long before the software is ready for testing. Using the technical specifications, I outline a rough draft, setting up chapter and section headings. I leave placeholders for screen shots where appropriate, and prepare a glossary and an outline for the quick reference guide.

Once the initially "build" – that is a first run-through of the viability of the software – is complete, I actually sit down at a computer on which the software has been installed, and compare the actual procedures to those that I have derived from the technical specifications. I pull preliminary screen shots to replace my placeholders, and write the actual steps that comprise the process.

This first draft is then sent to the validation department for review. A validation technician will take my document and compare my written instructions to the actual process. This person will mark up my document, indicating where changes need to be made, and returning it to me for rewrite. I rewrite the document, and then resubmit it to the validation department for review.

Each time a new build is completed, I review the specifics to determine whether or not anything in the manual needs to be updated. This process can take place daily, weekly or even monthly depending on the priority level placed on the project. I also attend development team meetings to learn about upcoming changes or new features that are being added to the program.

This process of writing, validating and rewriting continues until the software is ready for alpha testing. My company arranges for a customer who is using our product to have an updated, unreleased version of the software to use on their system. This process allows us to determine the viability of the product, and to receive feedback from the field. During this phase, I normally will visit the site and watch as the technicians use our systems. I interview the technicians and ask their opinions on the "usability" of the manual itself. Taking this feedback, I generally will do another rewrite of the manual, tailoring things accordingly.

When a change is made in hardware, that also must be documented. This may sound fairly simple but it the most challenging part of the job. The problem is that there is little communication, and I am usually the last to know about changes. I have worked to institute better channels between the designers, marketing, engineering and myself, but this frequently breaks down.

Positive Aspects of the Job

The job has its positive aspects:

• I am getting paid to write! Anyone with a degree in English knows how hard that is to accomplish
• I am constantly being challenged to select the right word and to rephrase seemingly incomprehensible sentences into clear, concise language.
• I can work at home when I need to. This is a definite plus to the job. There are times when I need to focus and cannot do so with the distractions in the office. These are the times when I can spend the day in my sweats, working from home!
• There are still jobs for technical writers, and nationally, the pay scale is respectable.

Negative Aspects of the Job

As with any job, there are some negative aspects to this job:

• The writer usually is unacknowledged, and there is no feeling of recognition once the document is complete. It becomes public domain on release, and the writer’s name is generally not attached to the document.
• The writing tends to be dry without a lot of opportunity for creativity.
• Information is often sketchy and unclear. It is sometimes very difficult to track down the engineer for clarification
• The product is not always available to use until after the first draft is completed. Hard as that may seem to believe, I have written complete manuals without once having touched the product.

Fortunately, the positives outweigh the negatives, and as I continue in this job, l learn more every day. This is a career path that few people actually choose, but as technology increases, there will be more of a need for people with this skill set.

Qualifications

A person looking to enter the field of technical writing should have a good command of the English language, and the ability to write in a clear, concise fashion. The technical writer must be able to describe a step-by-step process in simple, easy to use terms, and an orderly fashion. Every step, no matter how mundane, must be documented, and the writer cannot assume that the reader knows even the simplest command.

Normally, a technical writer is expected to have a degree in either English or a technical field. Most companies require some experience when hiring an individual from outside the company, but as in my case, someone from inside the company with a grasp of the product can be brought in as a trainee.

Opportunities for Future Career Growth

Experienced technical writers are still a rare commodity, and once an individual has some experience, he or she will most likely be in high demand in the local marketplace. Another option is to work as a freelancer on a contract basis, getting paid by the job or on an hourly basis. Contract writers can earn up to $100 an hour, and in many cases, can do the job from home. The outlook is certainly bright for trained, talented technical writers.

Training

Many colleges and universities now offer courses in technical writing through either the Engineering or English departments. There are also online courses available through accredited universities that offer college credits at the successful completion of the course. Additionally, technical writing courses are offered through national seminar companies. These courses tend to be somewhat generalized, however, and provide more of an overview than any real technical training.

Conclusion

Technical writing is a growing field, and there is no limit to the potential for future growth. In many parts of the country, experience writers can name their price, and still, jobs go unfilled. For a person who has the motivation to work from home, the potential for earnings is virtually unlimited. A freelance technical writer can travel to exotic locales and get paid for doing so. For writers looking to get paid to write, a career in technical writing offers the gratification of seeing your work in print and is a credible way to build an impressive portfolio.