Showing posts with label Poor Writing Skills. Show all posts
Showing posts with label Poor Writing Skills. Show all posts
How To Avoid Poor Writing Skills In Technical Documents Like A PRO!

How To Avoid Poor Writing Skills In Technical Documents Like A PRO!

Technical Documents
Technical documents are the ones where you need to explain functionality, uses, mechanism or even the product's architecture. In different setups, the structuring elements of the technical documents vary to a greater degree. But, neglecting the structural elements related issues, there are many other things that we consider as a cause of poor writing skills. By eliminating these causes, we can construct a technical report like a pro. Hence, in this article, top writers of a proposal writing service will discuss few tips to avoid such poor writing skills in technical documents.

Proper Organisation

The grammatical and spelling mistakes are not as common in technical documents. Usually, technical writers know to avoid such mistakes. As highlighted in hundreds of surveys, the most common mistake in technical documents is poor organization. According to expert technical writers, a technical document with big words, lengthy sentences, and even dull phrases can make the way. But, another one with organizational problems becomes meaningless.

The roots of poor organization originate from poor planning or outlining. So, the best way to avoid poor writing skills in this context is full-proof planning. In writing, the full proof planning can only be possible by following two steps: first research then outlines the draft. These two steps can prevent a writer from committing mistakes like poor organization. Other practical ways to make the technical document logical are as follows:
  • It's good to stick to the standard formats until you get desired expertise. A laboratory report contains the following fundamental elements
  1. Abstract
  2. Table of content
  3. Summary
  4. Introduction
  5. Main body
  6. Conclusion
  7. References
  8. Appendix
  • An operating manual contains:
  1. A summary
  2. An introduction
  3. Equipment's Description
  4. Operational Instructions
  5. Troubleshooting
  6. Maintenance and emergency operation;
  7. Finally, an appendix holding manufacturer's literature figures a parts list, spare-parts list and drawings.

Hence, the technical writers who often get remarks on logical flow or structural shortcomings in personal reflections or other technical documents should stick hard to standard formats for months.

Addressing The Targeted Audience:

Drafting an email for a tycoon or constructing a technical document (report) ahead of an institution often does not address issues. But, what do you think about targeting a specific class, audience or group of people? Like in most technical documents, reports, manuals, and brochures, we need to call many readers. In this scenario, the writers must know his audience which in turn needs planning. The planning needs a writer to brainstorm about the designation, industry and interests of the reader.

Further, knowing the basic education level of the audience to be addressed is another sub-element of this point. Though most of the technical writers have an idea about the expected audience. But, for those who do not exactly know about their audience, a few general approaches can be helpful.
  • If you are writing a technical document on the demand of any instructor, then the instructor will be the best source who can guide you about the audience.
  • Likewise, industry-oriented research can make your way if you are writing for a manufacturer to get the expected audience.
  • Those writing for the conferences should explore the brochures to know who will be the audience.

In general, we can say that information collection about readers needs little research or browsing step by step. But remember, the education, interest or consumer's nature is things to reach the right audience.

Avoid Using A Robotic Writing Style

A common mistake in the majority of a technical document is 'technicalese'. Here, technicalese refers to using too complex words or concepts that can fly over instead of penetrating the audience's mind. In other words, some writers think that using dozens of cliches, jargon, passive voices, and antiquated phrases can increase their work's worth. But it seems that the robots or computer itself types such technical documents. A technical document must reflect on being created by humans. In this regard, the technique writers need corrections. Being technical does mean using the vocabulary that irritates the readers.

As a solution to most of these problems, the writers should first know that they must write to express, not to impress. Secondly, they must keep in mind the sole purpose of writing technical content is public awareness or gathering at one point. Thirdly, the following tips can help them solve the problem with ease.
  • Use active voice instead of passive voice to avoid confusion.
  • Try to explain the technical terms right after using them.
  • Keep simplicity at priority rather than complexity.
  • Avoid clichés, jargon and antiquated phrases as much as you can.

Shorten The Lengthy Sentences

According to Harvard professor D. H. Menzel, the impact of a sentence on the reader decreases as the sentence length exceeds 34 words. So, avoiding the lengthy sentences in the technical document is another approach to write like a pro. No matter what type of writer you are? Using short or clear sentences is equally important for all. From the reader's point of view, the shorter the sentence will be, the more easily the reader can clutch it.

Solution: Fog index can help you find the appropriate sentence/ word length for your technical document. This tool aims to bring clarity hence restricting the writer from becoming vague. Remember, the higher the fog index, the more difficulties the reader will face to read it. Hence, apply the fog index to your technical document before someone complains about the clarity.

Use Only Relevant Content

Mostly, the students face inadequate or irrelevant content problems in technical drafting. This is a habit of completing the task at the eleventh hour. The most prominent side effects of working at the eleventh hour include 'inadequate time' or 'anxiety attack'. As a result of these side effects, they either overstuff or missing information. Are you wondering about the possible solution for inadequate content? Don't worry; you need to adopt only a few simple steps. You will never face irrelevancy problems in your writing career following these steps.
  • Read several sources of information. Don't rely on only one.
  • Make notes either in printed or hand-written form.
  • Include different problem-solving approaches. Apply why, who, where, then and what themes were possible.
Though there are many other problems in the technical documents that need to be catered, inconsistency, inadequate content, and complexity are a few aspects to improve writing skills. As a big picture, if you think writing is important, read more, you will.