I’ve said it before: Technical writing for a nontechnical audience is a challenge. The line between thoroughly conveying information and thoroughly confusing the daylights out of your readers is drawn fine. No one is likely to know your product or subject better than you, but our perception of importance sometimes differs greatly from that of the people reading the copy.
It’s important to keep a few basic details in mind when developing a tech manual that is meant to be read and interpreted by average people. While some of what I have to say today may seem elementary in the headings, I urge you to read further. I’m going to share some good advice on all of them based on my own experiences and client feedback over the years.
Know All Relevant Details About the Subject (Research Anything You Don’t Via Credible Sources)
This goes without saying, right? Well, you’d be surprised at just how thin many tech manuals can actually be. All right, maybe you wouldn’t. I’m sure you want your words to stand out. I’m equally sure that you want the messaging in your next tech manual to be both thorough and easy to understand. To achieve these goals, the following things all need to be considered and incorporated into the final draft.
Know Your Audience
I don’t mean their demographic data. Really research the group or groups of people likely to read your manual. How do they analyze technical information? Can they analyze it? Which parts are they most and least likely to understand? How far should you go trying to explain complex concepts to them?
As a secondary thought, you should ask yourself if your own way of presenting and explaining details works when conveying information to others. In a large number of cases, a little help from a professional technical writer or technical writing service can help ensure your messaging is clear and easy to interpret.
Watch It with the Tech Speak
Even as I typed that heading, I sat here contemplating the silliness of it. On the surface, it looks like I’m telling you to make your technical copy less technical. What I really want to convey is the need for relevance and relatability. It’s very easy to position yourself high enough above your reader that you unwittingly leave them out of the conversation.
I can remember one of my copywriting mentors back in the day cautioning me to “never use military language with civilians.” Well, the same principle applies here. The language of your manual matters.
When I was in ninth grade, one lesson in English class involved developing an instruction manual for making a peanut butter and jelly sandwich. We were supposed to outline every step in the process in exacting detail. Our teacher then proceeded to make a PB&J according to each student’s instructions, usually with disastrous results. In this example, we had to assume the reader to be a completely blank slate and literal thinker.
Your job is bound to be a bit easier than that. Assess what the reader is likely to know already and present information in a way that is easy to follow. Most people out there are smart enough to realize that “spread peanut butter on one side of the bread” means the broad side of one slice, for example. The degree of detail should be governed by how much your audience is likely to know going in.
Create a Logical Progression of Information
There is no better way to organize details and flow of information than with an outline. Outlining your manual helps in several ways. First, it gives a good visual roadmap and helps you determine if the way the information is being presented will ultimately make sense to the reader. It’s far easier to reposition details in an outline than try to rework them in a draft. Be certain of how you want to present your information with deference to how it will be received by your audience.
Proofread and Fact-Check
Sometimes, details get skewed. Sometimes, things aren’t explained the way they should be. We all make mistakes either in the details or the words we use to convey them. Once you have a workable draft, it’s imperative in technical writing to proofread and verify the information contained in the document.
If you are a third-party writer who has been tasked with a client’s manual, this is doubly important. Never submit a manuscript without being able to verify (and ultimately back up) your claims. All instructions should be well-explained and easy to follow.
Split-Test a Few Formats
Experiment with things like graphics, page formatting, and titles. Spending a little money on focus groups can teach you plenty about how good a job you’re doing conveying information. Get some feedback from real readers about your work (or the work you pay for). There is nothing like direct, honest, constructive criticism to sharpen up your communication skills and figure out how to bring technical details about your product or subject to market effectively.
Don’t Chunk Manuals Together
A last little word of advice: If you’re writing manuals for similar products, don’t leave it to the reader to sift through information about a dozen different models. Develop manuals for each. Too many companies cut this particular corner, and it can be a nightmare for the reader. Variations between manuals are usually minor, so a good writer or technical writing team should be able to produce something that is relevant to the specific reader.
If all of this seems a little overwhelming, I just want to remind you that help is available. Moreover, it’s highly recommended. At BeezContent, we work with a network of very talented writers with experience writing high-quality technical copy. Contact us today, and let’s talk about putting together a good manual for your customers and clients.
