Technical Writing in the Digital Age: Difference between revisions

Case studies are a form of empirical or observational research that consists of in-depth examination of distinct individuals, groups, events, or scenarios. This research can be used to generate qualitative or quantitative data. {{sfn|Johnson-Sheehan|2018|pp=401-404}}

A data sheet, also known as a technical datasheet, is a document used to describe and summarize the characteristics of a product, material, component, or technology. {{sfn|IDA|2020|p=}}

Descriptions are concise explanations of procedures and processes that assist readers in understanding how something works. Product descriptions and process descriptions are the two main types of technical descriptions. {{sfn|Lannon|Gurak|2020|pp=443-453}}

Letters are a traditional form of communication most often used by employees to communicate with individuals outside of a company or organization. They are typically written on company letterhead. Today, letters are sent either by U.S. mail or electronically. {{sfn|Johnson-Sheehan|2018|p=139}}

A memo (short for memorandum) is an official communication, usually a message from the company, a manager or director, or another person or group acting in an official capacity, used to communicate with others within the same organization. {{sfn|Lannon|Gurak|2020|p=353}}

A report is a concise, easily understandable document that presents technical information in a clear, organized format, allowing readers to access varying levels of information. Reports are categorized as informal, such as briefs, and formal, such as research, scientific, and completion reports. {{sfn|Johnson-Sheehan|2018|loc=chpt 10 & 11}}

Technical communication involves conveying complex information to a specific audience. Key features include accuracy, attention to detail, visuals, and clear and concise organization to enhance user understanding. {{sfn|Smirti|2022}}  

Many technical fields have industry-specific regulations and guidelines which are determined by governing bodies and that also have an impact on their technical communication. Furthermore, many organizations may have a style guide that outlines preferred language usage, tone, and formatting. {{sfn|Smirti|2022}}

Accurate information that is delivered with precision and specificity is essential to providing communication that is unambiguous and free of discrepancies. {{sfn|Smirti|2022}} It is free of errors and inconsistencies.

Objective communication is presented in an unbiased and impartial manner and is free of personal opinions. It relies upon facts and evidence and avoids an overly emotional tone. This approach is particularly important in fields where accuracy and impartiality are essential. {{sfn|Detwiler|2021}}

Technical communication needs to be organized logically, is not unnecessarily involved, and is easily understood by the target audience. The language used should avoid needless jargon and be written in a straightforward manner that avoids redundant word usage and/or excessive explanations. {{sfn|Smirti|2022}} {{sfn|Proofed Editors|2020}}

Technical documents should be formatted in a way that is consistent with the norms and standards of applicable professional fields. Additionally, formatting should adhere to guidelines that enhance usability. Information should be logically organized for easy reading comprehension. This may involve using headings, subheadings, bullet points, and numbered lists. Formatting details should remain consistent throughout the document. {{sfn|Smirti|2022}} {{sfn|Proofed Editors|2020}}

Technical communication utilizes visuals strategically to facilitate understanding of textual content. Visuals such as diagrams, charts, graphs, or images can enhance understanding of a technical document. When presented properly, they can elucidate difficult concepts and make material accessible to a more diverse audience. {{sfn|AI and the LinkedIn Community|2023}}

Where possible, technical communication should be customized to align with the knowledge and needs of its audience. Communication style and tone should be tailored to match the audience's level of expertise and should take into consideration such factors as the users' technical background, familiarity with the subject, and specific requirements. {{sfn|Viral Nation|2019}} The tone sets the overall mood for the piece.  

A content management system (CMS) is a software application that allows users to create, manage, and modify digital content on a website. It provides a user-friendly interface and tools to easily organize, publish, and update content, including text, images, videos, and documents. Additionally, CMSs often offer features like user permissions, version control, and Search Engine Optimization (SEO) to enhance the overall website management experience. {{sfn|Carroll|2006|p=129}}

Word processors are software applications designed for creating, editing, and formatting documents on a computer. They provide many features, such as spell-checking, grammar-checking, and inserting images and tables. These programs are typically used for writing essays, creating reports, or drafting professional documents. {{sfn|Carroll|2010|p=229}} Some popular software applications are [https://www.microsoft.com/en-us/microsoft-365/word Microsoft Word], [https://www.google.com/docs/about/ Google Docs][https://www.microsoft.com/en-us/microsoft-365/sharepoint/collaboration , SharePoint], and [https://www.apple.com/pages/ Apple Pages]. These programs allow documents to be readily disseminated. Comment capability enables audience members to interact about a document with one another and the author.  

The need for paperwork ushered in by World War II served as the driving force for the technical writing profession in the United States. {{sfn|Rathbone|1958}} This was a time years before the computer and photocopier became common office equipment. During this period, the role of the technical writer revolved solely around words, and their primary work tools consisted of either a pencil or ink pen and paper. The technical writer would draft the document by hand, and a typist or clerical worker would then use a typewriter to transfer the writer's words into a finished document.   

Advances in technology thrust the technical writing profession into a new era. The work of the technical writer may now also include not only text, but also images, drawings, and computer-based media. The current role of the technical writer is not only to write, but they may also be involved in research and information gathering, speaking with technical experts, and selecting document mediums and project tools. {{sfn|Macari|2023}}

The projects of today's technical writers can be as varied as writing instructions to assemble a living room chair to creating websites. {{sfn|Grimstead|1999}} The titles of today's technical writers may vary as well. They may be referred to by names as diverse as information architects to documentation specialists. {{sfn|Grimstead|1999}}

Rhetoric is a communication strategy whose primary goal is to persuade an audience. It is grounded in three foundational concepts first defined by the Greek philosopher Aristotle. These concepts are ''logos'', which engages with the reader’s sense of logic or reason; ''pathos'', which appeals to the reader’s emotions; and ''ethos'', which addresses the audience’s values and the writer’s credibility. Within this framework, writers utilize specific techniques or devices to influence and engage readers. Examples include appealing to an audience’s sense of logic by using factual examples to support a point or evoking emotion through descriptive visual language. {{sfn|Gagich|Zickel|n.d.|pp=34-37}}

SEO refers to the practice of optimizing online content to enhance its visibility and ranking on search engine results pages (SERPs), making it a crucial skill for digital writers.{{sfn|Lucas|2023b}} To optimize content for SEO means to have the goal of SEO in mind at the time of designing, creating, and writing a web page for publication. Using keywords and alt-text are two examples of optimizing content for SEO. {{sfn|Barr|2010|loc=chpt. 17}}

A user of search engines formulates queries by using keywords or posing questions. One of the most important elements of building an SEO strategy for a website is developing a thorough understanding of the psychology of your target audience, and how they use words and concepts to obtain information about the services and/or products you provide. Once you understand how the average search engine user—and, more specifically, your target audience—utilizes query-based search engines, you can more effectively reach and keep those users. {{sfn|Enge|Spencer|Stricchiola|2022|p=9}}

Infographics, shared as digital documents, typically combine text, graphics, and illustrations to convey complex concepts or data in a concise and visually appealing format. Infographics are often used to simplify information, making it more accessible to a broader audience, and are found in presentations, reports, websites, and educational materials. {{sfn|Lannon|Gurak|2020|pp=292-293}}

To ensure a digital document has effective UX design and accessible information, technical writers need to construct a clear and organized information architecture (IA). IA is a design principle that organizes information so that it is easily found and understood by users, prioritizing their needs and reducing information overload. A design challenge is making IA understood across multiple digital experiences, changing the navigation structure to fit different medias while staying logical and consistent for the user.{{sfn| Rosenfeld |pp=1, 17-18}} IA that is not constructed well can confuse the user and could cause them to give up their search of information in frustration.{{sfn| Garrand |pp=12}}   

The architecture components of IA can be divided into four different categories:{{sfn| Rosenfeld |pp=90}}  

Responsive design is a strategy that appropriately updates the layout and content of a website or document in relation to the screen size, device, and/or orientation, allowing the site or document to be easily viewed and navigated regardless of device used. With the increased use of mobile devices, web content should be constructed with proper responsive web design (RWD) to ensure effective UX and usability on those devices.{{sfn| Robbins| pp=485}}   

There are several design strategies that can be implemented that will increase the success of RWD:{{sfn| Robbins| pp=487}}   

*Content hierarchy – Carefully constructing content that is organized for the user and creating a hierarchy of content that prioritizes user needs is necessary to ensure effective user experience and navigation across multiple screen sizes.{{sfn| Robbins| pp=499}}

Technical writers must create documents and websites that meet the expectations of their readers and users, and in doing so, writers increase the usability of their site or document.{{sfn| Garrand | pp=26}} Usability can be applied with visual aids, clear and concise language, and structured design.  

Barriers to teaching technical communications include the speed at which digital tools evolve and the complexity of software. {{sfn|Hovde|Renguette|2017|pp=395-411}}

Between 2022 and 2032, the [https://en.wikipedia.org/wiki/Bureau_of_Labor_Statistics, United States Bureau of Labor Statistics] is projecting a 7% job growth for technical writers. {{sfn|United States Bureau of Labor Statistics|2023}} To be relevant as a technical writer in the digital age, one must possess the skills of conducting in-depth research, critical thinking, being detail oriented, design, and technical expertise. To succeed at communicating the complex to specific audiences, the technical writer must understand much of the subject in its complexity. This is accomplished through possessing the skills of communication, collaboration, and teamwork.{{sfn|Fechter|2023}}

One such program is [https://en.wikipedia.org/wiki/ChatGPT ChatGPT], which uses machine learning to produce texts with human-like style and tone. {{sfn|University of Central Arkansas|2023}} Another leader in this area, Contentbot, uses a WordPress plugin which gives blog writers ideas to enhance their posts which are shared via email.{{sfn|Siddiqui|2022}}

Because of the ability of chatbots to imitate human-like language, some education administrators have taken precautions to minimize the occurrence of students passing off artificially generated texts as their own. In some instances, educators have taken the view that material drawn from artificial intelligence software must be handled in the same way as sources from human authors. {{sfn|Klein|2023}} In such cases, students who incorporate artificially generated text into their work have been made to denote credit for the artificial intelligence program utilized.

The advent of chatbots has complicated the issue of credit where creative work is concerned. Because chatbots can simulate human speech, their ability to create cinematic dialogues and other types of creative writing have threatened the credits and financial condition of professional writers. According to an article by Aaron Mok and Jacob Zinkula on ''[https://www.businessinsider.com/ Business Insider]'', writing jobs are among the top 10 roles that AI is most likely to replace. {{sfn|Mok|2023}}