Technical Writing in the Digital Age: Difference between revisions

=='''History'''==

==='''Technical Writing Profession''' ===

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.{{Citation needed}}   

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}}

==='''Future Trends'''===

Technical communication is meant to guide an audience and must be easily understood. Successful technical documentation is accurate, logically sound, and appropriate.{{sfn|Perelman|1998}} Communication can be said to be accurate in two different understandings: accurate in description and accurate in content. Accurate descriptions are easy to understand. Accurate content provides for the intended result. Communication delivered logically is well-organized, clear, and will be coherent for most users. Technical information that is appropriate contains elements and steps that are suitable for the intended purpose and audience.

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

Technical communication should be detail-oriented and free of errors and inconsistencies. Accurate information delivered with precision and specificity is essential for unambiguous and discrepancies-free communication.{{sfn|Smirti|2022}}

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 should be logically organized, straightforward, and easily understood by the target audience. The language used should avoid needless jargon and be written in a manner that avoids redundant word usage and excessive explanations.{{sfn|Smirti|2022}}{{sfn|Proofed Editors|2020}}

Technical documents should be formatted in a way 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, visuals can explain difficult concepts and make material accessible to a more diverse audience.{{sfn|AI and the LinkedIn Community|2023}}

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. They should consider factors such 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.

The appropriateness of documents requires readers to understand the document's message quickly. The document should be of appropriate style and length for the readers' needs.

Technical writing encompasses various genres and styles, influenced by the information and discourse communities. Not all technical documents are produced by technical writers, as professionals produce various technical documents.{{sfn|Lannon|Gurak|2020|p=32}}  

Common types of technical communication include:{{sfn|Mussack|2021}}

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}}

*Process: provides step-by-step instructions on how to perform a particular task or achieve a specific outcome.

Documentation comprises various texts that allow users to accomplish tasks or gain information. It generally falls into three categories, which can be defined as follows:

Emails are the primary form of communication in the workplace, used for both internal and external communication. They facilitate information exchange, idea exchange, and activity coordination.{{sfn|Lannon|Gurak|2020|p=335}} Emails should be brief, concise, readable, and targeted to specific audiences with specific subject lines.{{sfn|Lannon|Gurak|2020|p=348}}

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 press release can be an announcement or recent news that is distributed to media outlets from a company, with intentions on spreading the information to the general public. A press release can be called a press-statement, news release or media release.{{sfn|Pradhan|2021}}

A proposal is a document that identifies an existing problem or opportunity and outlines a comprehensive strategy for addressing it. Organizations create ''internal'' proposals to describe programs and projects that meet specific operational needs, such as a plan to replace an outdated software system. Companies develop ''external'' proposals for potential customers or clients. These documents detail new products, services, or initiatives that a company will implement to address a specific customer concern.{{sfn|Johnson-Sheehan|2018|p=245}}

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}}

Informal or brief reports provide an objective overview of an organization's current state, past events, and future plans, ensuring that readers are well-informed about the organization's operations. Some examples include{{sfn|Johnson-Sheehan|2018|pp=285-288}}:

* White papers and Briefings educate management or clients about important issues.

A formal report is a factual and data-driven response to a research question.

Resumes offer an overview of an individual’s educational credentials and professional experience and often are used to demonstrate an applicant’s qualifications to potential employers.{{sfn|Johnson-Sheehan|2018|p=100}} They may be organized in various ways, but two common approaches are chronologically and by skills.  

Skills resumes provide employment history, but the primary focus is to highlight how an individual applied distinct skills and experiences across various professional positions.{{sfn|Markel|Selber|2019|pp=411-412}}

A user guide is an instructional manual created to help consumers use the product, service or system. A user guide typically includes step-by-step instructions.{{Sfn|Wainaina|2022}}

Digital documents exist in electronic formats, which means they are stored and transmitted as binary data. This format allows for efficient storage, retrieval, and transmission of information via electronic devices.{{sfn|Lucas|2023c}} Digital documentation is the only method to meet a critical challenge of the relatively new concept of "knowledge management" that applies to all organizations. A digital knowledge management system is crucial to an organization so everyone can access information created by employees who are no longer with the organization or to allow cross-referencing with other seemingly unrelated departments.{{sfn|IBM}}

Unlike paper documents, digital documents lack physical presence. They are intangible and exist as electronic files, residing on devices or in the cloud.{{sfn|Lucas|2023c}}

Website content should be designed in accordance with Web Content Accessibility Guidelines (WCAG) to ensure that individuals with disabilities are able to access the same information as those without disabilities.{{sfn|WAI|2022}} It is a legal requirement to include accessibility features in website design.{{sfn|WCAG|2023}} It is also ethically imperative to make sure there is accessibility in digital writing. There are four different types of impairment that can affect how a user interacts and perceives digital documents: vision, mobility, auditory, and cognitive.{{sfn|Robbins|2018|p=42}} Digital documents will need to be optimized so that information can be accessed by hardware and software tools used by people with disabilities.{{sfn|Barr|2010|pp=103-104}} Accessibility broadens the reach of digital content and reaches a wider audience. This is important for technical writers, as their documentation and instructions are critical resources for users of varied abilities.{{Citation needed}}  

A document's scannability is determined by the ease in which it can be scanned to determine meaning. Readers often scan pages for words and phrases that align with their task or interests, as well as for trigger words that are deeply ingrained.{{sfn|Krug|2014|p=23}} The most effective web content is concise and simple to scan, making it easy for users to find the important information. Breaking up text into interesting, easy-to-read sections helps users quickly find information.{{sfn|Barr|2010|p=103}} Ways to improve a document's scannability include implementing visual elements, white space, concise language, highlighting, and emphasis.{{Citation needed}}

Digital documents are easily copied and distributed. They can be duplicated without any loss of quality, making it simple to share information widely and at minimal cost.{{sfn|Lucas|2023c}}

Hyperlinking is a quick and efficient method for directing readers to relevant information in digital documents, facilitating seamless navigation between sections, references, and external resources.{{sfn|Carroll|2010|p=79}}

Digital documents can incorporate multimedia elements like images, audio, video, and interactive content, enhancing engagement through visual and auditory elements. Multiple media formats work best when sharing new, complicated ideas.{{sfn|Carroll|2010|p=36}} Increasing multimodality on a website improves engagement, usability, and accessibility. This can improve the impact of the website's standings in SERPs.{{sfn|Carroll|2010|p=280}}

Digital documents can be protected with encryption, passwords, and access controls to safeguard sensitive information. These security measures enhance data protection and privacy.{{sfn|Lucas|2023c}}

Digital documents have a smaller environmental footprint compared to paper documents, as they reduce the need for paper production, printing, and transportation.{{sfn|Lucas|2023c}}

Online digital documents can be updated dynamically, ensuring that users always have access to the most current information. This is particularly valuable in fast-changing fields.{{sfn|Lucas|2023c}}

In business and research settings, digital documents can integrate with databases and data analysis tools. This integration streamlines data collection, analysis, and reporting processes.{{sfn|Lucas|2023c}}

Digital documents can be subjected to data analytics techniques, allowing organizations to extract valuable insights from large volumes of textual data, which can inform decision-making and strategy.{{sfn|Lucas|2023c}}

Digital documentation is the conversion of physical documents into digital files, enabling easier access, retrieval, and sharing of information. It includes features like searchability, version control, and security measures to ensure data integrity and confidentiality.{{sfn|Lucas|2023c}} In technical and professional writing, digital documentation takes various forms. These methods streamline the sharing of technical information, enhance collaboration, and ensure easy accessibility within professional settings, contributing to efficient communication and knowledge dissemination.{{Citation needed}}

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}}

Presentations created with [https://en.wikipedia.org/wiki/Microsoft_PowerPoint PowerPoint] or [https://en.wikipedia.org/wiki/Google_Slides Google Slides] are vital for professional communication and knowledge sharing. They condense complex information into visually appealing slides for effective presentations by using photos, videos, graphics, charts, and graphs.{{sfn|Parkinson|2018|loc=chpt. 4}}

A blog, short for "weblog," is an informational website organized into short articles called posts, typically chronologically ordered series of website updates, written and organized similar to a traditional diary.{{sfn|Bair|2014|p=7}} They are regularly updated, providing readers with insights on a specific topic or subject. Blogs serve various purposes, including sharing opinions, providing news, offering educational content, and documenting personal experiences.{{sfn|Rose|Garret|2012|p=2}}

Forums are an example of a digital document that allows users to seek and provide information within a community. Forums are gathering information points users provide instead of technical writers. Companies can utilize forums as part of their technical communication with consumers in the digital environment, expanding past the traditional technical communication of a user manual.{{sfn|Ellingson, Marissa|2014}}

Along with adjusting tone and language to suite the desired user, personas also have the responsibility to ensure the purposed digital document properly informs the reader with correct and accurate information the user seeks.

[https://en.wikipedia.org/wiki/Rhetoric 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}}

Technical writers can use various tools to author and present their documents.

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}} Some popular examples of CMS include [https://wordpress.com/ WordPress], [https://www.wix.com/ Wix], and [https://www.blogger.com/about/?bpli=1 Blogger].

Image processing software plays a valuable role in technical and digital writing by facilitating the creation and enhancement of visuals. Documentation and tutorials help optimize images to convey processes or procedures effectively. Whether for screen captures illustrating software interfaces, data visualizations, or graphics for digital content, image processing tools contribute to creating clear and visually appealing materials.{{sfn|Robbins|2018|p=664}} These tools, such as [https://www.adobe.com/ Adobe] and [https://www.canva.com/ Canva], enhance the visual impact of technical and digital writing, ensuring that images are optimized, informative, and engaging for the audience.

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.  

Text editors are fundamental technical and digital writing tools, offering a platform for creating and manipulating plain text files. They are indispensable for programming tasks, providing syntax highlighting and code folding features. Text editors are commonly used to write code, markup languages (HTML, XML, Markdown), and edit configuration files.{{sfn|Godson|p=37-41}} Notable examples include [https://apps.microsoft.com/detail/windows-notepad/9MSMLRH6LZF3?hl=en-US&gl=US Notepad] (Windows), [https://support.apple.com/guide/textedit/welcome/mac TextEdit] (macOS), and [https://notepad-plus-plus.org/ Notepad++]. Whether for programmers, writers, or system administrators, text editors play a crucial role in content creation and technical work.

User-centered design (UCD) is implemented by considering the user and their needs throughout the entire development of a product.{{sfn|Garrett|2011|p=17}} The approach of UCD in technical writing consists of the following methodologies:{{sfn|Lucas|2023e}}

===='''Information Architecture'''====

*Navigation systems: how users browse information and navigate between pages

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 the 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|2018|p=485}}   

*Fluid layout: Responsive sites can be constructed using a fluid layout (or flexible grid) system that will allow content to adjust and flow according to the available screen space.

*CSS media queries: Media queries can be written into the CSS (Cascading Style Sheet), instructing the site's construction according to screen width and orientation. Adding breakpoints for several screen sizes allows pages to be designed for specific devices.

*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|2018|p=499}}

While responsive design focuses on the system or interface response to user inputs, multimodality refers to integrating multiple modes of communication to evaluate how effective communication can be in the digital age. {{sfn|Lucas|2023h|p=}}

There are essential elements to multimodality that improve the UX experience for readers in digital documents:

===='''Usability'''====

Technical writers must create documents and websites that meet the expectations of their readers and users. In doing so, writers increase the usability of their site or document.{{sfn|Garrand|2006|p=26}} Usability consultant Steve Krug considers the most important rule for ensuring a site or document is usable is by making pages self-evident and allowing the user not to have to think about actions.{{sfn|Krug|2014|pp=11-18 }} A website that is well designed for usability means that the users will not have any questions about the content or functions of the site. The site will have a clear hierarchy, use standard web design principles, have well-defined content areas, include noticeable and simple links, and limited distractions.{{sfn|Carroll|2010|p=69}}  

*Highlighting keywords

=='''Pedagogical Approaches'''==

Informal writing, such as some emailing, instant messaging, and texting, has crept into academic writing. In a study conducted by the Pew Internet & America Life Project, almost half of the respondents admitted to omitting proper punctuation and capitalization in their schoolwork. Others even used emoticons. Colleges and universities must now educate students on the different forms of written communication, and when best to employ them.{{sfn|Carroll|2010|p=20}}

Best practices for tone, grammar, and style can vary depending on the form of media (auditory, visual, print, etc.), and many digital writings will combine two or more of these media formats. Students of technical writing may be taught specific techniques for different types of media in order to become proficient multimedia writers.{{sfn|Garrand|2006|p=23}} Gunther Kress and Theo van Leeuwen in their book ''Reading Images: The Grammar of Visual Design'' introduces the concept of visual grammar, which relates to multimodality that helps with complex ideas in visual grammar. Kress and van Leeuwen suggest that visual elements should follow a set of grammatical rules to construct visual designs.{{sfn|Kress & van Leeuwen|2020|}}

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}}

In technical workplaces, resolving ethical dilemmas will be part of one's job. Resources, time, and reputations are at stake, so one will feel pressure to overpromise, underdeliver, bend the rules, cook the numbers, or exaggerate results. Technical fields are also highly competitive, so people sometimes stretch a little further than they should. Ethical dilemmas can force one into situations in which all choices seem unsatisfactory.{{sfn|Johnson-Sheehan|2018|pp=71-84}}

Technical communicators also have to be careful to avoid plagiarism, or taking ideas, thoughts, or words from someone else and passing them off as one's own.{{sfn|Carroll|2010|p=280}}

Technical communicators have ethical standards to which they must abide. The standards are divided into three primary categories. They are the employer, the public, and the environment.{{sfn|Markel|2009}}

Obligations to one's employer include competence and diligence, honesty and candor, confidentiality, and loyalty.{{sfn|Markel|2009}} The technical communicator must adhere to these obligations so that he/she does not harm the reputation or operation of the employer.

Technical writers should utilize gatekeepers to help mitigate the problem of disinformation. These individuals verify the accuracy of the information before it is distributed to primary readers. This helps protect the author from any ethical and legal issues.{{sfn|Balzotti|2022|p=83}}

==='''Citations'''===

{{Reflist}}