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ten rules for writing

It is no particular problem to find guidelines for technical writing in the literature or on the Internet. Over the years, a multitude of contributors have formed enough rules for writing to totally redecorate the interior of the Empire State Bldg. It is funny though, how even acknowledged communications experts in their strive to shape every aspect of the communication process totally ignore the most fundamental rule of them all: the KISS strategy (Keep It Simple, Stupid). 

What I have done for you here is simply to scavenge through this mix of "rules", recommendations and opinions on writing. Based on my own experience I have tried to weed out the fuzzy or downright meaningless and to limit myself to "ten commandments" - ten simple examples of straightforward advise that I reckon to be of lasting value.

1. Know your readers. To whom do you write? Is it a professional audience with knowledge of the subject you are going to describe or are they laymen with little or no insight in the subject. If your target is the “average man”, you must consider that his reading skills will be varying and comprise a - surprisingly large - percentage (maybe as many as 25 %) of readers that are functional illiterates.

2. Consider your task. What are you going to write? Is it a quick guide for a cellular phone, a computer software manual, an instruction book for an automobile or a simple schematic for putting together a bedroom closet. Consider language, form, layout, photos and drawings. What have you got to work with.

3. Select the right media. Where will your work be used? Will a pocketsize printed booklet be relevant, or is the amount of information so comprehensive that it will turn into a brick-size hardback. Consider whether electronic media such as CD, VCR tape or Internet are relevant.

4. Gather all available information. Who are your resource persons? Typically design engineers, software- and mechanical developers, project- and product managers along with test- and service departments contribute to the input. Know the right persons to ask (not necessarily those highlighted on the company organizational chart). Get invited to departmental meetings.

5. Influence the product design process. At what stage of the process are you called in? It should be an early stage considering you are the person closest to the end user and that the documentation is an integral part of the product. Hence you have an obligation to influence the design process, bringing forward user viewpoints and demands. Simplicity in product design will require less explaining in the manual.

6. Create a draft your colleagues can relate to. Who else will be involved in the process? Get approval for your ideas (and prevent last-minute changes) by writing a draft that is a prototype of the finished result. This draft should be circulated to all those who have a say, comments gathered and considered during revision.

7. Consider your writing. Write in a plain, everyday language. Avoid acronyms and abbreviations where possible. Use the imperative where possible. Avoid flourish sentences – stay clear and unambiguous at all times. Be brief - brevity most certainly is the sister of talent. Use correct syntax, punctuation and grammar – but do not sacrifice clarity in communication simply to obey some formal rule.

8. Use high-quality illustrations. In a manual or user guide, photos and drawings are there to support the text, not just to please the eye. The actions illustrated must thus be instructive and helpful. Old product photos from the marketing department are rarely useful. You must take charge in the creation of user guide illustrations, instructing and supervising photographers and artists.

9. Think of writing as a process. When you write, do not expect to start at the beginning and end at the end. It doesn’t work that way. Instead, write as you think and think as you write. Then edit, correct, rewrite, edit again, rewrite and so on in a continuous process. Although demanding, this is a stimulating and creative way of working and it prevents “writers block”. When you are satisfied with the result, then worry about spell-check, grammar etc.

10. Seek verification of your work. You are brilliant in your own field, no question about it. However, also your work must pass the ultimate test – the verdict of the discriminating end user. Before that happens, it is a good idea to seek the opinion of a less awesome jury, namely the colleagues that initially approved your draft. Better still, if you can arrange for a test group of laymen- and women to test both the product and the user guide, you will get very qualified opinions on your performance.

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"Brevity is the sister of talent."

Anton Chekhov (1860-1904). Russian short-story writer, dramatist.

 

 

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