Technical writing isn’t considered by most to be an art form, but more of a way to communicate certain pieces of information as efficiently as possible (which, in a way, is an art form in itself).  Documentation that remains static over the years can get a little flat, if not outright stale.

When you’re writing a manual or just a memo to others, you might want to think about whether the writing has gotten into a rut.  If it has, not only is the audience reading it going to be bored, but they might skip over vital information as a result of assuming you’re presenting information in a particular way.

There are a number of ways in which technical writing can be amped up to be more effective, but also more exciting for today’s readers.  Even if the content is far from exciting.

Whether you hire a new technical writer or use the original writer to revamp the information, you’ll want to look for ideas that will allow:

1. Arrange information in a pleasing manner – While looks shouldn’t count for everything, they do still count.  Using lists and smaller paragraphs will help make information easier to digest.
2. Rethink the order – If the presentation of information doesn’t really work in its current hierarchy, change it up to make it more logical.  This can help create an interest in readers who may have tired of the old presentation or who were unable to find what they were looking for without a lot of aggravation.
3. Provide a fresh outlook and perspective – Over the past few years, we’ve become accustomed to absorbing information in small bites. A perfect example of this is the 140-word character limit in Twitter. You want information to be clear and concise and not to result in tedium when read. Maybe it’s time to add some interesting graphics, charts, or in the case of online documentation, some engaging videos.

Embracing change is a good thing, especially when it comes to documentation that is getting stale or worse yet, getting ignored. By taking a fresh approach with today’s reader in mind, you can make information more readable, easier to digest and more relevant without leaving out important details. 

What are your thoughts on making documentation more readable for today’s audience? Please leave a comment.

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What Technical Communication Managers Must Do to Prove the Value of Their Deliverables

Editor’s Note: This was the feature article in this month’s TechCom Manager newsletter, reprinted here with permission. Click the previous link to subscribe to the newsletter.

As documentation managers, technical communicators, and training specialists, we understand the importance of clear, concise communication. Or at least we are supposed to. As it turns out, many of us don’t. This article explores the new realities of a global information marketplace, the impact of the world wide web on communication professionals, and the importance of saying exactly what we mean.

Often, documentation managers are tasked with all sorts of chores — an increasing list of meetings, reports, updates, and other business minutiae heaped upon plates already full with responsibility. Ironically, many of these tasks are about managing the people, processes, and projects in their department, and not so much about managing the content itself.

Often, documentation managers are tasked with all sorts of chores — an increasing list of meetings, reports, updates, and other business minutiae heaped upon plates already full with responsibility. Ironically, many of these tasks are about managing the people, processes, and projects in their department, and not so much about managing the content itself.

This, however, is changing as more and more organizations begin to understand one business-critical fact: Content is a business asset worthy of being managed efficiently and effectively, just like the inventory of parts in a manufacturing plant or the dollars and cents in a group retirement fund. What’s needed is a coherent, repeatable set of processes designed to control the production, delivery, retirement, and archiving of content, supported by standards, and implemented using software tools designed to enforce rules and automate manual tasks.

This refrain is nothing new. Technical communication literature is packed with case studies, lessons learned and best practices detailing the need for adopting XML component content management, structured authoring, content reuse, automation…you get the picture.

But as many organizations start to see the importance of controlling their content, they usually take the path they have traveled most often before — the wrong path — one that leads to a less successful project. Instead of taking a step back and focusing on content and the needs of those who create it, consume it, and reuse it, organizations usually start by talking about software. And that is where the trouble begins.

(more…)

By Kerri Harris

Effective communication is a manager’s greatest tool in rallying groups toward a common cause. From the annual department address to daily email, careful audience consideration is vital in determining how accurately audiences receive messages. Even the most engaging statements lose meaning when barriers to effective communication foster misconception and confusion.

While many managers typically hold listeners solely responsible for how they receive or interpret information, true leaders are more cognizant about potential communication barriers. As a result, leaders often question their assumptions about the “right” way to communicate and strive to better understand the ways their subordinates interact with one another.

For many years, scholars have studied barriers to effective communication based in simplified terms, putting culture and gender among the greatest inhibitors. While no individual is bound to set generalizations, specific characteristics can impact personal interaction and business objectives.

Through this article we’ll examine:

• Global Communication Barriers
• Gender Communication Barriers
• Tools for Managers to Overcome Barriers

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