Best Practices of Effective Technical Documentation
In Part 1 of this series on Technical Writing in Property Management Technology, we discussed the importance of technical writing. In Part 2, we discuss best practices of effective technical documentation. Technical documentation can cover a variety of document types, such as user guides, test scripts, training guides, policies, and assessments. Although the formatting of these documents is different, the same principles of good communication apply.
1. Consider the Audience
The foundation of effective technical documentation is understanding the needs and preferences of the target audience. Technical writers should tailor their content according to the level of expertise and familiarity with property management technology among readers. This may involve providing additional context or explanations for the novice or focusing on advanced features for experienced users. For documents like user guides that can be used by experts and beginners, it may be necessary to include advanced and introductory sections to address the needs of both.
2. Accuracy
Accuracy is paramount in technical writing, as errors can lead to confusion and legal issues. Documentation must be up-to-date, accurate, and reflect the latest changes in software and industry regulations. To achieve this, there should be collaboration with software developers, property managers, and any other relevant experts who can provide quality feedback.
3. Clarity and Conciseness
Technical writing should be clear and concise, providing the necessary information without overwhelming the reader. This can be achieved by using simple language, short sentences, and bullet points to break up complex ideas. Jargon and industry-specific terms should be avoided; instead, use plain language that is easily understood by a wide audience. In cases where industry specific language is necessary, including a glossary of terms can ensure that content is accessible to a wider range of readers.
4. Organization and Structure
Effective technical documentation should be well-organized and structured, allowing users to quickly find the information they need. Tools like headings, subheadings, and a table of contents help make information easier to find. Additionally, the logical flow of information should be considered. Topics should be presented in a sequence that makes sense to the reader. This prevents confusion, and keeps documentation from feeling disjointed.
5. Consistency
Consistency in terminology, formatting, and style help create a cohesive and professional document. This can be achieved by using a style guide. Style guides provide an overview of preferred formatting, including guidelines for components like headings, subheadings, bullet points, font sizes, and language conventions. Some organizations create their own style guide. Others choose to follow established style guides, such as the Microsoft Manual of Style or the Chicago Manual of Style.
6. Visuals
Providing a visual representation of complex concepts or processes, such as screenshots, diagrams, and flowcharts, is a vital component of technical writing. Visuals facilitate understanding of information. They should be clear, relevant, and properly labeled to maximize their effectiveness. In the case of user and quick reference guides, visuals can also serve as a reference point when navigating software.
7. Test and Revise Content
The technical writing process should include regular testing and revision to ensure that documentation remains accurate and user-friendly. Experts should check the document for accuracy. Non-experts should also test the document for user friendliness. Experts don’t always notice elements like industry jargon that can be confusing. After the document has been finalized, it is important to keep in mind that technology and industry standards evolve. These changes can have a significant impact on documents like user guides, policies, and quick reference guides. As such, it is necessary to review content regularly to ensure that it is accurate, complete, and current.
Conclusion
In this series, we discussed the importance of technical writing and its best practices. Technical writing is integrated into a number of Lynx services such as System Assessments, Help Desk, and Implementation & Training. The Lynx team has found that a solid understanding of technical writing helps to ensure that the technical documentation we produce is high-quality, value added, and meets the needs of our clients.
