Technical Writers and Editors

Technical writers and editors prepare a wide variety of documents and materials. The most common types of documents they produce are manuals, technical reports, specifications, and proposals. Some technical writers also write scripts for videos and audiovisual presentations and text for multimedia programs. Technical writers and editors prepare manuals that give instructions and detailed information on how to install, assemble, use, service, or repair a product or equipment. They may write and edit manuals as simple as a two-page leaflet that gives instructions on how to assemble a bicycle or as complex as a 500-page document that tells service technicians how to repair machinery, medical equipment, or a climate-control system. One of the most common types of manuals is the computer software user manual, which informs users on how to load software on their computers, explains how to use the program, and gives information on different features.

Technical writers and editors also prepare technical reports on a multitude of subjects. These reports include documents that give the results of research and laboratory tests and documents that describe the progress of a project. They also write and edit sales proposals, product specifications, quality standards, journal articles, in-house style manuals, and newsletters.

The work of a technical writer begins when he or she is assigned to prepare a document. The writer meets with members of an account or technical team to learn the requirements for the document, the intended purpose or objectives, and the audience. During the planning stage, the writer learns when the document needs to be completed, approximately how long it should be, whether artwork or illustrations are to be included, who the other team members are, and any other production or printing requirements. A schedule is created that defines the different stages of development and determines when the writer needs to have certain parts of the document ready.

The next step in document development is the research, or information gathering, phase. During this stage, technical writers gather all the available information about the product or subject, read and review it, and determine what other information is needed. They may research the topic by reading technical publications, but in most cases they will need to gather information directly from the people working on the product. Writers meet with and interview people who are sources of information, such as scientists, engineers, software developers, computer programmers, managers, and project managers. They ask questions, listen, and take notes or record interviews. They gather any available notes, drawings, or diagrams that may be useful.

After writers gather all the necessary information, they sort it out and organize it. They plan how they are going to present the information and prepare an outline for the document. They may decide how the document will look and prepare the design, format, and layout of the pages. In some cases, this may be done by an editor rather than the writer. If illustrations, diagrams, or photographs are going to be included, either the editor or writer makes arrangements for an illustrator, photographer, or art researcher to produce or obtain them.

Then, the writer starts writing and prepares a rough draft of the document. If the document is very large, a writer may prepare it in segments. Once the rough draft is completed, it is submitted to a designated person or group for technical review. Copies of the draft are distributed to managers, engineers, or other experts who can easily determine if any technical information is inaccurate or missing. These reviewers read the document and suggest changes.

The rough draft is also given to technical editors for review of a variety of factors. The editors check that the material is organized well, that each section flows with the section before and after it, and that the language is appropriate for the intended audience. They also check for correct use of grammar, spelling, and punctuation. They ensure that names of parts or objects are consistent throughout the document and that references are accurate. They also check the labeling of graphs and captions for accuracy. Technical editors use special symbols, called proofreader's marks, to indicate the types of changes needed.

The editor and reviewers return their copies of the document to the technical writer. The writer incorporates the appropriate suggestions and revisions and prepares the final draft. The final draft is once again submitted to a designated reviewer or team of reviewers. In some cases, the technical reviewer may do a quick check to make sure that the requested changes were made. In other cases, the technical reviewer may examine the document in depth to ensure technical accuracy and correctness. A walkthrough, or test of the document, may be done for certain types of documents. For example, a walkthrough may be done for a document that explains how to assemble a product. A tester assembles the product by following the instructions given in the document. The tester makes a note of all sections that are unclear or inaccurate, and the document is returned to the writer for any necessary revisions.

For some types of documents, a legal review may also be necessary. For example, a pharmaceutical company that is preparing a training manual to teach its sales representatives about a newly released drug needs to ensure that all materials are in compliance with Food and Drug Administration (FDA) requirements. A member of the legal department who is familiar with these requirements will review the document to make sure that all information in the document conforms to FDA rules.

Once the final draft has been approved, the document is submitted to the technical editor, who makes a comprehensive check of the document. In addition to checking that the language is clear and reads smoothly, the editor ensures that the table of contents matches the different sections or chapters of a document, all illustrations and diagrams are correctly placed, all captions are matched to the correct picture, consistent terminology is used, and correct references are used in the bibliography and text.

The editor returns the document to the writer, who makes any necessary corrections. This copy is then checked by a proofreader. The proofreader compares the final copy against the editor's marked-up copy and makes sure that all changes were made. The document is then prepared for printing or digital publication. In some cases, the writer is responsible for preparing digital files for printing purposes, and in other cases, a print production coordinator prepares all material to submit to a printer.

Some technical writers specialize in a specific type of material. Technical marketing writers create promotional and marketing materials for technological products. They may write the copy for an advertisement for a technical product, such as a computer workstation or software, or they may write press releases about the product. They also write sales literature, product flyers, Web pages, and multimedia presentations.

Other technical writers prepare scripts for videos and films about technical subjects. These writers, called scriptwriters, need to have an understanding of film and video production techniques.

Some technical writers and editors prepare articles for scientific, medical, computer, or engineering trade journals. These articles may report the results of research conducted by doctors, scientists, or engineers or report on technological advances in a particular field. Some technical writers and editors also develop textbooks. They may receive articles written by engineers or scientists and edit and revise them to make them more suitable for the intended audience.

Technical writers and editors may create documents for a variety of media. Digital media, such as e-books and content at Web sites, are increasingly being used in place of print books and paper documents. Technical writers may create materials that are accessed through bulletin board systems and the Internet or create computer-based resources, such as help menus on computer programs. They also create interactive, multimedia documents that are distributed on compact discs or on the Internet. Some of these media require knowledge of special computer programs that allow material to be hyperlinked, or electronically cross-referenced.

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