4 Steps To Improve Your Technical Writing Format

By November 17, 2020January 11th, 2021Best Practices
technical writing blog

Are you spending more time trying to perfect your document formatting instead of technical writing? Getting distracted by format details can negatively affect the quality of your work. Whether you’re writing release notes, user guides, or tutorials, there are ways to streamline the process. We’ll show you how to make the document formatting process easier to save you time and reduce errors. With some tips and the right tools, you’ll be able to create technical writing content while formatting it efficiently.

Concentrate on technical writing 

When you first start a project, you may be tempted to set many of your document options before beginning. While essential, setting all your fonts and formatting first is unnecessary because you’ll most likely change them. For best results, here are the elements you should be focusing on when producing technical documentation. 

Get to the point

When creating any kind of instructional document, be clear and concise. Simplify your language and the shorter the better. Make direct statements with an active voice by avoiding the use of ambiguous terms and slang. By removing any grammatical redundancies, your audience will have an easier time understanding your content. 

Know your audience

The type of person reading an instruction manual and someone reviewing release notes can be fairly different. In any case, you most likely won’t need to explain well-known concepts in your industry. However, this doesn’t mean that you can assume that the reader is just as much of an expert as you. Therefore, highlight attributions to common terminology for easy reference without having to explain them directly. 

Set a clear content structure

When providing instructions, if you start enumerating bullet points, then switch to paragraphs, this can be confusing to readers. You should establish a clear content structure and more importantly, stick to it. Be systematic, use images strategically, and incorporate examples when appropriate. As a result, your document will be easily searchable and more functional to users.

Utilize Smart Templates

When creating a functional technical document, formatting has a huge impact on legibility. But creating bullet point lists, setting headers, tables, and proper margins is time-consuming for any long project. Great formatting allows users to easily skim through material and creates a more organized and cohesive document. Luckily there are software tools that can take care of all of these repetitive publishing tasks. 

Once your content is complete, you can leave the formatting to software like WriteWay. Simply pick from a wide range of document styles and themes. WriteWay will automatically transform your work into a ready made user guide, manual, or FAQ. With WriteWay, choose from a wide variety of industry standard templates that your readers will love. With a distraction-free interface and intuitive text editor, WriteWay provides all the tools to create exceptional technical documentation.

Making WriteWay Work for You

The WriteWay team is excited to show you all the new features and apps we are cooking up to help you create better content. Sign up for our Waitlist to get notified immediately when new products and features become available. Our tools help you streamline your workflow by providing a clean interface and dynamic document creation. Discover the WriteWay to get work done.

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