Benefits of Technical/Professional Writing

Defining Technical Writing

There are many as many definitions of technical writing as there are technical writers in the field. W Earl Britton defines technical writing as communication “that has one meaning and only one meaning” (Allen, The Case Against Defining Technical Writing). By this, Britton assumes that certain words intentionally put together in a specific way will always mean just one idea. Another potential definition of technical writing is “writing that accommodates technology to the user” (Allen). However, putting a definition on the entirety of the field of technical writing has to date been the focus of much discussion. There are many kinds of technical writers, and not all technical writers deal with complex fields like science, medicine, and technology (Allen).

For the Southeast Kansas Community Action Program, Inc., a technical writer must be able write and edit documents of many different formats. Forms are heavily used at SEK-CAP as a method of collecting information about clients. The hired technical writer must know what makes a good and bad form and be able to edit existing forms to successfully serve the demographics of the clients we serve. Grant writing is another important aspect of SEK-CAP. SEK-CAP receives most of its income from government or private funds, and grant writing is crucial to landing that funding. The technical writer will deal heavily with grants. The third major position the technical writer will hold is in writing or editing employee manuals. Crucial information that affects operations and transmits federal law is carried in these manuals, and the technical writer must ensure that the wording is clear, concise, and accurate; in other words, accurate and indisputable under the law, yet easy for employees to read and understand. Finally, an additional responsibility that may fall to the technical writer is running SEK-CAP’s social media. The technical writer must understand the audience, find relevant information, and deliver the information in a way that is interesting to read.

Why A Technical Writer?

The value in a technical writer is immeasurable. By hiring a technical writer, SEK-CAP will be able to add a valuable ally who can deliver crucial information to clients and employees in easy-to-digest bites. Nothing is as useless as a document that the reader cannot understand or use. Furthermore, some of SEK-CAP’s clients are LEPs, or people with Limited English Proficiency. The clients may know a little English, but not enough to understand complex sentences and a large vocabulary. A technical writer will know how to translate important documents into Basic English. Basic English is language that is easy to understand for clients with a limited knowledge of English, or even clients with a limited education. Basic English can also be translated into other languages much easier than a document written in formal English. This has endless use for SEK-CAP.

Value in Humanities

Keep in mind, however, technical writers can come from any degree outside of plain “technical writing.” Many brilliant and useful writers and editors can come out of the humanities department. Their skills in ‘regular English’, literature, and rhetoric could be very useful. The writing they have done in the past could very well be considered technical. After all, “no one is prepared to say which subjects are ‘technical.’ . . . Reality doesn't come in packages clearly marked ‘technical’ or ‘nontechnical’ (Miller, A Humanistic Rational for Technical Writing).” In other words, an English major could still have the skill and understanding to be an excellent technical writer, and the skills they gathered through school could be a valuable asset to SEK-CAP. Humanity degrees have studied methods of rhetoric and the realities of human thought. This could be invaluable in much of the work the technical writer will have to do, such as grant-writing and social media operation. To be able to convince the audience to agree with the writing requires careful wording and an understanding of humanity. Further, the English language does not handle impersonality very well (Miller). It would be prudent to hire someone who has a firm grasp on how to use the English language clearly and effectively. This person could very well come from a degree that teaches syntax, control, vocabulary, and history of language.

Sources

Allen, Jo. "The Case Against Defining Technical Writing." Writing in the Workplace. Boston: Allyn and Bacon, 1998. N. pag. Print.

Millar, Carolyn. "A Humanistic Rationale for Technical Writing." Print.

Training for my future

The first job I looked into was for a company called The Fountain Group. The Fountain Group is a staffing agency that places potential employees with "prominent clients." This particular add list the following necessary qualifications:Technical Writer / Communication Specialist with SharePoint experience.
Not a SharePoint Developer or Administrator but a candidate that has a good working knowledge of SharePoint and knows the ins and outs.
Experience Required: MS Office, SharePoint, Business Comm., Web based tools. Of these qualifications I was unfamiliar with SharePoint, so I looked up some information on this.
I found a couple of websites that would be helpful in obtaining the information I would need to be able to have a basic knowledge of SharePoint. SharePoint seems to work much like Google Docs. Added features to this program would be the ability to pull in information from across the company; however, as they are not looking for an administrator, but someone that has working knowledge this system looks to be a quick pick up with a few tutorials.

http://www.youtube.com/watch?v=s12Jb5Z2xaE

and

http://office.microsoft.com/en-us/sharepoint/sharepoint-2013-overview-collaboration-software-features-FX103789323.aspxhttp://office.microsoft.com/en-us/sharepoint/sharepoint-2013-overview-collaboration-software-features-FX103789323.aspx

This website had by the far the most information, along with links to additional information to get a user started.

http://www.fastsharepoint.com/tutorials/WhatIsSharePoint


 ForceV Technologies is an IT technical staffing company. They are looking for a technical writer with the following qualifications:
• Hands-on technical writing and editing experience, with specific experience in documenting information technology software and systems.
• Knowledge of information gathering, planning, and organizing methods and principles.
• Experience with Current Desktop publishing tools.
• Experience with industries that are regulated and require documentation according to regulation.
• Strong understanding of document formatting and presentation techniques.

This one seems pretty straight forward, of course that is dependent on the desktop publishing program they are using. A list of the top 10 desktop publishing reviews can be found here:
http://desktop-publishing-software-review.toptenreviews.com/

At the top of the list was PagePlus. This link takes the user to several YouTube videos describing different aspects of its program.

http://desktoppub.about.com/od/serif/tp/Serif-PagePlus-SE-Tutorials.htm 


Weatherford is a Swiss-based, multinational oilfield service and technology company. They are looking for a TECHNICAL WRITER II in the Houston, TX area. Requirements for this job are:

English Language-- Knowledge of the structure and content of the English language, including the proper meaning and spelling of words, rules of composition, and grammar.
Software – Must be proficient in Microsoft Office (Word, Access, Excel, PowerPoint) version 2010, Visio, Adobe Acrobat standard or professional 7.0 or higher, and Windows.
Communications and Media-- Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform via written, oral, and visual media.

Computers and Electronics-- Knowledge of PC electronic equipment.

Reading/Writing Comprehension – Ability to read and understand written information in work related documents, and effectively communicate by written narrative.

Oral Comprehension/Expression – Ability to listen attentively and understand verbal information, as well as speak and communicate effectively.

Time Management – Ability to manage one’s own time and establish work priorities.

Active Learning-- Understanding the implications of new information for both current and future problem-solving and decision-making.

Critical Thinking-- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Complex Problem Solving-- Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Speech – Ability to communicate and convey information where others may understand.

Knowledge of SharePoint 2010.

Again the links to SharePoint would be good to have, but for this tutorial I will be focusing on Visio. This is a program that helps organize complex data and create things like flow charts.

http://office.microsoft.com/en-us/visio/

This quick tutorial shows users how to quickly set up a flow chart.

http://www.youtube.com/watch?v=2GDDRholTsg

Benefits of Technical / Professional Writing

Jo Allen in "The Case Against Defining Technical Writing," believes that, "It strikes many as ironic - if not downright embarrassing - that a discipline that so frequently constructs definitions cannot muster one for its own enterprise." A technical writer just brings so many skills to the table that it is difficult to pin down a precise definition. Technical writers are trained in editing, writing, rhetoric, and various writing styles, most of which they have acquired from humanities classes. Although I have taken classes in advanced composition, I have learned just as much about style and clarity, if not more, from my technical writing classes.Technical writers also bring technology with them that cannot be overlooked such as the ability to operate a database, set up a website, or run a company blog.

In working in this office I have seen many instances where a technical writer from a humanities department could benefit the city. Already the transferring of the city code book into a word document has saved the city a minimum of $2500.00 for each reprint of the city code. The city could benefit greatly by having a technical writer on staff in many other ways as well. A technical writer could set up a webpage, maintain a blog in which council meeting minutes could be posted, forms could be revised for individuals in town with disabilities, and handouts could be made available for citizens to pick up instead of having to wait for copies to be made.The advantages of having a technical writer from a humanities program would be great.

Carolyn Miller in "What's Practical About Technical Writing?" says, "If technical writing is the rhetoric of 'the world of work,' it is the rhetoric of contemporary praxis." Rhetoric has been used in political documents from the beginning of the United States. The Declaration of Independence used rhetoric as a means to appeal to the colonists through ethical, logical, and emotional appeals, as well as with syllogisms. Although documents from the city would not be designed to throw off the yoke of a tyrant, the same appeals can be used to get citizens to conserve water, recycle, take pride in their town, and other numerous ways.

The city could benefit greatly from a technical writer's ability to get information out to the community by using technology and writing. Making city business more readily accessible to the citizens it serves would reduce misinformation and disgruntled citizens.

Sources

Allen, Jo. "The Case Against Defining Technical Writing." Writing in the Workplace. Boston: Allyn and Bacon, 1998. Print.

Dorbin, David. "What is Technical About Technical Writing?" Print.
Millar, Carolyn. "A Humanistic Rationale for Technical Writing." Print.

Tebeaux, Elizabeth. "Let's Not Ruin Technical Writing, Too: A Comment on the Essays of Carolyn Miller and Elizabeth Harris."

---. "What's Practical About Technical Writing?" Print.