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Technical WritingIT Club Meeting
Sheldon D’CunhaSenior Member STC – Toronto
Agenda
• Introduction• TW for the NCPs IT Club• Required Skills for TWs• Industries/Areas where TWs are in Demand• Education• Typical Day• Employment Models: FT / PT / Contract• Tools• Professional activities
Introduction - Bio
• Sheldon D’Cunha - Senior Member, Society for Technical Communication (STC) - Toronto Chapter since 2003
• Master’s Degree in Commerce• Diplomas in Computer + Marketing Management (JB/NM)• Certificate (1-Yr FT with Co-op : Seneca at York)• Technical Writing since 2003• Worked at Pearson (GTAA); IFDS; GB; IFS Group)• Previously, Sr. Mgr (Projects) ISO 9000 SW Consulting Firm• Professional activities – STC, former Volunteer Manager• Mens Group (Treasurer, Recorder), Arthritis Soc. (charity)• Mentoring
TW DefinitionsWhat is Technical Writing
Creating, designing, and transmitting technical information so that people can:
– understand it easily
– use it safely, effectively, and efficiently
Anecdotal:
Technical Writers should be paid by the word not written...
Value Addition
• Transfer information between silos in IT
• Analyze end user’s stated (and real) needs
• Assimilate complex information and jargon
• Structure and design output to meet needs
• Simplify contents, jargon, and streamline flow
• Create documentation that is concise/usable
• Capture intellectual property in a tangible way
• Ensure content creation/retention/reuse
Benefits of Working with TWs
• You can focus on your own technical tasks
• They capture information that you can reuse
• On exiting a project – handover is professional
• Clients get more value – you get better results
How to Work with TWs• Keep them in the loop @ key SDLC milestones
• Leverage TW strengths/communication skills
• Share project knowledge – give effective inputs (logic, work flows, scripts, data)
• Provide exceptions users’ must be aware of
• Ensure access to test-data, business details
• Remember GIGO (garbage in - garbage out)
• Showcase your soft skills/emotional IQ– Your best LinkedIn reviews could come from TWs!
Ethics in TW
• Abide by a professional code of conduct (Example: STC)
• Avoid false implications, exaggeration, or burying limitations in fine print
• Use design to visually highlight important information - especially potential hazards
• Avoid plagiarism
Types of Technical Writing
SW or HW comes to mind, but there’s lots more:
• Business/ Banking/ Finance/Insurance
• Medical, e-Health, and Nutrition
• Engineering/ Aerospace/Controls/ Telecommunications/ Manufacturing
• HR/Legal
• Policies, procedures, guidelines
• Instructional – Tr. materials, proposals, reports)
• Content Management/Knowledge Management
Disciplines Tech Writers Come From
• Journalism
• Writers and Authors (Cookbooks, Fiction writers)
• Business Analysts, Project Managers, Teachers
• Graphics/DTP/Technical Illustrations/CAD
• HR/Trainers/Administrators/lawyers
• IT : DBAs, Programmers, Tech Support
• Subject Matter Experts: Mutual Funds, Banks
• Medical / Marketing / Social media writers
State of TW Job Scene
• Prospects are good
• Better success if certified (S@York, GB, STC)
• Job Sources (Indeed, Monster, Workopolis)
• Contract agencies and recruiters
• STC / Other Technical Writers/former colleagues
• Networking events (Ex: STC chapter, Happen)
• Social Media (LinkedIn), Craigslist...
Required Skills for TWs
• Good writing skills– Native-English speaker/writer level expected– Formal grammar courses (hone writing skills)– Job experience in other writing areas may help too
• Attention to detail– Typos, parallel writing, factual details
• Ability to use and adhere to a style guide (Ex: MS Manual of Style)• Teaching (not just tech skills)
– Enjoy understanding new technologies/teaching them to lay users
• People/Soft skills• Time and Project Management skills• Business and System analysis skills• Subject Matter Expertise• IT skills• TW tool skills and methodologies
Industries/Areas where TWs are in Demand
• Software Companies: Microsoft, Google, RIM just the tip of the iceberg• Internet based firms (Web sites, wikis, intranets)• Telecom: Rogers, Bell, Cell phone Co.s, Long Distance providers• Telemarketing firms (scripts)• Hardware /Networking / IT/ Device companies • Finance: Banks, Investment/Mutual Fund Cos/ Banking companies• Transportation: Airports (Pearson), TTC, Bombardier• Medical: Pharmaceutical, Devices (BP, Blood sugar)• Manufacturing (ERPs, AS/400)• Social Media • HR - all firms have a department; Policy and Procedure writing• Corporate Communications (Can be a separate specialization)• Marketing Communications / Advertising firms, IPO firms• Automobile industry and affiliates• Recruitment firms• Realtors, legal, asset management firms, IP, security firms
Education• Graduation/Masters degree (life-long learner)
• Technical Communications (Degree/Diploma)
• Writing / Grammar courses
• IT/ BA/ PM courses
• Business and management courses
• Subject Matter Expertise (example: Insurance writer, Banker, Security, Realtor)
• CMS (Content/Knowledge management systems)
• Structured and Topic-based authoring
• TW tools (Adobe, Flare, Robohelp, AuthorIT)
Employment Models
• Contractor– Sole proprietor (Firm tries you before flipping you to FT)
• Cheaper, simpler, easier to use, accountant required
– Incorporated (Government, Stock Exchange, etc.)• Expensive, expert legal and accounting assistance essential
• Part-time – Roles colleagues held (source: Craigs list, Walmart)– Generic writing/editing roles – may not be pure TW
• Full-Time– Benefits– Vacation– “Job Security”– Tenure around (2-7 years)
TW Tools• MS-Word (PowerPoint, Paint)• Spreadsheets, Macros, Scripting languages• HTML/XML/ CSS• Wiki’s• SharePoint (Source Safe Version control tools)• Adobe FrameMaker (Structured)• Adobe Acrobat - Professional• SnagIT, Photoshop, JASC• On-line help (Flare, Robohelp)• CMS (SiberLogic, Documentum), KMS (Kana)• Methodologies: Single-Sourcing, Content re-use, DITA• Software (Java, Programming languages an asset)• BA and PM • New prog. logic and methodologies)
Professional Activities
• Join a professional body (STC)– Be active in the profession– Network– Keep learning about current best practices & methodologies
• Give back– Volunteer– Mentor, Help, Support
• Learn Always– Get certified– Attend Seminars, Webinars, Talks– Update skillsets, tools, and methodologies
• Teach and instruct; share resources and knowledge• Maintain a professional image (vital on social media)
Typical Day on the Job...
• Review your projects and schedules
• Retain project-specific notes
• Have to-do lists and set priorities: AM and PM
• Evaluate pending and urgent items
• Update time-sheets (vital for billable hours)
• Keep a personal worklog (in *your* own diary)
• Check your time/performance KPIs with PMs
• Helping on ad-hoc requests (finding info)
Business Analysis
• You are the BA for all assigned doc tasks• Learn and use tools (diagramming, workflow)• Ensure you know the details, or learn...• Get certification (in-house if you can)• Try to get formal / informal tips from BAs• Become a SME (especially if you want to last)• Share - training others makes you better• Provide help, and take help gratefully• Let others know about their pitfalls (very gently)
Documentation
• Minutes, release notes, user guides, marketing docs, RFPs• Authoring, Editing, Structuring, making more usable• Peer reviews • Web sites• Content Management Systems• Repositories• Online help• Metadata• Scripting• Workflows• Requirements analysis• Lessons Learned, Disaster Recovery• Ad hoc projects
Some Ideas
• Keep emails short, sweet, and professional• Avoid the Cc and the Bcc traps (don`t use them)• Escalate – only as a last resort • Golden Rule – Do unto others…• Don’t get into an entitlement mindset (F_Timers)• Leverage LinkedIn (social networking)
– Be very aware of your online presence
• If it’s “that time” – exit graciously to greener pastures• Avoid burned bridges – it is a small world • Enjoy your life and your job – Remember YOLO
– You only live once
