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So you want to be a Technical Writer?:  A Guide to Technical Writing on the Internet
By Kelly Sells

The most important thing a person interested in the field of technical writing should know is that being technically minded is not a pre-requisite. For those who are not necessarily interested in all things technical, but may be interested in transferring technical documentation into audience-friendly material, this comes as a great relief. Before looking for that first technical writing job, however, a person must be capable of writing well, and he or she must know the computer programs used in the field, such as Microsoft Word and PageMaker.  Of course, a person who knows nothing about writing or computers need not apply.  One might not need to be “technical in order to succeed as a technical writer, but one must certainly know how to write if they hope to gain a job as a writer.
    Equally important is the enormous support structure that is currently on the internet for those involved in technical writing.  Several sites contain chat rooms and postings where writers may post questions, concerns, hints, and even job openings in the field.
    Technical writers, therefore, need not be technical.  An applicant without a degree in engineering or computer science, but with extensive editing, proofreading, communication (both oral and written), and computer skills stands a good chance on landing a job in the tech writing field.  In fact, a writer who is not “technically minded” makes a better technical writer than a writer who holds an Engineering or Computer Science degree. This is simply because a person who has no technical background can take the technical information and edit it so the “average” person can read it.  One cannot impose his or her technical background on a document that is supposed to be easy-to-read if one does not have that particular background.  So, how does one get started in the technical writing field?  There are several steps, all of which will be outlined in the proceeding pages of the paper.

Where to Start

The following is an excerpt from the web page of Dr. David A. McMurrey (http://www.io.com/~hcexres/tcm/1603/acchtml/intro.html#about). He teaches an on-line technical writing class at Austin Community College.  As one can see, Dr. McMurrey clearly defines the question “What is Technical Writing?”  

… the field of technical communications is a fully professional field with degree programs, certifications, and—yes!—even theory. It's a good field with a lot of growth and income potential; and an introductory technical-writing course for which this book has been developed is a good way to start if you are interested in a career in this field.
    No matter what sort of professional work you do, you're likely to do lots of writing—and much of it technical in nature. The more you know about some basic technical-writing skills, which are covered in this guide and in technical-writing courses, the better job of writing you're likely to do. And that will be good for the projects you work on, for the organizations you work in, and—most of all—good for you and your career.
    Technical communications—or technical writing, as the course is often called—is not writing about a specific technical topic such as computers, but about any technical topic. The term "technical" refers to knowledge that is not widespread, that is more the territory of experts and specialists. Whatever your major is, you are developing an expertise—you are becoming a specialist in a particular technical area. And whenever you try to write or say anything about your field, you are engaged in technical communications.
    Another key part of the definition of technical communications is the receiver of the information—the audience. Technical communications is the delivery of technical information to readers (or listeners or viewers) in a manner that is adapted to their needs, level of understanding, and background. In fact, this audience element is so important that it is one of the cornerstones of this course: you are challenged to write about highly technical subjects but in a way that a beginner—a nonspecialist—could understand. This ability to "translate" technical information to nonspecialists is a key skill to any technical communicator. In a world of rapid technological development, people are constantly falling behind and becoming technological illiterates. Technology companies are constantly struggling to find effective ways to help customers or potential customers understand the advantages or the operation of their new products.
    So relax! You don't have to write about computers or rocket science—write about the area of technical specialization you know or are learning about. And plan to write about it in such a way that even Grandad can understand!

How to Get Started

The following excerpt from the National Writers Union website (www.nwu.org//bite/twbreak.htm) is one of the most comprehensive “how-to” pages on the internet. While this page refers specifically to the San Francisco Bay Area, much of the information contained in it is relevant for would-be technical writers everywhere:

Breaking into Technical Writing
(San Francisco Bay Area)

Note: This piece was originally written by NWU technical writers in the San Francisco/Silicon Valley area. To some degree it represents conditions that apply to that specific region and may not be entirely accurate for other areas.

Over the past twenty years, the number of jobs opening up in the field of technical writing has grown explosively, and shows every sign of continuing to do so. Because it is such a rapidly expanding field, diligent and persistent newcomers are able to find entry level jobs even if they have no appropriate college degree or technical or scientific training (though, of course degrees and certificates make it easier).

The technical writing field has grown so fast that the term technical writer is no longer an adequate description although everyone still uses it. There are at least three distinct types of writing now lumped under the term technical writer:

·        Technology Education consists of writing about technology for non-technical audiences. For example, hardware and software user manuals, system administrator guides, reports to lay or semi-technical readers, general interest articles, grant requests, environmental impact statements, and so forth. To do this type of writing, you need have only as much technical background as a typical reader will possess (in other words, not much). You have to be able understand your audience and what they need and can assimilate, be able to write clearly, use Desktop Publishing (DTP) software, work with technical people, and above all be a quick learner. Essentially, this job requires you to learn something and then teach it to others through a written document which may be printed on paper or displayed on the web or both. Much of this kind of writing is now being done on, and for, the worldwide web which means you need to know how to prepare web documents using HTML.

·        Traditional Technical Writing consists of writing for a technical audience. For example, repair and maintenance manuals, scientific papers, programmers manuals, research reports, technical specifications, and so forth. To do this type of writing you usually have to have a technical background in the field, know the audience and what they need, and be familiar with the technical jargon. A college degree or equivalent in the technical field is frequently required.

·        Technology Marketing (AKA Marcom) consists of writing sales, promotional, and corporate communications materials for hi-tech companies and services. For example, marketing materials, specification sheets, brochures, newsletters, reports, and so on for companies in the computer, electronics, biotech, aerospace, and similar fields. For this type of writing, you need only have as much technical background as the audience you are writing for. A background in sales or advertising may be helpful but is not essential.

In addition to high-tech companies, most banks, insurance companies, and other large businesses have their own computer departments, and those departments also need writers to prepare the manuals and instructions that company employees use. Many corporations are now hiring writers for non-computer related documents, plans, procedures, guides, and so forth. Non-profit and educational institutions are also starting to use professional writers for research and environmental reports, grant proposals, reports, and similar materials.

Entry-level technical writing jobs usually pay somewhere in the 30 thousands per year depending on various factors. The median salary for an entry-level technical writing job in the computer industry is around $35,000. Entry level jobs for non-profits pay much less, and sometimes nothing at all. Experienced writers in the computer industry can go as high $75,000 or even higher if they have a strong technical background, while the median income for all technical writers in all fields is around $47,500. Women make up almost two-thirds of all technical writers. Note that there are significant regional differences in pay scales. Average rates in Northern California, for example, are much higher than the national averages mentioned above.

Some experienced technical writers work as freelance contractors, moving from company to company and project to project. Contractors usually earn from $35-$75/hour depending on where they are, the type of industry, their experience, and so forth. Freelancers who use agencies or brokers to find work usually earn from $25-$55/hour. (A few freelancers earn $80-$100,000 a year, some earn almost nothing, and most pull in $35-$60,000 in a typical year.) It is difficult to find work as a freelance contractor until you have built up a portfolio, so most people take staff jobs to begin with.

At a minimum, an aspiring technical writer should attend one or more seminars to learn more about the industry, take one or more tech-writing courses, and a course in desktop publishing. There are also many books available on how to do technical writing (though most working technical writers have never read any of them). Then prepare one or more writing samples appropriate to the type of job you are interested in. If you are still in university, perhaps as a liberal arts major, and thinking about how you're going to earn a living after you graduate, technical writing is something you might want to consider.

In recent years, more and more entry level jobs are now requiring a degree or certificate in technical writing. (Certificate programs require fewer classes than degree programs.) In the Bay Area the following schools offer certificate and/or degree programs in technical writing: City College San Francisco, San Francisco State University, DeAnza College, San Jose State University, U.C. Berkeley Extension, and possibly others.

When choosing a course or seminar, the recent background of the instructor is far more important than the title or description of the course. For example even an introductory course taught by someone whose experience is writing military specifications for the defense industry is going to be of little use to anyone seeking work in the end-user, technology-education, computer- industry market.

As in any field, the hardest step is landing your first job. Most managers hiring an entry-level technical writer look for the following:

·        Writing ability. This means the ability to write clearly in standard American English about a technical or semi- technical subject. In other words, the ability to explain something to a typical reader. Beautiful, eloquent, and erudite prose is no advantage here. Managers are not impressed by sonnets, chapters of novels, Hemingway-like journalism, or the kind of facility with language that thrills and delights academics and literary critics.

The manager doing the hiring will want to see one (or more) pieces of technical writing that you have done. A good way to get a portfolio piece is to volunteer to write a short manual for some non-profit agency or political organization that needs written instructions for their volunteers. Other sources are tech-writing classes or seminars, small start-up companies, or your fertile imagination.

·        Know the Tools. Knowledge and experience using one or more Desktop Publishing (DTP) systems is essential. The most commonly used tools are FrameMaker and Microsoft-Word (WordPerfect, Interleaf, Ventura Publishers, Quark, and PageMaker are less popular but still in some use). HTML is fast becoming a standard requirement and should now be considered essential. A big plus in finding a job is knowledge of newer tools such as RoboHelp, SGML, and Java. You don't necessarily have to be an expert in these tools (though it helps). If you can sit down in front of a strange computer, turn it on, get the program up on the screen and do something with it (preferably with confidant panache), they will assume you know enough to get started.

·        Technical Background. Managers are always seeking writers with technical backgrounds. The more technical knowledge you have, the easier it is to find a job and the more you will get paid. Programming knowledge, electronics, engineering, computer science, and so forth are all big pluses. But don't let lack of technical background scare you off, there are many jobs that don't require it. And very often managers can't find someone who meets their technical criteria so they have to hire a quick learner like you. So don't be intimidated.

·        Email & Internet. Knowledge of email and use of the Internet (World Wide Web) is an absolute necessity. Before looking for a tech writing job, get yourself online with an email address and learn how to find things on the web. Put your email address, and your personal web site URL if you have one, on your resume.

·        Comfort with jargon. The more familiar you are with the buzzwords and lingo related to what the company makes or does the better. You don't have to understand all of it, just some of it. The main point is not to show panic when confronted with terms you don't know.

·        People skills. The ability to work well with engineers and programmers is essential. This means being able to establish a relationship with them so that they'll give you the information you need, answer your questions, and review your documents for accuracy.

·        Can do attitude. More than anything else, what managers are looking for is someone who will go out and get the job done, on time, with the minimum of questions and bother to the manager. What they want is a bright, eager, cooperative, can- do' attitude.

TIP: Always try to get past the Human Resources department (Personnel Dept.) and talk to the person who actually needs the writer.

Catch-22

There is a shortage of writers and managers cannot fill the jobs they have open, yet they don't want to spend time and money to train anyone. They only want to hire people with tons of experience, but the only way anyone gets experience is by being hired and working on a job. This barrier is the Catch-22 of establishing yourself as a professional technical writer. Most people maneuver through the "experience-required" barrier through a combination of strategies that works for them. It's a tough problem to solve, but every working technical writer has somehow solved it, and if we did it so can you.

The most important thing managers look for is completed work similar to what they need. If they are hiring a manual writer, they want to see manuals you have written. If they're looking for a marcom writer, they want to see market communications you've written. Examples of your work are called your Portfolio. Your portfolio is your most important technical writing possession and job-finding tool. Build it! Make it look good!

Here are some ways to get experience and build a portfolio before you land your first job:

·        Volunteer to write something for a non-profit organization that needs technical writing (there are lots of them).

·        Build your own web site to show what you can do. Choose some subject you are interested in and know something about and build a site devoted to that topic. For example, a hobby, a charity, an issue, a regional guide, whatever.

·        Help a working tech writer on a project. Subcontract a portion of a project from an overworked friend.

·        Create Your Own Experience. Find a friend who owns or runs a business and will back your story. Then write something similar to the kind of work you are trying to find. For example, a 20-30 page manual for that specific business describing how its employees are to perform some common tasks or use the company hardware and software.

·        Go to school. Take classes where you produce portfolio pieces as part of your course work. Never waste your time on a class that does not end up with something you can put in your portfolio.

Companies that employee many writers often hire editors as entry level positions. An editor in a large technical writing department can usually move up to becoming a writer in a reasonably short time. (Note that in some areas of the country "editors" are actually very senior writers, but in the S.F. Bay Area, that is often not the case.)

Get lucky. While managers want experienced people their clock is ticking. They have deadlines they have to meet. If they can't find an experienced writer, they eventually have to hire whoever they can get. If you land on their doorstep at exactly the right time, impress them with your enthusiasm, and convince them that you are a quick learner determined to succeed, maybe they'll hire you since they can't find the writer of their dreams.

Target your market. Choose the kind of writing you want to do and the industries and markets you want to work in and then shape your portfolio to hit those targets. One area of specialization is not enough because there may not be any jobs open in that field with you need one, but no one can keep up to date on many different areas. Most successful technical writers have two to five areas of specialization. In the Bay Area software industry, for instance, some of the hot markets are: Internet, databases, networking, telecommunications, Java, UNIX, and multimedia. When choosing areas to specialize use your experience to give you an edge. For example, if you've had previous jobs working in banks or insurance companies, consider targeting the financial market, if you've written brochures and newsletters go after marketing communications work rather than technical manuals.

The National Writers Union has a Job Hotline that lists both contract and staff jobs. Note that you must be a union member to get the job contact information. The NWU is open to all working writers.

Another source of job information is the Society for Technical Communications. The STC national Headquarters: 815 Fifteenth St. NW, Washington DC 20005, 202-737-0035, can tell you how to contact the chapter in your area. STC chapters vary widely in focus and usefulness, and you have to be a member to use their job listings.

Large daily newspapers, particularly the San Jose Mercury News (Sunday and Monday editions) frequently run want-ads for staff technical writers. These ads are either in the classified ads under "Technical writer," or "Writer," or in the "Professional Careers" section. Ads for tech writers are often included in the display ads for engineers and programmers so check those too. In these listings, "College Hire," "Associate Writer," and "Junior Writer," usually mean an entry level position, a "Senior Writer" is someone with 2-4 years experience. Most ads call for a "Senior Writer." That is what they want, but if they can't find a Senior writer, they may well hire you.

Be confident, be bold, be persistent.

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Informative Internet Sites

While technical writing has become a great career choice, it is only a major at a few schools.  Therefore, it is hard to market oneself as a “technical writer” in the same way one might market himself or herself as an “engineer” or  “computer scientist.”  It is essential that a person interested in the field know the requirements.  Nina Kolunovsky has written “Becoming a Technical Writer in Three Easy Steps” and has posted this informative work on the internet (http://www.stctoronto.org/art&link/howto.htm).  In it, she lists the steps that one should take if interested in becoming a technical writer.  Specifically, Kolunovsky targets “beginning and would-be technical writers.”  This is an excellent site for those interested in how to get started in the field.  However, Kolunovsky focuses mainly on Canadian opportunities and education, but she does refer to an online technical writing course offered by Roane State Community College.  For more information on that particular course, visit (http://fur.rscc.cc.tn.us/TechWrit/techhome.html).

Perhaps the most in-depth site found thus far is  http://techwriting.about.com. This site offers extensive information on the field of technical writing itself, including how to get started in the field, how to make money (which seems to be a concern for most people these days), and on-line chat and discussion groups.  In these online chat and discussion groups, tech writers and those interested in tech writing can compare notes and ask for help and/or support.  Consider this selection from http://techwriting.about.com :

 As technical communicators we have a natural sense of community.
            Maybe it’s because we feel isolated at work, maybe it’s the amount of 
            Information that we need to evaluate in a documentation project, maybe
            we need to keep up to speed with technological developments.  Whatever
            the reason, we do like to talk about what’s bugging us.  An online discussion
            forum is an ideal place to share your views, air your concerns and chew the fat.

            Another important factor that this site considers are the tools one needs to learn:
                            Word: there's only one word processor worth knowing. Make
                            sure you are comfortable with the use of tables, styles,
                            indexing and incorporating illustrations.
                           FrameMaker: the technical communicator's favourite
                           desktop publishing tool (although PageMaker is a popular alternative).
                            RoboHelp: the most popular tool for creating help systems
                            for applications. There are perfectly acceptable alternatives, though.
                            Web design: a large field but the technical writer should know the basics.
                            Pick up a little knowledge of HTML and learn one of the professional web development
                            tools like Dreamweaver or HoTMetaL PRO.

             Now that it is obvious what one needs to do in order to get into technical writing, let’s look at the one factor everyone is concerned with: money.  Consider Nina Kolunovsky (http://www.stctoronto.org/art&link/howto.htm)  has to say about the salaries in this field:

“According to a recent computer professional salary survey, the average surveyed technical writer in Toronto makes over $41,000 per year. (All figures are in US dollars). This compares quite well to locations such as Albuquerque with $25,900 or Louisville with $25,700. In fact, the only cities with higher annual incomes for technical writers are San Francisco and Los Angeles.

A 1995 North American STC survey helps explain the breakdown of this figure. Following the standard trend, higher positions command higher salaries. An entry level technical communicator makes an average of $30,721 per year, while a technical communicator in a Senior Management (supervisory) position makes an average of $54,100.

Some other interesting facts:

Finally, more experienced technical communicators can command higher salaries, ranging from about $37,000 for less then two years' experience to almost $50,000 for over eleven years' experience.”

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            In conclusion, there are several sites on the internet where one can find informative, helpful information about entering the field of technical writing.  So you want to be a technical writer?  Turn to the World Wide Web for concise and current information.

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This paper was written by Kelly Sells, a graduate English student at East Tennessee State University.  Kelly received her B.A. in English in 1999 from ETSU.  She enjoys scuba diving, reading, and her dog Winnie.